TOWN OF GROTTOES September 11, 2023 6:00 P.M.  TOWN COUNCIL WORKSESSION AGENDA  CALL TO ORDER - MAYOR PLASTER  1. Rezoning Request 2.  Pool Discussion  3. Audio/Visual of council meetings    Workh SessionH3  Civic Plus & Granicus- $15,000.00-5 $30,000.00 depending on whether our current audio system is compatible. This would be for the equipment costs, integrate or develop new website. This does not include the annual support cost, which will be based off options we choose for the system. *Both systems can be expanded to include other features offered such as codification, agenda, and minute Swagit - Was not able to give an estimated cost without the specifications ofour audio equipment. However, they did state that their annual support fees run Timberville = uses Ipads with Switcher Studio Software and a You Tube channel. They did not mention if there were any fees associated or any annual support fees. They did say that some videos are fuzzy, and the audio is not the best. However, using a system like this would have to be set up either by our IT company or some  preparation, etc.  $6,500.00 - $7,000.00.  other company to install and that can train town staff.    TOWN OF GROTTOES JOINT PUBLIC. HEARING AGENDA TOWN COUNCIL AND PLANNING COMMISSION  September 11, 2023  1. 2. 3. 4. 5. 6. 7. 8. 9.  Call to Order/ Mayor calls JPH to order. Joint Public Hearing Regarding the Following: To consider a request to rezone 4.059 acres from B-31 tol R-7  Staff Report  Speaking FOR the request. Speaking AGAINST the request.  Questions by Town Council or Planning Commission Members. Mayor to close public hearing. (turns meeting over to Planning Commission) Discussion and recommendation by Planning Commission Members regarding the  request to rezone 4.059 acres from B-3toR-7.  Adjournment.  TOWN COUNCIL MEETING AGENDA  September 11, 2023  CALL' TO ORDER - MAYOR PLASTER CALLING OF THE ROLL BY THE CLERK  WELCOME CITIZENS  APPROVAL OF MINUTES - MEETINGS OF AUGUST 14, 2023 PRESENTATION OF PETITIONS AND CLAIMS (PUBLIC COMMENT)  REPORTS OF THESTANDING 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 Streets and Street Lights - Council member Justis, Chair  Parks, Recreation and Public Facilities- Special Events - Council member Leeth, Chair  Personnel, Fire and Police Protection - Mayor Plaster, Chair  STAFF REPORTS:  Town Manager - *ACTION ITEM - Wireless radio read water meter bid acceptance.  Town Attorney Treasurer  Assistant to Town Manager  Chief of Police - *ACTION ITEM - Traffic pattern improvements- Forest Ave & 14ths St.  Public Works Director Parks and Tourism Director  NEW BUSINESS OLD BUSINESS ADJOURN  1. Consideration of the request to rezone 4.059 acres from B-3 to R-7  Rules for Public Hearings  -Anyone wishing to speak must have signed-up to speak (before the hearing starts) -The Coamai/Commisio/board will hear up to 3 speakers from each side (FOR/AGAINSI) -Each Speaker shall be limited to 3minutes, whether speaking on behalf of a group orasan  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.    August 14, 2023  A work session of the Town Council of the Town of Grottoes was held on Monday, August 14,  2023, at the Grottoes Town Hall, Grottoes, Virginia.  CALL TO ORDER order at 5:00 p.m.  Mayor Plaster called the work session of August 14, 2023, oft 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 Director AJ Mayor Plaster said the first item on the agenda is discussion on capital improvement projects and use of ARPA Funds. Manager McAlister went through her presentation on capital improvement projects. She reminded Council that at the previous meeting, she gave al list of CI projects. She then went through the list which was organized by budgetary fund the project would fall under, to determine necessary projects versus wanted projects. She said once we get all back years of audits done, the town needs to have a financial advisor come in and look over our financials to suggest money investment options and advice on how the town should proceed. Councilman Kohl suggested onçe the audits are done, we use money from the reserve for a financial advisor, sO we don'thave to wait until next. July to apply for grants. Manager McAlister said after looking over the ARPA funds and what has been spent, and what has been obligated toj projects, we have $84,000.00 available. She said this amount will not fully complete any of the capital projects we just discussed and asked the council to think how we should obligate this money. Mayor Plaster said the next item for discussion is planning commission and BZA appointments. Clerk Morris informed the council that there are two vacancies on the BZA and two members who need to be reappointed, or that council would need to appoint other candidates. She said there is one vacancy on the planning commission from Nathan Foerster's resignation. That term will expire December 31, 2024. Clerk Morris said there are two planning commission members with terms expiring on December 31, 2023. Council needs to reappoint those individuals or appoint others. She said there will be candidates here tonight to interview for these positions. Mayor Plaster said the next item on the agenda is the council vacancy. Manager McAlister. said Council has 45 days from the resignation to appoint someone toi fill the vacancy. She said we will need to appoint someone by September 18, 2023. Manager McAlister said we can post the vacancy on our website, Facebook page, and sign out front asking interested parties to submit a resume and a letter ofi interest. She said Council would have to hold a meeting to interview the  Bailey, Michael Kohl. Council member. Jim Justis arrived at 5:09 p.m.  Hummel, Parks Director Austin Shank and Police Chief. Jason Sullivan.    candidates and to appoint someone by the deadline. Manager McAlister said the person that gets appointed will complete the remainder oft the term which will be until December 31, 2023. The Mayor Plaster said the next item on the agenda is discussion on sub-committees of council. Manager McAlister asked for clarification on how any council sub-committees should operate. She asked the attorney if they need to take minutes of their meetings, if they must follow open meeting requirements, and how does the council have conversations with sub-committees. Attorney Helms replied that the committee does not need to take minutes oft their meetings and that the council liaison should be giving a report of the sub-committee tol keep council updated. Attorney Helms suggested that the pool sub-committee that was voted on at aj previous meeting should consider operating as their own 501(c)3. Council member Justis asked how that committee moves forward when we voted down the motion to have another GPR study done. He asked what's the benefit of having a pool sub-committee. Attorney Helms said the benefits of a sub-committee would be having al liaison to give reports to the council, sO they can determine a common goal and move toward it. He said for the committee to move forward with the GPR study a council member from the prevailing side of the previous motion and vote would need to make a motion to have the ground penetrating radar study done and that motion would have to  deadline to hold a special election for the current year has passed.  pass.  Mayor Plaster adjourned the work session at 6:37 p.m.    August 14, 2023  A regular session of the Town Council oft the Town of Grottoes was held on Monday, August 14,  2023, at 7:00 p.m. at the Grottoes Town Hall, Grottoes, Virginia.  CALL TO ORDER  Mayor Plaster called the regular session of August 14, 2023, of the Grottoes Town Council to ATTENDANCE: Council Members present: Jim Justis, Joshua Bailey, Mayor Jo Plaster, David 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 7:00 p.m. Mayor Plaster asked for ai roll call.  Raynes, Tim Leeth, and Michael Kohl.  Director AJ Hummel and Police Chief. Jason Sullivan.  APPROVAL OF MINUTES  On motion by Council member Raynes, seconded by Council member. Justis, and carried by a vote of6-0, voting recorded as follows: JUSTIS - AYE; BAILEY -4 AYE; STERLING - AYE; RAYNES - AYE; KOHL - AYE, LEETH - AYE; the Council approved the minutes from the  meetings on July 11, 2023, as presented.  PRESENTATION OF PETITIONS AND CLAIMS (public comment)  Scott Sacra addressed the Council stating that hei is here to talk about a safety concern. He showed the council a video that was taken ofa car that sped up and down Forest Avenue several times in one day. The video showed the car passing by two people on bicycles. Mr. Sacra said his neighbors did notify the police and he thanked Chief Sullivan for the extra patrol. He said he is asking for help to slow the traffic down of Forest Avenue and suggested stop signs at Forest Mark Keeler addressed the council about the request to rezone 4.059 acres from B-3 to R-7. He said he is speaking as a neighbor and former council and planning commission member. Mr. Keeler said he is asking the council to deny the request for the following reasons: 1.E He feels the property is zoned properly. 2. Changes should only oçcur when it's best for the town and he feels this is spot zoning. 3. We know Grottoes needs businesses and shouldn't give up a business lot. 4. What would we gain? Townhouses and feels that's a concern for our infrastructure. 5. Ifit were rezoned it could be a changed plan for another accepted use the zoning allows. Cheryl Keeler addressed the council saying what happens with the subdivision will impact our experience in town and it seems to be the town's responsibility to manage growth.  and 14th Street.    Maite Taylor gave an update on the pool committee. She said she has corporate sponsors who are willing to donate but they are asking for commitment from the town council that they are willing Mary Alice Robertson said she moved to town over 52 years ago. She said it has become a lot busier over the years. Mrs. Robertson said herself and her husband have served on the town's planning commission. She said she agrees that the property is zoned correctly and should not be changed. She said how many apartments have been built along with the townhouses and single- family houses in the Shady Creek Subdivision which have all been built around their properties. Mrs. Robertson said she is conçerned there are no sidewalks or crosswalks on the east side of Augusta Avenue and the increase in traffic is a concern. She said tractor trailers need both lanes tot turn. She asked about the hardscape and where will it go? She said this is concerning the Gloria Munson said she lives at 89 Grace Street and addressed the council saying shei is not opposed to development but said she was devastated that the trees are gone. She said she used to watch the deer in the area and now they are gone. Mrs. Munson asked to keep the building at a Nadina Pupic addressed the council and said the citizens of Grottoes want aj pool. She said the committee cannot move forward until the council approves for the ground penetrating radar  to save the pool before donating.  health and welfare of the citizens.  minimum and asked the council to think al lot about the rezoning.  study to be done.  REPORTS OF STANDING COMMMITTEE:  FINANCE - Council member Raynes made a motion, seconded by Council member Leeth, and carried by a vote of5-0, voting recorded as follows: JUSTIS - AYE; BAILEY - AYE; RAYNES -4 AYE; KOHL - AYE; LEETH - AYE, to approve the financial reports for the month WATER AND SEWER - Council member Bailey said the committee met and discussed the recent water line repair and water outage and ideas for improvement. He said the committee is  ofJuly.  going to meet again in September.  ORDINANCE, HEALTH, AND PROPERTY - no report STREET AND STREET LIGHTS - no report  PARKS, RECREATION AND PUBLIC FACILITIES = no report  SPECIAL EVENTS - Council member Leeth announced the First Responders Event went well and mentioned this will be an annual event for our citizens to come out and meet the first  responders in our town.  PERSONNEL, FIRE AND POLICE PROTECTION-    STAFF REPORTS  TOWNN MANAGER. Manager McAlister pointed out from her staff report that the 7th Street and 13th Street water line replacement bid was awarded to Atkins Excavating for an amount of $145,118.00. She said the work should begin within the next couple weeks.  ATTORNEY. Attorney Helms elaborated on why the citizens committee would need to become TREASURER. A written report was provided. There were no additional comments from staff ASSISTANTIOTOWN MANAGER. A written report was provided. There were: no additional POLICE CHIEF. A written report was provided. There were no additional comments from staff PUBLIC WORKS. A written report was provided. There were no additional comments from RECREATION AND TOURISM DIRECTOR. Director Shank said the Phase 2 communication upgrade for the emergency phone throughout the cave will begin soon and that he will send a calendar showing the dates the caverns will be closed for this installation. He said he will also NEW BUSINESS - Council member Raynes made ai motion, seconded by Council member Justis, and carried by a vote of5-0, voting recorded as follows: JUSTIS - AYE; BAILEY AYE; RAYNES - AYE; KOHL -4 AYE, LEETH -4 AYE; to approve the lot line sub-divide in the Manager McAlister gave staff's rezoning report and pointed out that the current zoning allows for residential, and that the applicant is asking to upzone the property to R-7 to allow for Steve Driver with Terra Engineering gave a presentation on the plan presented for the rezoning ofthe 4.059 acres from B-3 to R-7. He gave the VDOT report which does not warrant at turn lane. He stated that he discussed with the developer many options for the property, and this is the best plan for the least land disturbance. He said the property is on the side ofal hill and that they could easily develop townhouses on the side of the hill with possibly a walk out basement. He said this plan proposes three single family homes on the top of the hill, which is zoned R-1 but the size of the property would allow for six homes to be built on the hill in the R-1 zone. Mr. Driver stated that ift the property is not rezoned the developer still plans to build residential in the B-3 zoning and could build 11 duplexes or 22 living units on the acreage. He said for the  a5 501(C)3 to raise monies to repair the pool.  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.  post the calendar on the website and social media pages.  500 block of19th Street.  townhouses.    developer to build the duplexes it would require more excavation to flatten the hill and would change the aesthetics of the land. He said the developer is trying tol keep the aesthetics oft the land and build what he can to make the project work out for the B-1 lot along Augusta Avenue On ai motion by Council member Leeth and seconded by council member Raynes, and carried by a vote of3-2, voting recorded as follows: JUSTIS - AYE; BAILEY -NAY; RAYNES -4 AYE; KOHL - NAY, LEETH 14 AYE; to set aj joint public hearing for the next council meeting for the Council member Kohl made a motion to add an item about the speed issue on Forest Avenue. Seconded by Council member Leeth, and carried by a vote of 5-0, voting recorded as follows: JUSTIS - AYE; BAILEY - AYE; RAYNES A AYE; KOHL- AYE,LEETH - AYE; to have OLD BUSINESS - Council member Leeth made a motion, seconded by Council member. Justis, and carried by a vote of4-1, voting recorded as follows: JUSTIS - AYE; BAILEY -NAY; RAYNES -4 AYE; KOHL - AYE, LEETH - AYE; toj proceed with the ground penetrating radar CLOSED SESSION - Mayor Plaster asked for a motion to convene into closed session pursuant to Section 2.2-3711(A)1 of the code of Virginia for the interviewing of candidates for a board or commission, and pursuant to section 2.2-3711(A)3 of the Code of Virginia for discussion or consideration ofthe acquisition of real property where discussion in open meeting would adversely affect the bargaining position or negotiating strategy oft the public body. Council member Leeth replied SO moved, Council member Justis seconded the motion, and carried by a vote of5-0, voting recorded as follows: JUSTIS - AYE; BAILEY - AYE; RAYNES- AYE; On a motion by Council member Leeth and seconded by council member Bailey, and carried by a vote of5-2, voting recorded as follows: JUSTIS - AYE; BAILEY - AYE; RAYNES -4 AYE; 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 and 2.2-3711(A)3 of 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.J.. Justis; sO certified, J. Bailey; sO certified, J. Plaster; sO certified, D. Raynes; sO certified, T. Leeth; sO certified, M. Kohl, SO Onamotion by Council member Leeth and seconded by council member Justis, and carried by a vote of 5-0, voting recorded as follows: JUSTIS -4 AYE; BAILEY - AYE; RAYNES-AYE;  for a business.  rezoning request.  the streets and streetlights committee come up with aj proposal.  study to make sure the pool is safe and worth fixing.  KOHL: -4 AYE, LEETH 1-4 AYE; to convene into closed session.  KOHL - AYE, LEETH -4 AYE; to adjourn the closed session.  certified.    KOHL - AYE, LEETH - AYE; to appoint Jean Stoll to fill the vacancy on thej planning commission, to reappoint Dylan Nicely to the planning commission and to appoint Brook Hass to the planning commission as ofJanuary 1, 2024. Council member Leeth added to the motion to reappoint Dylan Nicely and Christa Hall to the board of zoning appeals and to appoint Richard  Muttai and Mark Keeler to a four-year term on the BZA. Mayor Plaster declared the meeting adjourned at 9:48 p.m.  Mayor  Clerk    Finance #1  Treasurer's Report September 2023  Revenues Water Sales Sewer Sales Trash Sales Standpipe Sewer Connections Water Connections Real Estate Taxes Personal Property Vehicle License Fee Tax Penalty & Interest Parking Ticket Business License Cigarette Tax Fines & Costs Meals Tax Sales Tax Transient Tax Zoning Fee Zoning Permit Communication Tax Utility Tax Consumption Tax JEI Painter Park Shelter Rentals GC Admissions GC Giftshop Sales GC Mini Golf Sales GC Shelter Rentals GC Contracts  $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $  25,510.91 50,292.78 20,790.78 23.50 4,500.00 4,500.00 9,517.23 715.68 683.54 1,630.96 20.00 3,970.85 6,000.00 2,002.91 15,229.44 23,376.59 141.74 125.00 5,520.00 1,891.95 2,757.17 600.37 1,296.63 139,988.82 36,142.31 561.00 1,778.54 1,654.50 361,223.20    Disbursements Accounts Payable Payroll Federal Payroll Taxes Federal Payroll Taxes State Payroll Taxes State Payroll Taxes Anthem Aflac Intuit Transfer Fee Merchant Bank Fee Town Visa Credit Cards Virginia Retirement System VRA Loan Payment HighwayFY24 July Expenses August Expenses Total  $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $  223,205.61 93,393.61 14,161.33 13,914.85 2,089.00 2,010.00 47,742.00 1,558.16 330.23 13.50 5,019.40 21,492.05 64,679.61 489,609.35 152,543.56 (3,318.17) (117,462.77) (120,780.94) 6,638.69 4,110.23 27,637.00 6,435.07 24,904.23 1,747,387.98  FY23 Carry-Over  Veterans Memorial Town Activities RBEG Checking Kids Fish Day ARPA Funds  Grand Caverns Playground Fund  $ $  6,330,344.46 (152,543.56) Highway $ (1,747,387.98) ARPA 4,430,412.92    Staff Report #1  GROTTOES  VIRGINIA  MEMORANDUM  TO: FROM: DATE:  Mayor and Town Council Stefanie McAlister, Town Manager September 7, 2023  SUBJECT: Staff Report  1. Ashby Holdings Rezoning Request - Joint Public Hearing  Phil Smith representing Ashby Holdings, Inc (landowner) submitted a rezoning request fora4.059-acres situated west of Augusta Ave and north of Cary Street. The property is currently zoned B3 - Business District with the requested rezoning to R7-1 Planned Unit Development. A rezoning report is in your packet and a staff recommendation is 2. ACTIONITEM- Advanced Wireless Radio Read Water Meter System Bid Bidsi in response to the advanced wireless meter reading system RFP were due Monday the 28th. One company, Consolidated Pipe & Supply Company, Inc., submitted. The bid included 1000 water meters and/or registers both with wireless drive-by reading capabilities, as well as the reading equipment, software and support. The bid quote is $229,110. With this quote, if we purchase 1000 meters/registers we get a discounted cost, and the reading equipment and software (a $20-25K value) is included. Staff has been reviewing the bid documents and is in favor of moving forward with this project using the funds already allocated ($230,000) through our ARPA-SLFRF funds.  included. Submission  3. - Drought Declaration  On August 30 we received notice from the Virginia DEQ that we are under a drought warning advisory declaration. A warning is declared as the step before a drought emergency is declared. If we move into an emergency status, mandatory restrictions will apply. The town wells' water levels are tested, recorded, and submitted to VDH each day.  Currently our water supply is holding at a normal level.  4. Street Extension  21st Street has been extended and is now opened between Dogwood Avenue and Cherry Avenue. This should help with traffic flow in the area as it adds another access point on the north side of town where some residential development is occurring. There is line painting and slight grading and seeding that still needs to occur and we are working to get  that completed.    Staff Report #3  Treasurer's Staff Report September 2023  Audit  The FY20 audit isi in the review process. We should be getting a finalized copy by the end of the  month, and we will be moving forward with scheduling FY21.  Online Payment Update  The town has partnered with Invoice Cloud PSN. This is an online payment service that will now allow ALL town-related payments by card. There will be several new options to make the payment experience easier for our citizens including paperless billing, auto-pay, pay by phone or online and scheduled payments. This will take effect on September 29th. Notices have been sent  tor residents by mail and have been posted on Facebook as well as our website.  VRSA Audit  The VRSA payroll audit is scheduled for September 14th. This is completed each year to calculate the premium for the town's worker'scompensation coverage.  Taxes  Iti is getting close to tax time again. We will be receiving our real estate and personal property conversion files from Rockingham County next month. Taxes are mailed out yearly on 1/5and  due on 2/5 for the previous calendar year. Business License (July1-J June 30)  Second notices were sent in July and final notices were sent August 15thto delinquent business owners. There are currently 10 unpaid business licenses. The final step will be having the police department notify businesses to cease operation due to non-valid license on September 11th.  Utility Billing Billing Period: Billing Date: Due Date: Total Billing Amount:  06/15/23-08/15/23 09/05/23 10/05/2023 $196,781.31    Number of bills generated: Difference from previous billing: +4 Number of bills printed: Number of bills emailed: Total number of utility applications processed during billing period: Accounts Payable Date:  1370 1084 286 15  August 2023 $223,205.61  Number of May Checks: 97 Total June AP Expense:    Staff Report #4  GROTTOES  VIRGINIA3  Land Development Staff Report September 2023 Zoning Permits issued (August 2023)  2023 total to date 82 Total Permits 2023 Total Dwellings 14 Single-Family 14 Townhouse units  20 Permits 3 Single Family 14Town houses 21 Roof over deck/porch 1Garage  Forest Station - (21s Street) - Construction continues on the first group of six townhouses. Cherry Street Townhouses Construction continues on the Cherry Street Townhouses. R-7 Area East of Cherry Avenue - This area is R-7: sO any development, other than single family residential, will have to have aj plan submitted and go before the Planning Commission and Town Council. The developers will have to run all service lines and construct the roads to state standards. In Shady Creek - Site plan review has been completed and approved by town staff and all departments at Rockingham County for Phases 3-7. This includes an additional 144 housing units. The developer has obtained the easements for the left turn lane off Eastside Highway. Construction may begin in phases 3-  this area construction has begun on 161h Street and 14th Street.  5 but the left turn lane must be completed before phase 6 (townhouses) can begin.  Respectfully submitted:  Tara Morris, Assistant to Town Manager    Staff Report #5  Grottoes Police Department  Staff Report September 2023 Staffing. Chief Sergeant Officer Administrative Asst.  Authorized I I 4 1  Filled 1 1 4 1  Vacant 0 0 0 0  All full-time positions continue to stay filled.  Equipment:  Each full-time Officer has been issued Automated External Defibulaters (AED) to be carried in their assigned patrol car. The AEDs were purchased using the Department of Criminal Justice  ARPA Grant. Grants:  The Police Department was awarded a' Traffic enforcement/ Highway Safety Grant from' The Department of Motor Vehicles. The police department will be replacing 1 radar unit and use the remaining funds from the grant to pay officers to conduct Traffic enforcement efforts on their days off. Officers who elect to work the DMV Grant will be assigned to traffic enforcement only  and can not be utilized to handle calls for service or cover shifts.  Action Item:  After viewing the Ring camera footage and hearing the verbal complaint about speeding on Forrest Ave during the August 14, 2023 council meeting. I have reviewed the map oft the town that has suggested stop sign placement that was created during the Streets Committee meetings last year. After reviewing notes and maps, Is suggest that we make the intersection of 14 St and Forrest Ave a 4-way Stop. A week before the signs are mounted a social media post will be made on the police department's Facebook page along with the Town of Grottoes Facebook page. Temporary signage willl be added to this intersection advising motorists oft the new traffic pattern, for the first two weeks of enforcement of the Stop sign, verbal warnings willl be given by officers for violations after the two weeks it willl be up to the Irequest that the Council take action and approve making the intersection of 14 st and Forest Ave a 4-  officersi if they issue traffic citations or verbal warnings.  way stop. Jason Sullivan Chief of Police    o  °" o  &18 8e  9 9o  oo    Staff Report #6  September 2023  PUBLIC WORKS STAFF REPORT  Staffing  Authorized 1 1 1 1 6 1 3  Filled 1 1 1 1 6 1 2  Vacant 0 0 0 0 0 0 1  Public' Works Director Public' Works Asst. Director Public Works Crew Leader Lead Maintenance Tech Maintenance/Ultilities Tech Wastewater Treatment Operator Part-Time Seasonal Laborer  Dustin Sponaugle has been promoted to crew. leader. He will be evaluated througha6 6- month probationary period. We are pleased with the work hel has done for the' Town  and will help him be successful in his new role.  STREETS  The Streets Committee approved construction of 21st Street to connect it from Dogwood Avenue to Cherry Avenue. 21st.St. is open for traffic there a few other things the publics  works dept. must finish up. WATER AND SEWER Septic Tanks  Staffa are working a rotating schedule to get the septic tank pumping back ona consistent schedule. Int the future, we willl be pumping businesses in town with higher sewer usage (i.e., restaurants and convenience stores) more frequently, once ay year, ata a minimum. Currently there are 1,107 septict tanks int town. Besides working on a consistent rotating schedule of pumping, staff also pump tanks as requested by citizens. Ofthatt total number oft tanks, 335 (33%) have not been pumped in thel 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 staffis working to ensure that all tanks are inspected at a minimum every 5 years, and al log citing the condition oft thei tank isl kept. Also, septic tankl lids that are plastic and getting  brittle and replacing them with metal covers.  Wastewater Plant  The town's engineer is working to develop a scope of work for aj project to evaluate the efficiency of thej processing at the WWTP. Once that scope and pricing is in hand and    accepted by the town the study willl begin. It will provide recommendations for ways to upgrade ori improve the processing and will also investigate planning for the dredging of Mr. Wolverton does great work for the town in running, complying, and maintaining the  Lagoon A. WWTP. Water worked on.  Our staffi is updating the GIS map ofthe utilities whenever a new asset is found ori is Adkins Excavating has completed the 13th. St. water line. The next stepi is pressure testing and Bact. Testing. When the Bact. Test comes back negative, they can proceed Thes staffi is working with SLM Enterprises to install at totalizer in the elevated tank to read the tankl level. There has been a delay installing the totalizer SLM needs the assistance of Southern Corrosion to install an access point on the water tank for the probe. This will allow the pumps to turn on using tankl level. They currently turn on by line pressure which fluctuates and is hard to adjust. We will also be: able to keep the  with connecting the service lines.  tanks fuller with the new system. Newo 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 ofc construction around town. The town staffi is always! looking and trying to plan on the water and sewer service  increases.  ShadrCreksubdvision  There is no new construction currently, however plans for sections 3-7 have been  approved.  VEHICLE. AND EQUIPMENT MAINTENANCE vehicles, including the police department. PARKS AND FACILITIES  The department supplies preventative maintenance for the Town's equipment and  Public works staff are working with Parks to get projects atl both locations done. Public works staff has been assisting with gravel install at Grand Caverns.  2    8/1/2023 Maintenance Town Garage 8/1/2023 Maintenance 209 A6th. St. 8/2/2023 Maintenance 8/2/2023 Maintenance 8/2/2023 Maintenance 8/7/2023 Maintenance 8/7/2023 Maintenance 8/7/2023 Maintenance 8/7/2023 Maintenance 8/8/2023 Maintenance Painter Park 8/8/2023 Maintenance Painter Park 8/8/2023 Maintenance 8/8/2023 Homeowner 8/9/2023 Maintenance  JS  Change oillrotate tires Changed oil/rotated Streets 2Hrs.  Replaced setter/meter  DS,LR,BK Replace setter/meter  Water 3Hrs.  South River Elem. Food Lion 1003 Dogwood Ave. 94 Laurel Oak Ln. 96 Laurel Oak Ln. 901 Laurel Oak Ln. 98 Laurel Oak Ln. WWTP 2085th.St 501 17th.St  JP,JS JP,JS JP,JS JP,BK JP,BK JP,BK JP,BK JP,BK JP,CD JP,CD JP,JS,CD JP,JS,CD JS,JP JS,JP JS,JP LR,CD,DS JS,LR JS,LR JS,LR JS,LR JS,LR JS,LR JS,LR DS,LR,CD BK,CD JS,CD JP,TB,CD,AJ DS,LR  Pump septic tank Pump septic tank Pump septic tank Spread dirt,grass seed,straw Pump septic tank Pump septic' tank Pump septic tank Pump septic tank Pump septic tank Trim brush back Pull weeds Weedeat lagoon Pump septic tank Pump septic tank Pump septic tank Pump septic tank Trim brush/alleys/roads Replace Pump septic tank Pump septic tank Pump septic tank Pump septic tank Pump septic tank Pump septic tank Pump septic tank Replace septic lid signs Pump septic tank Checking valves Pump septic tank Water leak 2" main Water leak 2" main 3/8 line busted  Pumped septic tank Sewer 2Hrs. Pumped septic tank Sewer 2Hrs. Pumped septic tank Sewer 2Hrs. Pumped septic tank Sewer Hrs. Pumped septic tank Sewer Hrs. Pumped septic tank Sewer Hrs. Pumped septic tank Sewer Hrs. Pumped septic tank Sewer Hrs. Weedeated lagoon Sewer 1Hr. Pumped septic tank Sewer 2H Hrs. Pumped septic tank Sewer 2Hr. Pumped septic tank Sewer 2Hrs. Pumped septic tank Sewer 2Hrs.  Spread dirt,grass seed,straw  8/2/2023 Maintenance Repair Yards DS,LR,BK,CD  Water 2Hrs.  1.5 1.5 1.5 1.5 1.5  8/7/2023 Maintenance 1197 Red Maple  Trimmed brush Pulled weeds  Parks 1Hr. Parks 1Hr.  8/9/2023 Maintenance 1603 Gum Ave. 8/9/2023 Maintenance 406 16th.St. 8/9/2023 Maintenance  Town  Trimmed brush Replaced all  Streets 4Hrs. Water 3Hrs.  3/10/2023 Maintenance 1400 Riverside DS,JP,BK,CD meterlsetter/base  3/10/2023 Maintenance 506 20th.St. 3/10/2023 Maintenance 707 18th.St. 3/10/2023 Maintenance 1703 Gum Ave. 3/10/2023 Maintenance 1701 Gum Ave. 3/10/2023 Maintenance 1700 Gum Ave. 3/10/2023 Maintenance 1702 Gum Ave. 3/10/2023 Maintenance 1400 Gum Ave. 3/11/2023 Maintenance 3/11/2023 Maintenance 4th,5th,8th. Gum 3/14/2023 Homeowner 3/15/2023 Maintenance 3/16/2023 Maintenance 402 16th.St. 3/17/2023 Homeowner 3/17/2023 Maintenance 3/17/2023 Maintenance  Pumped septic tank Sewer 1Hr. Pumped septic tank Sewer 1Hr. Pumped septic tank Sewer 1Hr. Pumped septic tank Sewer 1Hr. Pumped septic tank Sewer 1Hr. Pumped septic tank Sewer 1Hr. Pumped septic tank Sewer 1Hr. Replaced septic lid Sewer 1Hr. Pumped septic tank Sewer 2Hrs. Pumped septic tank Sewer 2 Hrs. Pumped septic tank Sewer 2Hrs.  302 9th.St. 703 Dogwwod Ave. Well Lot 301 6th.St. 206 9th.St Well lot  Crooked/faded street Replacedstaightened  signs&post Checked valves  Streets 2Hrs. Water 2Hrs. Water Hrs. Water Hrs. Water 1Hr.  JP,DS,LR,JS Pump septic tank  2.5 2.5  3/17/2023 Maintenance 1203 Cherry Ave. LR,JS,BK  Fixed water leak Fixed water leak Fixed 3/8 line  LR,JS,BK JP,DS  3    Yard work/water leaks Town 607 15th.St  3/21/2023 Maintenance 3/21/2023 Maintenance 3/22/2023 Maintenance WWTP outfall 3/24/2023 Maintenance 3/24/2023 Maintenance 606 14th.St. 3/24/2023 Maintenance 602 17th.St. 3/24/2023 Maintenance 606 17th.St. 3/24/2023 Maintenance 1603 Forest Ave. 3/24/2023 Maintenance  DS,LR JP,JS JP,JS JP,JS JP,JS JP,JS JP,JS JP,JS DS,LR,BK TB,JP DS,LR DS,LR JP,JS JP,JS,BK  Fix Yards water leaks Find water valves Cut brush Pump septic tank Pump septic tank Pump septic tank Pump septic tank Pump septic tank Clean up ditch line Pump septic tank Install new traffic signs Replace meter/setter Pull valve New trees leaning Fix alley from Dominion work Pump septic tank Pump septic tank Pump septic tank  Fixed yards Found valves/cleaned Cut brush  Water 2Hrs. Water 4H Hrs. Sewer .5 Hrs.  Pumped septic tank Sewer 2H Hrs. Pumped septic tank Sewer 2Hrs. Pumped septic tank Sewer Hrs. Pumped septic tank Sewer Hrs. Pumped septic tank Sewer 2 Hrs. Cleaned ditch line Streets 7Hrs. Pumped septic tank Sewer 2Hrs. Installed traffic signs Streets 1Hr.  1.5 1.5  21st.St.  3/25/2023 Maintenance Grand Caverns DS,TB,BK,LR Spread gravel in cave Spread gravel in cave Parks 3Hrs.  3/26/2023 Maintenance Chicken Shack 3/28/2023 Maintenance 3/28/2023 Maintenance 3/29/2023 Maintenance  21st.St. 89ASt. WWTP 200 block 102 Berkeley Ave. 1442 Mandoin Ave.  Replaced Pulled valve Tied tree up Fixed alley  Water 3Hrs. Sewer 3Hrs. Parks 3Hrs. Streets 3Hrs.  3/29/2023 Maintenance Painter Park  3/30/2023 Maintenance 13th.&14th. Alley JS,BK,DS,LR  3/31/2023 Homeowner 3/31/2023 Homeowner  DS,JS DS,JS DS,JS  Pumped septic tank Sewer 2Hrs. Pumped septic tank Sewer 2Hrs. Pumped septic tank Sewer 2Hrs.  3/31/2023 Homeowner 302 Aspen Ave.  4    Staff Report #7  Parks & Tourism Staff Report September 2023 Staffing: Parks & Tourism Director Parks & Tourism Assistant Director Parks Coordinator Park RangerlI Park RangerI Park Aide  Authorized I I  Filled  Vacant 0 0 0 1  0 11 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 $60,252.18 in revenue for the month of August. To compare with previous  Revenue:  years please reference the charts at the end oft this report. Grand Caverns Park/John El Painter Park:  1. Phase 2 Communications in Grand Caverns: This project, funded by Parks Department ARPA money, is scheduled to take place from 8/14 -9/14. Grand Caverns' tour operations have been modified and advertised to the public but will primarily run on weekends only until Labor Day weekend. The invasive aspect oft the project is on track to be completed by the 9/14 deadline. The installation of equipment and phones might take ai few additional days of work, but tours will 2. GPR: study of the community pool with TRC has been scheduled for 9/13/2023. and should have results within 2 weeks after completion of the work. They'll likely have it to us sooner but have scheduled extra time in case of more than normal workloads. This work is being completed for  operate without interruption due to the nature of this work.  $6,300.00 as quoted back in February 2023.  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 15,989.60 16,933.85 20,391.97 18,631.61 18,618.06 17,038.43 29,243.19 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 November 29,960.14 35,864.01 31,040.05 35,719.21 28,575.92 45,122.38 45,510.93 December 19,065.81 25,078.17 26,501.92 28,439.56 15,788.80 43,131.17 39,826.13  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 591,826.74 654,971.06 609,864.94 416,466.11 551,599.86 703,926.54 771,272.96 121,896.53  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  591,826.74  609,864.94  551,599.86  416,466.11  182,148.71    2017  2018  2019  2020  2021  2022  2023  2024    W541 JVH TC-New Bus 41  Rezoning Request of Ashby Holding LLC, represented by Phil Smith  4.059 Acres from B3to R7 - Case #012023 Phil Smith representing Ashby Holdings, LLC (landowner)  Applicant Location Tax Map# 160D4-(A)- L24 and 160D4-(A)-L25A Current Zoning B-3-Business District Proposed Zoning R-7 -P Planned Unit Development Acreage 4.059  Northwest of Cary Street and north of the intersection of Cary Street and Augusta Avenue (Rt. 340).  General Information:  The subject property (and adjacent lots to the west and north) were purchased by Ashby Holdings, LLC inA April 2022. The property has been cleared and contains an abandoned house that will be removed as development progresses. If the property is rezoned to R-71 the applicant intends to construct 24 townhouses. Ift the rezoning does not occur the applicant intends to build single family or two-family The area requested for rezoning is part ofal larger proposed development plan which is attached to this report. The entire site includes: a B1 - General Business lot on the west side adjacent to Augusta Avenue (Rt. 340), on which the developer plans to place al business, a new road, proposed Shendun Hill Court, off Augusta. Avenue toward the east and bisecting the site, and 3 single family dwelling lots on the north  residences as allowed by code.  portion of the site. That area is zoned R1- Low Density Residential.  Zoning Allowances  By Grottoes' Town Code, the B3 - Business District (current) zoning allows for the same residential development as the R3 - Residential Limited District. Therefore, under the current zoning, the property could be developed with: single family dwellings on 12,000 square foot lots or two-family dwellings on The R7- Planned Unit Development zoning is intended to provide for larger scaled development and clustering of single-family residential dwellings and to provide for a neighborhood with a variety of  15,000 square foot lots.  housing types and densities, shopping, parks, playgrounds, open space, etc.  Staff and Agency Analysis: Building Services Code.  Any development will require approval from the town Zoning Administrator prior to the issuance ofa building permit. All future construction will need to meet the requirements of the Virginia State Building    Fire  Rockingham County Fire and Rescue's fire marshal reviewed the proposed request and plan. There were no comments regarding the type of development and impact ont fire and/or rescue. The comment provided was as follows, "the addition of at fire hydrant at the entrance and ensure 600 foot spacing of  the fire hydrants." Environmental  The Rockingham County Engineer states that land disturbance to exceed 10,000 square feet requires an erosion and sediment control plan and permit; land disturbance over one acre requires an engineered stormwater management plan and construction general permit. There isar mapped floodplain and creek on a portion of the property. A stream buffer ofr no less than 501 feet will be required to be maintained along Miller Run. Per an existing agreement, enforcement of these regulations is the responsibility of  Rockingham County. Planning and Zoning Zoning Ordinance: (Sec. 100-67-71)  By Grottoes' Town Code, the B3 - Business District (current) zoning allows more flexible uses than the B1 and B2 zoning, int that business and residential uses are permitted. B3 allows for the: same residential development as the R3 - Residential Limited District; single-family and two-family dwellings. Therefore, under the current zoning, the property could be developed with single family dwellings on 12,000  square foot lots or duplexes on 15,000 square foot lots.  Zoning Ordinance (Sec. 10044-53)  The R7- Planned Unit Development zoning (proposed) is intended to provide for larger scaled development and clustering of single-family residential dwellings and to provide for a neighborhood with a variety of housing types and densities, shopping, parks, playgrounds, etc. The gross residential  density shall not exceed 20 dwelling units per acre.  Comprehensive Plan  The town'scomprehensive. plan does not detail information regarding intentions for community development or land use. Grottoes official zoning map along withi its approved ordinances are the detailed documents by which proposals for development should be approved or disapproved. Public water and sewer are available to the site. Sewer lines exist on the property and 8-inch water mains are available to bet tiedi in to. Any development will require the developer to extend service lines and put connections in place. All work will be done in coordination with and through approval by the  Public Works  Town's Public' Works Department.  VDOT  Rt 340 (Augusta Ave) is a minor arterial road with a daily traffic count of 6,900 vehicles. Site specific comments provided by the Harrisonburg Residency Land Use Engineer include: The proposed road: should be designed to meet the VDOT Secondary Street Acceptance Requirements. A full review of the entrance and road design will occur during the site plan review phase. The developer provided at turn lane warrant analysis. VDOT is satisfied that turn lanes off Rt. 340 are not warranted for this development. Any work on VDOT right-of-way will require a VDOTI Land Use Permit.  Ashby Holdings, LLC Rezoning Request  2    Considerations:  The surrounding area contains a mix ofl land uses and zoning districts. Adjacent to the site are B1, B3 and R1 zoning districts. Adjacent land uses are commercial businesses and single-family dwellings. There are two-family and multi-family dwelling units nearby. The subject property does not adjoin existing R7  zoning.  Due to location, iti is unlikely that the property will be developed as a business(es) only. Under the current: zoning, business uses, and residential uses are both allowed by right. The landowner/leveloper: intends to place housing only on this property. By the provided site plan of the entire proposed development, the single-family houses will be adjacent to existing single-family homes to the north. There is open space indicated between the proposed townhouses and existing single-family homes to the south and east. The developer has indicated that increasing the density of dwellings to 241 townhouses will increase their monetary return and allow the developer to invest more heavily into the business Ifthis rezoning request is approved, all R7 uses would be available. R7 development requires the  zoned property adjacent to the west. governing body to approve a site plan. According to the Grottoes Town Code: $100-48. Qualifying requirements.  Ai tract or parcel of land may be considered for Planned Unit Development District R-7 A. Ownership requirements. The project area must be in one ownership, or the application filed jointly by the owners of all land within the project area. The holder ofa a written option to purchase land shall, for the purposes of such application, be deemed to be an owner of such land; however, each and every project area in a Planned Unit Development District must be in single or common ownership before B. Availability of public utilities. The project area must be located where public water and sewer systems are available or where a community water and sewer system can Land suitability. Rezoning land to Planned Unit Development District R-7 may be denied if, from investigation conducted by all public agencies concerned, it has been determined that the landi isn not suitable for development because ofi inadequate road access, geographic constraints, inadequate community facilities, excessive distance to employment area, nonconformity to Town development plans or other public  zoning only if it meets the following conditions:  the final development plan is approved. be developed as part of the project.  health, welfare or safety objectives.  Planning Commission Action: to consider the rezoning request. Council JPH Action:  OnJuly 25, 2023, the commission voted to recommend that the Town Council set aj joint public hearing  On August 14, 2023, council voted 3-21 to hold aj joint public hearing (JPH) with the planning commission  tol hear the rezoning request and community input.  Ashby Holdings, LLC Rezoning Request  3    Staff Recommendation:  As of September 1, 2023, the owner/developer submitted al letter imposing voluntary conditions (a proffer) on any future development should the rezoning be approved. The letter is attached to this report. The letter states that land development will occuri in strict accordance with the plan provided by Terra Engineering. Staff is satisfied with that development plan. Based on the topography of the land, the proffered plan as presented by the developer and engineer allows for less disturbance on the site than uses under the current zoning categoryand regulations. Agency and department review of the proposal revealed no significant concerns. AI rezoning of the property does not create land use that is inconsistent with land usei in the area of the request. Staff recommendation is for approval.  Ashby Holdings, LLC Rezoning Request    Ashby Holdings, LLC & Property 16, LLC  PROFFERS STATEMENT DATE: September L,2023  Owner: Ashby Holdings, LLC Property 16, LLC Tax Map Number(s):  Ashby Holdings, LLC & Property 16, LLC: as property owners of the Shendun Hills Subdivision, located in the Town of Grottoes, Virginia, hereby proffers that the use and development oft the Shendun Hills Subdivision shall bei in strict accordance with the original plans provided by" Terra  Engineering and will not alter int the circumstance ifr rezoningi is granted.  Ashbyl Holdings, LLC Lamhe Capake By: Keaden Ceaebn Its: Maaper Property16,LLC  (SEAL)  achae (SEAL) BrHoakl Gapbl Its:_ Maaager