THINGS IN THE WORKS

Council Workshop Minutes Tuesday, March 2, 2010 7:30 p.m. Town Hall

Council Present: Linda Davenport, Connie Torres, Carolyn Hite, Bill Nunn, Weston Gupton, Harold Yuille, Kevin Allgood
Staff Present: Melinda Moran, Clarence Moore

Kevin opened the meeting and thanked everyone for attending on a cold and snowy night. Clarence invited Council to step outside to look at the Town's recently purchased VDOT surplus dump truck before it is put in service. The truck appears to be in very good working order, and the Public Works crew did a good job cleaning it up.

1. Budget (Connie Torres, Linda Davenport)
A. Annual Report
Final copies of the Annual Report were distributed. Melinda commented that the Budget Committee intends to t;:nhance and improve this report moving forward, but feel that it provides some valuable information for the public.

B. Budget Preparation
The Public Input session will occur at this month's Regular Meeting.

2. Buildings and Grounds (Linda Davenport, Weston Gupton)
A. Housing Rehab Planning Grant
Melinda reported that the Management Team met on February 26 at the Town Hall with a project manager from DHCD. The boundary lines for the two phases ofthe project were discussed. The grant can pay for demolition of structures if the building inspector condemns them.

B. Town Owned Buildings
Regional Library Director Leigh Lambert asked will be on the agenda for the Regular Meeting this month to update Council on the Library and their future needs.

C. Fill Dirt
Weston commented that the dirt piled up at the Cemetery needs to be pushed over and smoothed out, and the dirt behind the Community Center should be removed.

3. Personnel (Carolyn Hite, Connie Torres)

4. Streets & Sidewalks (Weston Gupton, Bill Nunn)
A. Streets and Sidewalks
Melinda reported that B&B has submitted the drainage plans to VDOT to correct the flooding problem at Strum & Co. The PDC is assisting with the permitting and procurement process required by VDOT.

5. Utility Committee (Bill Nunn, Harold Yuille)
A. Planning Grants
Town Staff is still working with Dewberry to compile data for the Rural Development planning grant to look at town-wide sewer needs.

Wiley & Wilson staff is working with us on the two Health Department planning grants for storage, hydrology, and water audit issues. One of the activities that had to be procured from a consulting firm is Leak Detection Analysis. The grant pays for $6,300 of this cost. The company that W&W is recommending will analyze 24,550 feet of waterline for $5,450. They will do the entire water distribution system for $10,000. The Town would have to provide the $3,700 difference. Bill commented that it makes sense to do a system-wide analysis while the consultants are mobilized. The information will be used to pinpoint where line replacements and repairs are most needed. This item will be a budget amendment at the Regular Meeting this month.

B. Glen Edwards Townhouse Construction
Melinda reported that Dewberry found a plat in their archives that indicates an easement for the waterline in question existed, but because it was not recorded, we can not prove that it exists. Carolyn commented that she would like to go perform her own search at the Clerk's office. Bill commented that the Town should review all of the service area to determine areas that might not have a duly recorded easement.

6. Recreation (Harold Yuille, Carolyn Hite)

7. OTHER
A. Boundary Adjustment
Melinda reported that she and the staff were making progress on the compiling the information requested by the County, and hoped to have the attorneys begin their review at the end of the week following the Workshop.

B. Town Tags
Melinda reported that the Town received Town Tags from the County at the end of last week. The County Treasurer is implementing a new system that unfortunately makes our job more difficult this year. The preprinted tickets could not be segregated by Town and County, so Town staff must go back and forth with the staff at the V A Ave Mall to get the correct tickets or else write new tickets for each vehicle. The Town receives a $1.05 per decal as an Agent's Fee. We might want to consider having the Mall sell both the County and Town Tags next year. Regardless of who sells them, the Town will still receive 50 percent of the revenue from the sale of the tags.
(Since the Town refuses to up date the "Towns Web Site", I will use this blog to try and keep you the citizen in the know.Of course if you want to read about your water quality report from 2008 then by all means click on the web link provided.....Glenn)