TOWN OF GROTTOES June 10, 2024 6:00P.M.  TOWN COUNCIL WORKSESSION AGENDA  CALLTOORDER: - MAYOR PLASTER  1. Closed Session pursuant to section 2.2-3711(A)7 for consultation with legal counsel  and 2.2-3711(A)1 for discussion ofi individual personnel.  2. Discussion of the Shentel Franchise 3. WWTP Study Executive Summary review.    TOWN OF GROTTOES TOWN COUNCIL MEETING AGENDA June 10, 2024 7:00 P.M.  CALLTOORDER - MAYOR PLASTER ROLL CALLING - CLERK MORRIS WELCOME CITIZENS  APPROVAL OF MINUTES - MEETINGS OF MAY 13, 2024.  ***  RECESS REGULAR MEETING PUBLIC HEARING:  1. Shentel Franchise Agreement Presentation Speaking FOR Speaking AGAINST Council Comments  ADJOURN PUBLIC HEARINGS AND RETURN TO REGULAR MEETING  ***  PRESENTATION OF PETITIONS AND CLAIMS (PUBLIC COMMENT)  REPORTS OF THE STANDING COMMITTEES: 1. Finance - Council member Raynes, Chair a. - ACTION- - Approval of Financial Reports 2. Water and Sewer-( Council member Bailey, Chair  b. ACTION- Approval of the FY24-25 Annual Budget and Fee Schedule.  3. Ordinance, Health, and Property - Council member Kohl, Chair a. ACTION- - Consideration of the Shentel Franchise Agreement b. ACTION - Set the date for joint public hearing for rezoning. 4. Streets and Street Lights - Council member Justis, Chair  5. Parks, Recreation and Public Facilities - Council member Chittum, Chair    6. Special Events - Council member Leeth, Chair  7. Personnel, Fire and Police Protection - Mayor Plaster, Chair  STAFF REPORTS: 1. Town Manager 2. Town Attorney 3. Treasurer  4. Assistant to' Town Manager 5. Police Chief 6. Public Works  7. Parks and Tourism Director  NEW BUSINESS  1. David Bradley request for alley purchase  OLD BUSINESS ADJOURN  RULES FOR PUBLIC HEARINGS  Persons wishing to speak at the hearing must sign-up prior to the start of the meeting. The Coumal/Commisowhoanrd will hear up to 3 speakers from each side FOR/AGAINST). Each speaker is limited to 3 minutes, whether speaking on behalf of a group or as an individual.  Repetitive testimony is discouraged.  All comments shall be directed to the Town Council. Debate is prohibited. Mayor/Chairman shall have the authority to end aj presentation that violates these rules.    May 13, 2024  A work session of the Town Council of the Town of Grottoes was held on Monday, May 13,  2024, at the Grottoes Town Hall, Grottoes, Virginia.  CALL1 TOORDER 6:00 p.m.  Mayor Plaster called the work session of May 13, 2024, of the Grottoes Town Council to order at ATTENDANCE: Council Members present: Mayor Jo Plaster, David Raynes, Joshua Bailey, Other Town Officials present were: Town Attorney Michael Helm, Town Manager Stefanie McAlister, Deputy Clerk Jennifer Whetzel, Treasurer Rhonda Danner, Public Works Director AJ Mayor Plaster stated that a motion would need to be made to go into closed session. At 6:01 pm Council member Leeth made a motion to go into Closed Session per Closed Session pursuant to Section 2.2-3711(A)7 for consultation with legal counsel and 2.2-3711(A)5 for discussion of prospective business where no previous announcement has been made of the business for interest in locating in the community. Motion was seconded by Council member Justis and carried by a vote of 6-0, voting recorded as follows: CHITTUM - AYE; BAILEY - AYE; RAYNES AYE; KOHL - AYE; LEETH- AYE; JUSTIS - AYE, to go into closed At 6:38 p.m. a motion was made by Council member Leeth to adjourn from closed session, seconded by Council member. Justis, and carried by a vote of 6-0, voting recorded as follows: CHITTUM - AYE; BAILEY - AYE; RAYNES - AYE; KOHL - AYE; LEETH- AYE; JUSTIS Mayor Plaster reopened the meeting and read the following certification of the closed session "to the best of our knowledge that only public business matter lawfully exempted from open meeting requirements under section 2.2-3711(A)7 and section 2.2-3711(A)5 of the Code of Virginia, as only public business matters that were identified in the motion by which a closed meeting were heard, discussed, or considered in the closed meeting". Deputy Clerk Whetzel takes roll call, E. Chittum; SO certified, J. Bailey; SO certified, J.J Justis; SO certified, J. Plaster; SO certified, D. Raynes; sO certified, T. Leeth; SO certified, M. Kohl, SO certified. Mayor Plaster said the next discussion is the FY25 Proposed Annual Budget.  Eddie Chittum, Tim Leeth, Jim Justis, and Michael Kohl.  Hummel, and Police Chief. Jason Sullivan.  session.  -AYE.  Manager McAlister stated she has aj presentation to be given at the Council Meeting tonight and asked ift there were any questions or comments she could answer before the public hearing.    Council member Bailey stated that in order tol keep up with inflation, he suggests that the town base raises on a 3% across the board and the remaining 2% based on merit. Council member Chittum asked "How do we get to that point?" Council member. Justis stated that they need to set ad deadline to do something regarding this. He stated possibly October. Manager McAlister stated that the Personnel Committee had been asked to schedule a time to discuss this for next year's budget. Mayor Plaster suggested setting a meeting for late June. Council member Raynes and Kohl suggested a retreat for discussion. Manager McAlister told the council that in her opinion, raises for Town Employees would become stagnant over the next few years as revenue is not projected toi increase. Council member Kohl said he doesn'tbelieve that merit-based raises will  work.  Mayor Plaster adjourned the meeting at 6:55 p.m.  ATTEST: Deputy Clerk  Mayor    May 13, 2024  A regular session of the Town Council of the Town of Grottoes was held on Monday, May 13,  2024, at 7:00 p.m. at the Grottoes Town Hall, Grottoes, Virginia.  CALL1 TO ORDER  Mayor Plaster called the regular session of May 13, 2024, of the Grottoes Town Council to order ATTENDANCE: Council Members present: Eddie Chittum, Joshua Bailey, Jim. Justis, Mayor Jo Other Town Officials present: Attorney Michael Helm, Town Manager Stefanie McAlister, Deputy Clerk. Jennifer Whetzel, Treasurer Rhonda Danner, Public Works Director A.J. Hummel,  at 7:00 p.m. Mayor Plaster asked for a roll call. Plaster, David Raynes, Michael Kohl, and Tim Leeth.  and Police Chief Jason Sullivan. APPROVAL OF MINUTES  On motion by Council member Raynes, seconded by Council member Leeth, and carried by a vote of 6-0, voting recorded as follows: CHITTUM - AYE; BAILEY - AYE; JUSTIS -AYE; RAYNES - AYE; KOHL- AYE; Leeth - AYE the Council approved the minutes of the At7:01 pm the Regular Meeting of the Town Council was recessed by Mayor Plaster and the  meetings on April 8, 2024. Public Hearing ensued. Public Hearing  Manager Stafanie McAlister gave a presentation on the FY 24-25 Annual Budget and Proposed Fee Schedule. There were no comments from the council. At 7:21 pm Mayor Plaster adjourned  the public hearing and returned to the regular meeting.  PRESENTATION OF PETITIONS AND CLAIMS (public comment)  Charlie Lawhorne addresses the council regarding Kid's Fish Day. He pointed out that although itv was a gloomy day, it was a good turnout. He stated that Chief Sullivan let him take the 'Deuce" down to the park and that it ran like never before. He said that Kid's Fish Day was a tremendous success, he thanked Chief Sullivan for having everything in order. He said the parks never looked better and thanked the maintenance department for having the "Deuce" running great. He wanted to thank the council, the Chief and the Town for making the 29th Kid's Fish  Day a success.    Gleamer Sullivan spoke next and wanted to give huge accolades for the new town calendar on our website. She stated she had no idea sO many things were going on in our town and wanted to  thank the town for the calendar.  REPORTS OF STANDING COMMMITTEE:  FINANCE - Council member Raynes made a motion, seconded by Council member Leeth and carried by a vote of 6-0, voting recorded as follows: CHITTUM - AYE; BAILEY -A AYE; JUSTIS- AYE; RAYNES - AYE; KOHL - AYE; LEETH  AYE, to approve the financial  reports for the month of April 2024. WATER AND SEWER - no report  ORDINANCE, HEALTH, AND PROPERTY - Council member Kohl move to adopt the resolution to amend Chapter 144, Section 64 oft the Grottoes Code pertaining to the levy rate imposed on the sale of cigarettes as more fully set forth in the Ordinance to Amend Chapter 144. Seconded by council member Chittum and carried by a vote of 6-0, voting recorded as follows: CHITTUM - AYE; BAILEY - AYE; JUSTIS- AYE; RAYNES - AYE; KOHL - AYE; LEETH Council member Kohl moved to adopt the resolution to amend Chapter A171 of the Grottoes Code to repeal the previously adopted fees set forth therein, to be replaced with the updated schedule of fees which have been set and established by Council, as more fully set forth in the Ordinance to Amend Chapter A171. Seconded by council member Justis and carried by a vote of 6-0, voting recorded as follows: CHITTUM - AYE; BAILEY - AYE; JUSTIS- AYE; RAYNES STREET AND STREET LIGHTS - Council member Justis said they will be installing the 4-  - AYE.  AYE; KOHL - AYE; LEETH - AYE.  way stop signs on Forest Avenue the Ist week in. June.  PARKS, RECREATION AND PUBLIC. FACILITIES = no report  SPECIAL EVENTS - Council member Leeth said the Memorial Day ceremony will be held on Memorial Day at 11:30 am with guest speaker Jason Cotton with the Living Waters Program. He stated the Grottoes Blue Grass Festival will be May 16-18th and Party in the Park is June 15th, there will be 3 food vendors along with several beer & wine vendors and bands. Grottoes Cardinals games will begin in the next few weeks so be on the lookout for their schedule. Mayor Plaster commented on the donations received for Party in the Park and stated they will go PERSONNEL, FIRE AND POLICE PROTECTION: - Mayor Plaster said she would be scheduling a committee meeting for personnel in the coming month. She also gave a special thanks to Public Works Director, AJ Hummel for his service to the town and wished him good  towards funding the event.  luck inl his future journey.    STAFF REPORTS  TOWN MANAGER. Manager McAlister touched on her staff report regarding remote participation. She said the code states before aj public body allows this, they must adopt a policy. Manager McAlister also stated that the Comprehensive Plan survey has received over 230 responses and that on May 161h, there would be an open house from 5-7pm at Town Hall. Next, she said that the chicken shack at Painter Park has a structural issue and that new footers would be needed to reinforce it. Lastly, she stated that Mangrum Engineering is working on the Well  Engineering and WWTP evaluation report.  ATTORNEY. No report.  TREASURER. Treasurer Danner said she is working on the final requests for the 2021 audit. ASSISTANT TOTOWN MANAGER. A written report was provided. There were no additional POLICE CHIEF. A written report was provided. There were no additional comments from staff PUBLIC WORKS. A written report was provided. There were no additional comments from RECREATION AND TOURISM DIRECTOR. Parks and Tourism Director Austin Shank wanted to point out item #3 on his staff report. He wanted the council to hear from him that over the past 3 years, they have been working a lot on quality and improving processes and adding new revenue streams. He also wanted toj point out the budget shortfall of roughly $56,000, $35,000 of which was during the 23 days the Caverns were closed for renovations and repairs inside Grand Caverns and the remaining 2.4% was general and not specific. He stated that they are poised and equipped to capture more business than before, just need to find a way to drive back business to Grand Caverns. Early in the next fiscal year he will be bringing up a proposal to the Parks Committee and Council that will seek to drive more business to Grand Caverns. The  comments from staff and no questions or comments from Council members.  and no questions or comments from Council members. staff and no questions or comments from Council members.  proposal will focus on branding and advertising strategy.  NEW BUSINESS  Council member Justis made a motion to adopt the Remote Participation Policy. Seconded by Council member Leeth and carried by a vote of6 6-0 voting recorded as follows: CHITTUM - AYE; BAILEY -A AYE; JUSTIS- AYE; RAYNES - AYE; KOHL - AYE; LEETH - AYE.  Mayor Plaster declared the meeting adjourned at 7:38 p.m.  Mayor  Deputy Clerk    GROTTOES  Staff Report #1  LEVIRGINIA3  MEMORANDUM  TO: FROM: DATE:  Mayor and Town Council Stefanie McAlister, Town Manager  June 7,2024  SUBJECT: Staff Report  1. Fiscal Year 2024-2025 Budget  Each year starting in. January the town manager and department heads begin planning for the upcoming fiscal year by determining needs and prioritizing those needs. In March, staff begins putting the proposed budget together by determining revenue and spending trends, figuring in the operational needs for the coming year and assigning budgetary numbers. The proposed budget is presented to the Council's finance committee for review and input before it is presented to all of Council for discussion in April. A public hearing occurs in May. In this year' s process, from the April council meeting forward, no adjustments to the proposed budget have been suggested by council or made by the town manager. Town Council will take action on adopting the FY2024-2025 budget and fee schedule during the June 10th meeting.  2. Shentel Franchise Agreement  Town Council will hear public comments and afterwards consider an ordinance granting a franchise to Shenandoah Cable Television, LLC (ShenTel) for the operation of a cable television system within the town. This includes the right to install, use, maintain, and replace such a system. Any party may make al bid on the If granted to ShenTel, they will utilize their fiber network recently installed in town, to provide their cable television service. The draft ordinance is attached for your  franchise. reference.  3. Rezoning Request - Set Joint Public Hearing  The town is initiating a rezoning process for lots 160D4-(6)- B523 L21-26 owned by Donna Miller and located east of Augusta Avenue and its intersection with 3rd Street. The request is to rezone from R1 to B1. The property owner supports this rezoning request. Most of the lots under request are part of a larger site which the property owner intends to sell to a business entity. The request includes all lots owned by Ms. The planning commission has heard this request and recommends to council that a joint public hearing be set for. July gth during Council's regular session.  Miller east of the right of way. See attached map.    4. WWTP Study  Engineer Rob Mangrum has completed his study of the town's wastewater treatment plant. The executive summary is attached. In short there is an imminent need to reduce the amount of sludge in the lagoons and to upgrade the UV processing unit. Once these items are completed, the plant's capacity, ifinfiltration and inundation does not increase above current levels, is about 368 connections. The required work is costly, estimates are provided in the full report which will be shared with council  once finalized later in the week of June 10th.  5. 3rd Well Project  Engineer Rob Mangrum has completed all preliminary work and drawings for the 3rd well tie-in project. He is currently working on getting the bid package together. The bid for the work will be a complete package of work including access on the well lot, placement of a manufactured building, well metering, purchase of pipe, valves and associated fittings, excavation and placement of the line and tie-in to the current line. A cost estimate will be provided soon. The town will use ARPA-SLFRF money it received to fund this project. The project should be able tol be completed by the end of  the year.  Page 2    AN UNCODIFIED ORDINANCE TO ESTABLISH SHENANDOAH CABLE TELEVISION,LLC  A FRANCHISE FOR  This Uncodified Ordinance shall establish and grant to Shenandoah Cable Television, LLC, a Virginia limited liability company ("Shentel"), a Cable Franchise, pursuant to Virginia  Code $ 15.2-2100, et. seq.  RECITALS:  A. That the following Uncodified Ordinance is hereby adopted:  B. That Shentel intends to install a Cable System in the public rights of way (defined as lands owned or controlled by the Town of Grottoes, Virginia ("the Town") in which the Town has aj property interest and only those rights which the Town has the undisputed right and power to grant easements) within the Town for the purpose of providing Cable service, the terms and definitions of which are more fully set forth in the Franchise Agreement dated the  day of  2024.  C. That the Franchise is authorized by this Ordinance enacted by the Town Counsel  of Grottoes, Virginia in the manner provided by Virginia Code $ 15.2-2100, et seq.  NOW, THEREORE, BEI IT ORDAINED BY THE TOWN COUNCIL OF  GROTTOES, VIRGINIA AS FOLLOWS:  1. 2. day of  The Recitals above are adopted and incorporated herein.  The mutual covenants and terms set forth in the Franchise Agreement dated the  2024, by and between the Town of Grottoes, Virginia, a municipal  corporation and Shenandoah Cable Television, LLC, a Virginia limited liability company    ("Shente!") arel hereby adopted and made a part of this Ordinance, a copy of said Agreement is  attached. 3.  The Town reserves the right to enforce the Franchise Agreement, including its  termination should Shenandoah Cable Television, LLC ("Shentel"), fail to meet its obligation or fail to correct any defaults in its performance of the obligations as set forth in the Franchise  Agreement. 4.  The Town Council has determined the Franchise and the Agreement are in the  best interest of the citizens of the Town.  5. 6.  This Ordinance shall become effective upon its passage.  The Mayor and Town Manager, either of whom may act, are hereby authorized to  take any actions reasonably necessary to effectuate this Ordinance.  Ordained this  day of. June, 2024.  Jol Plaster, Mayor, Town of Grottoes  Attest:  Tara Morris, Clerk    N    MANGRUM Consulting & Design  Executive Summary for Town of Grottoes WWTP Study  ES Item1 1:Accumulated: Sludge  The Grottoes Wastwater Treatment Plant (GWWWTP) faces an existential threat from accumulated sludge. Lagoon No.1 has approximately 44 years of residual biological sludge dating back to 1980 plant construction, and approximately 9 years of residual phosphorus sludge dating back to the inception of chemical phosphorus removal in 2015. Lagoon No.2 has approximately 22 years of residual biological sludge dating back to 2002, and approximately 9 years of residual phosphorus sludge dating back to The lagoon system has/is storing all generated sludge from plant inception because there are not any facilities at the plant to perform sludge thickeningdewatering which would allow removal of sludge from the GWWWTP. Biologically derived sludge partially degrades within aerated Lagoon systems which typically requires a sludge removal frequency of 10 to 15 years to sustain optimum performance. Since the GWWWTP receives septic tank effluent only (which has already received a basic form of settling within the septic tanks) the expected sludge removal frequency could be extended to every 20 to 30 years. These cleaning frequencies are for facilities that do not send tertiary sludge (chemical phosphorus removal generated sludge) to the Lagoon system. Unlike biologically generated sludge, chemical phosphorus sludge is completely inert and does not degrade within the Lagoon system. Chemical phosphorus sludge is also fluffy in nature and does not settle/compact like other sludges. Measurements taken by plant staff from both Lagoons in 2023 indicate excessive amounts of residual solids in both Lagoons. The ramifications of high amounts of accumulated solids have begun toi impact plant operations this year. Since early 2024, there has been an increasing trend of TSS leaving in the Lagoon effluent which is then pumped to the chemical clarifier for phosphorus removal and then to UV disinfection. Testing oft these solids indicates that nearly all of the TSS leaving the Lagoon system is chemical phosphorus sludge. The TSS/solids int the Lagoon effluent are 350% higher in phosphorus content than a residual biological sludge which clearly indicates the source of the TSS leaving the Lagoon system. These solids are beginning to marginalizeloverload the tertiary clarifier (chemical The increasing trend of phosphorus laden solids leaving the Lagoon system has the near-term potential too compromise at least three (3) different permit limits; (1) TSS limits; (2) the ability to adequately disinfect (TSS reduces the efficacy of UV disinfect); and, (3) the Total Phosphorus limit. Immediate is required to minimize the risks of permit non-compliance. The recommended immediate action plan Phase la: Immediately (summer of 2024) remove approximately 750 wet tons of sludge from Lagoon B Cell 2. This amount is estimated to be approximately 25% of the accumulated sludge currently residing in Lagoon B Cell 2. The opinion of probable cost for performing this work is $350,000. Phase Ib: During the summer of 2024, commission a preliminary engineering report (PER) to evaluate options to capture chemical sludge from the chemical clarifier for onsite thickening and holding/storage without recycling the chemical sludge back tot the Lagoon system. The outcome of the PER will shape the decisions on how much additional sludge removal from the Lagoon system is required to be  the inception of chemical phosphorus removal in 2015.  phosphorus removal). system.  involves the following:  Page 1of3  o@argpumCmsuingcon  1500 Clayton Avenue, Lynchburg Va 24503  434-665-1515    MANGRUM Consulting &Design  performed during the summer of 2025. The engineering cost to perform the PER is estimated to be Phase I: In summer of 2025, remove an additional 850 wet tons of sludge from Lagoon B Cell 2. The goal of Phase li would bet to have removed a sufficient amount of sludge from Lagoon B Cell 2 cumulatively in Phases land II such that accumulated sludge represents a maximum of 15% of the total volume in Lagoon B Cell 2. Iti is noted that accelerated additional sludge accumulation will continue to occur between the summer of 2024 and summer of 2025 until a means for capturing the chemical sludge (and not returning tot the Lagoon system) isi implemented. The Phase I: In summer of 2026, the quantity of additional sludge removal will be determined based on the results/findings from sludge removal performed in Phase la and Phase II and in conjunction with  $35,000.  opinion of probable cost for performing this work is $400,000.  the outcome and direction of the Phase Ib PER.  ES Item 2: Permit Rated Plant Capacity and Available Connections The DEQ issued permit stipulates that the GWWWTP has a permit rated capacity of 400,000 gpd. This flow rate corresponds to the basis for determining effluent permit limits for thei treatment facility (dilution with the receiving stream etc.) and is not a representation per se as tot the actual treatment capacity of thet facility. The regulatory landscape has dramatically changed since the construction of the original plant in the early 1980's and the 22 years since its expansion in 2002 to 400,000 gpd. Specifically, ammonia removal requirements could arrive for the GWWWTP within the next permitting cycle (i.e., next The 400,000 gpd permit rated capacity refers to a sustained 3-month average plant flow, it does not pertain to maximum day or peak flows leaving the plant. The facility is allowed to discharge associated maximum day and peak flows that can be adequately treated by installed components in accordance with design criteria outlined in the Sewage Collection and Treatment Regulations (VAC 9VAC25-790). Forgoing thei issue of ES Item 1 described above, the GWWWTP has the unusual situation where the effluent UV disinfection system is a single train system sized for only 400,000 gpd volume or maximum rate which is the plant's average permit rated day capacity. This limits the amount of flow that GWWWTP can process during high flow events andi impacts operations. Iti is customary for treatment plants to have allowable maximum day discharges of 1.51 to 3.01 times the plants permit rated capacity. Until recently, this issue has been accommodated at the plant level, however, as flows have increased over time (new connections, and future connections) the plant's ability to live up to its permit rated capacity is limited by the current maximum capacity (400,000 gallons volume or rate) oft the UV disinfection system. The chemical phosphorus removal system installed in 2015 was sized for average flow of 400,000 gpd with a maximum day flow of 600,000 gpd. The UV system is nearing the end ofi its useful life and as part of normal equipment replacement (ie, no impact to DEQ permit) the UV should be replaced with a system that has a maximum day flow capacity of at least 600,000 gpd. The equipment cost for a new UV system sized for 600,000 gpd maximum flow with 100% redundancy (which is a betterment than the current single train system with no redundancy) is $110,000 equipment only price In sO doing, and forgoing ES Item 1, the new UV system would allow the GWWWTP to live upi toi its permitted plant capacity in regards to additional available connections. As detailed in the report below,  year, September 2025).  for a Trojan UV: 3000PTP Model 3600K In Series.  Page 20 of3  Ra@Maryumcomsuingcon  1500 Clayton Avenue, Lynchburg Va: 24503  434-665-1515    MANGRUM Consulting &0 Design  when the UV system has been replaced with al higher maximum day capacity unit, which at least matches the chemical phosphorus removal system/pump station, it is estimated that there will be 368 available connections based on: 2024 flows and 217 gpd/connection and assuming no increases in  baseflow infiow and infiltration. ES Item 3: Future Permit Limits  DEQ adopted new water quality standards for ammonia-ntrogen in. June 2023 which took nearly a decade to promulgate. As a result, all VPDES permits issued/re-issued after June 2023 utilize more stringent criteria for potentially establishing year-round ammonia limits. These new standards have proven in many cases to require year-round ammonia limits for facilities that previously either had no ammonia limits or had only seasonal (ie., dry period/warmer weather) ammonia limits. For facilities that had existing year-round ammonia limits, the new standards are resulting in new discharge limits for The GWWWTP currently does not have any ammonia or TKN effluent limits. Iti is unknown whether the new ammonia standards will affect GWWWTP's effluent limits during the next permitting cycle (renewal appliçation will be due to DEQ by March 2025). Any new ammonia or TKN limits would be of high concern because the existing aerated Lagoon system basically cannot meet any year-round ammonia discharge requirements and would thus require a significant plant process upgrade.  ammonia that are approximately half oft their current year-round ammonia limit.  Page 3of3  Ra@MargpumCamuingcen  1500 Clayton Avenue, Lynchburg' Va 24503  434-665-1515    Staff Report #3  Treasurer's Staff Report  June 2024 Audit  Iam finishing up on the final request list ofi items needed for FY21. There have been a few items added to the list as we are nearing completion. Iexpect this to be completed by the end of  this month. Iwill continue to keep you updated. Maximum Investment Sweep Account  For the month of] May, we have earned $7,763.08 ini interest. The interest rate was 2.40%.  Taxes  The revenue totals below are as ofMay 31, 2024: Real Estate: $283,0001 Budgeted: 110% Collected $310,360 Personal Property: $87,908 Budgeted: 105% Collected $92,338 Vehicle Liçense Fee: $45,000 Budgeted: 107% Collected $49,547  Utility Billing  Asof6/6/2024 there were 214 unpaid utility accounts. Utility bills were due 6/5/2024 and second notices were mailed out on 6/6/2024. Water cut off for non-payment will be 6/20/2024.  Accounts Payable Date: May 2024 Number of Checks: 123  Total March AP Expense: $177,425.17  Business License onJuly 1.  Business license renewal letters were mailed 4/1/2024. Business licenses are due yearly Total revenue as of May 31, 2024: $93,000 Budgeted: 68% Collected $63,684    GROTTOES  Staff Report #4  9 VIRCINIA  Land Development Staff Report Zoning Permits issued (May 2024)  June 2024  2024 total to date 23 Total Permits 2024 Total Dwellings 7Single-Family OTownhouse units  6P Permits OSingle-Family OTown houses 4 Fence Garage 1Solar Panel  Forest Station - (21st Street) - Construction of the first group of six townhouses is near completion. The road will be paved before the last group on the street is completed, this was the recommendation from the public works staff and the paving company, sO the road does not get wavy from all the trucks. R-7Zoned area east of Cherry Avenue Single family residential development continues. The developers are running all service lines and constructing the roads to state standards. This development ist not considered a subdivision since the streets are already platted and the developer is following the Shendun Hills Subdivision - The site plan for the subdivision has been submitted, staff has reviewed the plan and responded with a few changes that need to be made. Rockingham County and VDOTI have also reviewed the plans and sent back their responses. Once the changes have been made and accepted  town code for zoning and land use.  the project will be ready to move forward.  Respectfully submitted:  Tara Morris, Assistant to Town Manager    Staff Report #5  Grottoes Police Department  Staff Report June 2024 Staffing Chief Sergeant Officer Admin Asst.  Authorized 4  Filled 1 4 1  Vacant 0 0 0 0  The Police department has hired two full-time officers to fill the vacant officer positions. Ofc. Huyard is an uncertified officer and will attend the 151st Basic Law Enforcement class at the Central Shenandoah Criminal Justice Academy. He starts his academy training on July 8, 2024, which will last 20 weeks. His anticipated graduation date from the academy is November 21,2024. After he completes his açademy training, he is required to complete a 12-week field Ofc. Algeri is a Virginia certified police officer. He will complete at two-month field training program with the police department before he will be released on solo patrol. His start date is  training program before he can be released to solo patrol.  June 10, 2024. Equipment:  The 2003 Ford Explorer has been taken out of police service. All police emergency equipment had been removed from the vehicle. The Police decals will be removed and the vehicle will be  put back into service for use by the town employees as a civilian vehicle.  Respectfully submitted: Jason Sullivan Chief of Police.    -llele)elelelelo 9lel0l05  oljo js    Staff Report #7  Parks & Tourism Staff Report  June 2024 Staffing: Parks & Tourism Director Parks & Tourism Assistant Director Parks Coordinator Park Ranger II Park RangerI, Park. Aide  Authorized  Filled 1 1 1 2 10 0  Vacant 0 0 0 0  2  Park Aide and Park Ranger I positions replace the prior terminology of Tour Guide. Previously, there were 21 authorized tour guide positions. Staff will determine employee numbers once each position typei is filled. With this improved staffing structure, we anticipate needing fewer overall employees. Parks & Tourism generated $67,238.58 ini revenue for the month of May. This is a $9,560.00increase from  Revenue:  May 2023, which also makes it a new: record high for the month.  1. Cave & Karst Expo 2024: We are gearing up for our 2nd annual Cave & Karst Expo for thel last day of National Cave Week, Saturday, 6/8th. We had an exceptional debut at this event in 2023 wherein 13 partners provided educational booths and activities for the 400 members oft the public who attended. We are hoping to increase the number of partners to 20+ with a commiserate increase in public 2. Thel Blue Ridge Heritage Project: As you may recall, Council approved the construction ofa monument in Grand Caverns Park, in the form of a chimney. BRHP has recently reconnected with Town Staff to announce its capacity to finish this project thanks to a successful, although admittedly longer than anticipated fundraising campaign. Attached to my staff report is the detailed, formal engineered plan for their monument. Once Town staff finalize their permitting, we'll begin construction. As a reminder, all materials, planning, and labor are to be covered by BRHP. However, should there' be a cost-saving service that Town Staff can provide, this will allow their funding to  attendance. P'll report back to the' Town Council on how it goes.  stretch even further. T'll report back to council on this projects progress.    Revenue per Month by Fiscal Year  2016/2017 2017/2018 2018/2019 2019/2020 2020/2021 2021/2022 2022/2023 2023/2024 114,666.02 109,906.75 109,049.62 96,790.05 83,045.02 121,183.39 126,333.08 121,896.53 82,400.00 90,052.60 86,369.02 75,955.14 73,099.04 90,498.86 95,857.62 60,252.18 53,621.00 47,728.97 44,111.49 48,171.93 45,446.76 55,187.46 71,849.43 72,362.94 15,989.60 16,933.85 20,391.97 18,631.61 18,618.06 17,038.43 29,243.19 37,149.92 35,916.00 46,890.09 33,851.06 19,130.58 28,944.34 44,157.10 54,117.45 75,431.34 77,932.89 89,339.00 68,952.85 29,959.89 93,205.09 90,247.33 82,750.64  July August October January March April May June 140,000.00 120,000.00 100,000.00 80,000.00 60,000.00 40,000.00 20,000.00 0.00 -20,000.00  September 40,864.00 46,500.01 42,753.13 39,037.34 45,294.81 49,867.95 53,129.49 52,043.89 November 29,960.14 35,864.01 31,040.05 35,719.21 28,575.92 45,122.38 45,510.93 48,813.49 December 19,065.81 25,078.17 26,501.92 28,439.56 15,788.80 43,131.17 39,826.13 56,869.12 February 19,589.22 24,394.21 22,570.37 25,357.98 16,009.96 27,089.55 37,269.68 43,610.16  56,393.64 59,677.04 65,301.31 45,428.42 62,606.36 58,972.15  -777.78 55,284.51 66,405.33 77,696.74 69,633.56 50.60 48,287.55 53,997.59 57,678.58 67,238.58  Total 591,826.74 654,971.06 609,864.94 416,466.11 551,599.86 703,926.54 771,272.96 705,301.71  July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June  2017 2018 2019 2020 2021 2022 2023 2024  Total Revenue  900,000.00 800,000.00 700,000.00 600,000.00 500,000.00 400,000.00 300,000.00 200,000.00 100,000.00 0.00  771,272.96  703,926.54  705,301.71  654,971.06  591,826.74  609,864.94  551,599.86  416,466.11  lll  2017  2018  2019  2020  2021  2022  2023  2024    NVGNOLVONNOS, DMLOOSDENION JOVINEH 30GN: anne  visnonv- MHOWEN:  ilhl   s.  M