WILLIAMSBURG CITY COUNCIL WORK SESSION The Williamsburg City Council held a work session on Monday, at 4:00 p.m. in the Council Chamber in the Stryker Center, 412 N. Boundary Street, Williamsburg, Virginia. CALL TO ORDER Mayor Paul T. Freiling called the meeting to order. ATTENDANCE Present in addition to Mayor Freiling were Vice Mayor Douglas G. Pons and Council members Barbara L. Ramsey, Benming Zhang and Edward Maslin. Also present were Interim City Manager Andrew Trivette and City Attorney Christina Shelton. Department Heads Attending: Public Works Director Dan Clayton, Finance Director Barbara Dameron, Fire Chief Pat Dent, Economic Development Director Michele DeWitt, Parks & Recreation Director Robbi Hutton, Planning Director Carolyn Murphy and Human Services Director Peter Walentisch. Staff in Attendance: Real Estate Assessor Derek Green, Communications Specialist Lee Ann Hartmann and Acting Clerk of Council Debi Burcham. ITEMS FOR CITY COUNCIL MEETING OF OCTOBER 11, 2018 Council Preview Mr. Trivette noted the upcoming City Council meeting has a full agenda, including awards to be presented, several public hearings and appointment of the City Council Clerk. There will also be consideration of an Ordinance to increase parking fines. Public Comment Mayor Freiling opened the floor for public comment on any topic. There were no comments from the audience. BACKGROUND PRESENTATIONS/DISCUSSION Greater Williamsburg Chamber and Tourism Alliance Quarterly Tourism Report Bob Harris, Interim Executive Director, Williamsburg Tourism Council Mr. Harris gave an update to City Council on Alliance activities, noting the Williamsburg Tourism Council has now had two meetings. He indicated there is now a page on the Visit Williamsburg website for that meeting content. Mr. Harris reviewed several items the Tourism Council is working on such as the Executive Director search, consideration of bylaws and tourism metrics research. He mentioned that Expedia named Williamsburg as one of the most tourism friendly cities in the United States, the first time on that poll, and Trip Advisor named Williamsburg as a top cultural experience destination. Mr. Harris talked about the fall campaign and its focus, reviewing the advertisement in Travel & Leisure magazine. He discussed a basketball tournament seeking an additional destination during the holiday season, as well as efforts of group tour sales. He also mentioned familiarization tours; tour operators, travel agents and media are brought to the destination for a better understanding. Council thanked Mr. Harris for his presentation. Vice Mayor Pons commented that he hopes to have a recommendation on a firm for the Executive Director search by the 16 th. Mr. Zhang
mentioned that Terry Banez, the Interim Executive Director of the Williamsburg Business Council was also present. Ms. Ramsey and Mr. Maslin each discussed factors of the tourism metrics research with Mr. Harris. Mayor Freiling talked about how that resulting information is interpreted and disseminated. Colonial Group Home Commission Presentation Peter Walentisch, Human Services Director and Thomas Mainor, Colonial Group Home Commission Mr. Walentisch addressed Council recounting his experience with the services of the Commission to City youth. He acknowledged Brian Fuller, the Director of Community Services in York County and Administrator of the Commission, as well as Sherry Newcomb, the Deputy Director, both of whom were present. He turned the presentation over to Mr. Mainor, who spoke to Council on the services offered by the commission, to include Crossroads Community Youth Home, community supervision, psychological and substance abuse services and Project Insight. He elaborated on the youth who receive services, the Vision and Mission Statement and the purpose of the commission. Mr. Mainor reviewed the success rates of the various programs, as well as the sources of revenue. Mr. Walentisch spoke to Council regarding the need for an agreement amendment for an incremental formula change from general population to utilization. Council thanked both Mr. Walentisch and Mr. Mainor for the presentation. Each member of Council expressed that the program provides an invaluable service to our youth. Mr. Walentisch asked Mr. Fuller to address questions on the change in the formula, as well as the timeline for the change. Mr. Fuller also provided information about statistics of the group home operations. Mayor Freiling commented on the funding model, stating it is antiquated and there should be more flexibility to create a better one. He suggested during the five-year phase-in period, a change should be considered. Real Estate Assessor Introduction and Assessment Theory Barbara Dameron, Finance Director and Derek Green, Real Estate Assessor Ms. Dameron introduced Real Estate Assessor Derek Green, highlighting his experience in appraising real estate, implementing software systems and his customer service abilities. Mr. Green thanked Council and the City for giving him this opportunity. He expounded on his mission to introduce technology and to produce results that are more credible. Council each welcomed Mr. Green to the City and stated they look forward the enhancements he will bring. Presentation of EDA Recommendation for FY19 Downtown Vibrancy Implementation Adam Steely, Economic Development Authority Chairman Mr. Steely spoke to City Council about the budgeted $150,000 for initial implementation of the Downtown Vibrancy (DTV) Plan in FY19. Council had asked the EDA to recommend to City Council how these funds should be utilized. The EDA held three workshops during July and August of 2018 to determine its recommendation. This deliberation included discussion and analysis of all the recommendations of the Plan, the fiscal and time constraints of the $150,000 allocation, and multiple stakeholder perspectives. As initial implementation in fiscal year 2019, the EDA recommends initiatives in the four areas of: 1. Special Events 2. Placemaking 3. Downtown Business Organization 4. Land use changes via the current Comprehensive Plan Update Page 2 of 5
Proposed FY 2019 Expenditures Grants to Leverage Special Events $50,000 Placemaking Pop-up Pavilion Street Enhancements $10,000 $50,000 Downtown Business Association Creation Downtown Vibrancy Coordinator $25,000 Legal, Financial, Organizational Costs $15,000 Total $150,000 Council thanked Mr. Steely for his presentation. Discussion by Council included concerns about street enhancements involving overhead string lights, the downtown business association, and the ownership and responsibilities of the pop-up pavilion. Mayor Freiling encouraged the EDA to further explore each of these items and come back with additional information. In order to facilitate some of the special events, the consensus of Council was to release a portion of the funding. Presentation of Ordinance to Form Eastern Virginia Regional Industrial Facilities Authority (EVRIFA) Michele Mixner DeWitt, Economic Development Director and Todd Lynn, Patten, Wornom, Hatten & Diamonstein Ms. DeWitt gave a brief background on the decision to form a RIFA and Attorney Todd Lynn from Patten, Wornom, Hatten & Diamonstein presented an overview of the RIFA details. The State Code allows localities to create a regional industrial facility authority (RIFA), a political subdivision with powers granted by the State Code, as a regional mechanism to share the costs and revenues of joint economic development projects. Last year Williamsburg was part of a team that submitted a GO Virginia application to establish the Hampton Roads Unmanned Systems Facility (HRUSF) in York County where companies can safely test and develop unmanned systems technology for commercial applications. Gloucester County, Hampton, James City County, Newport News, Poquoson, and York County were the other localities that participated in the application. In early 2018, the GO Virginia application was approved with initial funding of $150,000 to support two preliminary activities: the creation of a RIFA and the development of architecture and engineering plans for HRUSF. Using GO Virginia and matching funds from the participating EDAs, the regional effort procured outside legal counsel (Patten, Wornom, Hatten, & Diamonstein, L.C.) who worked with the respective City and County Attorney offices of the participating localities to complete the first task of creating a RIFA as allowed by the Code of Virginia. The RIFA will be called the Eastern Virginia Regional Industrial Facility Authority (EVRIFA). In addition to operating the HRUSF, the EVRIFA allows localities to opt in or opt out of future regional projects. To establish the EVRIFA, participating localities each need to adopt ordinances authorizing the creation of EVRIFA and execution of the Agreement Creating the Eastern Virginia Regional Industrial Facility Authority. Council thanked Ms. DeWitt and Mr. Lynn for the presentation. Mayor Freiling clarified some verbiage regarding the participation agreement and that it will be on the Thursday agenda. City Council Communications Vice Mayor Pons stated the School Liaison met; items of note include that the CDR at Lafayette will not be renewed and discussion of capacity and utilization. Mr. Zhang reported that the Chamber and Tourism Alliance Board of Directors met to discuss organizational changes and bylaws. He also mentioned that Olde Towne Medical and Dental celebrated its 20 th Anniversary. Page 3 of 5
Schedule of Meetings: October 2018 Mr. Trivette noted the ARB will be held October 9 at 6:30pm, the EDA will meet on October 10 at 3:00pm, and City Council on October 11 at 2:00pm; all located at the Stryker Center. He also mentioned the Neighborhood Council meeting on October 13. Open Forum Mayor Freiling opened the Open Forum portion of the meeting for comments on any topic. There being no comment, the Open Forum was closed. CLOSED SESSION At 6:01 p.m. Vice Mayor Pons moved that City Council go into Closed Session pursuant to Section 2.2-3711 of the Code of Virginia for the purpose of discussing one personnel matter, per subparagraph 1, regarding City Manager search. The motion was seconded by Mr. Zhang and carried by roll call vote of 5-0. Recorded Vote on the Motion: At 7:13 p.m., Council returned to Open Session and Vice Mayor Pons moved to certify the Closed Session. Mr. Zhang seconded the motion. CERTIFICATION OF CLOSED MEETING Date: Motion: Vice Mayor Pons Second: Mr. Zhang WHEREAS, the City Council of the City of Williamsburg has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the City Council that such meeting was conducted in conformity with Virginia Law. NOW, THEREFORE, BE IT RESOLVED that the City Council of Williamsburg hereby certifies that, to the best of each member's knowledge, (i) only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed session to which this certification resolution applies, and (ii) only such public business matters as were identified in the motion convening the closed session were heard, discussed or considered by the City Council of the City of Williamsburg. Recorded Vote on the Motion: Page 4 of 5
ADJOURNMENT At 7:14 p.m., there being no additional business before Council, the City Council work session of was adjourned. Ms. Ramsey made the motion and Mr. Zhang seconded it. The vote was unanimous. Recorded vote on the motion: Approved: November 8, 2018 Debi Burcham, City Council Clerk Paul T. Freiling, Mayor Page 5 of 5