TOWN OF GROTTOES JOINT PUBLIC: HEARING AGENDA TOWN COUNCIL AND PLANNING COMMISSION  January 8, 2024  1. 2. 3. 4. 5. 6. 7.  Call to Order/ Mayor calls JPH to order.  Joint Public Hearing Regarding the Following: request for a Conditional Use Permit at 402  Augusta Avenue for a Child Day Care in al B-1 zoning  Speaking FOR the request. Speaking AGAINST the request.  Questions by Town Council orl Planning Commission Members. Mayor to close public hearing. (turn meeting over to Planning Commission) Discussion and possible vote for a recommendation by Planning Commission Members regarding a request for a Conditional Use Permit at 402 Augusta Avenue for a Child Day Care in  aB-1 zoning Adjournment.  8.  TOWN COUNCIL MEETING AGENDA  January 8, 2024  CALL1 TOORDER - MAYOR PLASTER CALLING OF THE ROLL: BY THE CLERK  WELCOME CITIZENS  APPROVAL OF MINUTES - MEETINGS OF DECEMBER 11, 2023 PRESENTATION OF PETITIONS AND CLAIMS (PUBLIC COMMENT)  REPORTS OF THE: STANDING COMMITTEES: Finance. - Council member Raynes, Chair 1. Approval of Financial Reports  Water and Sewer - Council member Bailey, Chair  Ordinance, Health, and Property - Council member Kohl, Chair  1. Recommendation regarding the Conditional Use Permit for 402 Augusta Avenue for  ac Child Day Care in a B-1 zoning.    Streets and Street Lights - Council member Justis, Chair  Parks, Recreation and Public Facilities = Council member Chittum, Chair  Special Events - Council member Leeth, Chair  Personnel, Fire and Police Protection - Mayor Plaster, Chair 1. Approval of 2024 Officers for the Grottoes Volunteer Fire Department  STAFF REPORTS: Town Manager Town Attorney Treasurer  Assistant to Town Manager Chief of Police Public Works Director Recreation and Tourism Director  NEW BUSINESS  1. Reorganization of Council 2. 2024 Committee Assignments  a. Election of Vice Mayor  b. Setting of Meeting Schedule and Inclement Weather Policy  3. Consideration - Code of Conduct and Ethics for the Members of the Grottoes Town Council  OLDBUSINESS ADJOURN  Rules for Public Hearings  -Anyone wishing to speak must have signed-up to speak (before the hearing starts) -The Coumai/Commisiowfoanrd will hear up to 3 speakers from each side (FOR/AGAINST) -Each Speaker shall be limited to; 3minutes, 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 a presentation that violates these rules.    December 11, 2023  A work session of the' Town Council of the' Town of Grottoes was held on Monday, December  11, 2023, at the Grottoes Town Hall, Grottoes, Virginia.  CALLTO ORDER order at 6:00 p.m.  Mayor Plaster called the work session of December 11, 2023, of the Grottoes Town Council to ATTENDANCE: Council Members present: Mayor Jo Plaster, Tim Leeth, David Raynes, Joshua Other Town Officials present were: Town Attorney Michael Helm, Town Manager Stefanie McAlister, Town Clerk Tara Morris, Treasurer Rhonda Danner, Public Works Assistant Director Tyler Breeden, Parks Director Austin Shank and Police Chief. Jason Sullivan. Council member Leeth made a motion to amend the agenda to change the order of the items for discussion. He wants to move the pool committee update and discussion before the discussion of apool lease agreement. Council member Justis second the motion. The vote carried by a vote of 6-0, voting recorded as follows: CHITTUM - AYE; BAILEY-A AYE; JUSTIS -A AYE; Mayor Plaster said the first item on the agenda is the comprehensive plan agreement update. Manager McAlister said that Gleamer Sullivan and herself met with Director, Bonnie Reidisel and staff members from the Central Shenandoah Planning District Commission (CSPDC) on November 30, 2023. She said they discussed what needs to be done to update the Town's comprehensive plan. She said they drafted an agreement based on the work that needs to be done to complete the update. Manager McAlister said the CSPDC will be taking the lead on updating the plan. She said the CSPDC first item would be a training session for the planning commission and town council on how all this will work. She said the planning commission has a comprehensive plan committee but with this update we will use all planning commission members to get this project completed. Manager McAlister said she just needs to know ift the council is ready to move forward on the agreement with the CSPDC. Council agreed to move forward with the agreement and with updating the plan. Mayor Plaster stated that she will also Mayor Plaster said the next item on the agenda is the Council's Citizen Pool Committee update and discussion. Council member Kohl said the pool committee met and he brought up the suggestion of the town leasing the pool to the committee to operate. He said that at this time, the committee is not prepared to do that. He said they have many ideas on raising money to repair the pool, but they need to make sure council agrees to reopen the pool if the funds are raised for the repairs. Council member Kohl asked pool committee chair Maite Taylor to give council an  Bailey, Jim. Justis, Eddie Chittum and Michael Kohl.  RAYNES - AYE; KOHL- AYE; LEETH- AYE.  serve as a Comprehensive Plan Committee member.    update of the previous committee meetings. Maite Taylor informed the council that the committee has filed all the paperwork required for the nonprofit status. She said the committee explored the idea of leasing the pool, but they feel it exceeds their current organizational capabilities. She did say this is maybe something they would consider in the future. Ms. Taylor said the engineering report shows there are no catastrophic or concerning voids that would deem the pool unsafe. She asked the council to commit to reopening the pool if the committee raises the funds for the repairs. Ms. Taylor said they have sponsors that are willing to help them financially, but they need a commitment from council before sponsors will donate money towards the repairs. She requested the council to consider raising a motion to commit to the repair and reopening of the Grand Caverns pool, contingent on the Grottoes Pool Preservation Foundation successfully raising the funds for the repairs. Ms. Taylor said she feels this will solidify the community" 's commitment and allows the non-profit to continue their corporate sponsorship fundraising efforts. Council member Kohl said he feels this is a great partnership for years to come to also assist with upgrades around the pool area. Council member Leeth asked if the committee was going to raise money tol help offset what the pool loses. Mayor Plaster said if we are going to allow the organization to raise money, we have to agree to open it. Manager McAlister said the pool would have to be added back into the budget. She also suggested having ap phased site plan with a cost estimate completed. She noted that a project of this scope and contingent on funds raised, weather and contractor availability would take a couple years to fully complete. Council member Kohl made a motion, 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; KOHL - AYE; LEETH - AYE that if sufficient funds are raised the town will commit to repairing the pool and have it operational at the next available  season.  Mayor Plaster adjourned the work session at 6:58 p.m.    December 11, 2023  AI regular session of the Town Council of the' Town of Grottoes was held on Monday, December  11,2023, at 7:00 p.m. at the Grottoes Town Hall, Grottoes, Virginia.  CALL TO ORDER  Mayor Plaster called the regular session of December 11, 2023, of the Grottoes Town Council to ATTENDANCE: Council members present Eddie Chittum, Joshua Bailey, Jim Justis, Mayor Jo Other Town Officials present: Attorney Michael Helm, Town Manager Stefanie McAlister, Clerk Tara Morris, Parks Director Austin Shank, Treasurer Rhonda Danner, Public Works  order at 7:06 p.m. Mayor Plaster asked for a roll call. Plaster, David Raynes, Michael Kohl and Tim Leeth.  Assistant Director' Tyler Breeden 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 5-0-1, voting recorded as follows: CHITTUM - AYE; BAILEY: - AYE; JUSTIS ABSTAIN; RAYNES - AYE; KOHL - AYE, LEETH - AYE; the Council approved the  minutes from the meetings on November 13, 2023, as presented. PRESENTATION OF PETITIONS AND CLAIMS (public comment)  Barry Gibson addressed the council concerning the pool and stating that the citizens committee cannot move forward if the council does not commit to opening the pool if the committee raises the money to repair the pool. After reading his statement Mayor Plaster informed Mr. Gibson that the council just had discussion with the pool committee and that Council voted unanimously to open the pool, at the next pool season, once the money was raised and the repairs are  completed.  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; KOHL- AYE; LEETH - AYE, to approve the financial  reports for the month of November. WATER AND SEWER - no report  ORDINANCE, HEALTH, AND PROPERTY - no report STREET AND STREET LIGHTS - noi report    PARKS, RECREATION AND PUBLICFACILITIES Council member Chittum stated that he was glad council agreed to get the pool open but would still like the committee to explore the Council member Kohl thanked the council for the support to open the pool if the funds are SPECIAL EVENTS - Council member Leeth said the Christmas Parade and' Tree Lighting was very successful and well attended. He said the home decorating contest is Monday, December PERSONNEL, FIRE AND POLICE PROTECTION - Mayor Plaster reminded council of the  idea of leasing the pool from the town.  raised.  18th starting at 7:00 p.m.  staff employee luncheon on Friday, December 15, 2023, at 11:30 a.m.  STAFF REPORTS  TOWN MANAGER. Manager McAlister informed the council that Smith Paving will begin street milling and paving on December 18"along a portion of Dogwood Avenue.  ATTORNEY. no 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 or PUBLIC WORKS. A written report was provided. There were no additional comments from RECREATION AND TOURISM DIRECTOR. Director Shank said they have completed two weekends of Caroling in the Caverns and there is one left to go. He said this is the last year of the Grottoes Ruritan'sa assisting with this event and that the caverns staff will continue to hold the event. Director Shank said the next item he is excited about is a new event that the staffis hosting for nine weeks in the cave called Subterranean Sound. He said this will require advance ticket purchase and only 75 tickets will be sold for each event. Director Shank said he feels this will be a good revenue source during the slower time at the cave. He thanked the council for supporting his new employee model which allows them to host these events to generate more money without having to depend on other departments or volunteers to help. Director Shank said they have received a good response for the Ranger II position, which he hopes to extend an offer within the next week. He also informed the council that the giftshop renovations will begin in  and no questions or comments from Council members. comments or questions from Council members.  questions from Council members.  staff and no questions or comments from Council members.  January 2024.    NEW BUSINESS - Mayor Plaster said we have an application for conditional use permit. Clerk Morris said we received an application from Richard and Ashleigh Muttai for conditional use permit for a child day care at 402 Augusta Avenue. She stated that the property is zoned B-1 and achild day care is listed as a conditional use in the B-1 zoning. Clerk Morris said the planning commission reviewed the request and recommended council set a joint public hearing, which is the only action that needs to happen tonight. Mayor Plaster asked if the council was prepared to make a motion to set a joint public hearing for the next council meeting. Council member Leeth replied SO moved. Council member. Justis seconded the motion. The vote carried by a vote of 6-0, voting recorded as follows: CHITTUM - AYE; BAILEY - AYE; JUSTIS-AYE; RAYNES  AYE; KOHL- AYE;LEETH-AYE OLD BUSINESS = none  CLOSED SESSION - On motion by Council member Bailey, seconded by Council member Leeth, and carried by a vote of 6to0, voting recorded as follows: CHITTUM - AYE; BAILEY - AYE; JUSTIS - AYE; RAYNES - AYE; KOHL - AYE; LEETH - AYE; the Council recessed the meeting from 7:28 p.m. to 8:00 p.m., for a closed meeting pursuant to Section 2.2-3711(A)1 On motion by Council member) Leeth, seconded by Council member Bailey, and carried by a vote of6to 0, voting recorded as follows: CHITTUM- - AYE; BAILEY - AYE; JUSTIS-AYE; RAYNES - AYE; LEETH-A AYE; KOHL - AYE; the Council returned to open session. Mayor Plaster read the certification of the closed session - "to the best of your knowledge that only public business matters lawfully exempted from open meeting requirements under section 2.2-3711(A)1 oft the Code of Virginia, as only such public business matters that were identified in the motion by which a closed meeting were heard, discussed, or considered in the closed meeting". Clerk Morris took a roll call. T. Leeth; SO certified, M. Kohl; SO certified, D. Raynes; sO certified, J. Plaster; SO certified, J.J Justis; SO certified, J.J Bailey; SO certified, E. Chittum, SO  of the Code of Virginia for matters relating to personnel.  certified.  Mayor Plaster declared the meeting adjourned at 8:01 p.m.  Mayor  Clerk    Od. HalntPoperk #1  TOWN OF GROTTOES CONDITIONAL (SPECIAL) USE PERMIT  APPLICATION CHECKLIST: Before this application can be accepted for processing, the applicant must A.C Complete the application int full and sign. (If not landowner, the landowner must also sign). B. Enclose sketch as required in application. The sketch must be to scale and no larger than 8-1/2"x11" C.A Please contact the Assistant to the Town Manager (249-5896) for appointment to review the  submit the following:  completed application.  Ifapplication is not complete, it will not be accepted.  APPLICANT: Akcigk Muttai /lichard Muttai  Circle if: ownér  purchaser (other)  MAILING. ADDRESS: IL Scruaas Lane  Daytime Phone: 267.2368470 Ashleia Mutyr Contact-Person  W VA 24441 State Zip  Grotors City/Town EMAIL ADDRESS:  Ohnulh@gmalcan  PROPERTY, ADDRESS: 402 Ayaucta Ave  USE APPLIED FOR: PARCEL INFORMATION:, ACREAGE IN PARCEL: .1570  Child Day Carc  ZONING: B1  TAXI MAP NO: IGOD4-8-L2D ACREAGE IN REQUEST, IF NOTWHOLE PARCEL:  SIZE AND HEIGHT OF EXISTING ORI PROPOSED BUILDING: 6,534 square frel 1sley  REQUIRED INFORMATION  Section 15.2-2284 of the Code of Virginia states that, "Zoning ordinances and districts shall be drawn and applied with reasonable consideration for the existing use and character of property, the comprehensive plan, the suitability of property for various uses, thet trends of growth and change, the current and future requirements oft the community as to land for various purposes as determined by population and economic studies and other studies, thei transportation requirements of the community, the requirements for airports, housing, schools, parks, playgrounds, recreation areas and other public services, the conservation of natural resources, the preservation of flood plains, the preservation of agricultural andi forestall land, the conservation of properties and their values and the encouragement Please answer the following questions and where required, attach additional information to this application. The information provided will be reviewed by" Town staff in their analysis ofy your request.  oft the most appropriate use of land throughout the locality."    An application for a conditional use permit shall be considered incomplete when an applicant fails to A. Are there any historical features, listed on a national or state registry, located on the property?lfso, B. Are there any wetlands or sinkholes, as delineated by a professional engineer, located on the  provide the following required information. please provide documentation.  no  property? Ifs so, please provide documentation. C. Are there any known cemeteries located on the property?. etc. Child Day Core Zam -Hfn  no  D. Explain in detail your proposal, hoursofc operation, number ofemployees, customer trips expected,  Hemplyec  farent/Care giver GP dl will COK lwice daily  Monday-hncay  Ift the applicant wishes to offer any conditions for this special use request, please provide a copy oft the of those conditions signed by those property owners listed on the deed of ownership. FURNISH ON 81/2"X11 PAPER, ONE (1) COPY OF A DRAWING SHOWING: (1) Size and shape of parcel of land where use or building is to be located. (2) Location of use of proposed and/or existing buildings--distance from streets and from  adjoining property. (3) Size and shape ofp proposed and/ore existing buildings. (4) Access to and from property. (5) Any planned screening or landscaping. (7) Number and location of off-street parking spaces. (8) Specifyr proposed use ofarea (ifr not contained in building).  - Applicant Signature  Landowner's Signature (ifdifferent from applicant)  NOTE: ALL APPLICANTS ORI LANDOWNERS MUST SIGN THE APPLICATION  ***##****FOR OFFICE USE ONLY********* DATE REC: 1120123  FEE:_$200.00  TAXESPAID. 2021  HEARING DATE: slay  APPROVED/DENIED    9  Flec Cobeds (sr 5 opB dole -i 5yros 0D0 DnE ytoe! DDD  al echdlk Kahks bso  Sdlorio.ks n tohlelr 3yr dds D Dup nIp table for 2yrol HPL  choir  ET  yp 0 Liyia  5  spii D rablelr) Zyrdds App pas fodel D Hyrals Dpp  ppp Pi Aabieker 3yrals npp pnp flaletr) BSr 0p JOrA  VpPH9 03E 203 tpo!' hagn)  a 3    - A   &  C3  N 8  V  S  3 1 -  4    Reisonnel firl +Folic #1  Grottoes Volunteer Fire Department  2024 Officers:  Fire Chief - Andrew Holloway Assistant Chief-J Jeff Morris Captain - Ben Brown Lieutenant - Donald Simmons Lieutenant - Hunter Garrison President - Linda Kegley Vice President - Megan Roach Secretary - Rebecca Acker Chaplin = Connie Morris Historian - Jeanne Kirby Board Members: Kevin Campbell Timmy Morris Steve Kegley Wanda Rittenhouse Jeff Morris Josh Holloway    GROTTOES  Staff Report #1  LEVIRGINIA3  MEMORANDUM  TO: FROM: DATE:  Mayor and' Town Council Stefanie McAlister, Town Manager 4January 2024  SUBJECT: Staff Report  1. Comprehensive Plan Update  Following the December council meeting an agreement was entered into with the Central Shenandoah Planning District Commission for an update to the Town's Comprehensive Plan. Through this agreement the town is retaining the services of the CSPDC and its stafft to lead the development and update of its plan which will reflect a community vision for the next 20 year and will establish goals, recommendations, and strategies to achieve that vision. The time period for this service will begin on January 30, 2024, and continue On. January 30, 2024, at 7PM, during the regularly scheduled meeting of the Planning Commission, staffi from the CSPDC will be on-site to hold a "Comprehensive Planning 101" course which will serve as the project kickoff meeting. Please make plans to attend  for approximately 12- 18 months. The cost oft the service is $30,000.  that meeting. 2. 3rd Well Project  As previously discussed with the council and based on our desire to work toward bringing the 3rd, well owned by the town into the current water system, Ih have engaged the services of our contracted engineer, Rob Mangrum to begin work on the project. The scope of his work inçludes the survey, design, VDH permitting, VDOT permitting, coordination with County and construction phase services for the Well House 3 and Transmission Main Project. The to be constructedPurchased well house will be aj precast building with necessary electrical controls and piping. The well will be designed to operate in unison with the existing controls of wells 1 and 2. This phase of the project  totals $29,340. 3. Performance Evaluations  Town staff leadership and supervisors are in the process of completing performance evaluations for all employees. Evaluations are completed by the supervisor, reviewed by the respective department head and then by the town manager. After those reviews, the evaluation is discussed with the employee and signed as received. This process will be completed by January 19th. Council members can contact me if they would like to review  any evaluation.    Staff Report #3  Treasurer's Staff Report January 2024 Audit  We are still in the process of filling FY21 audit requests such as providing reports, pulling samples and answering standard procedure questions. Iwill have a better timeline to report next month as to the expected completion of FY21 and getting the FY22 scheduled.  Maximum Investment Sweep Account  We have received two interest payments since entering a sweep account with Atlantic Union Bank. The month of November totaled $8,874.67 and the month of December totaled $8,701.97.  Both months were at an interest rate of 2.40%.  Taxes  Both real estate and personal property bills have been mailed. Taxes are due February 5th. This is the first year that we are offering card payments to residents online and in the office. We are expecting an easy transition with this this process. All payments can now be made by card and  online.  RE Tax bills printed and mailed: 4,214 Total Billing Amount: $302,434.32 PP Tax bills printed and mailed: 2,411 Total Billing Amount: $180,021.84  Utility Billing  Billing Period: 10/15/2023 -1 12/15/2023 Total Billing Amount: $192,192.42 Billing Date: 1/5/2024 Due Date: 2/5/2024 Number of Bills Generated: 1380 Number of Bills Printed: 1013 Number of Bills Emailed: 367 Accounts Payable  Number of December Checks: 64 Total December AP Expense: $138,809.10    Staff Report #4  GROTTOES  1392 VIRGINIA  Land Development Staff Report  January 2024  Zoning Permits issued (December 2023)  2023 total to date 98 Total Permits 2023' Total Dwellings 18 Single-Family 147 Townhouse units  6Permits 3Single-Family OTown houses 3Fence  Forest Station - (21st Street) - Construction continues on the first group of six townhouses. The Cherry Street Townhouses Construction continues on the Cherry Street Townhouses. R-7A Area East of Cherry Avenue - Single family residential development continues, and the developers continue to run all service lines and construct the roads to state standards. Active Shady Creek - The developer is working on a contractual agreement with Ryan Homes. Ifthis agreement happens construction on the next phase will begin spring of 2024. Site plan review has been completed and approved by town staff and all departments at Rockingham County for Phases 3-7. The developer has obtained the easements for the left turn lane off Eastside Highway, which must be 402 Augusta Avenue - Conditional Use Permit - A copy of the application was included in last month's packet. At the December meeting a joint public hearing was scheduled for. January 8, 2024 at 7:00 p.m. The applicant has applied for a conditional use permit for a child day care at 402. Augusta Avenue which is zoned B-1. Per the Grottoes Town Code, a child day care is listed as conditional use in the B-1 zoning. The applicant is aware this property does not provide a grassy play area and they have arranged a grassy play area from an adjoining property owner. They have been working with state licensure requirements to make sure the property is in compliance and that all required inspections will 700 Dogwood Avenue - Construction has started at 700 Dogwood Avenue for the approved conditional use permit with building containing a commercial front and a two-family residential back.  developer has successfully completed the 12" water connection.  construction continues along 16th Street and 14th Street.  completed before phase 6 (townhouses) can begin.  be done through Rockingham County.  Respectfully submitted:  Tara Morris, Assistant to Town Manager    Staff Report #5  Grottoes Police Department  Staff Report January 2024 Staffing Chief Administrative Asst. Sergeant Officer  Authorized 1 1 4  Filled 1 1 1 2  Vacant 0 0 0 2  Ofc. A.G. Elmore resigned as of. January 4, 2024. He has decided to return to the Rockingham County Sheriff's office. He feels he will have greater opportunity for advancement in the Chief Sullivan will be working a patrol schedule to cover the vacant shifts created by the  Sheriff's Office.  resignation of Ofc. A.G. Elmore.  Recruitment efforts are being conducted to fill the vacant positions.  Following are the calls for service, organized by category, handed by the department in  2023. They are organized by category. Community Services: Business Checks- 1,736 Extra Patrols- 5,832 Property Checks- 74 Directed Patrols- -27 Special Events  Requested Residence, / Security Checks= 376  Police services ladvise/mformaton/other uncategorized calls)- 415  Caverns 5k (traffic control) Kids Fish Day (hosted) End of Summer Bash (security) Partyi int the Park (security) Trunk or Treat (participated) Veterans Day (attended) Memorial Day (attended)  Fireman Lawn Party (4 days of security and traffic control)  Pedal Push or Pull Parade (traffic control and participated) Christmas Parade/ Tree Lighting (traffic control)    Traffic Safety Enforcement Traffic Stops- 519 Reckless Driving complaints-10 Traffic complaints - 88 Traffic Control-16 Parking' Violations -24 Hit and Run - 10 Crimes Against Person Simple Assault-3 Domestic Assault-14 Domestic assault with a weapon -1 Scam Complaints-13 Brandishing-1 Harassment-10 Protective Order' Violations-3 Sex Offense-4 Threat/lmtimidation-14  Crimes Against Society  Narcotics' Violation- -12 Intoxicated in Public-5 Counterfeiting-1 Town Ordinance Violations-96 Disorderly Conduct-74 Non-Criminal Calls for Service ECO/TDO-8 Juvenile Cases-16 Suspicious Person - 50 Suspicious' Vehicle-138 Civil Matters -24 Welfare Checks-5 56 Cardiac Arrest-11 Mental Health-16 Unresponsive Person-6 Assist other Agencies-55 Suicide Attempts-5 Suicide Threats 10 Found property-13 Unknown medical emergency-3 Unknown situation- -11 Paperwork Service  Property Crimes  Attempted Breaking and Entering = Breaking & enterngresidental-1 (vacant residence) Trespassing-20 Larceny- 15 Vehicle theft-2 Property Damage-10 Fraud-19  2  Warrant Services (attempting to locate wanted subject) - 123 Protective Order Services-17 Trespassing Notices-1 13  Respectfully submitted: Jason Sullivan Chief of Police    o ogoeu  oe ogs  9 p ooo o  e cu o Njo oo  ejollol 9°19°!" 88 olor ojoloo  Noje    Staff Report #6  January 2024  PUBLIC WORKS STAFF REPORT  Staffing  Authorized 1 1 1 4 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 Crew Leader Maintenance/lmintestech Wastewater Treatment Operator Part-Time Seasonal Laborer  Continued development int town will mean more roads that will be brought 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.  STREETS  Two rounds of leaf collection have been concluded. ofl lines will be completed this week.  Smith's Paving has worked to pave the street sections on our priority list for 2023. Striping Our salt inventoryi is at ar reasonable capacity and should last through several storms. Snow  removal equipment has been prepared and serviced.  WATER AND SEWER Septic Tanks  Staffa are working a rotating schedule to get the septic tank pumping back on a consistent schedule. In the future, we will be pumping businesses in town with higher sewer usage (i.e., restaurants and convenience stores) more frequently, once a 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 a 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 al log citing the condition of the tank is kept.    Wastewater Plant  Currently the WWTP operates at about 75%- 80% ofi its operating capacity. There is a 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 of infiltration. There is much involved with a lagoon dredging project especially considering that this isac 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 the future. Staff is int the process of getting quotes for a manhole install on Holly Ave. to place a totalizer to read the inflow of sewage. This will let us keep a 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 is found or is worked Staff changed out the meter that is located on Well #2. The old meter quit registering and we were unable to get accurate information. We notified the health department ofthis The staff is working with SLM Enterprises to install a totalizer in 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.  swap out to ensure they are kept informed.  New construction  The Public' Works Department conducts inspections for all new water, sewer, and street installations throughout town. As we alll 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 int the process of running conduit in the alley ways around town which in turn is keeping the Town staff busy marking utilities and repairing sewer laterals. R&L construction  is also in full swing of building houses on 16t.St.    VEHICLE AND EQUIPMENT MAINTENANCE  The department supplies preventative maintenance for the Town'se equipment and vehicles, The new septic tank body has been received for the septic pump truck. We are scheduled for drop off of the pump truck next week 1/4/20241 to have the new tank installed. While it is out ofs service Cline's Septic willl be on call to pump any tanks that need pumped.  including the police department.  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 safetyinformation.    Replace old well meter Replace water meter Pump truck not pumping  Replaced old well meter Replaced meter & setter  12/5/2023 Maintenance 12/5/2023 Maintenance 12/5/2023 Maintenance 12/6/2023 Maintenance 12/6/2023 Maintenance 12/7/2023 Maintenance 12/7/2023 Homeowner 12/12/2023 Maintenance 12/13/2023 Homeowner 12/17/2023 Homeowner 12/18/2023 Homeowner 12/18/2023 Homeowner 12/19/2023 Homeowner 12/19/2023 Homeowner 12/20/2023 Maintenance 3061 17th. St. 12/20/2023 Maintenance 12/20/2023 Maintenance 12/26/2023 Homeowner 12/28/2023 Maintenance 12/28/2023 Homeowner  Well 2 700 Dogwood Ave. Garage CStreet 92 Cary Red Maple & Laurel Oks 110 6th. St. Entrance to Food Lion 2085th. St. Food Lion 201 5th. St. 306 17th. St. Food Lion 201 8th. St. 110 6th. St. 806 11th. St. 403 5th. St. 1093rd. St. 805 12th.St.  DS,BK,TB,JP, JP,LR DS,BK  Water 7Hrs. Water 2Hrs. Water 1Hr. Sewer 5Hrs. Water 7Hrs. Sewer 2Hrs. Sewer 2Hrs. Streets 1Hr. Sewer 2Hrs. Sewer 2Hrs. Sewer 2Hrs. Sewer 2Hrs. Sewer 2Hrs. Sewer 2Hrs. Sewer 8Hrs. Sewer 2Hrs. Sewer 2Hrs. Sewer 2Hrs. Sewer 2Hrs.  Worked on pump Sewer 2.5Hrs.  Filll low spot install Installed riser filled  DS,LR,JS,P riser on valve box  low spot Installed risers to grade Installed new Radio meters Pumped septic tank Pumped septic tank Fixed sign Pumped septic tank Pumped septic tank Pumped septic tank Pumped septic tank Pumped septic tank Pumped septic tank Installed new baffle Pumped septic tank Pumped septic tank Pumped septic tank Pumped septic tank  LR,JS DS,JP,BK TB,AJ BK,TB BK TB,JS TB,LR JS,LR BK,LR DS,LR,JS JS,LR BK,LR DS,JP JP,BK BK,LR JS,LR JS,LR JS,LR DS,BK DS,BK  Low septic tank lids Replace old meters Pump septic tank Pump septic tank Stop sign down Pump septic tank Pump septic tank Pump septic tank Pump septic tank Pump septic tank Pump septic tank Replace baffle in septic tank Pump septic tank Pump septic tank Pump septic tank Pump septic tank Septic lid broke Street sign knocked over  12/11/2023 Homeowner 1102 Cherry Ave.  Pump septic tank Clogged on owner Sewer 3Hrs.  Leaking meter gasket Tightened meter Water .5 Hrs.  12/28/2023 Maintenance 2101 Elm. Ave. 12/28/2023 Maintenance 95 Grace St. 12/29/2023 Maintenance Grace&Augusta  Replaced septic lid Sewer .5Hrs. Put sign back up Streets 1Hr.    Staff Report #7  Parks & Tourism Staff Report  January 2024 Staffing: Parks & Tourism Director Parks & Tourism Assistant Director Parks Coordinator Park Ranger II Park Rangerl Park Aide  Authorized 1 2  Filled I 1 I 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 once each position type is filled. With this improved staffing structure, we anticipate needing fewer overall employees. Parks & Tourism generated $56,869.12i in revenue for the month of December. To compare them with  Revenue:  previous years please reference the charts at the end of this report.  Subterranean Sound: The promotion of this concert series began on 12/22nd with tickets going live at 8:30 am on 12/26", the day after Christmas. At 75 seats each for at total of 8 concerts, 2 shows sold out inl less than 21 hours, 6s shows were sold out within 81 hours, presently, 7 of 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 has been decided that additional concerts will be facilitated for the bands who are interested, which has expanded our 8 concerts to 12. This development was announced to the public on Friday 1/5th with tickets going live on 1/13th. We have no reason to expect a different result as these tickets become available. The Parks & Tourism Department has also received an outpouring ofi interest from other bands, recording studios, photographers, and special event coordinators as a result. Town staff will endeavor to capitalize on these opportunities and pursue additional business opportunities. Again, I want to thank both Town. Administration and' Town Council for their support in our staffing reorganization. We are now better equipped to attract and 2. Parkl Ranger II positions filled. At the discretion of the" Town Manager and the Personnel Committee, thel Parks & Tourism Department was able to extend two FT Park Ranger II positions. They! have both accepted and will begin, together, on' Tuesday, January 16th. One of these Park Ranger II's is ani internal applicant, Diana Slagell. Shei impressed us throughout the application/nterview process, andj just asi importantly, throughout her time working for the Town of Grottoes. Our second Park Ranger II is an external applicant, Ms. Kelly Parkman. Ms. Parkman comes to us with al Bachelor's in Sports & Recreation Management, through JMU, and years of experience as at tour guide with kayaking and SUP. She most recently served on the first all-women's Conservation Corps team at Grand Teton National Park where she constructed new trails, restored habitat, and 3. Giftshop Renovation. A renovation project will begin during the week of 1/8-1/12h, for which, Grand Cavern daily operations will be closed. We'll reopen on 1/13th and continue finishing up the  capture unique business opportunities.  conducted: scientific surveys all while camping in the wilderness.  renovation work during the week while business is historically slow.  Respectfully submitted, Austin Shank, Parks & Tourism Director    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 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 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  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 591,826.74 654,971.06 609,864.94 416,466.11 551,599.86 703,926.54 771,272.96 412,238.15  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  412,238.15  Iill  2017  2018  2019  2020  2021  2022  2023  2024    NÈw Business #1 b.  RESOLUTION #20240108-01  ORDINANCE AND RESOLUTIONTO 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") of the Town approve an ordinance to set forth the regular meeting  times of the Council; and  WHEREAS Va. Code $ 15.2-1416 requires the Council toj 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 of 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. Ifar meeting cannot be held due to inclement weather or for any reason as determined by the Mayor, or the Vice-Mayor if the Mayor is not available, the meeting will be held at the scheduled time on the following  Monday, unless otherwise determined by the Council.  PASSED BY THE COUNCIL  Mayor  ATTEST: Clerk of Council  Date    Town of Grottoes 2024 Meeting Dates  Work Session 6:00pm 8 12 11 8 13 10 8 12 9  Town Council 7:00 pm  Planning Commission 6:00pm 30  Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec  8 12 11 8 13 10 8 12 9 16 11 9  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, prior to the council meetings. The Planning Commission will meet at 6:00 p.m. on their scheduled date. If you have any questions, please call the  Town Office at 540-249-5896.  Thank youl    NEw Business * a  2024CommitteeAssignments  INANCECOMMITEE Chair: David Raynes Jo Plaster Tim Leeth  PERSONNEL.FIRE, AND POLICE PROTECTIONCOMMITEE  Chair: Jo Plaster David Raynes Michael Kohl  ORDINANCE.HFALTHANDPROPERTZ COMMITTEE Chair: Michael Kohl-F Planning Commission Liaison  Joshua Bailey Eddie Chittum  SPECIALEVENTS COMMITTEE  Chair: Tim Leeth Jim. Justis Jo Plaster  WATER & SEWERCOMMITTEE Chair: Joshua Bailey Eddie Chittum Tim Leeth  PARKSRECAEAIONAND PUBLICFACILITIECOMMITTEE  Chair: Eddie Chittum Jim Justis Michael Kohl  STREEISANDSTREETIGHTISCOMMITEE  Chair: Jim Justis Joshua Bailey David Raynes    N(w Busmess #3  RESOLUTION 20240108-02  A RESOLUTION TO REAFFIRM AND ADOPT A CODE OF CONDUCT AND ETHICS FOR THE MEMBERS OF THE GROTTOES TOWN COUNCIL 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, NOW THEREFORE, BE IT RESOLVED by the Grottoes Town Council this 8th day of January 2024, the following Code of Conduct and Ethics, including Conduct and Ethical  and accountability in local government.  Standards, are 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 Bei independent, impartial, and fair in their judgment and actions. Use their public office for the public good, not for personal gain. Conduct public deliberations and processes openly.  affecting government.  Act with respect and civility.  To this end, the Grottoes Town Council has adopted this Code of Conduct and Ethics to emphasize the imperatives ofi integrity, fairness, and accountability in local government.  L.Acti 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  Iti is 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 oft 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. 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 of 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  1.1 Relationships with other Council Members  A Council Member wants tol 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 (or a select group)? Or does your behavior convince your colleagues that you are Do you help your colleagues obtain the information they need to participate Do you try to get everyone trying to agree on an issue? Or are you satisfied once  acting in the best interest of the entire town?  effectively? Or do you try to look good at their expense?  you know the majority is achieved? Ins 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 learn why you think the way you do oni issues. Make a conscientious effort to be well prepared for each meeting.  Offer criticism of colleagues only inj private meetings with appropriate individuals ADHERE' TO THE ESTABLISHED CODE OF CONDUCT AND ETHICS  ori in closed meeting.  2. Remember the Rule of Four!  When it comes to adopting policy or getting any item approved in our community, you need to 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 answeri is four. The point is the three additional citizens you convince have to currently share a position with you on the Council or one oft them be the Mayor. Obviously, your own mind is made up on an issue, ify you persuade three other Council Members or two and    the Mayor (in case oft 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 andi items at hand, you need to convince your colleagues. Iti is 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. It is important that disagreements do not interfere with cooperative processes. The most serious paralysis aCouncil 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 of individual 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 to 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. and integrity of the employee.  Avoid publicly criticizing any employee in any way that reflects on the competence Make clear to a citizen that the complaint will be addressed and ask the Town Don't let the staff be blamed for major policies, since those are the responsibility of Remember that the success of every policy depends on its implementation by an Ifthere is a problem with a staff person, resolve iti in private rather than at aj public meeting (or the press). Raise concerns about employees with the Town Manager,  Don't try to resolve controversies during a public meeting. Manager to appoint a staff member to contact the citizen.  the Council. effective staff.  and 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 often lead to morale and productivity problems within the staff. Council Members should maintain consistent positions in both their public declarations and their private discussions with the Town Manager. Our actions can increase or minimize the quality of work by our Town Manager and Staff. All dealings with town staff should be handled via the Town Manager, unless he or  she 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 While Facebook, blogs, wikis and other forms of online discourse are individual interactions, please remember that to our citizens, you are always a representative of the Town of Grottoes. We have an official Town website and Face book page for 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 or Facebook page to find information and/or post comments.  vindictive.  our town and that content is controlled by Town Staff  I Relations with the Public (Citizens) oft the town government  Avoid aj private lifestyle that casts public doubt upon the integrity and competence  Pay all taxes due to the county, state, or national government. feel comfortable in their roles as observers or participants.  Work to create a positive environment in public meetings where citizens will Be tolerant. Allow citizens, employees, or colleagues sufficient opportunity to Ber respectful and attentive. Avoid comments, body language or distracting activity that conveys a message of disrespect for the presentations from citizens, personnel When making comments, make sure you clarify when you are speaking  present their views.  ord colleagues.  individually and not for the Council as a whole.    There will be times when we are asked to speak at public meetings, with the media, post comments on websites, etc. If you are sharing your personal thoughts and/or opinions, you need to make this clear to your audience by stating your comments do Reflect on your comments before you speak to make sure they cannot be misinterpreted. Comments based on fact and forethought will hopefully eliminate Serious issues should be discussed as a whole (Council and Staff) before public 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  not represent the Council as a whole. any possible misunderstandings. comments are made.  and make decisions appropriately.  PASSED BY THE COUNCIL  Mayor  ATTEST:  Clerk of Council Date  Jol Plaster, Mayor  David Raynes,  Tim Leeth  Michael Kohl  Jim Justis  Joshua Bailey  Eddie Chittum