Town Council Meeting
Tuesday, February 15, 2011
AGENDA
1. Call to Order
2. Invocation
3. Memorial Resolution for Clarence C. Moore
4. Recognition of Town Staff for Years of Service
5. Approval of Minutes
A. January 18, 2011 Regular Meeting
B. February 1, 2011 Council Workshop
6. Presentation of List of Vendors paid during January 2011
7. Approval of Financial Statements for January 2011
8. Presentation of Town Operation Reports for January 2011
A. Report from Interim Public Works Director Hite
B. Report from Public Utility Director Elliott
9. Presentation of Police Activity Report for January 2011
A. Report from Chief Wilkinson
10.Unfinished Business: (1) Mayor (2) Council (3) Town Manager
A. Housing Rehab Grant —Certifications, Resolution, and Appointments
11.New Business: (1) Mayor (2) Council (3) Town Manager
A. Fire Department - update from Chief Johnny Shriver
B. Planning Commission Recommendation — Special Use Permit Request from Water's Edge Church
C. License for Dealers of Precious Metals
D. Sale of Surplus Equipment
E. Budget Amendment
Sunday, February 13, 2011
TOWN MANAGER'S AGENDA REPORT FEBRUARY
TOWN MANAGER'S AGENDA REPORT
Tuesday, February 15, 2011
Report Dated Friday, February 11, 2011
Agenda Item #3: Memorial Resolution
A. Council will present a memorial resolution to the family of Clarence Moore honoring his service to the Town.
Agenda Item #4: Recognition of Town Staff
A. Council will present certificates to the Town Staff in recognition for their years of service to the Town.
Agenda Item #10: Unfinished Business
A. Housing Rehab Grant – Please see Enclosure #1. There are a number of certificates and a resolution that Council needs to adopt in order for the Town to move forward on this project. Council must also appoint a Housing Rehab Board to make project related decisions. I recommend that in addition to me and Richard Elliott, that Councilman Jurczyk serve in this capacity.
Agenda Item #11: New Business
A. Fire Department Update – Chief Johnny Shriver will update Council on the Fire Department.
B. Planning Commission Recommendation - The Planning Commission will make a recommendation on a Special Use Permit from Water's Edge Church to operate in the former Howerton's Antiques building on Buffalo Rd.
C. License for Dealers of Precious Metals – Please see the Treasurer's Report.
D. Sale of Surplus Equipment – Please see Enclosure #2. The Town is taking bids on surplus equipment
E. from the Police, Utilities, and Public Works Departments.
F. Budget Amendment - Please see Treasurer's Report.
Tuesday, February 15, 2011
Report Dated Friday, February 11, 2011
Agenda Item #3: Memorial Resolution
A. Council will present a memorial resolution to the family of Clarence Moore honoring his service to the Town.
Agenda Item #4: Recognition of Town Staff
A. Council will present certificates to the Town Staff in recognition for their years of service to the Town.
Agenda Item #10: Unfinished Business
A. Housing Rehab Grant – Please see Enclosure #1. There are a number of certificates and a resolution that Council needs to adopt in order for the Town to move forward on this project. Council must also appoint a Housing Rehab Board to make project related decisions. I recommend that in addition to me and Richard Elliott, that Councilman Jurczyk serve in this capacity.
Agenda Item #11: New Business
A. Fire Department Update – Chief Johnny Shriver will update Council on the Fire Department.
B. Planning Commission Recommendation - The Planning Commission will make a recommendation on a Special Use Permit from Water's Edge Church to operate in the former Howerton's Antiques building on Buffalo Rd.
C. License for Dealers of Precious Metals – Please see the Treasurer's Report.
D. Sale of Surplus Equipment – Please see Enclosure #2. The Town is taking bids on surplus equipment
E. from the Police, Utilities, and Public Works Departments.
F. Budget Amendment - Please see Treasurer's Report.
TOWN MANAGER'S INFORMATION FEBRUARY
TOWN MANAGER'S INFORMATION FOR COUNCIL
1. Website
The RFP for a new website has been issued. I have received one proposal to date. As recommended by Councilman Clarke, we will try to transition to new email addresses using the clarksvilleva.org email addresses.
2. Grant Opportunity
Clarksville has an opportunity to participate in the Pathfinder's program conducted by the Virginia Community Capital Inc. organization. This program is designed to expand local capacity for community development. I will have additional information to report at the March Workshop Meeting.
3. CLIC
CLIC will meet on February 23 to discuss second Symposium to be held Spring 2011. The members are also tracking the information related to uranium mining.
4. Rails to Trails
Please let me know if you are interested in reviewing a copy of the 2010 Annual Report from Roanoke River Rails to Trails.
5. Mecklenburg Economic Development Strategic Plan
I participated with a group of local government, education, and business people from across the County to develop a economic development strategic plan.
1. Website
The RFP for a new website has been issued. I have received one proposal to date. As recommended by Councilman Clarke, we will try to transition to new email addresses using the clarksvilleva.org email addresses.
2. Grant Opportunity
Clarksville has an opportunity to participate in the Pathfinder's program conducted by the Virginia Community Capital Inc. organization. This program is designed to expand local capacity for community development. I will have additional information to report at the March Workshop Meeting.
3. CLIC
CLIC will meet on February 23 to discuss second Symposium to be held Spring 2011. The members are also tracking the information related to uranium mining.
4. Rails to Trails
Please let me know if you are interested in reviewing a copy of the 2010 Annual Report from Roanoke River Rails to Trails.
5. Mecklenburg Economic Development Strategic Plan
I participated with a group of local government, education, and business people from across the County to develop a economic development strategic plan.
COUNCIL WORKSOP MINUTES FEBRUARY
Council Workshop Minutes
Tuesday, February 1, 2011
7:30 p.m. Town Hall
Council Present: Connie Torres, Carolyn Hite, Bill Nunn, Harold Yuille, Glenn Jurczyk, Christopher Clarke
Staff Present: Melinda Moran
Connie opened the meeting in Kevin's absence and welcomed everyone.
1. Budget (Connie Torres, Christopher Clarke
Melinda reported that the staff is working on budget preparatory information. The Committee will start meeting later this month.
Carolyn inquired about the status of the Town's purchase of several pieces of equipment that was used by the Town but owned by Clarence Moore. Melinda replied that she would follow-up with Clarence's family.
2. Buildings and Grounds (Christopher Clarke, Glenn Jurczyk)
Melinda provided copies of the Inspection Report summary from the Police Dept building. While a great deal of cosmetic work needs to be done, there does not appear to be anything seriously wrong with the building. The next step will be drafting a set of plans and specs in order to get bids. Glenn commented that ideally we need to utilize the playground area as a gravel parking lot for the Police Department.
Melinda recommended that the Town-owned buildings in need of roof repairs be bid together in order to realize a potential cost savings.
Melinda reported that the Housing Rehabilitation grant the Town applied for last year has been approved. There will be a Team Meeting next week in South Hill at the PDC Office.
Glenn commented that siding should be added to the walls in the Community Center storage closet in order to keep holes from being punched in the walls by the rolling carts that hold the tables and chairs.
3. Personnel (Carolyn Hite, Connie Torres)
Melinda commented that she will have the leave schedules we currently utilize incorporated into the draft personnel manual by the March workshop meeting.
4. Streets & Sidewalks (Bill Nunn, Glenn Jurczyk)
Melinda reported that when the Town bids all the accumulated street patching jobs, we will include resurfacing Willow Drive due to a number of requests from the residents who live there. The cost will determine whether we can proceed this budget year or not.
5. Utility Committee (Harold Yuille, Bill Nunn)
Melinda reported that she received the Notice of Award from the VA Department of Health on Friday, January 28. This funding package is an $813,861 grant and a $542,574 loan at 3% for 30 years.
6. Recreation (Harold Yuille, Carolyn Hite)
7. OTHER
A. Website — Melinda reported that an RFP will be advertised in this week's paper.
B. Fire Department - Johnny Shriver, the newly appointed Fire Chief would like to update Council at the Regular Meeting this month. Glenn commented that the Town should be copied on the Certificate of Insurance that the Department has for the building.
C. Employee Recognition — Melinda commented that she would like Council to present a Resolution to Clarence Moore's family at the Regular meeting this month, and also like to recognize employees for their years of service to the Town.
D. Boundary Adjustment — Melinda reported that a pre-bid meeting for the survey work required by the COLG will be held next week, and that she is working with a paralegal to compile the other information needed at this time.
Tuesday, February 1, 2011
7:30 p.m. Town Hall
Council Present: Connie Torres, Carolyn Hite, Bill Nunn, Harold Yuille, Glenn Jurczyk, Christopher Clarke
Staff Present: Melinda Moran
Connie opened the meeting in Kevin's absence and welcomed everyone.
1. Budget (Connie Torres, Christopher Clarke
Melinda reported that the staff is working on budget preparatory information. The Committee will start meeting later this month.
Carolyn inquired about the status of the Town's purchase of several pieces of equipment that was used by the Town but owned by Clarence Moore. Melinda replied that she would follow-up with Clarence's family.
2. Buildings and Grounds (Christopher Clarke, Glenn Jurczyk)
Melinda provided copies of the Inspection Report summary from the Police Dept building. While a great deal of cosmetic work needs to be done, there does not appear to be anything seriously wrong with the building. The next step will be drafting a set of plans and specs in order to get bids. Glenn commented that ideally we need to utilize the playground area as a gravel parking lot for the Police Department.
Melinda recommended that the Town-owned buildings in need of roof repairs be bid together in order to realize a potential cost savings.
Melinda reported that the Housing Rehabilitation grant the Town applied for last year has been approved. There will be a Team Meeting next week in South Hill at the PDC Office.
Glenn commented that siding should be added to the walls in the Community Center storage closet in order to keep holes from being punched in the walls by the rolling carts that hold the tables and chairs.
3. Personnel (Carolyn Hite, Connie Torres)
Melinda commented that she will have the leave schedules we currently utilize incorporated into the draft personnel manual by the March workshop meeting.
4. Streets & Sidewalks (Bill Nunn, Glenn Jurczyk)
Melinda reported that when the Town bids all the accumulated street patching jobs, we will include resurfacing Willow Drive due to a number of requests from the residents who live there. The cost will determine whether we can proceed this budget year or not.
5. Utility Committee (Harold Yuille, Bill Nunn)
Melinda reported that she received the Notice of Award from the VA Department of Health on Friday, January 28. This funding package is an $813,861 grant and a $542,574 loan at 3% for 30 years.
6. Recreation (Harold Yuille, Carolyn Hite)
7. OTHER
A. Website — Melinda reported that an RFP will be advertised in this week's paper.
B. Fire Department - Johnny Shriver, the newly appointed Fire Chief would like to update Council at the Regular Meeting this month. Glenn commented that the Town should be copied on the Certificate of Insurance that the Department has for the building.
C. Employee Recognition — Melinda commented that she would like Council to present a Resolution to Clarence Moore's family at the Regular meeting this month, and also like to recognize employees for their years of service to the Town.
D. Boundary Adjustment — Melinda reported that a pre-bid meeting for the survey work required by the COLG will be held next week, and that she is working with a paralegal to compile the other information needed at this time.
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