TOWN OF GROTTOES April 8, 2024 6:00 P.M.  TOWN COUNCIL WORKSESSION AGENDA  CALL TO ORDER - MAYOR PLASTER 1. Request forl Lot Line Revision 2. FY25 Draft budget discussion    Staff Report #1  TOWN OF GROTTOES  GROTTOES  VIRGINIA  MEMORANDUM: TO: FROM: SUBJECT: DATE:  TOWNG COUNCIL TOWN MANAGER APRIL4,2023  PROPOSED FY2024 - 2025 BUDGET  Executive Summary  Enclosed is the proposed Fiscal Year 2024-2025 budget for the Town totaling $4,392,381. The proposal includes all recommended personnel, operational, capital and debt service expenses. The budget is balanced in accordance with state law. The budget as recommended reflects the Town's commitment to providing quality services, while understanding the impact of the cost of such services on the Town's residents and the limited business community. The proposed budget presents a 3.7% increase over the Over the years and aside from revenue received through the state and federal governments during the pandemic, the town has not seen an increase in revenue to help support sustainability of services or future necessary capital improvement projects. Iti is important for the town toj promote business growth sO revenues can increase and provide as stream to support infrastructure improvements, quality services to our citizens, appropriate staffing levels to support excellence in service and to allow us toj provide for and improve the overall quality of life here int town. A thriving local economy is essential for sustaining the  FY23-24 budget.  town.  Revenues  General Fund  Real Estate and Personal Property Taxes. The recommended budget does noti include an increase in Other Local Taxes and Fees. For the upcoming fiscal year, this proposed budget includes a raise in the meals tax from 5% to 6% and ai raise in the cigarette tax from $0.20 per pack to $0.30 per pack. There are no other rate changes proposed in this area with includes items such as sales tax, business licenses and  either the real estate or personal property tax rates.  vehicle license fees.  FY24-25 Proposed Budget Summary    State Funds. The Town has not received final estimates from the Commonwealth regarding actions taken during the most recent General Assembly session. Final estimates are not expected until late May.  The budget reflects the best estimate currently.  Federal Funds. No federal funds are expected to be received this fiscal year.  Other Funds  Water, Sewer and' Trash Collection Fees. To cover operational costs including salaries and wages, equipment and materials repairs, replacements and upgrades, chemicals, lab fees and etc., associated with these services, water and sewer rates must increase 20%. This is only the second water base rate increase since 2012. Incremental increases yearly will be necessary. These increases cover the costs ofs supplying and maintaining these services. Inflation and the national economy greatly impact the costs of retaining skilled capable employees, of materials to maintain water and sewer infrastructure and the chemicals and other equipment necessary to maintain the regulated wastewater treatment plant (WWTP). Fort the 2024- 2025 fiscal year, the water base rate will increase by $2.14 a month and the sewer base rate willi increase by $4.92 ai month. The senior citizen discount will remain at $2.35 per service. Residential water and sewer connection fees will increase $500 per service to $5,000 each ($10,000 total) and commercial water and sewer connection fees will increase from $4,500 per serviçe to $6,500 per service. Our forecasted number of connections for the coming year is set at 101 based on current growth trends int town. Therefore, we are projected to bring in significantly less revenue from connection fees than in recent years. While these increases cover operating costs and budgeted items there is little collected as reserve for unforeseen Regarding trash service our provider's, (Waste Management) bill to the town has increased 5.3% and the tipping fees for the County landfill (where all collected trash is taken) has increased; therefore, the trash  expenses or investment in capital projects.  service rate will increase by $1.25 a month.  These rate changes equate to an $8.31 increase per month.  Water Base Water Rate Sewer Base Sewer Rate Trash Bi- Lowest Bi- Rate upto Per 1000 Rate upto per 1000 Monthly Monthly Bill 2000 gal overb base 2000g gal. over base Rate $ 25.63 $ 2.08 $ 59.05 $ 3.88 $ 39.00 $ 123.68  (6x/yr.)  FY2024 $ 21.36 $ 2.08 $ 49.21 $ 3.88 $ 36.50 S 107.07  FY2025  Parks Fund. With annual visitation of 70-75,000 people, the parks fund continues to see growth due to month-over-month inçreases in admission sales. This year's! proposed budget includes, generally, a $2 per admission type increase int the various classes of entrance fees for cave admissions. We also propose increasing John Painter Park shelter rentals by $5 per day. Aj private tours rate structure is alsoi included in this budget. This tour classification and pricing allows for group tours by age and maximum capacity at rates that encourage educational institutions and other groups to take advantage of these offerings. The additional revenue from these streams will allow the town to continue to have funds to reinvest in the parks and facilities, and the offerings they provide to our guests and citizens. Staff did an analysis oft the fees charged by other caves in the region to make sure that these increases are consistent and will not cause an issue from a competitiveness basis. Grand Caverns continues to have affordable rates.  FY24-25 Proposed Budget Summary  2    Expenditures  General Comments  As you review the budget you will note that costs in materials, supplies, gas/diesel and equipment have leveled. Generally, iti is expected that the same amount of money will be spent this year in these categories. This year's expenditures are primarily for operating expenses with little available for investment in equipment upgrades or replacements, needed infrastructures repairs and replacements, and Personnel. In an effort to ensure wages comparable to other local governments in the area this year's proposed budget represents a 5% increase in salaries and wages and a 15% increase in salaries and wages of the town's sworn law enforcement officers including the Chief, Seargeant, and four officers. This positions the town to be able to retain and recruit a skilled, knowledgeable workforce. No new positions are requested. The FY24-25 proposed increase in salaries and wages is $108,000 over FY23-24's: salaries and wages. Regarding fringe benefits, the' Town's health insurance premiums increased for the coming year by $17 per employee per month. No other fringe benefit will change this year. General Fund. There are no significant changes in the Administration functions expenditures. Aside from regular operating expenses, and salaries, wages and benefits, expenditures for professional services, and service contracts will allow the town to continue working with consultants on planning projects. Donations is a significant line item as the town continues to contribute to the GVFD, GRS, and other local organizations. Town Council continues to work to bring special events to town for the citizens an In thel Public Works function (departments include Public Works, Street Maintenance, Water, and Sewer), funding for staff at appropriate levels is included to maintain operations and services to the town. There is approximately $133,000 budgeted for paving of streets and sidewalk maintenance in the coming year. Carry-over funds from previous years will also be included in paving/street maintenance, giving the town approximately $200,000 toward paving our streets. Staffi is currently working with the contractor to Int the Police Department, the focus for the coming year continues to be on providing competitive salaries, wages and benefits tol both retain and attract certified, quality individuals to serve the town and to endeavor to keep the department fully staffed. Funding to continue with thej payment of body camera equipment and tasers and the supporting software, is requested. Also included is continued funding for the Lexipol on-line policy software, with an emphasis on training to ensure officers are kept up to date on Water & Sewer Funds. Budget expenditure line items for supplies, materials, chemicals and repairs remains close to last year's 's budget. Under sewer expenditures it is necessary to upgrade/replace a clarifier pump to meet DEQ regulations. The cost for this project is $49,000. Iti isi important to also keep in mind that much of the equipment at the WWTP is about to age out and upgrades to equipment and facilities Parks Fund. Expenses int this fund will focus on improvements to grounds and facilities in both parks, and to assure professional staff retention. These assurances will allow the department to continue to see  capital projects.  therefore, special events is comparable to last year at $20,000.  determine and prioritize the streets to be paved.  the most reçent legislative changes and court rulings.  will likely be necessary in the near future.  improved revenue streams.  FY24-25 Proposed Budget Summary  3    REVENUES  FY22-23 FY23-24 Approved Approved Proposed Budget $344,538 $375,108 $ 398,200 $589,000 $632,500 $ 644,500 $73,940 $49,250 $ 143,900 $791,197 $839,161 $ 839,561 $2,208,884 $1,896,019 $ 2,026,161 $1,103,069 $419,800 $ 392,886 $865,769 $757,750 $ 711,007 $1,039,528 $879,341 $ 954,128 $212,860 $281,692 $ 308,200 $5,430,110 $4,234,602 $ 4,392,381  FY24-25 Budget  Budget  General Fund Property Taxes Other Local Taxes Other Local Revenue State Revenue Federal Revenue Use of Reserve Total General Fund Water Fund Sewer Fund Parks Fund Refuse Fund Total Revenues  $410,209  $  EXPENDITURES  FY22-23 FY23-24 Approved Approved Proposed Budget $836,806 $491,340 $ 529,509 $36,534 $44,583 $ 51,647 $708,421 $688,163 $ 769,988 $618,623 $660,017 $ 660,017 $2,208,883 $1,896,019 $ 2,026,161 $1,103,069 $419,800 $ 392,886 $865,769 $757,750 $ 711,007 $1,039,528 $879,341 $ 954,128 $212,860 $281,692 $ 308,200 $5,430,110 $4,234,602 $ 4,392,381  FY23-24 Budget  Budget  General Fund Administration Public Works Street Lights Police Street Maintenance Total General Fund Water Fund Sewer Fund Parks Fund Refuse Fund Total Expenditures  $8,500  $11,915 $ 15,000    S B)  I    TOWN OF GROTTOES TAX & FEE SCHEDULE  FY25) Proposed FY25 FY24 Proposed $0.10 $0.38 $0.38 $0.38 $0.10 80% $20.00 $7.50 $6.50 $15.00 $25.00 5% $0.20 $0.30Per Pack 2% $25.00 $30.00 $100.00 $10.00 $0.12 $0.12 $0.30 $100.00! $500.00 $0.20 $0.12 $0.20 $0.05 0.50% 0.50% $0.05 $30.00 $30.00 $10.00 $10.00] $50.00 +$25.00 $ 50.00 $0.50 +$5.00 +$5.00 +$1.50 +$1.00 $30.00 $10.00 $20.00 $100.00 $50.00 $25.00 $50.00  TAXES: Real Estate Tax Personal Property" Tax Machinery and" Tools Tax Farm Machinery' Tax Mobile Home" Tax Communication' Tax Utility Tax Bank Stock" Tax Motor Vehicle Licensing Fee (Automobiles) Motor Vehicle Licensing Fee (Motorcycles) Motor Vehicle Liçensing Fee (Trailers Under 1,5001 Ibs.) Motor Vehicle Liçensing Fee (Trailers Over 1,500 Ibs.) Golf Cart /UTV Registration Meals' Tax Cigarette Tax Transient Occupancy Tax Business License/ Occupation Tax: Solicitors Bill Posters Carivals/Cireuses/ Animal Shows Coin-Operated. Machines orl Devices Contractors Financial, Real Estate, & Other Professional Services Fortune Tellers Peddlers Repair, Personal, & Business Services Retail Merchants Direct Sellers (for sales exceeding $4,000) Telephone and Telegraph Companies Water, Heat, Light & Power Companies Wholesale Merchants Hobby Horses/ Merry-Go-Rounds Shooting Galleries Photographer (w/no place of business) Retail Sellers of Alcoholiç Beverages Junk Dealers  Additional Fees and/or Notes  Per $100.00 assessed value Per $100.00 assessed value Per $100.00 assessed value Per $100.00 assessed value Per $100.00 assessed value Set by State Code 58.1-622 Set by State Code 58.1-2900  On Net Capital of the State Rate of the Franchise Tax  6% based on gross receipts for prepared meals On the amount paid for short term rental  Per Day  Per Machine(Not tol Exceed $200 Annually) Per $100.00 of Gross Receipts Per $100 of Gross Receipts (Minimum $25) (Based on $25,000 or Greater Project) Per $100.00 of Gross Receipts Per Week  Per $100 of Gross) Receipts (Minimum $25) Per $100 of Gross Receipts (Minimum $50) Per $100 of Retail Sales, OR Per $100 of Wholesale Sales; whichever is applicable of Gross Receipts of Gross Receipts Per $100 of Purchases (Minimum $25) In addition tol Retail Merchant Taxation For license for transacting business; For doing! business at premise other than listed on the license Per Day Each Application Form; Each Fingerprinting' by thel Police Department; For Making of Photographs! by the Policel Dept; For Each License Issued; For Eachl License Renewal  Itinerant (Precious Metals/Gems) Dealer Taxicabl Driver's License  ADMINISTRATIVE: FEE SCHEDULE: Return Check Fee Hard Copy of] Large Town Map Hard Copy of Zoning Ordinance Parking Tickets: Handicapped: Zone Fire Lane No Valid Inspection Fire Hydrant        No Valid Plates/License No Parking Zone/Painted Curb Blocking sabishment/Driveway DMV Processing Administrative Fee ZONING/PLANNING FEE SCHEDULE: Zoning Permit Conditional/Special Use Application Variance Application Rezoning Site Plan Application &1 Reivew Residential Commercial Subdivision Plat Preliminary Final  $25.00 $20.00 $20.00 $30.00 $2.50 $200.00 $250.00! $250.00 $250.00 $250.00 $250.00 $150.00 $100.00! $100.00) $250.00 $150.00 $40.00 $45,00Per Day $50.00 $55.00Per Day $10.00 $75.00 $90.00 $75.00 $75.00 $60.00 $3.00 $25.00 $ 27.00 $15.50 $ 17.00Ages 3-12 (Ages 2 & Under Not Allowed) $15.50 $ 17.00 Proof of] Residency Required $12.50 $ 14.50 $23.50 $ 25.00 age 60+ $22.50 $ 24.50Card Required $12.50 $ 14.50 $13.50 $ 14.50 $22.50 $ 24.50Card Required $65.00 $55.00 $80.00 $120.00  Per $1,000 of Value (Minimum $30.00) (Plus Cost of Zoning Permit) (Before BZA) plus $10 per lot Plus $10 per unit, ifa applicable Plus $10 per 1/4 acre Plus $10 per lot  Lot Line Adjustment (Deed Exception) Approved Plan Amendment or Revision Comprehensive Plan Amendment FACIATY FEE SCHIDUIE; Community Room John E.1 Painter Park: Small Shelter Large Sheiter Shifflett Field Light Usage Grand Caverns Park: Shelter #1 Shelter #2 Shelter #3 Shelter #4 Shelter #5 Miniature Golf Grand Caverns: Regular. Adult Admission Regular Child Admission Grottoes Resident Rate Grottoes Resident Child Rate Senior Citizen) Rate AAA Adult Rate AAA Child Rate Military/Public Servant Adult Rate Military/Public Servant Child Rate AARP Member Rate Rock Bottom Tour Rock Bottom' Tour student Grottoes Craw!" Tour The Gauntlet Tour Grand Caverns Private Tour Rates: Regular Walking, Tour Regular Walking Tour Regular Walking Tour Rock Boliom Private Tour Grottoes Crawl Private Tour The Gauntlet Private" Tour Youth Regular Walking Tour Youth Regular Walking Tour Youth Regular Walking" Tour Grade Specific Walking Tour Grade Specific Walking" Tour Grade Specific Walking" Tour Grand Caverns Rental: First 21 hours Additional per hour charge: Weddings in the Cave:  Per Day (Includes $50.00 Refundable Deposit) Per Hour (Excludes RCBL and GCLL1 Teams)  Per Day Per Day Per Day Per Day Per Day  1st Game ($2.00 each game after)  $22.50 $ 24.50Proper ID Required (Fire, Police, &1 Rescue)  $475.00 25 person maximum $650.00 35 person maximum $550.00 non- profit/collegiate 35 person maximum $675.00 15 person maxmumn $675.00 12 person maximu $900.00 10j person maximum $365.00 (Ages 3-12) 25j person maximmm $500.00 (Ages 3-12) 35 person maximum $425.00 (Ages 13-19) 25 person maxmmum $220.00 (Ages'3-12 IIst - 5th grade) 25 person maximum $300.00 (Ages 13-19 I Gth 12ths grade) 25 person maximum $260.00) (Ages 3-12) 35 person maxium (Minimum Charge)  $500.00 $100.00        Rentall Fee Rental Fee Rental Fee Tipl Fee Public Works Labor Charges: Mowing Fees Removal of) Junk Trash Collection: Regular Rate Additional Trash Can Water & Sewer Fund: Water Account Deposit Sewer Account Deposit Service Reconnection! Fee (Regular Hours) Service Reconnection! Fee (After Hours) WATER RATES: Base Rate (Based on 2,000 Gallons of Usage) Rate per 1,000 Gallons of Consumption Standpipe Fees Senior Citizen Reduction Meter Testing SEWER RATES: Base Rate (Based on 2,000 Gallons of Usage) Rate per 1,000 Gallons of Consumption Senior Citizen Reduction Septic Tank Pumping WATER CONNECTION FEE: Residential Commercial SEWER CONNECTIONI FEE: Residential Commercial ONLINE PAYMENT FEE: Transaction: fee Oalime-Cenviemgefe  $1,500.00 $2,500.00 $3,500.00 $50.00 $100.00 $60,00] $1.50 $75.00 $75.00 $35.00 $70.00 $2.08 $2.25 $5.00 $3.88 $2.25 $300.00 $4,500 $5,000 $4,500 $6,500 $4,500 $5,000 $4,500 $6,500 2.5%+ 3% ($2.95 $1.00  Package #1 Package #2 Package #3  Per Tour Guide (1 Guide per 25 Persons) Per Hour (Minimum $100.00) Per Hour (Minimum $50.00) Per month charge  $36.50 SS9,00Bi-Monthly per customer (was 29.50; WMI Rate Increase)  $21.36 $25.63Bi-Monthly  Bi-Monthly Bi-Monthly Bi-Monthly Bi-Monthly  $13.20 $15.84Per Load (Plus Base Water Rate)  $49.21 559.05Bi-Monthly  Per Pumping (If Not on Municipal System)  $0.30 minimum) Per transaction (E-checks $150 $2.25 flat)  Mmallwsdalerepoalna-famscia    TOWN OF GROTTOES TOWN COUNCIL MEETING AGENDA  April 8, 2024 7:00 P.M.  CALLTOORDER. - MAYOR PLASTER ROLL CALLING -CLERK MORRIS WELCOME CITIZENS  APPROVAL OF MINUTES - FROM THE MEETINGS OF MARCH 11, 2024. AND1 THE  MEETING ONI MARCH 20, 2024.  PRESENTATION OF PETITIONS AND CLAIMS (PUBLIC COMMENT)  REPORTS OF THESTANDING COMMITTEES: 1. Finance - Council member Raynes, Chair a. ACTION- Approval of Financial Reports 2. Water and Sewer - Council member Bailey, Chair  3. Ordinance, Health, and Property - Council member Kohl, Chair 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 Director    7. Parks and' Tourism Director  NEW BUSINESS OLDBUSINESS ADJOURN  1. Request for Lot Line Revision - Edgewood Street    March 11,2024  A work session of the Town Council of the Town of Grottoes was held on Monday, March 11,  2024, at the Grottoes Town Hall, Grottoes, Virginia.  CALL TO ORDER at 6:00 p.m.  Mayor Plaster called the work session of March 11, 2024, of the Grottoes Town Council to order ATTENDANCE: Council Members present: Mayor. Jo Plaster, David Raynes, Joshua Bailey, Other Town Officials present were: Town Attorney Michael Helm, Town Manager Stefanie McAlister, Clerk Tara Morris, Treasurer Rhonda Danner, Public Works Director AJ Hummel, Mayor Plaster said before we start with the first item on the agenda, she read a thank you note from Midge Funk thanking the town for the flowers that were sent with the passing of former Mayor Plaster said the first item for discussion is the Annexation policy discussion. Manager McAlister advised the council that the town has an annexation policy with Rockingham County and if we provide water and sewer to property within our growth area than we can annex the Mayor Plaster said the next item on the agenda was public works surplus equipment. Public Works Director Hummel said these mowers are aged and we can no longer get parts, or the repair cost is too much. He said we have purchased a couple newer mowers over the last couple of years and no longer use them. Council member Leeth made a motion, seconded by Council member Raynes, and carried by a vote of 5-0, voting recorded as follows: CHITTUM - AYE; BAILEY - AYE; RAYNES - AYE; KOHL- AYE; LEETH - AYE, to allow these items tol be Mayor Plaster said the next item on the agenda is the Little League. Council member Bailey said the Little League has requested that aj port-a-potty be moved out to the t-ball field. He said they would also like to add electricity to aj pole for ai food truck and that the electric used from that would be on the little league'se electric bill. The council agreed to both requests.  Eddie Chittum, Tim Leeth and Michael Kohl. Absent Jim Justis  Parks Director Austin Shank and Police Chief Jason Sullivan.  council member John Funk.  properties into the town.  listed as surplus equipment and sold.  Mayor Plaster adjourned the meeting at 6:20 p.m.    March 11,2024  A regular session oft the Town Council of the Town of Grottoes was held on Monday, March 11, 2024,  at 7:00 p.m. at the Grottoes Town Hall, Grottoes, Virginia.  CALL' TOORDER  Mayor Plaster called the regular session of March 11, 2024, of the Grottoes Town Council to order at ATTENDANCE: Council Members present: Eddie Chittum, Joshua Bailey, Mayor Jo Plaster, David Other Town Officials present: Attorney Michael Helm, Town Manager Stefanie McAlister, Clerk Tara Morris, Treasurer Rhonda Danner, Public Works Director A.J. Hummel, Park Director Austin Shank,  7:00 p.m. Mayor Plaster asked for a roll call.  Raynes, Michael Kohl, and Tim Leeth. Absent Jim Justis.  and Police Chief. Jason Sullivan. APPROVAL OF MINUTES  On motion by Council member Raynes, seconded by Council member Kohl, and carried by a vote of 4- 0-1, voting recorded as follows: CHITTUM - AYE; BAILEY - AYE; RAYNES - AYE; KOHL- AYE; Leeth - ABSTAINED the Council approved the minutes of the February 12, 2024, meetings as presented. Council member Leeth abstained due to not being at the February meeting. PRESENTATION OF PETITIONS AND CLAIMS (public comment)  Mary Robertson said they had a situation happen and had to call the police. She said Chief Sullivan arrived within minutes of their call and took control and diffused the situation. She said his kindness and compassion he showed during this time was well noted by them and wanted the council to know how Melissa May said she was here to complain about Rickle Construction. She said they are building a house at gth Street and Birch Avenue, and she said she knows there is an old well and a sink hole on the property. She said she has contacted DEQ and the town manager about this and doesn't know if anything has been done to stop the construction. Ms. Mays said there is karst topography on that  much she appreciated the courtesy and professionalism he presented.  property and endangered birds migrate there. REPORTS OF STANDING COMMMITTEE:  FINANCE - Council member Raynes made a motion, seconded by Council member Chittum, and carried by a vote of 5-0, voting recorded as follows: CHITTUM - AYE; BAILEY -AYE; RAYNES- AYE; KOHL-A AYE; LEETH - AYE, to approve the financial reports for the month of February.  WATER AND SEWER - no report  ORDINANCE, HEALTH, AND PROPERTY - no report STREET AND STREETLIGHIS - no report    PARKS, RECREATION ANDI PUBLIC: FACILITIES - no. report  SPECIAL EVENTS - no report  PERSONNEL, FIRE. AND POLICE PROTECTION - Mayor Plaster presented annual donations to the following: Grottoes Fire Department and the donation was accepted by Chief Andrew Holloway, Grottoes Rescue Squad and the donation was accepted by President Jeremy Wampler, Bluegrass in the Park and the donation was accepted by the Coordinator Caleb Bailey. Mayor Plaster has the donation for  the Grottoes Cardinals, but a representative was not present to receive the donation.  STAFF REPORTS  TOWN MANAGER. Manager McAlister informed the council that the FY25 budget preparations have  begun and that a draft should be reviewed at the next work session.  ATTORNEY. No report.  TREASURER. Treasurer Danner said the 2020 audit is complete and they are working on the 2021 ASSISTANTTO1 TOWN MANAGER. A written report was provided. There were no additional POLICE CHIEF. A written report was provided. There were no additional comments from staff and no PUBLIC WORKS. A written report was provided. There were no additional comments from staff and RECREATION AND TOURISM DIRECTOR. A written report was provided. There were no additional comments from staff and no questions or comments from Council members. NEW BUSINESS - Mayor Plaster asked the council ift they wanted to contribute their salary toward purchasing senior banner or signs for the Grottoes graduates this year. The council agreed.  audit.  comments from staff and no questions or comments from Council members.  questions or comments from Council members. no questions or comments from Council members.  Mayor Plaster declared the meeting adjourned at 7:12 p.m.  Mayor  Clerk    March 20, 2023  A retreat of Town Council oft the Town of Grottoes was held on Wednesday, March 20, 2024 at  5:30 p.m. at the Grottoes Town Hall, Grottoes, Virginia.  CALLTO ORDER  Mayor Plaster called the retreat of March 20, 2024 of the Grottoes Town Council to order at 5:34 ATTENDANCE: Council Members present: Jim. Justis, Tim Leeth, David Raynes, Eddie  p.m.  Chittum, Joshua Bailey, and Michael Kohl. Planning Commission members present: Jean Stoll.  Other Town Officials present were: Town Manager Stefanie McAlister, Attorney Michael Helm, Clerk Tara Morris, Parks/Tourism Director Austin Shank, Treasurer Rhonda Danner, and Police Attorney Helm reviewed a FOIA presentation and answered questions the council had regarding the presentation. The presentation met all the guidelines for the required elected officials FOIA Attorney Helm gave a quick overview of Roberts Rules. He stated per the Town Code the council's meeting proceeding should be governed by Roberts Rules. Mr. Helm said he is very familiar with Robert's Rules and parliamentary procedures and is there to assist with any Mayor Plaster said next, we will go through the committees to see if there were anything any Finance - Council member Raynes did not have anything to discuss at the time but said we will be discussing finances at the end of this meeting. Committee members Leeth and Plaster had Personnel, Fire and Police - Mayor Plaster mentioned that we are a couple positions short, especially in the police department but we are. looking to get them filled as soon as possible. Ordinance, Health, and Property - Nothing to report other than the planning commission is working on updating the comprehensive plan. Committee members Bailey and Chittum had  Chief Jason Sullivan.  training.  questions that may arise during the meetings. committee member would like to discuss.  nothing to add.  Committee Members Kohl and Raynes had nothing to add.  nothing to add.    Streets and Street Lights - Council member Justis said the committee will be looking at the traffic patterns in the town to see what changes need to be made. Council members Bailey and Special Events - Council member Leeth said the committee is meeting monthly to better prepare for these events. He said it looks good to the public when the council members attend these Water and Sewer - Council member Bailey said we are working to bring the third well on. He said we need to plan for lagoon dredging and water line upgrades. Council members Leeth and Parks, Recreation and Public Facilities - Council member Chittum asked Parks Director Shank if he had anything, and he did not. Council member Justis said he would like to see us working toward keeping people there more than just a day trip with some sort of overnight Manager McAlister reviewed the presentation from the Central Shenandoah Planning District Commission on how they plan to update our comprehensive plan and the timeline to do SO. No Manager McAlister reviewed the preliminary budget for the FY 24/25. She went through each fund and pointed out that the water and sewer funds have a deficit primarily due to the lack of water and sewer connections. The council was asked to think about ways the town can increase  Raynes had nothing to add.  events. Council members Justis and Plaster had nothing to add.  Chittum had nothing to add.  accommodation. Council member Kohl had nothing to add.  comments were made by the council.  revenue in these areas.  Mayor Plaster adjourned the retreat at 8:11 p.m.    Staff Report #3  Treasurer's Staff Report April 2024  Audit  The auditors have completed most oft the requested data sent. The correcting opening entries for FY21 have been made and sent on 4/3/2024. Iam currently waiting for a final request list of  items needed. Iwill continue to keep you updated. Maximum Investment Sweep Account  For the month of February, we have earned $7,867.18 in interest. The interest rate was 2.40%.  Taxes  The revenue totals below are as of March 31, 2024. Second notices were sent out in February.  Real Estate: $283,000 Budgeted: 109% Collected $208,483 Personal Property: $87,908 Budgeted: 103% Collected $90,361 Vehicle License Fee: $45,0001 Budgeted: 107% Collected $47,975  Utility Billing  There are 418 delinquent accounts as of 4/3/2024. Utility bills are due 4/5/2024 and second  notices will be sent on 4/8/2024. Accounts Payable Date: March 2024 Number of Checks: 125  Total January AP Expense: $317,924.75  Golf Cart Decals  Golf cart decals went on sale March 1. If residents wish to operate their cart in the town limits, they must be inspected by our police department and a decal displayed by April 15,2024.  Business License July 1.  Business license renewal letters were mailed 4/1/2024. Business licenses are due yearly on    Staff Report74  GROTTOES  VIRGINIA  Land Development Staff Report Zoning Permits issued (March 2024)  April 2024  2024 total to date 12 Total Permits 2024 Total Dwellings 4Single-Family OTownhouse units  31 Permits OSingle-Family OTown houses 3F Fence  Forest Station - (21s! Street) - Construction of the first group of six townhouses continues. Cherry Street Townhouses Construction continues for the Cherry Street Townhouses. R-7 Zoned 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 is not considered as subdivision since the streets are already platted and the developer is following the town code for zoning and land use. The Town has an agreement with Rockingham County that they provide all erosion and sediment control (E&S) and storm water management oversight for development in the town. County staff members have been in contact with the developer about this project. Based on DEQ regulations, which the county enforces when development is occurring, this project will likely be considered a common plan of development. Therefore, the county may require that the developer submit site plans and apply for E&S and DEQ permits and approvals for all current and future development in this area. The costs for engineering and permits is currently unknown and an unplanned expense fort the Shady Creek - Wel have not heard from the developer as to whether this project will be starting up 700 Dogwood Avenue - Construction is underway at 700 Dogwood Avenue. This is an approved conditional use permit allowing for al building containing a commercial store front with a two-family Aspen Avenue Apartments - The developer for the Aspen Avenue apartments has reached out to staff about changing the project from a six-unit apartment building to a duplex. Staff has not received any  developer.  again this spring or not.  residential back.  plans for changing this project. Respectfully submitted:  Tara Morris, Assistant to Town Manager    Staff Report #5  Grottoes Police Department  Staff Report April 2024 Staffing Chief Sergeant Officer  Authorized I I 4  Filled 1 1 2  Vacant 0 0 2  The police department has hired Timothy L. Good tot fill one of the vacant full-time police officer positions. Ofc. Good will start with the department on April 15, 2024. Ofc. Good has5 5 years of service as a certified Law Enforcement officer and 2 years of service as a corrections We have also hired Dakota S. Foster as a part-time officer. Ofc Foster started his career with the Grottoes Police Department in 2018, and in 2021 took a position with the Rockingham County Interviews for Non-certified candidates to filli the 2 remaining vacant full-time police officer positions will begin this month. Currently, there arenos state-certified applicants to fill the 2  deputy.  Sheriff's Office.  remaining positions.  Respectfully submitted: Jason Sullivan Chief of Police.    Sleaaoe 99lel010)90)90  o990    Staff Report #6  April 12024  PUBLIC WORKS STAFF REPORT  Staffing  Authorized 1 1 1 5 1 3  Filled 1 1 1 4 1 1  Vacant 0 0 0 0 0 2  Public' Works Director Asst. Public' Works Director Public' Works CrewLeader Maintenance/Utiltes Tech Wastewater Treatment Operator Part-Time Seasonal Laborer  Continued development int town will mean more roads that will be broughti into our system that will need to be maintained, plowed of snow, paved, etc. Maintaining sufficient: staffing levels is critical and should be evaluated periodically. Brayden Dodson has been hired tot fill the Maintenance/Utilities Tech. position. Supervisory Staff is still tryingt tot fill the remining  Tech position. STREETS  The roadway on Cary St. has been patched at the location of the water break in January. New centerlines, stop bars, andi railroad crossing emblems have been repainted Cary  St. from Route 340 to Aspen Ave.  WATER AND SEWER SepticTanks  Staff are working a rotating schedule to get the septic tank pumping back ona consistent schedule. Int thei future, we will be pumping businesses int town with higher sewer usage (i.e., restaurants and convenience stores) more frequently, once ay year, at aminimum. Currently there are 1,107 septic tanks in town. Besides working on a consistent rotating schedule of pumping, staff also pump tanks as requested by citizens. Of that total number of tanks, 335 (33%) have not been pumped int the last 10 years and are our priority. The EPA: suggests that septic tanks should be pumped every5 5 years. Since our system is designed differently than at typical residential septic tank and draini field system, pumping should not be necessaryt that frequently. However, the staff is working to ensurei that all tanks are inspected at a minimum every! 5y years, and al log  citingt the condition of thet tank is kept.    Wastewater Plant  Currently the WWTP operates at about 75%- 80% of its operating capacity. There is a need tol begin planning for1 the dredging of Lagoon A. Over the years sludge accumulates in lagoons and should be periodically removed. Our understanding is that this has not happened in Lagoon A. As sludge builds the capacity of the lagoon diminishes and makes the processing less tolerant of infiltration. There is muchi involved with al lagoon dredging project especially considering that thisi is a clay lined lagoon. Staff will continue toi investigate howto move forward withi this project. Mr. Wolverton does great work for the towni in running, complying, and maintainingthe A.J. met with Rob Mangrum at the WWTP and they began discussing ways to make the plant run more efficiently and1 tol look at ways to upgrade the planti int thei future. The manhole has been installed on Holly Ave. to place at totalizer to read thei inflow of sewage. This will let us keep a record of wet and dry events and I&l issues.  WWTP.  Water  Town staff in the coming months will be busy getting 2"and 8" main line valves Our staff is updating the GIS map of the utilities whenever a newa asseti is found ori is The staff is working with SLMI Enterprises to install at totalizer in the elevated tank to read thet tank level. The access point has been installed on the water tank fori the probe. This will allow the pumps to cut on using tank level. They are currently cut on! by line pressure which fluctuates andi is hard to adjust. We will also be ablet to keept thet tanks fuller. Thet town staff is also working with Rob Mangrum with plans to get the 31d. well  installed to help isolate for leak repairs.  worked on.  connected toi the water system. New construction  The Public' Works Department conducts inspections for all newy water, sewer, and street installations throughout town. As we all know therei is al lot of construction around town. The town staff is always looking and trying to plan on the water and sewer service increases. Glo fiber is in the process of running conduiti int the alley ways around town which int turn is keeping the Town staff busy marking utilities. R&L construction is also in full swing of building houses on 16".St. Kenny Mayi isi in the process of construction on  14t.St.    VEHICLE AND EQUIPMENTI MAINTENANCE vehicles, including the police department. PARKS ANDFACILITIES  The department supplies preventative maintenance fort the Town's equipment: and  Public works staff are working with Parks &1 Tourism staff to get projects at both parks completed. With the hiring of Park Ranger 2s, we will be working on1 trainingt these staff members to ensure that they're upi to date on procedures and safetyinformation.    3/1/2024 Homeowner 708 17th.St. 3/1/2024 Maintenance 3/1/2024 Maintenance  LR,JS DS,TB,LR,JS TB,DS JS,BK DS,TD,BK LR,JS,BK  Pump septic tank Pumped septic tank Sewer 2Hrs.  Rd. Damaged from Cut up asphalt and brush for new town Cleared trees and  Cary St. Across from 602 3rd. Sat. Yard work from  water leak Clear trees and sign Fixed yards from water leaks set up  spread gravel brush Top soiled yards and seeded, strawed Replaced water ring  Streets 8Hrs. Streets 5Hrs. Water 2Hrs. Water 3Hrs.  3/7/2024 Maintenance water leaks 3/8/2024 Maintenance 401 Elm Ave. 3/11/2024 Maintenance 3/12/2024 Maintenance 3/14/2024 Maintenance 3/14/2024 Maintenance 3/15/2024 Maintenance 3/18/2024 Maintenance 3/19/2024 Maintenance 3/20/2023 Maintenance  Replace water meter setter,Dase,id and  Teter Rd. Teter Rd. Teter Rd. 204 Aspen Ave. Jail Teter Rd. 804 Carson circle 204 Aspen Ave. Jail 204 Aspen Ave. Jail  DS,LR,JS,TD Water leak 2" main Repaired 2" main Water 8Hrs. DS,LR,TB,TD,BK locate a water leak tol locate water leak Water 5Hrs.  Water leak 2" main Repaired 2" main Water 8Hrs.  Work with VRWAI to Worked with' VRWA Replace water meter meter,setter,base,ld  Replaced water and ring Regraded ditch septic lid 8" Fixed yard Cleaned up limbs and tree Fixed dead end sign& replaced street signs Regrade Ditch Repair Leaking Roof sign and post Installed new street signs Replaced water meter Pump Tank, Replace Lid  DS,TD,LR,BK,TB LR,BK BK,TD DS,LR,TD,BK,JS DS,BK LR,TD BK,TD DS,LR JS,LR,TB BK,DS DS,BK DS,BK DS,BK JS.LR BK, DS  set up Regrade ditch from water leaks tank lid main Roof leaking Tree limbs in roads and tree feel on walking trail Dead end sign leaning & faded street signs Drainage Ditch Not Working Properly Roof leaking faded Streets sign faded Replace water meter Pump septic tank  Water 2Hrs. Water 2Hrs. Sewer 2Hrs. Water 8Hrs. Water 2Hrs.  Install riser on septic Installed riser on Bore under Aspen Bored under Aspen Ave. to connect 8" Ave. connected to  3/20/2024 Maintenance 213 Aspen Ave. LR,JS,TB,TD Fix yard from 8" tap  Worked on roof Admin. 2Hrs.  3/21/2024 Maintenance 4th. & Elm Ave. DS,BK,LR,JS  Streets 3Hrs.  3/22/2024 Homeowner 8098th. St. 3/22/2024 Homeowner 3/22/2024 Maintenance 3/25- 27/2024 Maintenance 3/26/2024 Maintenance 3/27/2024 Maintenance 3/27/2024 Maintenance 3/27/2024 Maintenance  Pump septic tank Pumped septic tank Sewer 2Hrs. Pump septic tank Pumped septic tank Sewer 2Hrs.  502 3rd. St. 16th.& Elm 21st Street 204 Aspen Ave. Jail 4th.& Holly 12th.& Elm 2103 Dogwwod Ave.  Streets 1Hr. Streets 16hrs Admin. 11 Streets 1Hr. Streets 1Hr. Water 1Hr. Sewer 3Hrs.  Stop sign leaning & Installed new stop  3/27/2024 Maintenance 206 5th Street 3/28/2024 Maintenance 201 16th Street  Install Water Meter Install' Water Meter Water 1Hr.    Staff Report #7  Parks & Tourism Staff Report  March 2024 Staffing: Parks & Tourism Director Parks & Tourism Assistant Director Parks Coordinator Park Ranger II Park RangerI Park Aide  Authorized 1 2  Filled 1 I 1 2 9 0  Vacant 0 0 0 0  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 onçe each position type is filled. With this improved staffing structure, we anticipate needing fewer overall employees. Parks & Tourism generated $75,431.34 inr revenue for the month of March. This is a substantial increase from both historical and more recent revenues for the month of! March. Closer examination revealed that this increase was spread out evenly across a variety of revenue streams, which isi ideal. It means we' re likely attracting visitors across al broad range ofi interests, which may be the result ofi improved advertising and press  Revenue:  attention.  1. Subterranean Sound: With all 13 shows sold out, your Parks & Tourism Department collected $35,400.00 in ticket sales with an additional $12,003 in drink/merchandise sales (February $6,906 and March $5,097), totaling $47,403.00. Performing artists received 50% of the ticket revenue which leaves $17,700 for both them and the Town. We have received very positive feedback and encouragement from patrons, performers, and al broader community. We feel confident in Subterranean Sound's inaugural success and scalability as proof of concept. Staff are conducting an in-depth analysis of the event' 's execution to better inform future productions. We will also produce a Post Event Evaluation Report, per our standard operating procedure, and will make that available to  the Special Events Committee.    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 50.60 48,287.55 53,997.59 57,678.58  Total 591,826.74 654,971.06 609,864.94 416,466.11 551,599.86 703,926.54 771,272.96 568,429.57  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  654,971.06 609,864.94  591,826.74  568,429.57  551,599.86  416,466.11  Ill  2017  2018  2019  2020  2021  2022  2023  2024    Ncw Business #1  16 BEARINGS ARE MAGNETIC 2= SCALE 1" = 50' 3=1 TAX MAP = 160D4-A-12 4= DATUM AS SHOWN HEREON IS ACCORDING TO RECORDED INFORMATION AND ISA A CURRENT FIELD SURVEY. 5= NO TITLE REPORT FURNISHED 6= OTHER RIGHTS OF WAY AND EASEMENTS IFANY, ARE NOT SHOWN  LEGEND e=I IRON PIN FOUND o = IRON PIN SET  LINE BEARING L1 $6 69'51'10" E L2 S1 19'53'33" W L3 N 69'08'59" W L4 N313143E L5 $195333W L6 N_700426W L7 N331'43 E  DISTANCE 140.00" 100.00' 160.19' 100.00' 117.34 184.86' 122.43'  160D4-A-13 CARL R. MORRIS, JR. 2757/601  14870.6t SQ. FT. 0.341t ACRES    20481. 6t SQ. FT 0.470:t ACRES  160D4-A-11 BRIAN G. ROBERTSON 402/73  OP RANDALL K. NEWMAN Lic. No. 1627 AD s  DIVISION OF JOSHUA C. HOLLOWAY LAND LOCATED IN THE TOWN OF GROTTOES ROCKINGHAM COUNTY, VIRGINIA. OWNER: JOSHUA C. HOLLOWAY REFERENCE: DEED BOOK 5490. PAGE  738  NEWMAN SURVEYING Licensed Land Surveyor GROTTOES, VIRGINIA 24441 (540) 421-6232  JOB NO. R160D4-A-12  DATE: MARCH 13, 2024