TOWN OF GROTTOES February 12, 2024 6:00 P.M.  TOWN COUNCIL WORKSESSION AGENDA  CALLTOORDER. - MAYOR PLASTER 1. Grottoes Little League Lease and Utilities  2. Town Council Retreat    TOWN OF GROTTOES TOWN COUNCIL MEETING AGENDA February 12, 2024 7:00 P.M.  CALLTOORDER - MAYOR PLASTER ROLL CALLING -CLERK MORRIS WELCOME CITIZENS  APPROVAL OF MINUTES - FROM THE MEETINGS OF JANUARY 8, 2024. PRESENTATION OF PETITIONS AND CLAIMS (PUBLIC COMMENT)  REPORTS OF THE STANDING COMMITTEES: 1.F 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 OLDI BUSINESS ADJOURN    January 8, 2024  A. joint public hearing and the regular session oft the Town Council of the Town of Grottoes was held on Monday, January 8, 2024, beginning at 7:00 p.m. at the Grottoes Town Hall, Grottoes,  Virginia. CALL1 TO ORDER  Mayor Plaster called the joint public hearing of the Grottoes Town Council and the Grottoes ATTENDANCE: Planning Commission Members present: Chairman Dylan Nicely, Brooke Haas, Jean Stoll, Maite Taylor, and Michael Kohl. Absent: Rene Ehlenfeldt and Darrel Baker. Council Members present: Mayor Jol Plaster, Eddie Chittum, Joshua Bailey, Jim Justis, David Mayor Plaster said the reason for the public hearing is to hear citizen comments on a request for a Conditional Use Permit at 402 Augusta Avenue for a Child Day Care in a B-1 zoning. Speaking for the request - Ashleigh Muttai stated that she was here tonight to answer any questions on the council or planning commission may have on her request for the child day care.  Planning Commission to order at 7:01 p.m. on. January 8, 2024.  Raynes, Michael Kohl, and Tim Leeth.  Speaking against the request - none.  There was no discussion from Council or Planning Commission.  Mayor Plaster closed the public hearing at 7:03 p.m. and turned the meeting over to the Planning Chairman Nicely asked the Commission if they had any comments or if they were prepared to On a motion from Commission member Stoll, seconded by Commission member Taylor, and carried by a 5-0 vote, voting as follows: HAAS -4 AYE; STOLL - AYE; NICELY- AYE; TAYLOR - AYE; KOHL - AYE, to recommend the approval of the Conditional Use Permit at  Commission.  make a recommendation.  402 Augusta Avenue for a child day care in the B-1 zoning. Chairman Nicely adjourned the meeting at 7:06 p.m.  CALLTO ORDER  Mayor Plaster called the regular session of. January 8, 2024, of the Grottoes Town Council to  order at 7:06 p.m. Mayor Plaster asked Clerk Morris for ai roll call.    ATTENDANCE: Council Members present: Eddie Chittum, Joshua Bailey, Jim Justis, David Other Town Officials present: Attorney Michael Helm, Clerk Tara Morris, Town Manager Stefanie McAlister, Treasurer Rhonda Danner, Parks/Tourism Director Austin Shank, and Police  Raynes, Michael Kohl, and Tim Leeth.  Chief. J Jason Sullivan. APPROVAL OF MINUTES  On motion by Council member Raynes, seconded by Council member Justis, and carried by a vote of 6-0, voting recorded as follows: CHITTUM - AYE; BAILEY - AYE; JUSTIS - AYE; RAYNES - AYE; LEETH - AYE; KOHL - AYE; the Council approved the minutes of the  December 11, 2023 meetings as presented.  PRESENTATION OF PETITIONS AND CLAIMS (public comment)  Gleamer Sullivan addressed the council about previous emails she had sent to them and did not receive a response or did not receive any resolution of her concerns. She said as a citizen this leaves her frustrated and upset with the lack of responsiveness from the town governance. Ms. Sullivan said that number three under New Business on tonight's agenda is consideration - Code of Conduct and Ethics for the members of the Grottoes Town Council. She said if the council approves this, she is hoping that the town council and mayor will resolve to work toward being in line with the guidelines they agree upon. She feels if this is done more citizens will become involved with the town because they will feel welcomed, heard, and included. Mary Robertson commented about the repaving of Edgewood Street. She said for the first time the road is smooth. Ms. Robertson said she is concerned with the ditch at the end of Edgewood and Augusta Avenue. She said iti is a big ditch with not many reflectors there and asked ift the town would consider adding more reflectors along the ditch. Ms. Robertson also asked ifs some dirt could be brought in to help with the drop off the shoulder from the road being repaved.  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 - AYE; JUSTIS - AYE; RAYNES - AYE; LEETH  AYE; KOHL - AYE; to approve the financial  reports for the month of December. WATER AND SEWER = no report  ORDINANCE, HEALTH, AND PROPERTY- - Council member Kohl made a motion, seconded by Council member Justis. The vote carried 6-0, voting as follows: CHITTUM- - AYE; BAILEY - AYE; JUSTIS - AYE; RAYNES - AYE; LEETH - AYE; KOHL - AYE; to approve the Conditional Use Permit at 402 Augusta Avenue for the child day care in the B-1 zoning.    STREET AND STREET LIGHTS - no report  PARKS, RECREATION AND PUBLIC FACILITIES no report  SPECIAL EVENTS - no report  PERSONNEL, FIRE AND POLICE PROTECTION - Mayor Plaster said we have the list of the 2024 Officers for the Grottoes Volunteer Fire Department that was submitted for approval. On a motion by Council member. Justis, seconded by Council member Leeth, and carried by a vote of 5-0-1, voting recorded as follows: CHITTUM - AYE; BAILEY - ABSTAIN; JUSTIS = AYE; RAYNES - AYE; LEETH-A AYE; KOHL-A AYE, to approve the 2024 officers for the  Grottoes Volunteer Fire Department. STAFF REPORTS  TOWNI MANAGER. Manager McAlister informed the council that we have entered into an agreement with the Central Shenandoah Planning District Commission for updating the Town's Comprehensive Plan. She stated that they will hold a kickoff meeting at the planning commissions meeting on January 30, 2024 at 6:00 p.m. She said they will go over all the steps it takes to update the plan. Manager McAlister asked the council to mark their calendars and join  the planning commission at this meeting. ATTORNEY Nothing to report.  TREASURER. A written report was provided. There were no additional comments from staff ASSISTANTTOTOWN 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 PARKS ANDTOURISM DIRECTOR. Director Shank gave an update on Subterranean Sound Concert Series saying that all shows sold out within a couple days, and several sold out within a couple hours. He said there have been five groups that have offered to do an additional show and those tickets will go on sale. January 13th. Director Shanks said he feels these tickets will sale  and no questions or comments from Council members.  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.  just as fast. NEW BUSINESS-  ELECTION OF VICE: MAYOR.    Mayor Plaster said Council member Raynes currently serves as vice-mayor and asked ifl he was interested in continuing to: serve. Council member Raynes stated that he would continue to serve as vice-mayor. Council member Kohl made a motion for Council member Raynes to continue as vice-mayor, seconded by Council memberLeeth, and carried by a vote of 6-0, voting recorded as follows: CHITTUM - AYE; BAILEY. - AYE; JUSTIS - AYE; RAYNES - AYE; LEETH -  AYE; KOHL - AYE.  SETTING OF DATE. AND TIME OF MEETING.  Council member Leeth made a motion to approve the schedule for the council meetings and the inclement weather policy. Seconded by Council member Kohl, the vote carried 61 to 0, voting recorded as follows: CHITTUM- AYE; BAILEY - AYE; JUSTIS - AYE; RAYNES - AYE;  LEETH- AYE; KOHL - AYE.  RESOLUTION #20240108-01  ORDINANCE AND RESOLUTION TO ESTABLISH THE DATES AND TIMES OF THE WORK SESSIONS AND REGULAR MEETINGS OF THE TOWN COUNCIL OF THE TOWN OF GROTTOES, VIRGINIA, FOR THE CALENDAR YEAR 2024  WHEREAS the Charter of the Town of Grottoes, Virginia (the "Town"): requires the Town Council (the "Council") oft the Town approve an ordinance to set forth the regular meeting  times oft the Council; and  WHEREAS Va. Code $ 15.2-14161 requires the Council to pass a resolution establishing such regular meeting times at the organizational meeting of the Council following the election of  the new members thereof.  THEREFORE BEI IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN  OF GROTTOES, VIRGINIA, to-wit:  1. A) Meeting Date and' Times for 2024. In accordance with the Town Charter, beginning January 8, 2024, and the second Monday of each month thereafter, the meeting oft the Council shall commence with a work session at 6:00 p.m., followed at 7:00 p.m. by the regular meeting, with the following exception: the meeting in October shall be held on Wednesday,  October 16, 2024, beginning at 6:00 p.m.  B) Inclement Weather Policy for Council Meetings for 2024. Ifai meeting cannot be held due to inclement weather or for any reason as determined by the Mayor or the Vice-Mayor ifthe mayor is not available, the meeting will be held at the scheduled time on the. following  Monday, unless otherwise determined by the Council.  Town of Grottoes 2024 Meeting Dates    Work Session 6:00pm 8 12 11 8 13 10 8 12 9  Town Council 7:00 pm 8 12 11 8 13 10 8 12 9 16 11 9  Planning Commission 6:00pm 30  Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec  26  28  30  24  16'Wednesday 11 9  26  Unless otherwise posted all Council meetings are held at 7:00 p.m. in the Council Chambers of the Town Hall. Work session meetings will be held at 6:00 pm. Planning Commission will meet at 6:00 p.m. If you have any questions, please  call the Town Office at 540-249-5896. 2024 COMMITTEE ASSIGNMENTS.  Mayor Plaster asked if anyone had any comments on the proposed committee assignments for 2024. She stated the only change she made was she moved David Raynes from Water and Sewer to the Personnel, Fire and Police Protection and moved Eddie Chittum from Personnel, Fire and  Police Protection to the Water and Sewer Committee.    Onar motion by Council memberI Leeth, seconded by Council member. Justis, and carried by a vote of 6to 0, voting recorded as follows: CHITTUM - AYE; BAILEY - AYE; JUSTIS - AYE; RAYNES - AYE; LEETH - AYE; KOHL-AYE, the Council approved the 2024 committee  assignments.  DACommliteAsimmens  FINANCE COMMITTEE Chair: David Raynes Jol Plaster Tim Leeth  PERSONNEL. FIRE AND POLICE PROTECTIONCONCOMMITTEE  Chair: Jo Plaster David Raynes Michael Kohl  ORDINANCE. HEALTIANDFROPEKTYA COMMITTEE Chair: Michael Kohl Planning Commission Liaison  Joshua Bailey Eddie Chittum  SPECIAL EVENTS COMMITTEE  Chair: Tim Leeth James Justis Jol Plaster  WATER & SEWER COMMITTEE Chair: Joshua Bailey Eddie Chittum Tim Leeth  PARKS.RECREATEATION/ANDPUBLICFACLITIES COMMITTEE    Chair: Eddie Chittum Jim Justis Michael Kohl  STREETS AND STREETI LIGHTS COMMITTEE  Chair: Jim Justis Joshua Bailey David Raynes  CODE OF CONDUCT AND ETHICS.  Council member Leeth made a motion, seconded by Council member Kohl. Council member Bailey stated that he has never agreed with signing this resolution and feels it is something that should come with the position. He said we adopt something that we are not following, and we should be, which was pointed out by Ms. Sullivan. Council member Chittum said he agrees and said the council is voted in by the citizens but feels this is belittling and holding them toa different standard. The vote carried by a vote of 6to 0, voting recorded as follows: CHITTUM: - AYE; BAILEY - AYE; JUSTIS - AYE; RAYNES - AYE; LEETH - AYE; KOHL - AYE; Council approved Resolution #20240108-02 reaffirming and readopting a Code of Conduct and  Ethics for the Members of the Grottoes Town Council, as follows:  RESOLUTION 20240108-02  AI RESOLUTION TO REAFFIRM AND ADOPT A CODE OF CONDUCT AND ETHICS WHEREAS, the' Town of Grottoes Council has previously determined that the adoption ofa Code of Conduct and Ethics is important to emphasize the imperatives of integrity, fairness, and NOWTHEREFORE, BEITRESOLVED by the Grottoes Town Council this 9th day ofJanuary 2023, the following Code of Conduct and Ethics, including Conduct and Ethical Standards, are  FOR' THE MEMBERS OF THE GROTTOES TOWN COUNCIL  accountability in local government.  hereby reaffirmed, and adopted:  GROTTOES TOWN COUNCIL CODE OF CONDUCT AND ETHICS PREAMBLE. The citizens of Grottoes are entitled to fair, ethical, accountable, and effective local government.  Such a government requires that public officials:    Comply with both the letter and the spirit of the laws, ordinances. and policies affecting  government.  Bei independent, impartial, and fairi in their judgment and actions. Use their public office for the public good, not for personal gain. Conduct public deliberations and processes openly.  Act with respect and civility.  To this end, the Grottoes Town Council has adopted this Code of Conduct and Ethics to emphasize the imperatives ofintegrity, fairness, and accountability in local government.  1.Act in the Public Interest  Recognizing that stewardship of the public interest must be their primary concern, Council Members shall work for the common good of the people of Grottoes and not for any private or personal interest. They will treat all persons, claims, and transactions  in a fair and equitable manner. 2. Conduct of] Members  Council Members shall at all times restrain from abusive conduct, personal charges, or verbal attacks upon the character or motives of other members of the Town Council, boards, commissions, committees, staff, or the public.  3. Respect for Process  Council Member duties shall be performed in accordance with the processes and rules established by the Town Council. A Council Member shall respect a decision once it  has been made by the majority of Council.  4. Communication  Itis the responsibility of Council Members to share substantive information that is relevant to a matter under consideration that they have received from sources outside of the decision- making process with all other Council Members. Council Members shall interact with one another honestly, forthrightly, and respectfully. Discussions shall focus on issues, policies, and other substantive matters  relating to the function of Town government.  5. Confidential Information    Council Members shall respect and preserve the confidentiality ofi information provided to them concerning the matters of the' Town. They shall neither disclose confidential information without proper legal authorization nor use such information  to advance their personal, financial, or private interests.  6.A Advocacy  To the best of their ability, Council Members shall represent the official policies and positions of the Town Council. When presenting their personal opinions or positions, members shall explicitly state that they do not represent the Council or the Town.  7. Positive Work Environment  Council Members shall support and maintain a positive and constructive environment for residents, businesses, Town employees, and others involved in' Town activities.  8. Compliance  The Grottoes Town Council Code of Conduct and Ethics expresses standards of ethical conduct expected of Members of the Grottoes Town Council.  Members oft the Council have the primary responsibility to ensure that ethical standards are understood and met, and that the public can continue to have full confidence in the  integrity of the Town Council.  TOWN OF GROTTOES, VIRGINIA Conduct and Ethical Standards  Guidelines and Suggestions to Maintain Good Working Relationships  1. Relationships with other Council Members  A Council Member wants to be a success in getting certain policies approved and carried out. The most important factor in determining whether this will happen is the attitude of other  Council Members. They are a crucial audience. Questions you need to ask yourself:  Do you act in a way that suggests you are concerned primarily with your own benefit (ora select group)? Or does your behavior convince your colleagues that you are acting in the Do you help your colleagues obtain the information they need toj participate effectively?  best interest of the entire town?  Or do you try tol look good at their expense?    Do you try to get everyone trying to agree on an issue? Or are you satisfied once you  know the majority is achieved? In short: Do you compete or cooperate?  A Council Member will be respected by colleagues if the Member behaves in a way that is seen as fair as well as effective. Knowing and understanding your colleagues is central to  establishing, building, and maintaining effective relationships.  Keys to working well together: Be willing to listen to others. Respect others' skills and attitudes. Keep an open mind.  Disclose yourself to others openly and freely. Express your opinion and let colleagues Offer criticism of colleagues only inj private meetings with appropriate individuals or in ADHERE TO THE ESTABLISHED CODE OF CONDUCT AND ETHICS  learn why you think the way you do on issues.  Make a conscientious effort to be well prepared for each meeting.  closed meeting.  2. Remember the Rule of Four!  When it comes to adopting policy or getting any item approved in our community, you need tor remember the Rule of Four. A simple question you need to ask is, "How many citizens does it take to get any policy or action item approved?" The answer is four. The point is the three additional citizens you convince have to currently share aj position with you on the Council or one of them be the Mayor. Obviously, your own mind is made up on an issue, if you persuade three other Council Members or two and the Mayor (in case of ties) in your favor, then the motion will pass. So, although the citizens are very important in what we do, when it comes to approving policy and items at hand, you need to convince your colleagues. Itis easier to accomplish this by working with them instead of alienating them.  3. Management of Conflict  Council Members who don't think and act as part of a team, who are difficult to get along with, most often become ineffective. They are left out of the decision- making process, which is a loss to the entire Council. Disagreements among Council Members are inevitable, and a normal part of any decision-making process. Itisi important that disagreements do not interfere with cooperative processes. The most serious paralysis a Council can have is the inability of Members to work with one another. This inability becomes visible to the community and reduces the Council's political authority within the community. The interests ofindividual Members become personal and apparently more important than the interests of    other citizens. To manage conflict constructively may require that ground rules be established, sO that an atmosphere can be created where differences can be raised, and  respectful dialogue can occur. 4. Relationships with Town Staff  Staff bashing is tempting for a Council Member who wants to look good to those who are complaining. But the local government pays a heavy price for such behavior. The morale of town employees is likely to decline if the Council expects the laws tol be enforced, but then publicly jumps on those responsible for enforcement. Therefore, Council Members should be careful about how they deal with specific complaints about staff expressed at aj public  meeting.  Things to remember about staff relationships: Treat all employees with courtesy and respect.  Avoid publicly criticizing any employee in any way that reflects on the competence and Make clear to a citizen that the complaint will be addressed and ask the Town Manager to Don't let the staff be blamed for major policies, since those are the responsibility of the Remember that the success of every policy depends on its implementation by an effective Ift there is a problem with a staff person, resolve it in private rather than at a public meeting (or the press). Raise concerns about employees with the Town Manager, and  integrity of the employee.  Don't try to resolve controversies during a public meeting. appoint a staff member to contact the citizen.  Council. staff.  concerns about the Town Manager with the Mayor. Town Manager- Council Relationships  Council Members must understand that their role is to develop policy, not get involved in administration. Such activity can erode the manager's authority with staff members and Council Members should maintain consistent positions in both their public declarations and their private discussions with the Town Manager. Our actions can increase or All dealings with town staff should be handled via the Town Manager, unless he or she  often lead to morale and productivity problems within the staff.  minimize the quality of work by our Town Manager and Staff.  prescribes otherwise.  5. Relationships with the Media (Print, Radio, TV, Websites)    When talking with the media, avoid attacking others, even if they attacked you. Don't let an aggressive reporter or citizen lure you into battle. Fighting with a citizen, staff member, or fellow Council person can make you look small minded and divert attention from what you were elected to do. Resist the urge to be vindictive. While Facebook, blogs, wikis and other forms of online discourse are individual interactions, please remember that to our citizens, you are always a representative oft the Town of Grottoes. We have an official Town website and Face book page for our town Please refrain from conducting any town related business on personal websites. If you receive questions via personal websites, please direct people to our official Town website  and that content is controlled by Town Staff  orl Facebook page to find information and/or post comments.  6. I Relations with thel Public (Citizens)  Avoid a private lifestyle that casts public doubt upon the integrity and competence of the  town government  Pay all taxes due to the county, state, or national government. comfortable in their roles as observers or participants.  Work to create aj positive environment in public meetings where citizens will feel Be tolerant. Allow citizens, employees, or colleagues sufficient opportunity to present Be respectful and attentive. Avoid comments, body language or distracting activity that conveys a message of disrespect for the presentations from citizens, personnel or  their views.  colleagues.  When making comments, make sure you clarify when you are speaking individually and There will be times when we are asked to speak at public meetings, with the media, post comments on websites, etc. Ifyou are sharing your personal thoughts and/or opinions, you need to make this clear to your audience by stating your comments do not represent the Reflect on your comments before you speak to make sure they cannot be misinterpreted. Comments based on fact and forethought will hopefully eliminate any possible Serious issues should be discussed as a whole (Council and Staff) before public comments Remember that even though you are an individual, in the eyes of the public and media, you represent the Council and our community. Choose your words wisely and make decisions  not for the Council as a whole.  Council as a whole. misunderstandings. are made.    appropriately.  Mayor Plaster asked council to check their calendars to see when they would be available near the end of February to schedule a retreat. Mayor Plaster said she has asked Attorney Helm to review Robert's Rules  and discuss and answer any questions that may come up.  OLD BUSINESS - none ADJOURNMENT  Mayor Plaster declared the meeting adjourned at 7:26 p.m.  Attest  Mayor  Clerk    StaffReport #1  GROTTOES  EVIRCINIAS  MEMORANDUM  TO: FROM: DATE:  Mayor and Town Council Stefanie McAlister, Town Manager 95 February 2024  SUBJECT: Staff Report  1. Comprehensive Plan Update  On. January 30, 2024, at 7PM, during the regularly scheduled meeting of the Planning Commission, staff from the CSPDC gave aj presentation/raining on the Grottoes Comprehensive Plan Update. The presentation included information on what a comprehensive plan is and what it is not, how to develop one through proactive planning, and what our update process will be. The full planning commission, the mayor, the town manager and clerk of council were in attendance along with a few community members. As the process moves forward regular updates will be provided to council. Please plan to  be engaged in the process. 2. 2024 Work Plan  Following is al list of major projects that will be the primary focus of the town manager  through this calendar year:  Employee Evaluations - Complete  FY2024-25 Budget - Prep Feb March, council review April - May, approval Comprehensive Plan Update Oversight - January through December Radio Read Water Meters Conversion and system integration Third Well Integration into Municipal Water System Finalize ARPA-SLFRF Obligations First Responders Tribute Area and' Town Entryway Signs  June  3. Dominion Energy Transmission Rebuild Project  Dominion Energy is currently in the planning stages of a transmission line rebuild project. This includes upgrades to towers, poles and lines from Harrisonburg to Grottoes (Phase 1) and then from Grottoes to Dooms (Phase 2). In the coming weeks Dominion will be sending out a mailer that explains the project. There will be a community meeting on March 12 at South River Elementary School were questions can be asked to and answered by Dominion Energy representatives. A decision on whether to move forward with the project will happen in the beginning of 2025 and, if approved, the construction  phase will occur in 2026.    February 2024 Audit  Staff Report #3  The FY20 audit has been completed. We are currently pulling samples and answering standard procedure questions for the FY21 audit. Iwill keep you updated on the progress.  Maximum Investment Sweep Account  For the month of January, we have earned $8,387.48 in interest. The interest rate was 2.40%.  Taxes  We have had a very successful January and February with collected tax revenue. The ability to pay online line and in-house with a card has been a factor in this increase in paying on time and past due balances. There were over 600 payments made online January through February 7th.  Tax second notices will be sent February 12th. The revenue totals below are as of] February 7th. Real Estate: $283,000 Budgeted: 103% Collected $290,173 Personal Property: $87,908 Budgeted: 94% Collected $82,379 Vehicle License Fee: $45,0001 Budgeted: 96% Collected $43,192  Virginia Resource Authority  Our 18th loan payment with VRA was made this month in the amount of $64,679.61. Our balance is now $1,230,813.87 at an interest rate of 2.4%. This loan will be paid in full 2/1/2035.  Donations  We will be processing the Fire Department and Rescue Squad annual donation checks in the coming month. Each will reçeive $9,500 and will have theiru utility bills refunded from the previous year on the same check. We will also be processing the Grottoes Cardinals check for $1,800, Bluegrass in the park for $1,500 and the VA Soil and Water Conservation for $375.00.  Utility Billing February 14th. Accounts Payable Date: January 2024 Number of Checks: 83  There were 212 second notices sent for delinquent utility accounts. Utility cut-offs will be  Total January AP Expense: $197,072.19    Staff Report#4  GROTTOES  92 VIRGINIA  Land Development Staff Report February 2024 Zoning Permits issued (January 2024)  2024 total to date 5Total Permits 2023Total Dwellings 2Single-Family OTownhouse units  5F Permits 2Single-Family OTown houses 2A Additions IRemodel  Forest Station - (21st Street) Construction of the first group of six townhouses continues. Cherry Street Townhouses Construction of the Cherry Street Townhouses continues. 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 a 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 for the Shady Creek - The developer is working on a contractual agreement with Ryan Homes. If this 402 Augusta Avenue - Conditional Use Permit - Ms. Muttai informed staff that due to some undisclosed information regarding the building they have decided not to proceed forward with the child day care at that location. They are looking vigorously in and around town for a new location. 700 Dogwood Avenue - Construction has started at 700 Dogwood Avenue. There is an approved conditional use permit allowing for al building containing a commercial store front with a two-family  developer.  agreement happens construction on the next phase will begin spring of 2024.  residential back. Respectfully submitted:  Tara Morris, Assistant to Town Manager    Staff Report #5  Grottoes Police Department  Staff Report February 2024 Staffing Chief Sergeant Officer  Authorized I I 4  Filled I 1 1  Vacant 0 0 3  Chief Sullivan and Sgt. Knight continues to cover open shifts that have been created by vacant Officer T. Dean's last shift with the police department will be on Feb.27, 2024. He and his Background investigations have started for applicants who are uncertified officers to attend the The Police Department is still accepting applications for Virginia Certified Police Officers. Police Administrative Assistant Jeanell Thomas completed a 40-hour Crisis Intervention training. That consisted of classroom instruction and role-playing scenarios. This training will help her identify citizens who may be suffering a mental crisis when speaking with them on the phone or walk-in complaints at the police department. The training also instructed the attendees on resources that are available to citizens who may have family or other acquaintances who may  positions and shifts that part-time officers are not able to cover.  family will be moving out of state.  20-week Basic Law Enforcement Academy that will begin in July 2024.  Training:  be suffering a mental crisis. Respectfully submitted: Jason Sullivan Chief of Police.    ooo    Staff Report #6  February 2024  PUBLIC WORKS STAFF REPORT  Staffing  Authorized 1 1 1 4 1 3  Filled 1 1 1 3 1 1  Vacant 0 0 0 1 0 2  Public' Works Director Asst. Public' Works Director Public Works Crew Leader Maintenance/Utilities Tech Wastewater Treatment Operator Part-Time Seasonal Laborer  Continued development in town will mean more roads that will be brought into our system that will need to ber maintained, plowed of snow, paved, etc. Maintaining sufficient staffing levels is critical and should be evaluated periodically. Jesse Peychev left to pursue a job with the Town of  Dayton. He will be missed, and we wish him well for his future.  STREETS  Our salt inventoryi is at a reasonable capacity and should last through several storms. Snow removal equipment has been prepared and serviced. The roadway on Cary St. needs patching due to the water leak that occurred on 1/11/2024. Staff will repair that area as soon as the pavement plant reopens, there is a significant amount of pavement that will  need removed and replaced. WATER AND SEWER Septic Tanks  Staff are working a rotating schedule to get the septic tank pumping back on a consistent schedule. In the future, we will be pumping businesses int town with higher sewer usage (i.e., restaurants and convenience stores) more frequently, once ay year, at a minimum. 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 in the last 10 years and are our priority. The EPA suggests that septic tanks should be pumped every 5 years. Since our system is designed differently than at typical residential septic tank and drain field system, pumping should not be necessary that frequently. However, the staff is working to ensure that all tanks are inspected at a minimum every 5 years, and a log citing the condition of the tank is kept.    Wastewater Plant  Currently the WWTP operates at about 75%-8 80% ofi its operating capacity. There isar need to begin planning for 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 ofi infiltration. There is muchi involved with a lagoon dredging project especially considering that thisi is a clay lined lagoon. Staff will continue to Mr. Wolverton does great work for the town in running, complying, and maintaining the A.J. met with Rob Mangrum at the WWTP and they began discussing ways to make the plant run more efficiently: and to look at ways to upgrade the plant in thet future. Staff is in the process of getting quotes for a manhole install on Holly Ave. to place at totalizer to read the inflow of sewage. This will let us keepar record of wet and dry events and 1&1 issues.  investigate how to move forward with this project.  WWTP.  Water  Town: staff in the coming months will be busy getting 2" and 8" main line valves installed to Our staffi is updating the GIS map of the utilities whenever a new asset ist found or is worked Core and Main was the chosen contractor to install the new team valve at the well lot on 1/31/2024 to replace al leaking valve that needs to be removed. This was accomplished with The staff is working with SLM Enterprises to install at totalizeri int the elevated tank to read the tank level. The access point has been installed on the water tank for the probe. This will allow the pumps to cut on using tank level. They are currently cut on by line pressure which fluctuates and is hard to adjust. We will also be able to keep the tanks fuller.  helpi isolate for leak repairs.  on.  noi interruption to the water service, andi it went extremely well.  New construction  The Public' Works Department conducts inspections for all new water, sewer, and street installations throughout town. As we all know there 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 fiberi is in the process of running conduit in the alley ways around town which ini turn is keeping the Town staff busy marking utilities. R&L construction is also in full swing of building houses on 16th.St. Kenny Mayi is in the process ofc construction on: 14t.St.    VEHICLE AND EQUIPMENT MAINTENANCE  The department supplies preventative maintenance for the Town'sequipment and vehicles, The new septic tank body has been installed and works great. The pressure washer still needs to bei installed due toi fabrication ofr mounting it. so, it will have to go back to Thermo  including the police department.  King fori installation. PARKS AND FACILITIES  Public works staff are working with Parks & Tourism staff to get projects at both parks completed. With the hiring of Park Ranger 2s, we will be working on training these staff members to ensure that they're up to date on procedures and safety information.    Pumped septic tank Pumped septic tank Pumped septic tank Pumped septic tank Pumped septic tank Pumped septic tank Pumped septic tank Pumped septic tank  1/2/2024 Homeowner 1/2/2024 Homeowner 1/2/2023 Homeowner 1/3/2024 Homeowner 1/4/2024 Scheduled 1/4/2024 Scheduled 1/4/2024 Scheduled 1/7/2024 Homeowner /11/2024 Maintenance /20/2024 Maintenance 122/2024 Homeowner 123/2024 Maintenance /23/2024 Maintenance 30011th. St. /24/2024 Maintenance /24/2024 Maintenance /29/2024 Maintenance /31/2024 Homeowner  6048 8th.St. 66 Cary St. 1437 Mandolin Ave. 803A Dogwood Ave. 201 20th.St. 204 19th. St. 305 19th. St. 606 9th. St. Cary St. Aspen Ave. 307 2nd. St. 6th. St. 1702 Dogwood Ave. 1900 Dogwood Ave. Well Lot 308 6th. St.  TB,JP JP,BK JP,BK DS,JP JS,LR JS,LR JS,LR JS,LR LR,DS,TB,BK LR,TB,JS,P, LK JP,DS DS,JP,BK DS,JP,BK BK,LR,JS BK,LR,JS DS,LR,JS,BKJP DS,JP  Pump septic tank Pump septic tank Pump septic tank Pump septic tank Pump septic tank Pump septic tank Pump septic tank Pump septic tank  Sewer 2Hrs Sewer 2Hrs Sewer 2Hrs Sewer 2Hrs Sewer 2Hrs Sewer 2Hrs Sewer 2Hrs Sewer 2Hrs  8"V Water main leak Repaired 8" main Water 12Hr 8"Water main leak Repaired 8" main Water 9Hrs  Pumped septic tank Removed snowflakes  Pump septic tank Remove snowflakes  Sewer 2Hrs Streets 1Hr  Water leak 2" main Repaired 2" main Water 3Hrs Water leak 2" main Repaired 2" main Water 2Hrs Water leak 2" main Repaired 2" main Water 2Hrs  Install 8" Team Insert Installed 8" Team  Valve Pump septic tank  Valve Pumped septic tank  Water 10Hr Sewer 2Hrs    Staff Report #7  Parks & Tourism Staff Report  February 2024 Staffing: Parks & Tourism Director Parks & Tourism Assistant Director Parks Coordinator Park Ranger II Park RangerI Park. Aide  Authorized I 1 1 2  Filled 1 1 1 2 9 0  Vacant 0 0 0 0  Park Aide and Park RangerI positions replace the prior terminology of Tour Guide. Previously, there were 21 authorized tour guide positions. Staff will determine employee numbers once each position type is filled. With this improved staffing struçture, we anticipate needing fewer overall employees. Parks & Tourism generated $37,149.92 in revenue for the month of January. To compare them with previous  Revenue:  years please reference the charts at the end of this report.  Subterranean Sound: As ai reminder, the promotion of this concert series began on 12/22nd with tickets going live at 8:30 am on 12/26th, the day after Christmas. At 75 seats each for a total of8 concerts, 2: shows sold out in less than 21 hours, 65 shows were sold out within 81 hours, presently, 7of the 8 shows are sold out. This marked the largest single day ofs sales in the Parks & Tourism Department's history; $20,345.88 on 12/26/23. Since that time, it was decided that additional concerts be facilitated for the bands who are interested, which expanded our 8 concerts to 12. This development was announçed to the public on Friday 1/5th, with tickets going live on 1/13!h. The subsequent 5 shows sold out within 31 hours, the first 2 selling out in 15 min and 201 min. This marked thes second largest single day of sales at $16,875.98 on 1/13th. With all 12 shows sold out, subsequently boosting December and. January revenues, we're now anxious to see increased revenue in February and March due to drink and merchandise sales associated with the concert series. 2. Giftshop Renovation. A renovation project began during the week of 1/8 - 1/12", for which, Grand Cavern daily operations closed. This project faced ani initial snag which slowed the progress considerably, however, the project is nearing completion. The original hardwood floors had been re- carpeted more than once, resulting in an insurmountable amount of glue. Fortunately, the project continued with luxury vinyl planking throughout the 1500: sq/ft giftshop space which remains within budget. The new front desk and flooring have been completed with departmental staff only, which has saved considerable cost. Additionally, the custom-made retail furniture has also been delivered and installed. Minor changes are yet to be made including flooring transition strips, quarter round trim, and front desk/point of sale hardware modifications. These changes will be completed before the end 3. Cavel Entrance Building Renovation. Inj preparation for the Subterranean Sound concert series, departmental staff embarked on a renovation project that transformed an outdated exhibit space intoa multi-use space. Ins SO doing, staff exposed an original brick wall with art deco glass fromi its original construction. This space is being used as the "Cavern' Tavern" during the concert series but will also  of February.  be used as classroom space for our imminent grade-specific programming.    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 19,589.22 24,394.21 22,570.37 25,357.98 16,009.96 27,089.55 37,269.68 35,916.00 46,890.09 33,851.06 19,130.58 28,944.34 44,157.10 54,117.45 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 February March April May June  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  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 591,826.74 654,971.06 609,864.94 416,466.11 551,599.86 703,926.54 771,272.96 449,388.07  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  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  551,599.86  416,466.11  449,388.07  - 2018    2017  2019  2020  2021  2022  2023  2024