agenda - tuesday, august 4, 2020

312 S. Mildred Street

Ranson, WV 25438

www.cityofransonwv.net

CITY COUNCIL

~ AGENDA ~

REGULAR MEETING

Tuesday, August 4, 2020 7:00 PM Zoom

Generated 7/30/2020 4:24 PM

Instructions for Zoom Meeting

If you would like to listen to the meeting please register at:

<https://www.cityofransonwv.net/rccmreg> Instructions to connect will be sent to

you after you register.

I. CALL TO ORDER

II. APPROVAL OF MINUTES

1. City Council - Regular Meeting - Jul 21, 2020 7:00 PM

III. CITIZEN'S PRESENTATIONS/PETITIONS

IV. CITY MANAGER/STAFF REPORTS

V. COMMUNICATIONS FROM THE MAYOR

1. Communications from the Mayor

VI. COUNCIL BUSINESS

1. Resolution #2020-30 - A Resolution of the City Council of Ranson, West

Virginia Approving a Contract With Jefferson Asphalt for the Reasphalting of

Streets

2. Resolution #2020-31 - A Resolution of the City Council of the City of Ranson

Approving and Authorizing the Chief of Police to Execute Jefferson County,

West Virginia Law Enforcement Mutual Aid Agreement Pursuant to W. VA.

Code § 15-10-1 Et Seq.

VII. ADJOURNMENT

312 S. Mildred Street

Ranson, WV 25438

www.cityofransonwv.net

CITY COUNCIL

~ MINUTES ~

REGULAR MEETING

Tuesday, July 21, 2020 7:00 PM Zoom

Generated 7/30/2020 11:26 AM

I. Instructions for Zoom Meeting

If you would like to listen to the meeting please register at:

https://www.cityofransonwv.net/rccmreg Instructions to connect will be sent to

you after you register. Previous links will not connect you to this meeting.

II. CALL TO ORDER

The meeting was called to order at 7:00 PM by Mayor Keith D. Pierson

Attendee Name Title Status Arrived

Mike Anderson Third Ward Council Present

David Cheshire At-Large Council Present

Scott Coulter First Ward Council Present

Donnie Haines Second Ward Council Present

Keith D. Pierson Mayor Present

Gene Taylor At-Large Council Present

Amanda Stroud At-Large Council Present

Tony Grant City Manager Present

Robbie Roberts Chief of Police Absent

Stacey Pfaltzgraff City Clerk Present

Edward Erfurt Asst. City Manager Present

Lori Nice Finance Director Present

Debbie McClure CVB Director Present

Bill Silveous Public Works Director Absent

III. APPROVAL OF MINUTES

1. City Council - Special Meeting - Jun 30, 2020 7:00 PM

RESULT: ACCEPTED [UNANIMOUS]

AYES: Anderson, Cheshire, Coulter, Haines, Pierson, Taylor, Stroud

IV. CITIZEN'S PRESENTATIONS/PETITIONS

V. CITY MANAGER/STAFF REPORTS

City Manager’s Report – City Manager Tony Grant provided the following

updates to Council: He thanked Council Member Stroud for her comments about

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https://www.cityofransonwv.net/rccmreg

Regular Meeting Tuesday, July 21, 2020 7:00 PM

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updates to the City’s web site. The City now has staff on board devoted to web

site updates and keeping all information current; in support for blood donation

needs in the community, the City has had several scheduled Blood Drives at the

Ranson Civic Center. Another Blood Drive has been scheduled for Friday, July

24th at the same location; the City is working with West Virginia University

Hospital and the American Red Cross to pilot a self-temperature check device

located at the Ranson Civic Center to be used during the recent COVID-19

pandemic and for any future needs as they arise; on July 17-18 the Jefferson

County Health Department tested seven hundred individuals for COVID-19 at

the Ranson Civic Center parking lot; the Ranson Public Works Department is

continuing to work on the 12th Avenue Storm Water Project and will soon be

nearing completion; staff met with Cornerstone, the company who provides

landscaping services for the City, to discuss landscaping beautification in the

planter boxes on Fairfax Boulevard; staff is looking into and planning a

Customer Service Improvement Training Program to better meet the needs of

the citizens in Ranson, which will assist with building better relationships in the

community and help to encourage individuals and companies to invest in

Ranson; staff will also be developing a plan for ethics training, along with other

annual training, which will be mandatory for all staff. On March 27, 2020, the

CARES Act federal legislation was signed into law, which included an allocation

of $1.25 billion to the State of West Virginia to cover costs to localities resulting

from the virus, including the potential for grants to cover costs to small

businesses. On July 13, Governor Jim Justice and the State of West Virginia

opened the “WV CARES Act Small Business Grant Program” for applications

from for-profit small businesses who have been and are being impacted

economically by the COVID-19 virus. The program will provide small businesses

grants of up to $5,000. The Mayor, City Council and City staff conveyed this

information about new “CARES Act Small Business Grants” that can provide

small businesses with up to $5,000 to cover the costs of business interruption,

lost sales, and other expenses resulting from the COVID-19 pandemic via a

letter, which went out to all small businesses located in Ranson; and in

conclusion City Manager Grant reported all Annual Employee Evaluations have

been completed for the fiscal year ending June 30, 2020.

VI. COMMUNICATIONS FROM THE MAYOR

1. Letter of Appreciation – Mini Grant – Animal Welfare Society of Jefferson

County

2. Letter of Appreciation – Mini Grant – Citizens Fire Company

3. Letter of Appreciation – Mini Grant – Ranson Community Gardens

4. Mayor Pierson thanked Finance Director Lori Nice for her diligence and

efforts in applying for CARES Act reimbursement for the City. Ranson will

be reimbursed $226,698.00 for the first 2 months

5. Mayor Pierson expressed his concerns with customer service in Ranson.

Mayor Pierson reiterated City Manager Grant’s comments about

implementing a continuous customer service improvement program. A

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committee will be formed to include staff, council members, and local citizens

to discuss and assist with the ongoing endeavors to improve customer service

in Ranson

VII. COUNCIL BUSINESS

1. Resolution #2020-24 - General Fund Budget Revision #1 - FY 2021

As required by State law, the City must report revenues and expenditures

from the previous fiscal year to establish the fund balance for the current

fiscal year. After careful analysis of last year’s finances, Staff produced the

FY 20-21 Budget Revision #1 to set the assigned fund balance at $1,724,309.

A copy of the Budget Revision #1 Budget document was provided to Council

for review. Staff recommended that the General Fund FY 2021 fund balance

be budgeted at $1,724,309.

RESULT: APPROVED [UNANIMOUS]

MOVER: Mike Anderson, Third Ward Council

SECONDER: Donnie Haines, Second Ward Council


2. Resolution #2020-25 - Coal Severance Budget Revision #1 - FY 2021

The City is required to budget and manage the Coal Severance Fund in a

separate account with a separate budget. These funds average

approximately $6,000 per year and are allocated towards street maintenance,

mainly emergency snow removal. If we do not use the funds during the fiscal

year, then we carry them over to the next fiscal year as an assigned fund

balance. These funds are assigned to the emergency street maintenance

account. As in previous years, Staff recommended that these funds be

reallocated to emergency street maintenance operations. Coal Severance

Fund:1. Fund Balance: a) 298- Fund Balance Assigned = $62,325 TOTAL =

$62,325 2. Streets b) 750 – Streets Maintenance – Snow Removal = $62,325

TOTAL = $62,325 REVISION = $62,325


MOVER: Scott Coulter, First Ward Council

SECONDER: Gene Taylor, At-Large Council


3. Resolution #2020-26 - Capital Improvement Fund Budget Revision #1 - FY

2021

As required by State law, the City is revising its current capital budget to

ensure each department remains within their budgeted amounts for the fiscal

year. After careful analysis of last year’s finances, Staff produced the FY 20-

21 Budget Adjustment #1 to set the Assigned Fund Balance at $7,073,035. A

copy of the Capital Budget Adjustment #1 Budget document was provided to

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Council for review. Staff recommended that the Capital Fund FY 2021 fund

balance be budgeted at $7,073,035.


MOVER: Donnie Haines, Second Ward Council

SECONDER: Amanda Stroud, At-Large Council



Virginia Authorizing the Mayor or His Designee to Negotiate and Execute a

Contract for the Purposes of Asphalting Streets with Jefferson Asphalt

City staff received 1 bid package from Jefferson Asphalt and hereby

recommended that City Council authorize the Mayor or his designee to

negotiate and to enter into a contract with Jefferson Asphalt, which was the

only responsible bidder, for purposes of carrying out the functions detailed in

Ranson’s bid package.


MOVER: Mike Anderson, Third Ward Council

SECONDER: Gene Taylor, At-Large Council



Virginia Authorizing the Mayor or His Designee to Execute an Agreement

with WVA 340 Partnership LP for the Purposes of Allowing a Lease from the

City of Ranson to West Virginia University Hospital for use of a Portion of

Subject Property for Medical Professional Offices

The City of Ranson and WVA 340 Partnership LP wish and agree to clarify

and modify any previous restrictions to allow a lease from City of Ranson to

West Virginia University Hospital for use of a portion of the subject property

for medical professional offices. The Mayor recommended tabling Resolution

#2020-28 to further discuss this agreement in executive session.

RESULT: TABLED [UNANIMOUS]



Virginia Authorizing the Mayor or His Designee to Execute a Lease

Agreement with West Virginia University Hospital to Lease the Top Floor of

the Property Located at 42 Trifecta Place, Charles Town, WV

The term of this Lease shall begin on the commencement date, as defined

in Section 2 of this Article II, and shall terminate five (5) years from that

commencement date. Annual rent for the term of the Lease shall be

eighty-eight thousand six hundred eighty dollars ($88,680.00), calculated

at a rental rate of $1.00 per square foot per month. The annual rent shall

be payable in equal monthly installments of one-twelfth (1/12th) of the

total yearly rent, which shall be seven thousand three hundred ninety

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dollars ($7,390.00), beginning and due on the first day of the calendar

month immediately following the Commencement Date and each

following month. The Mayor recommended tabling Resolution #2020-29 to

further discuss this agreement in executive session.

RESULT: TABLED [UNANIMOUS]


7. Financial Reports - June

Finance Director Lori Nice provided the Fiscal Year 2020 Financial Reports

for June. 1. Capital Improvement Fund Report; 2. General Fund Report; and

3. Accounts Payable Report

8. Discussion - Community Gardens Lease Agreement

Scott Hutton, President of Ranson Community Gardens, submitted a

Building Permit Application for a meter pole installation at 410 S. Mineral

Street. This location is at the greenhouse directly behind the Ranson Civic

Center. A copy of the Building Permit Application, along with Exhibit 13,

was provided to Council for review. Along with this building permit request,

Ranson Community Gardens is requesting a revision in the lease agreement

for the garden located at 410 W. Third Avenue. The lease was originally with

the Jefferson County Community Ministries before Ranson Community

Gardens was a separate entity. City Attorney Tim Stranko will be working

on the Lease Agreement after which it will be placed on a future Council

Agenda for approval.

9. Discussion - Disposal of Property on Fifth Avenue

In 2014 the Ranson City Council approved an ordinance of the City of Ranson

permitting the conveyance of City property without auction by adopting

Chapter 9, Article V, Section 9-93 of the Ranson Municipal Code pursuant to

WV Code § 8-1-5(a), Home Rule Pilot Program Act. The adjacent property

owner to Fifth Avenue Lot #08-0004-0092-000 would like to acquire this

property from the City of Ranson.

This ordinance provides the mechanics and procedures relating to how to

address such properties located in Ranson.

City Manger Grant served on this committee previously at which time the

committee members discussed topics which included the following: what to do

when individuals inquire about properties in Ranson, how it will affect

adjacent property owners, placing properties out to bid, rights of refusal, fair

market values, and buildable verses unbuildable properties.

Mayor Pierson reappointed members to this committee, which will include

City Manager Grant, Council Member Cheshire, Council Member Coulter,

and Council Member Stroud to reconvene and continue investigating such

properties in Ranson, as well as, what to do when an entity wishes to donate

property to the City. Topics the Mayor has appointed said committee to

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review will include property tax records, maintenance of properties and the

use of properties. This committee will be responsible for bringing

recommendations to Council whenever the City needs to consider disposal of

property, property purchases and receiving donated properties.

VIII. ADJOURNMENT

Motion was made by Council Member Coulter to adjourn and reconvene into

Executive Session to discuss real estate. Motion was seconded by Council

Member Stroud. Motion carried unanimously. The Regular Session

adjourned at 7:59 pm. No action was taken in Executive Session, which

adjourned at 8:20 pm. The next Regular Council meeting was scheduled for

August 4, 2020, via Zoom at 7:00 pm.

The meeting was closed at 7:59 PM

______________________________________

Keith D. Pierson

Mayor

______________________________________

Stacey A. Pfaltzgraff

City Clerk

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City Council

Communications from the Mayor TO: Council and Citizens

FROM: Keith Pierson, Mayor

SUBJECT: Communications from the Mayor

1. Met Life – There will not be any rate increases for the enrollment period

November 1, 2020 – October 31, 2021, for dental insurance for the City’s

employees. Current dental rates are Employee Only = $27.51; Employee + 1

Dependent = $53.81; and Employee + Family = $98.05.

2. West Virginia Offices of the Insurance Commissioner – Senate Bill #586

created the State Office of the National Flood Insurance Program. Virtual

training sessions for continuing credit for floodplain managers will be

provided.

Attachments:

1. 20200804 - Comm from the Mayor

Receive Mayor’s Communications and take appropriate action

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City Council

Request For Council Action TO: Mayor and Council

FROM: Tony Grant, City Manager

SUBJECT: Resolution #2020-30 - A Resolution of the City Council of Ranson, West

Virginia Approving a Contract With Jefferson Asphalt for the Reasphalting of

Streets

Ranson solicited Request for Bids from qualified firms to re-asphalt streets within

the City in accordance with the City’s Annual Re-Paving Program. City staff

received 1 bid and Council has awarded the bid to Jefferson Asphalt;

Attachments:

1. 20200804 - CC - Resolution #2020-30 - Jefferson Asphalt Contract

2. 20200804 - CC - Jefferson Asphalt Contract

1. Motion to approve Resolution #2020-30

2. Second to approve Resolution #2020-30

3. Discussion

4. Vote

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RESOLUTION #2020-30

A RESOLUTION OF THE CITY COUNCIL OF RANSON, WEST VIRGINIA

APPROVING A CONTRACT WITH JEFFERSON ASPHALT FOR THE

REASPHALTING OF STREETS

THE CITY OF RANSON RESOLVES AS FOLLOWS:

WHEREAS, W. Va. Code § 8-12-1(2) states that every municipality has plenary

power to contract and be contracted with;

WHEREAS, Ranson solicited Request for Bids from qualified firms to re-asphalt

streets within the City in accordance with the City’s Annual Re-Paving Program;

WHEREAS, City staff received 1 bid and Council has awarded the bid to Jefferson

Asphalt;

WHEREAS, attached is a contract by and between the City of Ranson and Jefferson

Asphalt to perform the functions detailed within the street paving bid manual.

THE CITY OF RANSON RESOLVES AS FOLLOWS:

Section 1. The Mayor or his designee is authorized to enter into the attached

contract documents with Jefferson Asphalt for purposes of carrying out the functions

detailed in the Street Paving Bid Manual and take other necessary actions to carry

out the purpose of such contract.

Signed and approved this 4th day of August 2020.

_____________________________

Keith D. Pierson

Mayor

ATTEST:

__________________________________


City Clerk

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City Council

Request For Council Action TO: Mayor and Council

FROM: Tony Grant, City Manager

SUBJECT: Resolution #2020-31 - A Resolution of the City Council of the City of

Ranson Approving and Authorizing the Chief of Police to Execute Jefferson County,

West Virginia Law Enforcement Mutual Aid Agreement Pursuant to W. VA. Code §

15-10-1 Et Seq.

Ranson, Charles Town, Harper’s Ferry, Shepherdstown, and Shepherd University

desire that their respective law enforcement agencies formalize their historical

mutual assistance and sharing of resources by and through the attached written

agreement. The Ranson Chief of Police is authorized, directed to execute,

acknowledge and deliver the attached Agreement by and between the various law

enforcement agencies. The last Mutual Aid Agreement was executed in 2015. Per

Chief Roberts any time there is a change in administration it is necessary to

execute a new agreement between the local jurisdictions.

Attachments:

1. 20200804 - CC - Resolution #2020-31 - Law Enforcement Mutual Aid

Agr

2. 20200804 - PD - Jeff County, WV Law Enforcement Mutual Aid Agr

3. 20200804 - PD - WV Code Chapter 15 Public Safety

1. Motion to approve Resolution #2020-31

2. Second to approve Resolution #2020-31

3. Discussion

4. Vote

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RESOLUTION #2020-31

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANSON

APPROVING AND AUTHORIZING THE CHIEF OF POLICE TO

EXECUTE JEFFERSON COUNTY, WEST VIRGINIA LAW

ENFORCEMENT MUTUAL AID AGREEMENT PURSUANT TO W. VA.

CODE § 15-10-1 ET SEQ.

THE COUNCIL OF THE CITY OF RANSON RESOLVES AS FOLLOWS:

Section 1. The West Virginia Legislature has declared through the West

Virginia Law-Enforcement Mutual Assistance Act, W. Va. Code § 15-10-1 et

seq., that the commission of various crimes against the peace and dignity of

the state of West Virginia quite often crosses county and municipal boundaries,

affecting the citizenry of this state and making difficult the tasks of detecting

and preventing crime by law-enforcement agencies due to restrictions imposed

by municipal and county boundaries; that many county and municipal law-

enforcement agencies do not, by themselves, have sufficient resources in

personnel, equipment and particular areas of expertise to adequately prevent

or detect those crimes or criminal activities which cross such county and

municipal boundaries; that it is in the best interest of the citizens of this state

for law-enforcement agencies to share resources and to provide mutual

assistance to each other; and that, therefore, the Legislature has declared that

the various law-enforcement agencies within the state should be permitted and

empowered to share resources and provide mutual assistance for the

prevention and detection of crime.

Section 2. Ranson, Charles Town, Harper’s Ferry, Shepherdstown, and

Shepherd University desire that their respective law enforcement agencies

formalize their historical mutual assistance and sharing of resources by and

through the attached written agreement.

Section 3. The Ranson Chief of Police is authorized, directed to execute,

acknowledge and deliver the attached Agreement by and between the various

law enforcement agencies to each respective agency and provide an executed

copy of the complete agreement executed by each agency to the City Clerk of

the City of Ranson for proper filing.

Section 4. The Mayor and/or Chief of Police or their respective designees are

authorized to carry out any and all functions necessary to administer the said

Agreement.

Section 5. A true copy of the Agreement is attached.

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Signed and approved this 4th day of August 2020.

________________________________

Keith D. Pierson

Mayor

ATTEST:

_____________________________________


City Clerk

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agenda - tuesday, august 4, 2020

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