BRISTOL, VIRGINIA CITY COUNCIL 300 Lee Street, Bristol, Virginia November 14, 2017

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1 City Council Kevin Mumpower, Mayor Kevin Wingard, Vice Mayor Doug Fleenor, Council Member Bill Hartley, Council Member Archie Hubbard III, Council Member BRISTOL, VIRGINIA CITY COUNCIL 300 Lee Street, Bristol, Virginia November 14, :00 p.m. Call to Order Moment of Silence Pledge of Allegiance A. Mayor s Minute and Council Comments. B. Proclamation to Recognize the Virginia High School Football Team. REGULAR AGENDA: 1. Consider an Agreement Between the City of Bristol, Virginia and Washington County, Virginia for Animal Shelter Services. a. Staff Report b. Public Comment c. Council Motion and Second e. Council Discussion f. Roll Call CONSENT AGENDA 2.1 Consider Street Closure Request for Christmas Tree Lighting November 27, 2017, Rain Date November 28, Consider Purchase Requisitions. 2.3 Consider Approval of Minutes: Called Meeting October 11, 2017 Regular Meeting October 24, Consider Appropriating $812,997 to the FY18 Budget per the Items Listed Below:

2 Police Department Appropriate restitution received the Police Department Expenditure Operating Supplies & Materials $907 Revenue Police Department $907 Appropriate donation from Norfolk Southern Foundation Expenditure Equipment $2,000 Revenue Donations & Gifts-Police Dept $2,000 Hazardous Materials Emergency Response Services Appropriate Bristol Regional Haz Mat Team 2017 Pass Through Funds $30,000 Revenue Dept of Emergency Management $30, th District Juvenile & Domestic Relations Court Clerk Appropriate additional COIN reimbursement funds Expenditure Joint Operating Expenses $1,739 Expenditure Clerk s Technology Trust Fund $1,739 Vivitrol Pilot Grant Appropriate Vivitrol Pilot Grant Award Expenditure Professional Services $4,198 Expenditure Operating Supplies & Materials $45,802 Revenue Vivitrol Pilot Grant $50,000 School Expenditures Appropriate pass through insurance reimbursement for storm damage to VHS and WLES Expenditure Materials Building & Property $40,351 Revenue Insurance Recovery $40,351 Capital Projects Appropriate additional VDOT funding available through remaining project funds. The 2% local funding will be provided through existing General Fund Appropriations. No additional local money is required Expenditure Professional Services $60,000 Expenditure Improvements & Construction $606,000 Revenue VDOT Bonham Road Shared Use $666,000 Capital Project Fund City Sheriff & Jail Appropriate remaining bond proceeds to purchase software Expenditure Other Equipment $22,000 Revenue Local Bond Issue $22,000

3 a. Council Motion and Second b. Roll Call COUNCIL DISCUSSION: C. Debt Restructuring D. Forensic Audit Update E. Candy Alley F. Charter Changes G. Matters to be Presented by Members of the Public Non-Agenda Items. H. City Manager s Comments. EXECUTIVE SESSION 3. Executive Session pursuant to A5, Code of Virginia, 1950, as amended. Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community (prospective business); and pursuant to A8, Code of Virginia, 1950, as amended. Consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel (legal matter); and pursuant to A1, Code of Virginia 1950, as amended. Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body; (personnel). a. Council Motion and Second b. Roll Call 4. Certify Executive Session. a. Roll Call I. Adjournment.

4 Meeting Date: November 14, 2017 Department: City Council Staff Contact: Kevin Mumpower AGENDA ITEM WORDING: BRISTOL, VIRGINIA CITY COUNCIL AGENDA ITEM SUMMARY Proclamation to Recognize the Virginia High School Football Team. ITEM BACKGROUND: N/A PREVIOUS RELEVANT ACTION: N/A Staff Recommendations: N/A DOCUMENTATION: Included Not Required _X_ MOTION: None. Revised 03/10

5 WHEREAS, the Virginia High School Bearcats football team finished the 2016 regular season with a 3-7 record; and WHEREAS, Coach Michael Crist and the Virginia High School football coaching staff challenged the returning players to work hard in the offseason as a team in order to improve; and WHEREAS, the Virginia High School Bearcats football players accepted that challenge by working hard in the weight room, on the practice field, and in the classroom; and WHEREAS, the Virginia High School football team came together as a result of a common goal and a family atmosphere; and WHEREAS, the Virginia High School football team began the regular season with a huge win against Tazewell by a score of 35-0; and WHEREAS, the Virginia High School football team earned a signature win in Week 6 against 3A Abingdon; and WHEREAS, the Virginia High School football team later in the season beat an undefeated, 8-0 team from Marion; and WHEREAS, the Virginia High School Defense has held their opponents to an average of 17 points per game; and WHEREAS, the Virginia High School football team scored 55 points against Lebanon and has scored at least 30 points in a game on six occasions; and WHEREAS, the Bearcat Special Teams units have blocked 7 kicks and scored 4 touchdowns; and WHEREAS, the Virginia High School football team finished the regular season with a record of 7-3; and WHEREAS, the Virginia High School football team earned a home playoff berth for the first time since 2002; and WHEREAS, the Virginia High School football team has played with tremendous grit, sportsmanship, and class; and WHEREAS, the Virginia High School football team has brought great pride to our City; and WHEREAS, the successful season is a testament to the hard work and skill of the athletes, the leadership of the coaches and staff, and the enthusiastic support of the entire Virginia High School community. NOW, THERFORE, the City Council of Bristol, Virginia, extends a proclamation to recognize and congratulate the 2017 Virginia High School football team. This 14 th day of November, Kevin Mumpower, Mayor

6 Meeting Date: November 14, 2017 Department: City Manager Staff Contact: Randall Eads AGENDA ITEM WORDING: BRISTOL, VIRGINIA CITY COUNCIL AGENDA ITEM SUMMARY Consider an Agreement Between the City of Bristol, Virginia and Washington County, Virginia for Animal Shelter Services. ITEM BACKGROUND: The City s agreement with Jones Animal Hospital to provide animal shelter services ended on October 31, The Commonwealth of Virginia mandates that localities provide animal shelter services. The agreement with Washington County, as presented, will allow the City to adhere to the Code of Virginia PREVIOUS RELEVANT ACTION: N/A Staff Recommendations: Approval. DOCUMENTATION: Included X Not Required MOTION: I move to authorize the City Manager to enter into an agreement between the City of Bristol, Virginia and Washington County, Virginia for animal shelter services.

7 CITY OF BRISTOL, VIRGINIA AND COUNTY OF WASHINGTON, VIRGINIA ANIMAL SHELTER CONTRACT This CONTRACT is entered into this the 14 th day of November, 2017, by and between the Council of the City of Bristol, Virginia (City), the Sheriff of Washington County, Virginia (Sheriff), and the Board of Supervisors of the County of Washington, Virginia (Board) for animal shelter services. WHEREAS, the Commonwealth of Virginia, pursuant to Va. Code , mandates localities to maintain animal shelter services and allows contracts with other localities for provision of such services; WHEREAS, the City has provided animal shelter services through a private entity, and the private entity does not desire to continue to provide animal shelter services to the City; WHEREAS, the City seeks a temporary location for animal shelter services while the City progresses toward a permanent solution; WHEREAS, the Sheriff serves as the Chief Animal Control Officer for the County and, as such, has responsibility and authority over management of the Washington County C.C. Porter Animal Shelter (Shelter); and WHEREAS, the Board provides funding to the Sheriff s Office for animal control services including operation of the Shelter; and WHEREAS, the Sheriff, within the limitations of this Contract, has agreed to allow the City the use of the Shelter for the purpose of the City s compliance with statutory requirements, and the Board supports such agreement relative to its continued funding of Shelter operations. NOW, THEREFORE, ON THE BASIS OF THE FOREGOING AND for valuable consideration the City, Sheriff, and Board agree to the following: 1. The Sheriff will accept animals from the City for housing at the Shelter subject to the limit of housing no more than 5 canines and 10 felines placed by the City at any one period of time; 2. Upon acceptance from the City of the animals as described herein, the Sheriff shall have all authority pursuant to Va. Code regarding management of such animals including, without limitation, providing necessary care, and processing for adoption, euthanasia, or other disposal in accordance with statutory requirements; City-County Animal Shelter Agreement Page 1 of 2

8 3. The County shall retain proceeds from adoption of animals placed by the City at the Shelter; 4. Additionally, the City shall pay to the County a $ per month fee for the services provided by the County; 5. Further, the City will reimburse the County expenses incurred for veterinary services required for animals placed by the City at the Shelter; and 6. This Contract shall be effective for a period of four months beginning on November 15, 2017, and the parties hereto may agree in writing to renewals thereafter on a month-to-month basis or for such other time as may be set forth in writing signed by all parties. 7. This Contract sets forth all of the promises, contracts, conditions, and understandings between the parties respecting the subject matter hereof and supersedes all prior and contemporaneous negotiations, conversations, discussions, correspondence, memoranda, and contracts between the parties concerning such subject matter. This Contract shall be modified only by written Modification Contract signed by all parties hereto. 8. Nothing in this Contract shall be construed as an express or implied waiver of the City or County s sovereign or Eleventh Amendment immunity as a political subdivision of the Commonwealth nor shall any provision herein serve as County acceptance of responsibility for the City s compliance with the requirements of the Comprehensive Animal Control law. ENTERED INTO THIS THE 14 TH DAY OF NOVEMBER, 2017, COUNTY OF WASHINGTON, VIRGINIA Pursuant to authorization by the Board of Supervisors at its meeting on November 14, JASON BERRY County Administrator CITY OF BRISTOL, VIRGINIA RANDALL C. EADS Interim City Manager FRED NEWMAN, Sheriff City-County Animal Shelter Agreement Page 2 of 2

9 BRISTOL, VIRGINIA CITY COUNCIL AGENDA ITEM SUMMARY Meeting Date: November 14, 2017 Department: Transit/Special Events Staff Contact: Jay Detrick AGENDA ITEM WORDING: Consider a Street Closure Request for Christmas Tree Lighting November 27, 2017, Rain Date November 28, ITEM BACKGROUND: Believe in Bristol has made a request to close portions of Lee Street and Cumberland Street for the 36 th annual Christmas Tree Lighting (Birthplace of Country Music Way is already closed for hotel construction). The event will be held on November 27 (with a rain date of November 28) 2017 and will begin at approximately 6:00 PM with music starting at 6:30 and the tree lighting at 7. The event is tentatively scheduled to end at 7:30 PM. The streets will need to be closed at 4:00 PM so that staging can be started. All required documents have been submitted. In 2016 this event cost the City an additional $ in overtime. PREVIOUS RELEVANT ACTION: This has been approved by City Council in previous years, including last year. Staff Recommendations: Staff recommends the street closure be approved as requested. DOCUMENTATION: Included _X Not Required MOTION:I move to approve all items on the consent agenda as presented.

10 BRISTOL, VIRGINIA CITY COUNCIL AGENDA ITEM SUMMARY Meeting Date: November 14, 2017 Department: City Manager Staff Contact: Randall Eads AGENDA ITEM WORDING: Consider Purchase Requisitions. ITEM BACKGROUND: The items are presented to City Council for payment approval. PREVIOUS RELEVANT ACTION: N/A STAFF RECOMMENDATIONS: Disbursement be approved in the amount of $93, DOCUMENTATION: Included X Not Required MOTION: I move to approve the purchase requisitions as presented. Revised 03/10

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15 Meeting Date: November 14, 2017 Department: Deputy Clerk Staff Contact: Deborah Denney AGENDA ITEM WORDING: BRISTOL, VIRGINIA CITY COUNCIL AGENDA ITEM SUMMARY Consider Approval of Minutes: Called Meeting October 11, 2017 Regular Meeting October 24, 2017 ITEM BACKGROUND: N/A PREVIOUS RELEVANT ACTION: N/A Staff Recommendations: Approval. DOCUMENTATION: Included X Not Required MOTION: I move to approve all items on the consent agenda as presented. Revised 03/10

16 172 OCOTBER 11, 2017 A CALLED MEETING OF THE BRISTOL, VIRGINIA, CITY COUNCIL WAS HELD ON OCTOBER 11, 2017, AT 6:00 P.M. AT 300 LEE STREET, BRISTOL, VIRGINIA WITH MAYOR KEVIN MUMPOWER PRESIDING. COUNCIL MEMBERS PRESENT WERE VICE MAYOR KEVIN WINGARD, J. DOUGLAS FLEENOR, WILLIAM HARTLEY, AND ARCHIE HUBBARD, III. INTERIM CITY MANAGER/CITY ATTORNEY, RANDALL EADS WAS ALSO PRESENT. 1. Discussion of restructuring City debt Davenport and Company advisors, Mr. David Rose and Mr. Roland Kooch, presented a strategic plan for restructuring City debt. They provided an overview of four (4) financing options for Council s consideration. Mr. Rose reported that the City s had existing long-term bonds in the amount of fifty-five million, eight hundred thousand dollars ($55,800,000). He reported that the City had existing short-term notes in the amount of fifty million, five hundred thirty thousand dollars ($50, 530,000). Scenario one (1), as presented, would consider permanent financing of all notes with level debt service, with no restructuring of existing long-term general obligation debt. Scenario two (2), as presented, would consider permanent financing of all notes with wrapped debt service, with no restructuring of existing long-term general obligation debt. Scenario three (3), as presented, would consider permanent financing of all notes with structured amortization, as well as restructuring of sixteen million dollars ($16,000,000) of long-term general obligation debt. This scenario would create a level overall debt service beginning in FY2020. Scenario four (4), as presented, would consider permanent financing of all notes with structured amortization, as well as restructuring twenty-one million dollars ($21,000,000) of long-term general obligation debt. This scenario would create a stair stepped overall debt service structure beginning in FY2020 through FY2014. A lengthy in-depth discussion about the four options (and the impact of each) ensued. 2. Adjournment There being no further business, the meeting was adjourned. ******** ****** **** ** * Deputy City Clerk Mayor

17 OCTOBER 24, THE REGULAR MEETING OF THE BRISTOL, VIRGINIA, CITY COUNCIL WAS HELD ON OCTOBER 24, 2017, AT 6:00 P.M. AT 300 LEE STREET, BRISTOL, VIRGINIA WITH MAYOR KEVIN MUMPOWER PRESIDING. COUNCIL MEMBERS PRESENT WERE VICE MAYOR KEVIN WINGARD, J. DOUGLAS FLEENOR, WILLIAM HARTLEY, AND ARCHIE HUBBARD, III. INTERIM CITY MANAGER/CITY ATTORNEY, RANDALL EADS WAS ALSO PRESENT. Mayor Mumpower called for a moment of silence followed by the pledge of allegiance to the flag. A. Mayor s Minute and Council Comments Mayor Mumpower thanked residents for participating in the community meetings and encouraged others to be a part of future meetings and discussions. Council Member Fleenor made a motion to consider the Capital Projects listed in item number 6.4 separately from the consent agenda. Motion was seconded by Council Member Hubbard and carried by the following votes: AYES: Fleenor, Hartley, Hubbard, Wingard, and Mumpower B. Procurement policy discussion City Manager, Mr. Randall Eads, gave an overview of the current procurement policy. Mr. Eads made a recommendation that the City policy be changed to reflect the Virginia Procurement Act. C. Debt limit discussion City Manager, Mr. Randall Eads, presented information related to debt limits and the process of calculating a healthy debt ratio. D. Candy Alley discussion City Manager, Mr. Randall Eads, reported that the Transportation Safety Commission recommended the closure of Candy Alley in June The owner of property located at the corner of Candy Alley and Texas Avenue had reported damage done to the property by vehicles traveling on Candy Alley. Mr. Eads also advised of the potential for damage to natural gas lines on the property. Mr. Eads suggested the installation of a guard rail at the corner of Candy Alley and Texas Avenue along with making travel on the alley one-way. Mr. Jack Johnson and Mr. Doug Moore commented on the alley closure. E. Animal Shelter discussion City Manager, Mr. Randall Eads, reported that a Request for Proposal had been issued for the housing of City animals and that no response was received. His recommendation was to build a shelter on city-owned property. F. Industrial Development Authority discussion City Manager, Mr. Randall Eads, reported that the first reading of an Ordinance to repeal, reenact, and rename the Industrial Development Authority was held on November 8, Mr. Eads advised that a motion to table the second reading of said Ordinance carried on December 13, Mr. Eads reported that a Public Hearing and first reading of an Ordinance to request a Charter change to remove the Economic Development Committee was held on November 8, Mr. Eads advised that a motion to table the second reading of said Ordinance carried on December 13, Mr. Eads recommended that both items be amended and considered for first reading. Mr. Bart Poe commented on the proposed restructuring of the Industrial Development Authority. G. Debt restructuring City Manager, Mr. Randall Eads, provided an overview of the four (4) debt restructuring options previously presented by Davenport & Company. He recommended

18 174 OCTOBER 24, 2017 option number three (3). Council Member Fleenor made a motion to move the Executive Session to item number one (1). Motion was seconded by Council Member Hubbard and carried by the following votes: AYES: Fleenor, Hartley, Hubbard, Wingard, and Mumpower 1. Executive Session Mayor Mumpower entertained a motion to enter into Executive Session pursuant to A5, Code of Virginia, 1950, as amended. Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community (prospective business) and to invite Mr. Bart Poe; and Executive Session pursuant to A7, Code of Virginia, 1950, as amended. Consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel (legal matter). Council Member Hartley made the motion to enter into Executive Session pursuant to A5, Code of Virginia, 1950, as amended. Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community (prospective business) and to include Mr. Bart Poe; and Executive Session pursuant to A7, Code of Virginia, 1950, as amended. Consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel (legal matter). Motion was seconded by Council Member Hubbard and carried by the following votes: AYES: Fleenor, Hartley, Hubbard, Wingard, and Mumpower 2. Certify Executive Session Following the Executive Session, by roll call vote, Council Members certified that only business matters lawfully exempted from open meeting requirements and specified in the motion to convene the Executive Session were discussed. AYES: Fleenor, Hartley, Hubbard, Wingard, and Mumpower 3. Public Hearing regarding a Resolution requesting the Virginia Department of Transportation establish a Bicycle and Pedestrian Safety Project (BPSP) Mayor Mumpower declared the public hearing open. Community Development and Block Grant Coordinator, Ms. Ellen Tolton, gave an overview of the BSPS project and reported that she would apply for a grant to fund the local effort. Ms. Tolton advised that the Virginia Department of Transportation would provide one hundred percent of the funding; no City funds would be required. City Engineer, Mr. Wallace McCulloch presented the areas that would be considered for sidewalk construction. Mr. Michael Pollard and Ms. Nancy Marney commented on the proposed sidewalk construction. Mayor Mumpower closed the public hearing. 4. Consider a Resolution requesting the Virginia Department of Transportation establish a Bicycle and Pedestrian Safety Project (BPSP) City Attorney, Mr. Randall Eads read the following Resolution: RESOLUTION REQUESTING THE VIRGINIA DEPARTMENT OF TRANSPORTATION ESTABLISH A BICYCLE AND PEDESTRIAN SAFETY PROGRAM (BPSP) PROJECT Whereas, in accordance with the Commonwealth Transportation Board construction allocation procedures, it is necessary that a resolution be received from the sponsoring jurisdiction or agency requesting the Virginia Department of Transportation establish a Bicycle and Pedestrian Safety Program project through the Highway Safety Improvement Program to be administered by the City of Bristol, Virginia ( City of

19 OCTOBER 24, Bristol ). Now, Therefore, Be It Resolved, that the City of Bristol requests the Commonwealth Transportation Board to establish a project for the Bicycle and Pedestrian Safety Program. Be It Further Resolved, that the City of Bristol hereby commits to provide any additional funds necessary to complete the project, Be It Further Resolved, that the City of Bristol hereby agrees to enter into a project administration agreement with the Virginia Department of Transportation and provide the necessary oversight to ensure the project is developed in accordance with all state and federal requirements for design, right of way acquisition, and construction of a federally funded transportation project, Be It Further Resolved, that the City of Bristol will be responsible for maintenance and operating costs of any improvement / facility constructed with Highway Safety Improvement Program funds unless other arrangements have been made with the Department, Be It Further Resolved that if the City of Bristol subsequently elects to cancel this project, the City of Bristol hereby agrees to reimburse the Virginia Department of Transportation for the total amount of costs expended by the Department through the date the Department is notified of such cancellation. The City of Bristol also agrees to repay any funds previously reimbursed that are later deemed ineligible by the Federal Highway Administration. Be It Further Resolved, that the City of Bristol s Council hereby grants authority for the City Manager to execute project agreements for any approved Highway Safety Improvement Program projects for Fiscal Year Mayor Mumpower entertained a motion to adopt a Resolution requesting the Virginia Department of Transportation establish a Bicycle and Pedestrian Safety Project (BPSP). Council Member Hubbard made the motion to adopt a Resolution requesting the Virginia Department of Transportation establish a Bicycle and Pedestrian Safety Project (BPSP). Motion was seconded by Vice Mayor Wingard and carried by the following votes: AYES: Fleenor, Hartley, Hubbard, Wingard, and Mumpower 5. Consider a joint Resolution regarding the makeup of the highlands Community Services Board City Manager, Mr. Randall Eads, advised that no representative from Highlands Community Services was present to provide a report. City Attorney, Mr. Randall Eads, read the following Resolution: JOINT RESOLUTION REGARDING THE HIGHLANDS COMMUNITY SERVICES BOARD WHEREAS, Chapter 5 (Community Service Boards) of Title 37.2 Mental Health, Mental Retardation and Substance Abuse Services of the 1950 Code of Virginia as amended provides for the establishment of Community Service Boards for the purpose of establishing, maintaining and promoting the development of mental health, developmental, and substance abuse services in the cities and counties of the Commonwealth; and WHEREAS, the City of Bristol, Virginia and Washington County, Virginia established a joint Community Service Board originally named the Community Mental Health and Mental Retardation Services Board of Washington County and City of Bristol, Virginia and now known as the Highlands Community Services Board; and WHEREAS, when the Board was originally established by joint resolution of the governing bodies, it was composed of twelve (12) members, consisting of nine (9) from Washington County and three (3) from the City of Bristol; and WHEREAS, from time to time the numerical makeup of the Board has been changed through amendments to the By-Laws of the Highlands Community Services Board and currently the local Board consists of eight (8) residents of Washington County and five (5) residents of the City of Bristol; and

20 176 OCTOBER 24, 2017 WHEREAS, the State Board of Behavioral Health and Developmental Services for the Commonwealth has requested that local governmental entities that have established joint local Community Service Boards approve by resolution the current makeup of each locality s representation to the local board to the extent that it has been amended from its original makeup. NOW THEREFORE, be it resolved by City Council for the City of Bristol, Virginia and the Board of Supervisors of Washington County, Virginia that Highlands Community Services Board shall consist of eight (8) Board members who reside in Washington County, Virginia and five (5) Board members who reside in the City of Bristol, Virginia, for a total Board of thirteen (13) members. Mayor Mumpower entertained a motion to adopt a Resolution regarding the makeup of the Highlands Community Services Board. Council Member Fleenor made the motion to adopt a Resolution regarding the makeup of the Highlands Community Services Board. Motion was seconded by Council Member Hartley and carried by the following votes: AYES: Fleenor, Hartley, Hubbard, Wingard, and Mumpower 6. Consider a performance contract for Highlands Community Services City Manager, Mr. Randall Eads, advised that no representative from Highlands Community Services was present to provide a report. Council Member Fleenor made a motion to table the item. Motion was seconded by Vice Mayor Wingard and carried by the following votes: AYES: Fleenor, Hartley, Hubbard, Wingard, and Mumpower 7. Consider second reading and adoption of an Ordinance granting exemption from real property taxes City Manager, Mr. Randall Eads, reported that a public hearing and the first reading were held on October 10, 2017 regarding a request for exemption from real property taxes for property located at 61 Hassan Heights Road, Bristol, Virginia. He advised that the property owner, Scenic Park Church of the Nazarene, was a 501(c) organization and had requested the exemption. Mr. Eads stated that the current assessed value was one hundred twenty-six thousand, four hundred dollars ($126,400). Mayor Mumpower entertained a motion for the second reading of an Ordinance granting exemption from real property taxes for the Scenic Park Church of the Nazarene. Council Member Hubbard made the motion for the second reading of an Ordinance granting exemption from real property taxes for the Scenic Park Church of the Nazarene by caption only. Motion was seconded by Council Member Fleenor and carried by the following votes: AYES: Fleenor, Hartley, Hubbard, Wingard, and Mumpower City Attorney, Mr. Randall Eads, read the following Ordinance by caption only: ORDINANCE GRANTING EXEMPTION FROM REAL PROPERTY TAXATION FOR SCENIC PARK CHURCH OF THE NAZARENE WHEREAS, Scenic Park Church of the Nazarene has requested that the City Council for the City of Bristol, Virginia City grant exemption from taxation of real property located at 61 Hassan Heights Road, in the City of Bristol pursuant to of the 1950 Code of Virginia, as amended; and WHEREAS, Scenic Park Church of the Nazarene is a tax exempt organization pursuant to 501 (c)(3) of the Internal Revenue Code and it uses its real property for religious purposes; and WHEREAS, a public hearing was held after publication of notice as required by (B) of the 1950 Code of Virginia, as amended; and WHEREAS, the City Council has determined, based upon the investigation of the Commissioner of Revenue, that Scenic Park Church of the Nazarene meets the statutory requirements of Va. Code

21 OCTOBER 24, NOW THEREFORE BE IT ORDAINED by the City Council for the City of Bristol, Virginia that Scenic Park Church of the Nazarene is hereby granted an exemption from payment of real property taxes to the City of Bristol Virginia, effective with the 2017 real property tax assessment. Said exemption shall remain in effect only so long as Scenic Park Church of the Nazarene continues to use its real property at 61 Hassan Heights Road, Bristol, Virginia for religious purposes as a nonprofit organization. Mayor Mumpower entertained a motion to adopt an Ordinance granting exemption from real property taxes for the Scenic Park Church of the Nazarene. Council Member Hartley made the motion to adopt an Ordinance granting exemption from real property taxes for the Scenic Park Church of the Nazarene. Motion was seconded by Council Member Hubbard and carried by the following votes: AYES: Fleenor, Hartley, Hubbard, Wingard, and Mumpower 8. Consider a Resolution endorsing the construction of a shared use path and pavement overly City Engineer, Mr. Wallace McCulloch reported that the Virginia Department of Transportation would provide funds in the amount of six hundred sixty-six thousand dollars to be allocated for sidewalk construction projects. Mr. McCulloch advised that the City would use the funds to construct a shared sue path and pavement overlay on Bonham Road and a sidewalk on Suncrest Drive. He reported that the City would be required to contribute a two percent (2%) match which could be funded with in-kind work performed by City staff. City Attorney, Mr. Randall Eads read the following Resolution: A RESOLUTION ENDORSING THE CONSTRUCTION OF A SHARED USE PATH AND PAVEMENT OVERLAY ON BONHAM ROAD AND SIDEWALK ON SUNCREST DRIVE, PROJECT U (UPC ) WHEREAS, in accordance with the Commonwealth Transportation Board construction allocation procedures, it is necessary that a resolution be received from the sponsoring local jurisdiction or agency requesting the Virginia Department of Transportation (VDOT) to establish a project in the City of Bristol. NOW, THEREFORE, BE IT RESOLVED, that the City of Bristol requests the Commonwealth Transportation Board to establish a project for the construction of a shared use path and pavement overlay on Bonham Road and sidewalk on Suncrest Drive. BE IT FURTHER RESOLVED THAT: The City of Bristol hereby agrees to provide its share of the total cost for preliminary engineering, right-of-way and construction of this project in accordance with the project financial documents. BE IT FURTHER RESOLVED THAT: The City of Bristol hereby agrees to enter into a project administration agreement with VDOT and provide the necessary oversight to ensure the project is developed in accordance with all applicable federal, state and local requirements for design, right-of-way acquisition, and construction of the project. BE IT FURTHER RESOLVED THAT: The City of Bristol will be responsible for maintenance and operating costs of the facility as constructed unless other arrangements have been made with VDOT. BE IT FURTHER RESOLVED THAT: If the City of Bristol subsequently elects to cancel the project, the City of Bristol hereby agrees to reimburse VDOT for the total amount of costs expended by VDOT through the date VDOT is notified of such cancellation. The City of Bristol also agrees to repay any funds previously reimbursed that are later deemed ineligible by the Federal Highway Administration or VDOT. BE IT FURTHER RESOLVED THAT: The Council of the City of Bristol hereby grants authority for the City Manager to apply for funds and execute project administration agreements, as well as other documents necessary for approved projects. Mayor Mumpower entertained a motion to adopt a Resolution endorsing the construction of a shared use path and pavement overly. Council Member Hartley made the motion to adopt a Resolution endorsing the construction of a shared use path and pavement overly. Motion was seconded by Council Member Hubbard and carried by the following votes:

22 178 OCTOBER 24, 2017 AYES: Fleenor, Hartley, Hubbard, Wingard, and Mumpower 9.1 Consider street closure request for Veteran s Day parade November 11, Consider street closure request for Christmas parade December 7, Consider approval of minutes: Regular Meeting October 10, Consider appropriating $891, 565 to the FY18 Budget per the items listed below: Fire Department Appropriate remaining Heavy Tactical Rescue funds at June 30, 2017 to current year expenditure line item Expenditure Other Equipment $11,510 Revenue Dept of Emg Mgt-FD Rescue $11,510 Appropriate Wise Recycling funds received to current year expenditure line item Expenditure Other Equipment $308 Revenue Recovered Costs-Fire Dept $308 Drug Court Appropriate the extension request granted by Substance Abuse and Mental Health Service Administration for the remaining funds associated with the grant Expenditure Salaries and Wages $72,263 Expenditure FICA $5,528 Expenditure VRS $5,348 Expenditure VRS Life Insurance $947 Expenditure VRS Disability Insurance $224 Expenditure Unemployment $59 Expenditure Worker s Compensation $72 Expenditure Professional Services $93,362 Expenditure Maintenance $1,490 Expenditure Communication $1,385 Expenditure Travel $1,948 Expenditure Training $1,024 Expenditure Dues, Memberships $204 Expenditure Office Supplies $2,173 Expenditure Motor Fuel & Lubricants $5,950 Expenditure Operating Supplies $14,770 Revenue SAMHSA $206, TH Judicial Circuit Court Clerk Appropriate new paper filing for Circuit Clerk s department Expenditure Contract Labor Paper Filing Fee $7,000 Revenue Circuit Court Clerk Paper Filing Fee $7,000 Capital Projects Appropriate additional VDOT funding available through remaining project funds. The 2% local funding will be provided through existing General Fund Appropriations. No additional local money is required Expenditure Professional Services $60,000 Expenditure Other Improvements & Construction $606,000 Revenue VDOT Bonham Road Shared Use $666,000 Mayor Mumpower entertained a motion to approve items 8.1 through 8.4 as presented with the removal of Capital Projects. Council Member Fleenor made the motion to approve items 8.1 through 8.4 as presented with the removal of Capital Projects. Motion was seconded by Council Member Hubbard and carried by the following votes: AYES: Fleenor, Hartley, Hubbard, Wingard, and Mumpower H. Matters to be presented by members of the public non agenda items No matters were presented by members of the public. I. City Manager s comments

23 OCTOBER 24, City Manager, Mr. Randall Eads, announced that the next neighborhood meeting would be held on November 13, The location is to be determined. Mr. Eads thanked City staff for their hard work and for their support in recent weeks. J. Adjournment There being no further business, the meeting was adjourned. ******** ****** **** ** * Deputy City Clerk Mayor

24 BRISTOL, VIRGINIA CITY COUNCIL AGENDA ITEM SUMMARY MEETING DATE: 11/14/17 DEPARTMENT: Finance STAFF CONTACT: Randall Eads AGENDA ITEM WORDING: Consider Appropriating $812,997 to the FY18 Budget per the Items Listed Below: Police Department Appropriate restitution received the Police Department Expenditure Operating Supplies & Materials $907 Revenue Police Department $907 Appropriate donation from Norfolk Southern Foundation Expenditure Equipment $2,000 Revenue Donations & Gifts-Police Department $2,000 Hazardous Materials Emergency Response Services Appropriate Bristol Regional Haz Mat Team 2017 Pass Through Funds Expenditure Operating Supplies & Materials $30,000 Revenue Department of Emergency Management $30, th District Juvenile & Domestic Relations Court Clerk Appropriate additional COIN reimbursement funds Expenditure Joint Operating Expenses $1,739 Expenditure Clerk s Technology Trust Fund $1,739 Vivitrol Pilot Grant Appropriate Vivitrol Pilot Grant Award Expenditure Professional Services $4,198 Expenditure Operating Supplies & Materials $45,802 Revenue Vivitrol Pilot Grant $50,000 School Expenditures Appropriate pass through insurance reimbursement for storm damage to VHS and WLES Expenditure Materials Building & Property $40,351 Revenue Insurance Recovery $40,351 Capital Projects Appropriate additional VDOT funding available through remaining project funds. The 2% local funding will be provided through existing General Fund Appropriations. No additional local money is required

25 Expenditure Professional Services $60,000 Expenditure Other Improvements & Construction $606,000 Revenue VDOT Bonham Road Shared Use $666,000 Capital Project Fund City Sheriff & Jail Appropriate remaining bond proceeds to purchase software Expenditure Other Equipment $22,000 Revenue Local Bond Issue $22,000 ITEM BACKGROUND: On June 27, 2017, the Bristol Virginia City Council adopted the FY18 Budget. The above items are additions that need to be appropriated to the FY18 Budget. PREVIOUS RELEVANT ACTION: June 27, 2017, the adoption of the FY18 Budget STAFF RECOMMENDATIONS: Staff recommends that Council approve the supplemental appropriation as listed. DOCUMENTATION: Included X Not Required MOTION:

26 Meeting Date: November 14, 2017 Department: City Council Staff Contact: Kevin Mumpower AGENDA ITEM WORDING: Items to be discussed: Debt Restructuring Forensic Audit Update Candy Alley Charter Changes BRISTOL, VIRGINIA CITY COUNCIL AGENDA ITEM SUMMARY ITEM BACKGROUND: N/A PREVIOUS RELEVANT ACTION: N/A Staff Recommendations: N/A DOCUMENTATION: Included Not Required _X_ MOTION: None. Revised 03/10

27 Meeting Date: November 14, 2017 Department: City Council Staff Contact: Kevin Mumpower AGENDA ITEM WORDING: BRISTOL, VIRGINIA CITY COUNCIL AGENDA ITEM SUMMARY Executive Session pursuant to A5, Code of Virginia, 1950, as amended. Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community (prospective business); and pursuant to A8, Code of Virginia, 1950, as amended. Consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel (legal matter); and pursuant to A.1, Code of Virginia 1950, as amended. Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body; (personnel). ITEM BACKGROUND: N/A PREVIOUS RELEVANT ACTION: N/A Staff Recommendations: N/A DOCUMENTATION: Included Not Required X MOTION: I move to enter into executive session pursuant to A5, Code of Virginia, 1950, as amended. Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community (prospective business); and pursuant to A8, Code of Virginia, 1950, as amended. Consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel (legal matter), and pursuant to A.1, Code of Virginia 1950, as amended. Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body; (personnel). Revised 03/10