TOWN MANAGER'S AGENDA REPORT
Tuesday, November 16, 2010
Report Dated Friday, November 12, 2010
Agenda Item #8 Unfinished Business
a. Rural Development Funding for Wastewater Projects
As you recall, we learned last spring that no construction funding was available for the wastewater projects identified in the planning study we conducted. While there is still no additional funding, Rural Development staff advise that we submit the planning study for approval in case additional funding becomes available. While we are not committed to the scope of work identified in the planning study, I have signed an authorization for our project to be submitted to the state Rural Development office for review.
Agenda Item #9: New Business
a. Presentation on Library Expansion
Representatives from the Southside Regional Library and the Clarksville Area Public Library will present Council with a conceptual plan for expanding the library into the building formerly occupied by the Clarksville Chiropractic Center.
b. Planning Commission Recommendation
The Planning Commission met on Monday, December 6 to hold a public hearing on a Special Use Permit request from Patrick C. McClaugherty to install a 5 ft x 7.5 ft off-premises sign on the side of the Wachovia driveway wall advertising Affordable Carpet Cleaning. This sign will replace the existing Howerton's Antiques sign and will be one-fourth the size of that sign. There was no
opposition from the public, and the Planning Commission recommends that Council grant the special use permit request to allow the sign.
c. Proposed Revision to Substance Abuse Policy
Please see Enclosure #1. The Town has not updated its Substance Abuse and Drug Free Workplace Policy since it was adopted in 1994. The revised policy and the Workplace Search Policy are recommended for adoption by our Town Attorney.
d. Budget Amendment Please see Treasurer's Report.
Sunday, December 19, 2010
TOWN MANAGER'S INFORMATION DECEMBER
TOWN MANAGER'S INFORMATION FOR COUNCIL
1. Website
We have had a catastrophic problem with the Town's website being sabotaged by hackers. Our website development consultant has been unable to resolve this problem to date. Due to lack of service from him and ongoing problems with the site, I would like to consider starting over with a new website. The cost for this service has dropped since we last went through this process.
2. Police Department Move
The PD is starting to move some of their contents to their new location in order to free up some space in the current facility. I would like to schedule a meeting with the Building and Grounds Committee to develop a scope of work for renovating the former Y building in a cost-effective manner.
3. CLIC
CLIC has made progress in the development of a website to provide lake related information to the public. They are also discussing another Symposium to be held Spring 2011.
4. Clarksville Hydroplane Challenge
Carol Brown is looking for additional volunteers to help with her committee. This is a fun event and a fun group of people to work with.
5. Recent Christmas Events
We have received very positive feedback on the Mayor, Manager, and Town Council dinner we hosted last week. Thanks to the MCCSC volunteers for use of the Enrichment Center, the Garden Club for the decorations, and Mayor Allgood for the entertainment. The Chamber event the following night was also well-attended. Thanks to everyone who worked hard to make this year's Christmas parade successful. Even though the weather was very cold, the public turned out in large numbers-to-enjoy the parade.
5. Christmas Lunch
The Town staff will have their second annual hotdog lunch at noon at the Town Hall on Wednesday, December 22. This lunch replaces the Christmas breakfast that we held at the Community Center for a number of years. Please let us know if you can join us.
1. Website
We have had a catastrophic problem with the Town's website being sabotaged by hackers. Our website development consultant has been unable to resolve this problem to date. Due to lack of service from him and ongoing problems with the site, I would like to consider starting over with a new website. The cost for this service has dropped since we last went through this process.
2. Police Department Move
The PD is starting to move some of their contents to their new location in order to free up some space in the current facility. I would like to schedule a meeting with the Building and Grounds Committee to develop a scope of work for renovating the former Y building in a cost-effective manner.
3. CLIC
CLIC has made progress in the development of a website to provide lake related information to the public. They are also discussing another Symposium to be held Spring 2011.
4. Clarksville Hydroplane Challenge
Carol Brown is looking for additional volunteers to help with her committee. This is a fun event and a fun group of people to work with.
5. Recent Christmas Events
We have received very positive feedback on the Mayor, Manager, and Town Council dinner we hosted last week. Thanks to the MCCSC volunteers for use of the Enrichment Center, the Garden Club for the decorations, and Mayor Allgood for the entertainment. The Chamber event the following night was also well-attended. Thanks to everyone who worked hard to make this year's Christmas parade successful. Even though the weather was very cold, the public turned out in large numbers-to-enjoy the parade.
5. Christmas Lunch
The Town staff will have their second annual hotdog lunch at noon at the Town Hall on Wednesday, December 22. This lunch replaces the Christmas breakfast that we held at the Community Center for a number of years. Please let us know if you can join us.
COUNCIL WORKSOP MINUTES DECEMBER
Council Workshop Minutes
Tuesday, December 7, 2010
7:30 p.m. Town Hall
Council Present: Connie Torres, Carolyn Hite, Bill Nunn, Glenn Jurczyk, Christopher Clarke
Staff Present: Melinda Moran, Ricky Wilkinson, Richard Elliott Kevin opened the meeting and welcomed everyone on a cold night.
1. Budget (Connie Torres, Christopher Clarke
A. Purchase order policy
Melinda reported that the Town adopted a Small Purchase Procedure Act in 1988 requiring three quotes on every purchase over $20, but in reality, this is an impractical policy. While three quoted are not routinely sought on small purchases, Town staff do get quotes on larger purchases and purchase orders are obtained for nearly every purchase. There are thresholds established in the State Code for procurement purposes. She recommended that the Committee review the Town's policy and amend it to reflect more current conditions.
2. Buildings and Grounds (Christopher Clarke, Glenn Jurczyk)
A. Oakhurst Cemetery
Melinda commented that the Town received only one bid on the concrete work around the mausoleum and on the roof. Bill added that additional damage could be done without proper care and compaction of the earth around the mausoleum. Glenn concurred that it would be preferable to re-advertise in a larger newspaper circulation market to seek additional bids.
B. Police Department Renovation
Ricky obtained a preliminary cost estimate on renovating the former Y building. Glenn commented that the cost was estimated at $9000. Richard and Ricky both commented that an overhanging tree should be removed due to its close proximity to the building and the likelihood that it will damage the roof. Melinda commented that an actual scope of work needs to be determined before bids can be solicited. She also mentioned that ownership and responsibility for the adjacent playground needs to be determined due to liability concerns.
C Community Center
Melinda reported that heat pump at the Community Center was not adequately heating the building. James Loftis checked the unit and advises that there was damage to a valve and evidence that some of the components had burned. The cost to replace the valve was $300, but he recommended replacing the entire unit. After discussion, Richard agreed to seek additional quotes on replacing the unit, but that it needed to be done soon since the building is being used frequently and heat is needed. Glenn stated that we need to make sure that the duct work would accommodate the new unit.
D. Library Expansion
Melinda reported that representatives from the library would present Council with a conceptual plan for renovation of former Dr. Brown building in order to integrate the two buildings into one larger library facility.
3. Personnel (Carolyn Hite, Connie Torres)
No new business to discuss.
4. Streets & Sidewalks (Bill Nunn, Glenn Jurczyk)
No new business to discuss.
5. Utility Committee (Harold Yuille, Bill Nunn)
Melinda reported that the Virginia Department of Health had provided notice that the Town is eligible for a grant/loan for the water system improvements and repairs that were identified in the study performed as part of the planning grant last year. The VDH advised that a $542,574 loan at 3% interest for 30 years and a grant of $813,861 would be approved subject to availability of state and federal funds. Connie commented that this was a good deal, and would allow the Town to make much needed improvements to the water system. Melinda stated that she would confirm in writing that the Town is interested in moving forward with VDH in their funding process, but that this would not obligate the Town to participate.
6. Recreation (Harold Yuille, Carolyn Hite)
No new business to discuss.
7. OTHER
A. Callahan Tree
Bill commented that he would like to see the Town compel the removal of the large tree on Market St located on property owned by Clayton Callahan. There are large limbs that will cause damage to neighboring properties or Town property should they fall. Melinda commented that Mr. Callahan has verbally stated he would take care of removing the tree, but has not yet done so. She stated she would follow-up with additional written communication. Bill and Carolyn both commented that they would speak to Mr. Callahan about this matter.
B. Safety
Glenn commented that the Town needs to be more focused on safety issues. and money should be made available in the budget for adequate cones and signs. Melinda reported that the Public Works and Public Utility crews would like to order winter weight reflective coats. The coats would provided better cold weather protection and allow to work without wearing their safety vests on top of their winter jackets. Richard added that the cost of the coats is $79 and they are needed for 17 employees. Melinda commented that the coats will belong to the Town and not to the employees.
Tuesday, December 7, 2010
7:30 p.m. Town Hall
Council Present: Connie Torres, Carolyn Hite, Bill Nunn, Glenn Jurczyk, Christopher Clarke
Staff Present: Melinda Moran, Ricky Wilkinson, Richard Elliott Kevin opened the meeting and welcomed everyone on a cold night.
1. Budget (Connie Torres, Christopher Clarke
A. Purchase order policy
Melinda reported that the Town adopted a Small Purchase Procedure Act in 1988 requiring three quotes on every purchase over $20, but in reality, this is an impractical policy. While three quoted are not routinely sought on small purchases, Town staff do get quotes on larger purchases and purchase orders are obtained for nearly every purchase. There are thresholds established in the State Code for procurement purposes. She recommended that the Committee review the Town's policy and amend it to reflect more current conditions.
2. Buildings and Grounds (Christopher Clarke, Glenn Jurczyk)
A. Oakhurst Cemetery
Melinda commented that the Town received only one bid on the concrete work around the mausoleum and on the roof. Bill added that additional damage could be done without proper care and compaction of the earth around the mausoleum. Glenn concurred that it would be preferable to re-advertise in a larger newspaper circulation market to seek additional bids.
B. Police Department Renovation
Ricky obtained a preliminary cost estimate on renovating the former Y building. Glenn commented that the cost was estimated at $9000. Richard and Ricky both commented that an overhanging tree should be removed due to its close proximity to the building and the likelihood that it will damage the roof. Melinda commented that an actual scope of work needs to be determined before bids can be solicited. She also mentioned that ownership and responsibility for the adjacent playground needs to be determined due to liability concerns.
C Community Center
Melinda reported that heat pump at the Community Center was not adequately heating the building. James Loftis checked the unit and advises that there was damage to a valve and evidence that some of the components had burned. The cost to replace the valve was $300, but he recommended replacing the entire unit. After discussion, Richard agreed to seek additional quotes on replacing the unit, but that it needed to be done soon since the building is being used frequently and heat is needed. Glenn stated that we need to make sure that the duct work would accommodate the new unit.
D. Library Expansion
Melinda reported that representatives from the library would present Council with a conceptual plan for renovation of former Dr. Brown building in order to integrate the two buildings into one larger library facility.
3. Personnel (Carolyn Hite, Connie Torres)
No new business to discuss.
4. Streets & Sidewalks (Bill Nunn, Glenn Jurczyk)
No new business to discuss.
5. Utility Committee (Harold Yuille, Bill Nunn)
Melinda reported that the Virginia Department of Health had provided notice that the Town is eligible for a grant/loan for the water system improvements and repairs that were identified in the study performed as part of the planning grant last year. The VDH advised that a $542,574 loan at 3% interest for 30 years and a grant of $813,861 would be approved subject to availability of state and federal funds. Connie commented that this was a good deal, and would allow the Town to make much needed improvements to the water system. Melinda stated that she would confirm in writing that the Town is interested in moving forward with VDH in their funding process, but that this would not obligate the Town to participate.
6. Recreation (Harold Yuille, Carolyn Hite)
No new business to discuss.
7. OTHER
A. Callahan Tree
Bill commented that he would like to see the Town compel the removal of the large tree on Market St located on property owned by Clayton Callahan. There are large limbs that will cause damage to neighboring properties or Town property should they fall. Melinda commented that Mr. Callahan has verbally stated he would take care of removing the tree, but has not yet done so. She stated she would follow-up with additional written communication. Bill and Carolyn both commented that they would speak to Mr. Callahan about this matter.
B. Safety
Glenn commented that the Town needs to be more focused on safety issues. and money should be made available in the budget for adequate cones and signs. Melinda reported that the Public Works and Public Utility crews would like to order winter weight reflective coats. The coats would provided better cold weather protection and allow to work without wearing their safety vests on top of their winter jackets. Richard added that the cost of the coats is $79 and they are needed for 17 employees. Melinda commented that the coats will belong to the Town and not to the employees.
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