TOWN OF GROTTOES June 12, 2023 6:00 P.M.  TOWN COUNCIL WORKSESSION AGENDA  CALL TO ORDER - MAYOR PLASTER  1. R7 Zoning Request - Aspen Ave Apartments  2. Land Purchase Request  3. Park & Tourism Fund Project Reassignment  4. Other Business    TOWN OF GROTTOES TOWN COUNCIL MEETING AGENDA June 12, 2023 7:00 P.M.  CALL' TOC ORDER -MAYOR PLASTER ROLL CALLING - CLERK MORRIS WELCOME CITIZENS  APPROVAL OF MINUTES - FROM THE MEETING OF MAY8, 2023, MEETINGS OF  MAY 16, 2023, AND SPECIAL CALLED MEETING ON MAY: 31, 2023. PRESENTATION OF PETITIONS AND CLAIMS (PUBLIC COMMENT)  REPORTS OF THE STANDING COMMITTEES: 1. Finance - Council member Raynes, Chair a. ACTION Approval of Financial Reports 2. Water and Sewer-C Council member Bailey, Chair  b. ACTION Approval of the FY23-24 Annual Budget and Fee Schedule.  3. Ordinance, Health, and Property - Council member Kohl, Chair 4. Streets and Street Lights - Council member Justis, Chair  5. Parks, Recreation and Public Facilities - Council member Sterling, Chair  6. Special Events Council member Leeth, Chair  7. Personnel, Fire and Police Protection - Mayor Plaster, Chair  STAFF REPORTS: 1. Town Manager 2. Town Attorney 3. Treasurer  4. Assistant to Town Manager 5. Police Chief    6. Public Works Director 7. Parks and Tourism Director  NEW BUSINESS  1. R-7Zoning Request - Aspen Avenue Apartments 2. Discuss live streaming or video recording council meetings.  OLDBUSINESS ADJOURN    May 8, 2023  A regular session of the Town Council of the Town of Grottoes was held on Monday, May 8,  2023, at 7:00 p.m. at the Grottoes Town Hall, Grottoes, Virginia.  CALL TO ORDER  Mayor Plaster called the regular session of May 8, 2023, oft the Grottoes Town Council to order ATTENDANCE: Council Members present: Mayor Jo Plaster, Jim Justis, Tim Leeth, and Michael Kohl. Council members absent: Joshua Bailey, Mark Sterling, and David Raynes. Other Town Officials present: Town Manager Stefanie McAlister, Clerk Tara Morris, Attorney Mayor Plaster thanked everyone for coming out tonight and stated that unfortunately we do not have a quorum. She stated that we will have a motion to recess the meetings for next week since we do not have a quorum present, we cannot take further action on the agenda items. Mayor Attorney Miller explained to the public present that we operate under Robert's Rules of Order and when you do not have a quorum present you cannot have any public hearings or take action on any agenda items. He stated that we have limited action we can take, and they are to fix the time of adjournment, adjourn, recess, or take step to bring the other members in. He stated that we cannot do that in this case because they all had given notice that they would not be able to make the meeting. Attorney Miller stated that he has recommended to the Mayor that we recess the meeting until Tuesday, May 16 for the public hearing and the other scheduled meetings. Council member Justis made a motion to suspend the public hearing for the FY23-24 Annual Budget until reconvened at 7:00 p.m. on Tuesday, May 16, 2023. Council member Leeth seconded the motion. Mayor Plaster called for a vote, the vote carried 3-0, voting recorded as Council member Justis made a motion to recess the town work session and council meeting scheduled for May 8, 2023 at 6:00 p.m. and 7:00 p.m. respectively to be reconvened on May 16, 2023 at 6:00 p.m. and 7:00 p.m. respectively. Council member Leeth seconded the motion. Mayor Plaster called for a vote, the vote carried 3-0, voting recorded as follows: JUSTIS - AYE;  at 7:02 p.m. Mayor Plaster asked for ai roll call.  Nathan Miller, and Police Chief Jason Sullivan.  Plaster apologized again to everyone that came out.  follows: JUSTIS - AYE; KOHL - AYE, LEETH - AYE.  KOHL - AYE, LEETH - AYE. Mayor Plaster recessed at 7:06 p.m.    May 16, 2023  A work session of the Town Council of the' Town of Grottoes was recessed from Monday, May 8, 2023 until Tuesday, May 16, 2023 at 6:00 p.m. at the Grottoes Town Hall, Grottoes, Virginia.  CALL' TO ORDER too order at 6:00 p.m.  Mayor Plaster called the recessed work session of May 16, 2023, of the Grottoes Town Council ATTENDANCE: Council Members present: Mayor Jo Plaster, Tim Leeth, David Raynes, Joshua Other Town Officials present were: Town Attorney Nathan Miller, Town Manager Stefanie McAlister, Treasurer Rhonda Danner, Public Works Director. AJ Hummel, Parks Director Austin Mayor Plaster said the first item on the agenda is the budget. Manager McAlister asked if anyone had any questions on the budget before we have the public hearing on it. Manager McAlister said there was a question regarding staff, salaries, and personnel sO she sent out an email with additional information and followed up to see if anyone had any questions and she said she did not receive any. Council member Bailey said we need to get to giving merit-based raises. He said we have been talking about them the whole time he has been on council, and they haven'tb been done yet. Manager McAlister said that employee evaluations have been conducted for this time of year which is too late tol be reflected in the budget. She said since the job descriptions have been refined, she would like to move the evaluations to October sO they can be used for the upcoming budget process. Attorney Miller said we should update the personnel manual to reflect any adjustments. Council member Bailey said we have talked about this every year, but it has never been implemented. He stated that he knows she wasn'tinvolved with that but wants to know how we ensure that it's going to get implemented. Mayor Plaster said we have been in a staffing restructuring, and we are now ready to move forward with merit and cola raises. Manager McAlister said she would like to meet with the personnel committee at the beginning of September to establish the structure of the merit and cola raises and then bring the recommendation to the full council in October. Council member Bailey replied sO moved, seconded by Council member Justis, and carried by a vote of 6-0, voting recorded as follows: JUSTIS - AYE; BAILEY - AYE; STERLING - AYE; RAYNES - AYE; KOHL-AYE; Mayor Plaster said the next item on the agenda is a discussion on train horns and guide to the quiet zone establishment. Council member Bailey said he has a couple of citizens bring this exact flyer to him asking if this can be done here. He said one person worked for the railroad and that this has been done in many towns across Virginia. He said this is usually done following the noise ordinance. He asked if they wanted to come to council to present this and they were  Bailey, Jim Justis, Michael Kohl, and Mark Sterling.  Shank and Police Chief. Jason Sullivan.  LEETH- - AYE.    reluctant to, he asked fori it to be put on the work session agenda. He asked ift this was something we would like to look into. He said there is al lot ofi information in the flyer and he knows the railroad is going to do what they want to even if wej pass something. Council member Justis said this was brought to council about fifteen years ago and we still have the same issue. He said with both of our crossings being gated this may be something to look into. Mayor Plaster said she is concerned about the safety aspect and the cost to mitigate those areas. Council member Kohl is concerned with liability. Mayor Plaster suggested the ordinance committee check into this more and make ai recommendation. Council member Justis made a recommendation to ask staff to invite Norfolk and Southern to come to a work session within the next 90 days to discuss this Mayor Plaster said the next item on the agenda is public hearing notifications. She stated that under the Town Manager's staff report she has included some information regarding advertising for public hearings. Manager McAlister said several of the Town Managers and Rockingham County have been talking about the process of advertising public hearings in the newspaper and how most people are not subscribing to newspapers anymore. She said the thought from the group was to approach our local legislators and or VML about getting the state code amended to include online notification. She said advertisements have gotten more expensive, the one for Mayor Plaster said the next item is the Parks Committee requested information. Director Shank gave al breakdown of the estimated cost to repair the pool which was ai range from $133,300.00- $205,300.00 with $205,300.00 being the worst-case scenario to get the pool back to an operational state. He said since the pool has been sitting some resurfacing would probably need to be done and with what water was left in the pool, we now have al biblical number of tadpoles in the pool. Council member Leeth said he doesn't feel we can make a decision on either demolishing or repairing it at this time. He said we have gotten a lot of complaints from our citizens. He asked if having a citizens committee to explore this more to see if the pool is salvageable is appropriate. Council member Leeth said that doesn't mean we will say yes toit and wants to make it clear that he is not convinced that he wants a pool but feels the current pool cannot stay an eyesore. Council member Kohl said he thinks it's a fine idea for the citizens to fundraise for the pool. He said that he thinks the way this was handled and the quick decision that was made to demolish the pool without the citizens knowing has caused a lot of citizens to not trust this council. Council member Leeth said there is sO much misinformation out there and they are not taking the time to read the information we provide. He said it's still the perception that it is evaporating and not actually leaking. Council member Leeth said he has heard comments that water lines are leaking all through the park and this is not true. Council member Kohl said we made a decision to demolish the pool in two meetings, both being at the work session where no public was involved. He said this makes people think we are trying to be sneaky, and we were not, but it's the perception the citizens have, and perception is reality in our society now. Council member Kohl said he feels confident that the management we have now  further.  tonight's meeting cost over $1,000.00.    will see the project through and make sure it is done right, which is something we didn't have the last time. Council member Justis said everyone he has talked to wants to know how the council came up with the decision that was made. Council member Kohl said we need to ask our citizens top partner with us to help raise money to repair the pool, concession area and bathroom sO we can get that fixed and sO we can start making some money. Mayor Plaster said we are going into the meeting and there is an agenda item for a motion to rescind the demolishing of the pool. She  said we need to have a timeline in place.  Mayor Plaster adjourned the work session at 6:59 p.m.    May 16, 2023  The reconvening of the regular session of Town Council of the Town of Grottoes was held on Tuesday, May 16, 2023, at 7:00 p.m. at the Grottoes' Town Hall, Grottoes, Virginia.  CALL TOC ORDER  Mayor Plaster reconvened the regular meeting of the Grottoes Town Council at 7:03 p.m. on ATTENDANCE: Council Members present: Mayor. Jo Plaster, Jim Justis, Joshua Bailey, Mark Other Town Officials present: Town Attorney Nathan Miller, Town Manager Stefanie McAlister, Parks/Tourism Director Austin Shank, Treasurer Rhonda Danner, Public Works  May 16, 2023. Mayor Plaster asked for a roll call. Sterling, David Raynes, Tim Leeth, and Michael Kohl.  Director AJ Hummel, Police Chief. Jason Sullivan.  APPROVAL OF MINUTES.  On motion by Council member Raynes, seconded by Council member Justis, and carried by a vote of 6to0, voting recorded as follows: JUSTIS - AYE; BAILEY - AYE; STERLING- AYE; RAYNES -4 AYE; LEETH - AYE; KOHL - AYE, the Council approved the minutes from  the meetings on April 10, 2023.  RECESS  Mayor Plaster recessed the regular meeting at 7:05 p.m.  PUBLIC HEARINGS  Mayor Plaster called to order the public hearing for the FY 23-24 Annual Budget and proposed Mayor Plaster said we do not have anyone signed up to speak tonight on the budget.  fee schedule. She read the rules for the public hearing.  Mayor Plaster adjourned the public hearing at 7:06 p.m. Mayor Plaster reconvened the regular meeting at 7:06 p.m. PRESENTATION OF PETITIONS AND CLAIMS  Kara Kelly thanked the council for showing up tonight. She said she is here tonight to speak on making Grottoes a quiet zone. She said page three of the information that was provided clearly states that making quiet zones at crossings increases the risks for accidents. She said it states there is no funding for creating the quiet zone which can cost anywhere from $30,000.00 to over one million dollars per crossing. She asked if this council is SO concerned with being good    stewards with our monies, then why are we entertaining this idea. What reasons can you give us toj justify the expenses this may incur. She asked why we would be willing to spend $60,000.00 tos silence the air horn from a train that passes through town every day, but we are not willing to Ada Hale said she has lived in Grottoes her entire life and the pool holds a special place in her heart. She said she has aquatics training, has helped with the swim team, and her kids have been lifeguards at the pool. Ms. Hale said she supported you with your campaign with the understanding that you would be supportive of the pool and thanked the ones that stayed supportive. She said we see you and we thank you. Ms. Hale respectfully asked the council to listen to these appeals and asked if an aquatics consultant would be helpful. She asked if we could form a committee and said we need due diligence, fairness and to be transparent for the town citizens. Ms. Hale stated that she offers help any way that she can and asked that council slows their decisions until a committee can be formed and proper expert advice gained, and budgets can be met and examined and be accessible and transparent to our community sO we can see why these decisions are being made. She stated that she would also like to see live streams and recordings of Town meetings for better accessibility for all the citizens of Grottoes and Ada Hale addressed the council concerning the quiet zone discussion. She said her dad was the National Safety Ranger for Norfolk and Southern Railway. She said not only would all the cost come on the Town toj provide the extra security measures for those crossing and its maintenance, but statistics show an increase in trespassing in quiet zones up more than three percent in 2020. She said that larger traffic areas (train and vehicle) this is more successful in those areas. She said she would be glad to sit down with any one of you to discuss this more, but she says that for our unique circumstances here in Grottoes, it may not be the safest route and then all the costs Sara Kinzer stated last month she shared the impact from the pool being taken out of the previous town she lived in Ohio. She said the pool helps bring people into the town and they visit our stores and restaurants. She said she talked about the pool being a community asset and help bring families to the area. Ms. Kinzer said she also spoke about the risk of the safety and development of the communities' children. She said the increase in drug exposure and use by younger children who no longer have a safe low-cost activity to help keep them occupied and socialized in al healthy way. Ms. Kinzer gave drowning statistics from the health department on children from swimming in pools and natural waters like rivers. She said if we keep the pool closed our kids will go to the river or to a friend's pool and the difference between that and our community pool is lifeguards. She said this is literally life and death and all the people here Maite Taylor said she spoke to the council in April on the importance it is for this community to be able tol keep the pool. She said we have nearly 2000 signatures on the petition and after much  put $30,000.00 (most of which has been donated) towards fixing the pool.  Facebook posts reminding citizens of the meetings.  involved.  tonight is urging you to keep our pool.    discussion you did decide to hold off demolishing the pool until further information can be gathered and a more comprehensive and thought-out decision can be made. She said she found out that the first week of May the pool was drained which flooded the walking trails and prohibited people from walking on the trails. She said she understands that was done because of at tadpole issue however, we should still be providing routine maintenance on the pool to ensure its structural integrity of the pool plaster which includes keeping the pool properly filled. Ms. Taylor said to repair the expansion joint would cost al little over $21,000.00 and now estimates to repair the pool are up to $200,000.00 and would like to know how we got to this point. She said she feels that we are overestimating the cost of repairs toj justify the rash decision made to demolish the pool tol beyond what the cost of demolishing would be. She would ask that a meeting on pool action be considered and to be more open about the decisions being made. Barry Gibson said he has an emotional attachment to the pool and that he was on the pool's swim team. He said it was mentioned to build a community center. He said looking at Elkton and their operating budget their expenses are over $200,000.00 more than the income and over $300,000.00 if they didn't get a grant. He said Grottoes can'ta afford that. Mr. Gibson said with the money we may put toward a community center we could operate that pool for 12 years and with proper construction, proper guidance, and oversight it can serve the community and be a money-making project. He stated that the problem is nobody wants to put that time into it and looks at it as a money pit. He said it has been mismanaged and it is time for our council to stand up for our people and manage the money properly. He said he moved his children and grandchildren back to this community for this pool and SO they can learn how a community Brian Kelly thanked the council for being here tonight and said he knows they are listening to a lot about the pool and his only comment is to get solid quotes on what demolishing and repairing the pool would be and presenting those at a meeting before a final decision is made. Mr. Kelly talked about the quiet zone and said he doesn't understand who benefits from that. He said the Federal Railroad Administration has brought this up for years because of the number of accidents that are happening nationwide. He said he doesn't see the benefit this would create except it may keep a couple people from complaining, but the train has been going through Grottoes since Grottoes was Shendun. Mr. Kelly said his last concern is over the abandoned vehicle enforcement. He said this does affect him because he bought a parts car to teach his son how to build and restore a vehicle. He said he does not have a garage toj put his parts vehicle in and got a notice that we have 60 days to remove the vehicle, He said he understands it's an eyesore but wanted to know if he has other options than removing the vehicle out of the town's limits. Berkeley Wentz said she lives in Grottoes and attended last month's meeting in solidarity to save the pool. She said she first heard about the pool being closed and possibly demolishing it by a petition circulating on Facebook. To say I was disappointed was al bit of an understatement. She said she grew up in Elkton and at the Swift Run Pool. She said if you know that pool you know its not in a prime location and hard for community members to get there. She said Grand Caverns  really is.    isi in a prime location that our kids can get to and also serves the communities of Weyers Cave and Crimora. She said some of her favorite memories from her childhood was from Swift Run it was the place where she met up with her friends over the summer. She said she mentions all the great things that came out of Swift Run because that's what this town will be losing by not having their own pool. She said she would like to volunteer herself for any marketing, social media presence and community outreach that needs to take place for this pool. She said she has worked with Charlottesville Parks and Recreation in the Aquatics division and has helped with swim meets and many community and family events. Ms. Wentz said she thinks we are finding ourselves in this situation because of the lack of marketing and community communication and outreach. She said she would like to propose a fundraising event that could hopefully happen at Grand Caverns Park. She said this is just an idea, but it could possibly bring in needed funds that would lessen the opposition and funds. She said she is close friends with the President of the Epic Committee for Elkton and for those that don't know what the Epic Committee isi it is the Nadina Pupic said she has lived in Grottoes for eight years and said she wanted to mention some things that would be helpful to her and probably many others. She said it would be helpful ift the town would post reminders of the council meetings on the Town's Facebook page, and for any important decision that the council is going to make to be posted on the Town's Facebook page sO the citizens are aware before the decision is made. She said it would be helpful if the Town Council's bylaws were posted on the town' s website. Ms. Pupic said it would be helpful to know who decided and why they decided to drain the pool. She said she would like to know from the Parks Director where these estimates come from and if they were obtained before the pool was drained or after it was drained. Ms. Pupic said she feels that something smells fishy and she is Rachel Jackson said this is important to her because she has kids. She said her son turned 13 last week and they had 10 boys over. She said their activities included riding bikes around town, playing at the soccer field behind the police department and playing at the town park but she said the pool could have been a big benefit for them. She said for some of these kids that could be their first job which would teach them responsibility and how to save money. She said but now this is not an option. Ms. Jackson said investing in the pool is not just investing in the pool, ,it's investing in the people. She said taking the pool away is a detriment to the families in Grottoes and the surrounding areas. She said there have been some rash decisions made in the past and now we: need to make better thought-out decision. Ms. Jackson said you all were elected to listen  committee that helps toj plan the Town's events.  not the only one smelling it.  to the people and the people have spoken. REPORTS OF STANDING COMMMITTEE:  FINANCE - Council member Leeth made a motion, seconded by Council member Leeth, and carried by a vote of6to0, voting recorded as follows: JUSTIS - AYE; BAILEY-AYE;    STERLING - AYE; RAYNES - AYE; LEETH - AYE; KOHL - AYE, the Council accepted the  financial report for April 2023. WATER AND SEWER - no report  ORDINANCE, HEALTH, AND PROPERTY - no report STREET AND STREET LIGHTS - no report  PARKS, RECREATION AND PUBLIC FACILITIES - noi report  SPECIAL EVENTS - Council member Leeth announced the upcoming events starting with the opening game of the Grottoes Cardinals on May 231d, the Memorial Day Ceremony at the Town Hall at 11:30 am on May 29th. He stated June 1-3 we have the Grottoes Fire Department Lawn Party and the Party in Park on June 24th both of those events will be at. John E. Painter Park. PERSONNEL, FIRE. ANDI POLICE PROTECTION: - Mayor Plaster stated that it was  National Police Week and wanted to say thank you to all our officers.  STAFF REPORT  TOWN MANAGER. Manager McAlister wanted to point out a couple items from her staff report. She said Shentel Glo Fiber has submitted plans and they have been reviewed. She said they plan to start installation in. July. Manager McAlister said we received a visit from a representative from Dominion Energy about residential growth in town and areas that need to be upgraded. She said that Herself and AJ, Public Works Director, will be working with Dominion ATTORNEY. Attorney Miller said he did not have a report but would be happy to answer any. TREASURER. A written report was provided. There were no additional comments from staff ASSISTANTTOTOWNMANAGEK. A written report was provided. There were no additional POLICE CHIEF. A written report was provided. There were no additional comments from staff PUBLIC WORKS. A written report was provided. There were no additional comments from PARKS AND TOURISM. A written report was provided. There were no additional comments  Energy to see when upgrades need to happen.  questions.  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. from staff and no questions or comments from Council members.    NEW BUSINESS - Council member Kohl made a motion to rescind the council's previous motion to demolish the pool. Seconded by Council member Justis. Council member Sterling asked if we were tabling it and Council member Kohl stated that at this point, he is asking that it be rescinded. Attorney Miller said the first step would be to rescind the previous motion and then you can state your next steps. Council member Bailey made a motion to table the motion to rescind until we hear Council member Leeth's suggestions. Seconded by Council member Raynes. Council member Leeth asked ifiti is tabled can we continue with his suggested course of action. Attorney Miller said that when an item is tabled you can discuss another course of action on the pool. Council member Justis called for the vote on the motion to table. The vote failed2 to4, voting recorded as follows: JUSTIS - NAY; BAILEY - AYE; STERLING - NAY; RAYNES - NAY; LEETH -A AYE; KOHL -I NAY. Mayor Plaster said now we are back to the original motion to rescind the council's previous motion to demolish the pool. The vote carried 4 to2, voting recorded as follows: JUSTIS- AYE; BAILEY-NAY:STERLING-AYE: Council member Kohl said we are currently $130,000.00 -$ $200,000.00 in the hole to get the pool back. He said we need to have some citizens involvement and would like to form a citizens' committee to look at the feasibility of repairing the pool or a different option which may be creating a different pool. Council member Kohl said after researching the information needed the citizens committee would give the council the information and a recommendation. He said this doesn'ti mean that it will be approved. He said the other part of the citizens committee would be to fundraise to help offset the cost of repairing the pool. Council member Kohl made a motion that council instructs town staff to facilitate a citizens committee to look at the future of the Grottoes pool. Mayor Plaster said she would like to add that the Parks and Recreation Committee be involved in that along with staff. Council member Kohl said to report back to the Council in six months. Council member Justis seconded the motion. Council member Leeth asked that the citizens committee keep in mind of all the other major expenses that are needed from the town including upgrading the lights in the cave, water lines replacements, dredging of the lagoon. He said these are all major expenses that the council has to keep in mind because we don't have the funds for these projects. Council member Justis stated that this town doesn't have the revenue that the other towns have because we don't have the businesses these other localities have. Mayor Plaster called for the vote. The vote was carried by a vote of6t to0, voting recorded as follows: JUSTIS - AYE; BAILEY - AYE; STERLING - AYE; RAYNES - AYE; LEETH- Mayor Plaster asked Council member Bailey to explain the quiet zone since he was asked by citizens to bring this up. Council member Bailey said he has some citizens ask him to present this because they did not feel comfortable coming and presenting it themselves, SO he asked fori it to bej put on the agenda for discussion. He stated there are several locations around the Commonwealth that have established quiet zones. He said some of them a full quiet zones and some of them are partial. He said we would only look at partial which would be during our noise  RAYNES - NAY; LEETH - AYE; KOHL -A AYE.  AYE; KOHL - AYE.    ordinance night-time hours which would be 10:00 pm until 5:00 am or 6:00 am. He said we can set the time for the quiet zone. He said during the night hours the trains usually come through between 1:00- - 2:00 a.m. and 4:00 -5:00. a.m. He said this is also when we have the least amount of traffic on the road. Council member Bailey said Council will not proceed if there is as safety issue and that right now all we are doing is reaching out to Norfolk and Southern and the Federal Railroad Administration to see if a representative will come here sO we can ask some questions  to see ift this is something we are interested in.  OLDB BUSINESS ADJOURNMENT  Mayor Plaster declared the meeting adjourned at 8:03 p.m.    A Special Meeting of Town Council of the Town of Grottoes was held on' Tuesday, May 31,  2023 at 6:00; p.m. at the Grottoes Town Hall, Grottoes, Virginia.  CALL TO ORDER  Mayor Plaster called the special meeting of May 31,2023 meeting of the Grottoes Town Council to order at 6:00 p.m. The special meeting was called by Mayor Plaster for the discussion of ATTENDANCE: Council Members present: Jim Justis, Joshua Bailey, Mark Sterling, David Other Town Officials present were: Town Clerk Tara Morris, Town Manager Stefanie McAlister, Parks Director Austin Shank and Police Chief. Jason Sullivan.  establishing aj pool committee. Mayor Plaster requested roll call.  Raynes, and Michael Kohl. Absent Tim Leeth.  Mayor Plaster opened the discussion with Council member Justis. Council member Justis said we need to determine a feasibility and how to fund it. Council member Bailey said we need to Mayor Plaster said we need to decide how this is going to be headed. Isi it going to be just citizens? Council lead? Council member. Justis feels it needs to be a combination ofboth. Council member Kohl said he has volunteered to lead the committee and feels they should come Council member Kohl said their first meeting should be to give the members all the information and let them review it and come back to next meeting and vote to repair the pool or build a new Council member Bailey said we need to develop who is on the committee and that we need to Council member Raynes asked if funds are being raised who is going tol hold these funds. Council member Justis said funds would need to be put in a separate escrow and ift the pool Council member Kohl said he is excited about the citizens committee and feels that they can get some things done. Council member Bailey agrees but feels we need to set the scope of work. Mayor Plaster said this committee will be a joint council/citizen committee and Council member Kohl will be the liaison. She said the first meeting of the committee should be to appoint a board ofl how many members? Appoint a' Treasurer, appoint a fundraising lead, and a secretary to take Council member Justis moved to form a citizens committee from the list of 10 members as long as they all are town citizens and for them to determine the feasibility to repair the pool, the costs  develop a scope of work for the committee.  up with the plan.  one.  appoint someone to keep the meeting on track.  doesn't get repaired the funds would have to be returned.  minutes of the meetings.    to repair the pool and the funding source for repairing the pool. Council member Kohl seconded the motion. The vote was carried by a vote of 5to 0, voting recorded as follows: JUSTIS - AYE; Mayor Plaster asked Manger McAlister ift there was anything that she would like to add to the discussion. Manager McAlister said that she has put together a packet ofi information including reports, council actions, and all documents relating to the pool, which should be helpful. She said Council member Justis made a motion that this committee hold an organizational meeting by the end of June where a chair, treasurer and recorder will be designated. Council member Bailey seconded the motion. The vote was carried by a vote of5to0, voting recorded as follows: JUSTIS - AYE; BAILEY - AYE; STERLING - AYE; RAYNES - AYE; KOHL-A AYE.  BAILEY -A AYE; STERLING- - AYE; RAYNES - AYE; KOHL - AYE.  she will get a copy for Council member Kohl for the committee to have.  Mayor Plaster adjourned the meeting at 6:34 p.m.    Treasurer's Report May 2023  Revenues Water Sales Sewer Sales Trash Sales Utility Penalty Standpipe Real Estate Taxes Personal Property Vehicle License Fee Tax Penalty & Interest Business License Bank Stock' Tax Cell Tower Cigarette Tax Fines & Costs KFD Donation Golf Cart Decals Meals Tax Rent Sales Tax Transient Tax Zoning Permit Zoning Fees GC Admissions GC Giftshop Sales GC Mini GolfSales GC: Shelter Rentals GC Contracts Ballbield Rental  $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $  22,325.35 44,002.32 15,906.29 14.05 230.64 2,906.96 559.37 691.76 1,138.14 23,113.11 51,840.00 2,990.00 3,000.00 1,439.77 2,214.00 200.00 16,285.97 300.00 25,979.96 170.27 1,951.10 1,990.00 40,211.24 10,397.36 186.48 1,413.16 3,685.00 482.00 275,624.30    Disbursements Accounts Payable Payroll Federal Payroll Taxes Federal Payroll Taxes Federal Payroll Taxes State Payroll Taxes State Payroll Taxes State Payroll Taxes Caverns Sales Tax Anthem Aflac Intuit Transfer Fee Merchant Bank Fee Town Visa Credit Cards Virginia Retirement System  $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $  238,689.98 121,580.19 12,666.95 11,388.09 12,086.04 1,796.00 1,654.00 1,889.00 422.62 17,447.00 1,450.67 204.68 13.50 1,861.03 18,171.62 441,321.37  Highway FY22 Carry-Over July - May Expenses 1st-3rd Quarter  $ $ $ $ $ $ $ $ $ $ $ $ $ $  191,285.63 (695,253.07) 521,850.20 17,882.76 6,638.69 4,110.23 27,637.00 9,384.90 19,111.21 1,336,971.80 1,822,974.71 6,370,243.07 (17,882.76) Highway $ (1,822,974.71) ARPA 4,529,385.60  Veterans Memorial Town Activities RBEG Checking Kids Fish Day Savings ARPA Funds  Grand Caverns Playground Fund    GROTTOES  Staff Report #1  VIRGINIA3  MEMORANDUM  TO: FROM: DATE:  Mayor and Town Council Stefanie McAlister, Town Manager  June 8, 2023  SUBJECT: Staff Report  1. Fiscal Year 2023-2024 Budget Process allocations will go into effect July 1,2023.  No questions or concerns have been raised regarding the draft oft the FY 23-24 budget. Council will take action on the budget at the. June 12th meeting and the new funding  2. Water Line Replacements  The water line replacement along Aspen Avenue has been completed and all customers are connected. Staff and our engineer continue to make progress on the surveying and design work for the water line projects slated for a portion of 7th Street and of 13th Street.  The RPF for these projects will be released in the coming weeks.  3. Request to Purchase Land  Ms. Beverly Callison-Smith presented a letter to staff stating that shei isi interested in purchasing a piece of land owned by the' Town. The parcel number is 160D3-(I)-B511 Ll,itis0.327 acre, zoned Conservation District C-1, and is located west of the Dollar General on the south side of 3rd Street. A copy of the letter and a map highlighting the  boundaries of the property are attached. 4. Potential Railroad Quiet Zone Establishment  At the last Council meeting, the council discussed train quiet zones that can be established through the Federal Railroad Administration. The council then instructed me too contact the railroad tol have ai representative come in and talk to them about quite zone establishment. Ihave emailed Norfolk Southern railroad twice and the Federal Railroad Administration once. Ihave not received a reply from Norfolk Southern. The FRA replied and that response is attached to this report. Essentially, to proceed with an inquiry about establishing the quiet zone, the town needs to complete ai form and then they will  draft an agreement to cover the administrative fees.    Mjayo 20a5  TTan ug Giblbas )  Monis Buny Cosbaline  G nderesked in  0  ouoed nu Rso.  oaypas  loyuaow 05   06  R  otdog Slon  Caue  O1 e  Waypas  L-M Socupus Cenceukohion  & Con yas Rasehed a  Poud Calsun Smli 54B Ckoss Myus Ra  s CLuoio  .  22741  5A0-28--G  yah Shreas    o  00  Y    Staff Report #3  Treasurer's Staff Report June 2023 Audit  The audit is moving along smoothly. We have been very busy filling audit requests such as providing reports, pulling samples and answering standard procedure questions. Ido not have an estimated time of completion but have been told we are making good progress. Iwill continue to  keep you updated. Taxes  Below is the FY23 budget to actual tax revenue as of 5/31/2023. Real Estate: $285,761.08 : 101% of budgeted amount collected. Personal Property: $92,526.94: 160% of budgeted amount collected. Vehicle License Fee: $53,049.93: 118% of budgeted amount collected. Personal Property Tax Relief: $23,861.00; 100% of budgeted amount collected.  Utility Billing Second Notices Billing Date: Due Date: Notices Printed: Cut-OffI Date: Accounts Payable Date: Number of May Checks: Total May AP Expense: Business License Issued in May: Total May Revenue: Total FY23 Revenue:  6/7/2023 6/20/2023 180 6/26/2023  May 2023 108 $238,689.98  27 $23,113.11  $74,852.35: 83% of budgeted amount collected.  Business License's: are due July 1, 2023. Second notices will be mailed the first week of. July.    Staff Report #4  GROTTOES  99 VIRGINIA  Land Development Staff Report Zoning Permits issued (May 2023)  June 2023  2023 total to date 43 Total Permits 2023Total Dwellings 8Single-Family OTownhouse units  13 Permits 5Single Family OTown houses 5Fence Pavilion Garage Deck  Aspen Avenue & 11th Street (R-7 zoning) - Corrections have been made to the site plan and the plan was reviewed by the Planning Commission at their meeting on May 30, 2023. The Planning Commission recommended the plan as presented to the Town Council. This is foras six-unit apartment Zoning Violation The property owners at 200 gth Street still have a chicken coop but there have been Forest Station - (21st Street) - Construction continues on the first group of six townhouses. Cherry Street Townhouses Construction continues on the Cherry Street' Townhouses.  building, which is a permitted use in the R7 zoning district.  no sightings of chickens within the coop.  Respectfully submitted:  Tara Morris, Assistant to Town Manager    Staff Report #5  Grottoes Police Department  Staff Report June 2023 Staffing. Chief Sergeant Officer Administrative Asst.  Authorized 1 4 I  Filled I I 4 1  Vacant 0 0 0 0  All full-time positions continue to stay filled  StaffDevelopment  Sgt. Knight has completed the Department of Criminal Justice Driver Trainer course. He is now Chief Sullivan and Sgt. Knight will be attending Taser instructor school this month. Once this 1- day training is complete the department will be able to certify and recertify officers on Taser products, that the department currently utilizes. Before the department would have to rely on  certified to teach patrol car driver training courses.  outside agencies to complete this training for us.  Grants  The Police department applied for a one-time Law Enforcement American Rescue Plan Act grant that is through the Department of Criminal Justice. The grant was to purchase equipment or services to help address the increase in violent crime since the start of the pandemic. The police department was awarded the amount of $53,000.00 under this grant pending validation oft the Town of Grottoes eligibility through the System of Award Management that has to be completed through our finance department. The amount of grant funds provided was predetermined by the  Department of Criminal Justice. Community Events  The Police department is participating in 7- Eleven's Operation Chill for the third year. Officers will be handing out coupons for a free small Slurpee to children that display good behavior. Kids fish day was held on May 6, 2023. About 227 children attended this free event. The number ofchildren that attended was calculated by the number of raffle tickets that were given out to  children as they entered the event. Respectfully submitted: Jason Sullivan Chief of Police     ojo  eeo vg  or o oo!    Staff Report #6  June 2023  PUBLIC WORKS STAFF REPORT  Staffing  Authorized 1 1 1 6 1 3  Filled 1 1 1 6 1 3  Vacant 0 0 0 0 0 0  Public' Works Director Public' Works Crew Leader Lead Maintenance Tech Maintenance/Utilities Tech Wastewater Treatment Operator Part-Time Seasonal Laborer  As development takes place in town, it is important that we monitor issues ofs strain on our current water and seweri infrastructure and other factors that can affect the overall "health" ofthe system, such as the age of existing lines and fittings, etc., maintenance of existing and future lines, amount of water usage and health department regulations, and other factors. Also, continued development in new areas oftown will mean more roads that will bel broughti into our system that will need to be maintained, plowed with snow, paved, etc. Maintaining sufficient. staffing levels is critical and should be evaluated  periodically. STREETS  The Streets Committee approved construction of 21st Street to connecti iti from Dogwood Avenue to Cherry Avenue. The Contractor is working on getting the dirt removed for  grade. Town staff will work on getting the ditch work done.  WATER AND SEWER SepticTanks  Staff 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 (.e., restaurants and convenience stores) more frequently, once a year, ata minimum. Currently there are 1,107 septic tanksi int town. Besides working on a consistent rotating schedule of pumping, staff also pump tanks as requested by citizens. Ofthat total number of tanks, 335 (33%) have notl been pumped int the last 10 years and are our priority. The EPA: suggests that septict tanks should be pumped every! 5; years. Since our system is designed differently than a typical residential septic tanka and drain field: system, pumping should not be necessary that frequently. However, the staffis working to assure that all tanks are. inspected at a minimum every 5-years, and al log    citing the condition of the tanki is kept. Also, septic tankl lids that are plastic and getting  brittle and replacing them with metal covers.  Wastewater Plant  Currently the WWTP operates at about 75% 80% ofi its operating capacity. There isa need tol begin planning for the dredging of Lagoon. A. Over the years sludge accumulates inl lagoons and should be periodically removed. Our understanding is that this has not happened in Lagoon A. As sludge builds the capacity of thel lagoon diminishes and makes the processing less tolerant ofi infiltration. There is muchi involved with al lagoon dredging project especially considering that this is a clay lined lagoon. Staff will continue to investigate how to move: forward with this project. Mr. Wolverton does great work for the town in running, complying, and maintaining the  WWTP. Water  Town staffin the coming months will be busy getting quotes and plans to get: some of the 2" water mains replaced. We are currently working on the projects listed in our waterline replacement plan to begin elimination ofthe biggest problem areas. Worki is Robl Mangrum is working on the plans for the 13th.St. replacement and the 7th,St. The staffi is working with SLM Enterprises to install at totalizer in the elevated tank to read the tank level. 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 ablei to keep the tanks fuller. We will pressure wash and repaint welll house #1 when The' Town staff has been riddled with water leaks the past couple of weeks as: seen on the work order spread sheet. Whichi in turn, means more yard worka and pavement  completed on Aspen Ave./Caverns Blvd.  replacement.  weather permits.  patch expenses. New construction  The Public' Works Department conducts inspections for all new water, sewer, and street installations throughout town. As we alll know therei is al lot of construction around town. The town staffi is always looking and trying to plan on the water and sewer service  increases.  Shady Creek Subdivision There is no new construction currently.  2    VEHICLE. AND EQUIPMENT MAINTENANCE vehicles, including the police department.  The department: supplies preventative maintenance for the' Town's equipment and  PARKS AND FACILITIES  Public works staff are working with Parks to get projects atl both locations done. R&L Construction has completed the John Painter Park: sign structure and arej just waiting on the sign. R&L construction has also begun the mower building off thel back of  the restrooms at John Painter Park.  3    Pumped septic tank Pumped septic tank Pumped septic tank Pumped septic tank Pumped septic tank Pumped septic tank Moved johns Pumped septic tank Pumped septic tank  11/2 11/2  5/3/2023 Scheduled 902 Riverside Ave. 5/3/2023 Scheduled 1600 Gum Ave. 5/3/2023 Scheduled 1502 Gum Ave.  DS,LR DS,LR DS,LR DS,LR DS,LR BK,JP TB,LR DS,LR DS,LR,JS JS,BK JS,BK JR,DS DS,LR,BK DS,LR TB JS,DS JS,DS JS,DS DS,BK,JS DS,LR JP,LR,LK JS,JP,LR LR,JS,JP,BK LR,JS,JP,BK LR,JS,JP,BK LR,JS,JP,BK TB,JP JP,LR,JS,BK JP,JS TB,LR TB,LR  Pump septic tank Pump septic tank Pump septic tank Pump septic tank Pump septic tank Pump septic tank Water leak 2' main Pump septic tank Pump septic tank Leak at meter Water leak 2" main Check water pressure Edge flower beds/weeds Replace street sign Replace street sign Replace street sign Water leak 2" main Pump porta johns/tanks Top soil & seed Top soil & seed Top soil & seed Top soil & seed Top soil & seed CO,Pump septic tank New mulch/trim bushes Straighten brinks/sand Pump septic tank Pump septic tank  Sewer Hrs. Sewer 2Hrs. Sewer Hrs. Sewer 2Hrs. Sewer 2Hrs. Sewer 2Hrs. Sewer 2Hrs. Sewer 2Hrs. Sewer 2Hrs.  5/3/2023 Scheduled 5/3/2023 Scheduled 5/4/2023 Maintenance Townhomes 5/5/2023 Homeowner 5/10/2023 Homeowner 702 Grace St. 5/10/2023 Maintenance Grand Caverns 5/11/2023 Maintenance 5/15/2023 Homeowner 202C14th.St. 5/15/2023 Homeowner 700 Birch Ave. 5/15/2023 Maintenance Verizon building  707 19th.St. 903 Holly Ave. 12th.St. 304 7th.St. 4626 Eastside Hwy.  Install 7 water meters Installed 7 Meters Water 2Hrs. Install 2 water meters Installed meters Water 1Hr.  LK,JP,BK Pump and move johns  Fixed water leak Water 2Hrs.  Fixed water leak Water 1Hr. Fixed water leak Water 2H Hrs. Fixed water leak Water 2.5Hrs.  5/15/2023 Maintenance 5/16/2023 Maintenance 5/16/2023 Homeowner 5/17/2023 Maintenance  303 13th.St. 7th. St. 1426 Mandolin Ave. Town Hall  DS,LR,JS,BK Water leak 2' main  Told to replace PRV Pulled weeds/edged Replaced street sign Replaced. street sign Replaced street sign  Water 1Hr. Streets 3Hrs. Streets 5Hrs. Streets 5Hrs. Streets .5Hrs.  5/17/2023 Maintenance 19th.St.& Holly 5/17/2023 Maintenance 18th. St.& Holly 5/17/2023 Maintenance 17th. St.& Holly /17/2023 Maintenance 5/18/2023 Maintenance Alley 9th.&10th. 5/19/2023 Maintenance Caverns/Park 5/22/2023 Maintenance 5/22/2023 Maintenance 5/22/2023 Maintenance 5/22/2023 Maintenance 5/22/2023 Maintenance 5/23/2023 Maintenance /24/2023 Maintenance  208 17th. St. Grand 5034th. St. 208 17th.St. 1448 Mandolin Ave. 84 Ast. 46 Teter Rd. Town Hall Town Hall  Fixed water leak Water 2Hrs. Top soil & seeded Water .5Hrs. Top soil & seeded Water 5Hrs. Top soil & seeded Water 5Hrs. Top soil & seeded Water .5Hrs. Top soil & seeded Water .5Hrs.  Locate sewer cleanout Could notl locate Sewer 2Hrs.  Pumped  Sewer 2.5Hrs.  Pumped septic tank New mulch/trimmed Straightened/ Sand Pumped septic tank Pumped septic tank  /22/2023 Homeowner 2003 Cherry Ave.  Sewer 2Hrs. Streets 3Hrs. Streets 2H Hrs. Sewer 1hr. Sewer 1Hr.  5/24/2023 Homeowner 104 A&B 12TH.St. 5/24/2023 Scheduled 105 D&E 12TH.St.  4    1003 Dogwood Ave. 305 2nd. St. 303 19th.St. Town Hall  Pumped septic tank Fixed 2" water main Fixed 2" water main  5/24/2023 Scheduled 5/28/2023 Homeowner 5/30/2023 Maintenance 5/31/2023 Maintenance  TB,LR DS,TB,JP DS,BK,LR  Pump septic tank CO,Water leak 2" main Top soil & seed  Sewer 1Hr. Water 5Hrs. Water 3Hrs.  DS,LR,BK,JS Water leak 2" main  Top soil & seeded Admin. 3Hrs.  5    Staff Report #7  Parks & Tourism Staff Report  June 2023 Staffing: Parks & Tourism Director Parks & Tourism Assistant Director Parks Coordinator Tour Guide Revenue:  Authorized I 21  Filled 1 1 1 10  Vacant 0 0 0 11  Parks & Tourism generated $57,678.58 ini revenue for the month of May. To compare with previous years  please reference the charts at the end of this report. Grand Caverns Park/John El Painter Park:  1. Staffing: The Parks Department has been able to add I more Tour Guide and has concluded the initial phase of onboarding and training. While still understaffed, the Parks & Tourism Department will look to attract more applicants in the next fiscal year through the approved 2. Grottoes Bluegrass Festival: This biannual event took place 5/8-5/10h at Grand Caverns Park and was, yet again, a success. Staff again wish to recognize the event organizer, Wayne Proffit, and volunteers for their wonderful operation which mostly eliminates town staff labor. Staff look 3. P&TI Director service on Boards: P&T Director has agreed to serve on the board of directors for  staffing model changes accomplished by the FY2024 budget.  forward to working with them more in the future. two organizations, per the Town Manager'sapproval.  a. First, the Virginia Cave Board, which isi implemented by the Virginia Department of Conservation and Recreation. The P&TI Director's participation will help facilitate broader recognition of Grand Caverns and provide opportunities to steer statewide b. Second, the South River Watershed Coalition, which is a new non-profit sprouted from the South River Science Team. The P&T Director's participation will help promote eco- tourism and networking/grant opportunities into the Town of Grottoes via the South  initiatives as it concerns cave & karst developments.  River.  4. Phase 2 Communications in Grand Caverns: Staff is finalizing the scope of work with Edge ITM and fine-tuning logisticsyscheduling for the installation. We'll attempt to minimize impact on our capacity to conduct business while also keeping the project to less than 30 days. 5. ACTION! ITEM: Staff requests Town Council's consideration on the use of residual departmental funds before the close of fiscal year 2023's budget on the Grand Cavern's Stone Lodge retail space. Unused funds from line items 50-450-5031 (PTI POOL: STAFF WAGES) and 50-450-9034 (POOL CHEMICALS) total $30,807.73. Staff has utilized these residual funds in a grant application with Augusta County Economic Development to acquire an additional $10,000.00: fora ani initial phase of renovation of the retail space of the Stone Lodge. Staff also negotiated al heavily discounted price for custom retail furniture with Mill Cabinet Shop    Bridgewater,VA) that will adhere to the original crafted aesthetic found inside the historic Stone Lodge. With council's approval, staff will move forward with a collaborative, initial phase of renovation utilizing residual funds from fiscal year 2023 budget totaling $30,807.73 for retail furniture with the additional $10,000.00 of grant money utilized on refinishing original wood floors, trim, and moldings. This project, ifa approved, will be completed no later than January 31,  2024 due to production time and visitation rates.  Respectfully submitted, Austin Shank Parks & Tourism Director    Revenue per Month by Fiscal Year  2015/2016 2016/2017 2017/2018 2018/2019 2019/2020 2020/2021 2021/2022 2022/2023 91,217.55 114,666.02 109,906.75 109,049.62 96,790.05 83,045.02 121,183.39 126,333.08 78,485.00 82,400.00 90,052.60 86,369.02 75,955.14 73,099.04 90,498.86 95,857.62 38,486.33 53,621.00 47,728.97 44,111.49 48,171.93 45,446.76 55,187.46 71,849.43 13,182.19 15,989.60 16,933.85 20,391.97 18,631.61 18,618.06 17,038.43 29,243.19 42,066.00 35,916.00 46,890.09 33,851.06 19,130.58 28,944.34 44,157.10 54,117.45 77,142.33 77,932.89 89,339.00 68,952.85 29,959.89 93,205.09 90,247.33  July August October January March April May June  September 39,103.40 40,864.00 46,500.01 42,753.13 39,037.34 45,294.81 49,867.95 53,129.49 November 26,563.31 29,960.14 35,864.01 31,040.05 35,719.21 28,575.92 45,122.38 45,510.93 December 24,887.29 19,065.81 25,078.17 26,501.92 28,439.56 15,788.80 43,131.17 39,826.13 February 20,357.17 19,589.22 24,394.21 22,570.37 25,357.98 16,009.96 27,089.55 37,269.68  38,050.00 56,393.64 59,677.04 65,301.31 54,530.00 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 544,070.57 591,826.74 654,971.06 609,864.94 416,466.11 551,599.86 703,926.54 688,522.32  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  2016 2017 2018 2019 2020 2021 2022 2023  Total Revenue  800,000.00 700,000.00 600,000.00 544,070.57 500,000.00 400,000.00 300,000.00 - 200,000.00 100,000.00 0.00  703,926.54 688,522.32  654,971.06  591,826.74  609,864.94  551,599.86  416,466.11    2016  2017  2018  2019  2020  2021  2022  2023