COUNCIL WORKSHOP APRIL 2011

Council Workshop Minutes
Tuesday, April 5, 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 Budget preparation has gone smoothly so far, and the focus was on looking for additional cuts for both the General and Water Funds. An expenditure to cover the Line of Duty expense as mandated by the General Assembly will have to be included, and Council will have to choose to pay VRS, self-insure, or buy coverage through VMLIP.
2. Buildings and Grounds (Christopher Clarke, Glenn Jurczyk)
New Police Department – Melinda reported that in order to avoid the expense of hiring an architect/engineer, the town could do minimal update to the former YMCA building, including new flooring and paint; and that office areas could be created by moveable partitions. Glenn advised that the handicap ramp should be extended towards the parking lot that will be created where the playground is located rather than towards the front of the building. Melinda commented that an evidence storage area will need to be created in the basement, but added that the procedure for handling evidence is as critical as the specifics of the storage area.
Fine Arts Center – The CCP have asked Council to consider entering into a lease that will allow the CCP to pursue additional grant opportunities to fund a renovation of the FAC. Melinda commented that the lease will formalize the arrangement and agreements that have been in place for many years. Glenn commented that he met with Barry Roberts from the CCP to discuss the proposed language for a lease, and that the written request he provided Council at the Regular meeting last month was an overview of the terms of the lease. Carolyn commented that the lease should be developed by the lessor rather than the lessee. Melinda suggested that the Council hold a Special Meeting to discuss the proposed lease with the CCP.
The Housing Rehabilitation grant paperwork is ongoing and is being handled between Town Hall and the PDC. Glenn commented that much of it is just bureaucratic red tape.
3. Personnel (Carolyn Hite, Connie Torres)
Melinda updated Council on the merger of Town operations into one department, and commented that the staff has been receptive and cooperative.

The Personnel Committee will meet next week to review salaries for the proposed budget.
4. Streets & Sidewalks (Bill Nunn, Glenn Jurczyk)
Melinda reported that the Town received a low bid of just under $6000 from Herbert Ramsey on the patching. The low bid to resurface Adams St. and Willow Dr. was from Lanco at a cost of $22,100. Bill commented that these streets have been in need of attention for some time now, and these bids were reasonable and in accordance with VDOT specifications. Council will need to make an appropriation from contingency and the CD at the meeting this month in order to proceed.
5. Utility Committee (Harold Yuille, Bill Nunn)
VDH Grant — Engineers from Wiley & Wilson will attend the Regular meeting this month to provide an update on our waterline improvement project.
Kinderton Technology Campus — The County would like the Town to provide utilities to serve this project, and they are willing to fund the upgrade of the 15/58 pump station and the force main on 15 and install the line to the project. The engineer's estimate for this is $827,600. Melinda added that she is working with the PDC to see if this can be counted as match for the Rural Development grant.
6. Recreation (Harold Yuille, Carolyn Hite)
Melinda commented that Dixie Youth Opening Ceremonies are on Saturday afternoon, and that there is a large group of children participating in their programs this year. The Dixie Youth Board has informally asked the Town to consider buying one of the available sign spaces on the outfield fence.
7. OTHER
A. Website — Michael Jancart is making progress with the Town's site. He did a very nice job on the CLIC website.
B. Fire Department — Rural Development is providing a $25.000 grant towards the $388.714 cost for the fire truck. This leaves $182,214 to finance. The Fire Department will provide an additional $12,500 since the grant amount changed from the $50,000 that Rural Development originally thought would be available. The Town renewed the interim loan since Rural Development is still processing their paperwork. The Fire Department will pay half of the interest expense for the interim loan.
C. Virginia Citizen Planner — This is a new program through VA Cooperative Extension and Plan Virginia called VCP101. Glenn, appointed as the Region 7 Director for Plan Virginia, explained the benefits of the program to the Council and the Planning Commission and added that the fee is $99 per person, and that special planner training opportunities are available to communities where participants register as a