TOWN OF GROTTOES January 9, 2023 6:00 P.M.  TOWN COUNCIL WORKSESSION AGENDA  CALLTO ORDER - MAYOR PLASTER  1. Pool Update    TOWN OF GROTTOES JOINT PUBLIC HEARING AGENDA TOWN COUNCIL AND PLANNING COMMISSION  January 9, 2023  1. 2. 3. 4. 5. 6. 7. 8.  Call to Order/ Mayor calls JPH to order.  Joint Public Hearing Regarding the Following: request fora a Conditional Use Permit at 700  Dogwood Avenue for two-family residential in a B-2zoning  Speaking FOR the request. Speaking AGAINST the request.  Questions by Town Council or Planning Commission Members. Mayor to close public hearing. (turn meeting over to Planning Commission) Discussion and possible vote for a recommendation by Planning Commission Members regarding a request for a Conditional Use Permit at 700 Dogwood Avenue for two-family  residential in a B-2 zoning Adjournment.  TOWN COUNCIL MEETING AGENDA  January 9, 2023  CALLTO ORDER = MAYOR PLASTER CALLING OF THE ROLL BY THE CLERK  WELCOME CITIZENS  APPROVAL OF MINUTES - MEETINGS OF DECEMBER 12, 2022 PRESENTATION OF PETITIONS AND CLAIMS (PUBLIC COMMENT)  REPORTS OF THE: STANDING COMMITTEES: Finance. - Council member Raynes, Chair 1. Approval of Financial Reports  Water and Sewer - Council member Bailey, Chair  Ordinance, Health, and Property - Council member Kohl, Chair  1. Recommendation regarding the Conditional Use Permit for 700 Dogwood Avenue -  two-family residential in B-2 zoning    Streets and Street Lights - Council member Justis, Chair  Parks, Recreation and Public Facilities - Council member Sterling, Chair  Special Events - Council member Leeth, Chair  Personnel, Fire and Police. Protection Mayor Plaster, Chair 1. Approval of 2023 Officers for the Grottoes Volunteer Fire Department  STAFF REPORTS: Town Manager Town Attorney Treasurer  Assistant to Town Manager Chief of Police Public Works Director Recreation and Tourism Director  NEW BUSINESS  1. Reorganization of Council 2. 2023 Committee Assignments  a. Election of Vice Mayor  b. Setting of Meeting Schedule and Inclement Weather Policy  3. Consideration - Code of Conduct and Ethics for the Members of the Grottoes Town Council  OLD BUSINESS ADJOURN  Rules for Public Hearings  -Anyone wishing to speak must have signed-up to speak (before the hearing starts) -The Council/Commission/Board will hear up to 3 speakers from each side (FOR/AGAINST) -Each Speaker shall be limited to 31 minutes, whether speaking on behalf of a group or as an individual  -Repetitive testimony is discouraged  -All comments shall be directed to the Town Council. Debate is] prohibited. Mayor/Chairman shall have the authority to end a presentation that violates these rules.    December 12, 2022  A work session of Town Council of the' Town of Grottoes was held on Monday, December 12,  2022, at 6:00 p.m. at the Grottoes Town Hall, Grottoes, Virginia.  CALL' TO ORDER order at 6:04 p.m.  Mayor Plaster called the work session of December 12, 2022, of the Grottoes Town Council to ATTENDANCE: Council Members present: Mayor Jo Plaster, Mark Sterling, Tim Leeth, David Raynes and Michael Kohl. Council members Jim Justis, Joshua Bailey arrived late. Other Town Officials present were: Town Attorney Nathan Miller, Town Manager Stefanie McAlister, Clerk Tara Morris, Treasurer Rhonda Danner, Public Works Director AJ Hummel, Mayor Plaster said the first item on the agenda is the ordinance amendment to chapter 100- Flood Hazard Districts. Town Manager Stefanie McAlister said wel held the public hearing at the last meeting and had the first reading. Since then, the Virginia Department of Conservation and Recreation's) Floodplain Management Team reviewed the ordinance and recommended removing the section on small projects. Manager. McAlister said that has been the only change made. Tonight will be the second reading and then council action on the proposed ordinance. She  and Police Chief. Jason Sullivan.  asked if anyone had any questions. Council member Justis arrived at 6:06 p.m.  Mayor Plaster said the next item on the agenda are the land purchase contracts for Mr. Mullen, Mr. & Mrs. Tourje and Mr. May. Manager McAlister said the purchase contracts were sent to the buyer for their review and asked if the council had any questions or comments regarding the Mayor Plaster said next is a request from Philip Smith. Manager McAlister said Mr. Smith is requesting the town give up the utility easement on the previously vacated 10-foot alleys that ran north and south in block 95. She explained to Council that the 10-foot alleys along Dogwood Avenue and Gum Avenue were closed and vacated in 1974, but the town retained a utility easement in those areas. She said the town provided services run along the streets and in the 20- foot alley that runs mid-block, behind the houses. There are no utilities in the easements. Council member. Justis made a motion, seconded by Council member Leeth, and carried by a vote of 5-0, vote recorded as follows: JUSTIS - AYE; BAILEY - ABSENT; STERLING - AYE; RAYNES 4 AYE; LEETH - AYE; KOHL - AYE; to release the 10-foot wide utility easements recorded in  contracts.  deed book 38 pages 424-425.  Council member Bailey arrived at 6:25 p.m.    Mayor Plaster said next on the agenda is Cherry Street Townhouses. Manager McAlister said the planning commission reviewed the plan submitted by Judy Milstead and has recommended it to council for approval. She said this plan is identical to the plan that was submitted a couple months ago by David Milstead for the 14 townhouses currently under construction in the area, and asked if anyone had any questions. Manager McAlister said this is an action item on the Mayor Plaster said the next item on the agenda is the B-2 Plan for 700 Dogwood Avenue. Manager McAlister said that the planning commission has reviewed the plan and is recommending it to council. She said the plan is for a new storefront with two townhouses attached to the back. She said ift the council likes the plan, they will need to set aj joint public hearing for a conditional use permit for the two townhouses. Council member Kohl stated that he likes the plan and feels the residential will help support the business to be viable. Manager McAlister said this is an action item on the meeting agenda under new business. Mayor Plaster said the next item on the agenda is Taser Surplus. Chief Sullivan asked the council tos surplus the old tasers sO they can be sold and asked that the money from the sale oft the taser come back to the police department to be used toward new equipment. After a brief discussion Council member Leeth made a motion, Council member. Justis seconded the motion, and carried by a vote of 6-0, vote recorded as follows: JUSTIS - AYE; BAILEY - AYE; STERLING - AYE; RAYNES - AYE; LEETH - AYE; KOHL- AYE; to sale the old tasers and use that Mayor Plaster said the next item on the agenda was the 2023 committee assignments. She said that she would like to. leave the committees how they are unless someone has an issue. She said that many committees are currently working on projects and would like to see them complete Mayor Plaster said the last item on the agenda is to set a Workshop date for 2023. Council discussed several dates and decided to set the Workshop for February 7, 2023. Mayor Plaster said we will start this meeting at 5:00 p.m. and plan to be done by 8:00 p.m. With no further business Mayor Plaster adjourned the work session at 6:57 p.m.  meeting agenda under new business.  money toward the purchase of new equipment.  those projects.    December 12, 2022  A regular session of Town Council of the Town of Grottoes was held on Wednesday, December  12, 2022, at 7:00 p.m. at the Grottoes Town Hall, Grottoes, Virginia.  CALL' TO ORDER  Mayor Plaster called the regular session of December 12, 2022, of the Grottoes Town Council to ATTENDANCE: Council Members present: Jim Justis, Joshua Bailey, Mark Sterling, Mayor Jo Other Town Officials present: Attorney Nathan Miller, Town Manager Stefanie McAlister, Clerk Tara Morris, Treasurer Rhonda Danner, Public Works Director A.J. Hummel, and Police Chief  order at 7:02 p.m. Mayor Plaster asked for a roll call. Plaster, David Raynes, Jim Leeth, and Michael Kohl.  Jason Sullivan.  APPROVAL OF MINUTES  On motion by Council member Raynes, seconded by Council member Leeth, and carried by a vote of 6-0, vote: recorded as follows: JUSTIS - AYE; BAILEY - AYE; STERLING- AYE; RAYNES - AYE; LEETH - AYE; KOHL - AYE; the Council approved the minutes from the  meeting on November 14, 2022.  PRESENTATION OF PETITIONS AND CLAIMS (public comment)  Tom Tourje addressed the council stating that he was here tonight for his request to close the alley between his properties for his purchase and stated that he would be available to answer any  questions the council may have.  REPORTS OF STANDING COMMMITTEE:  FINANCE - Council member Raynes made a motion, seconded by Council member Leeth, and carried by a vote of 6-0, vote recorded as follows: JUSTIS - AYE; BAILEY - AYE; STERLING - AYE; RAYNES - AYE; LEETH - AYE; KOHL - AYE; to approve the financial WATER AND SEWER - Council member Bailey said the committee met and most items ORDINANCE, HEALTH, ANDPROPERTY - Council member Kohl announced the second reading to repeal Article XIX Flood Hazard Districts in Chapter 100 Land Development and On a motion by Council member Kohl, seconded by Council member Justis, and carried by a vote of 6-0, vote recorded as follows: JUSTIS - AYE; BAILEY - AYE; STERLING- AYE;  reports for the month of November.  discussed at the committee meeting will be discussed at the workshop.  adopt Chapter 135 - Floodplain Management.    RAYNES - AYE; LEETH- AYE; KOHL - AYE; to repeal Article XIX Flood Hazard Districts in Chapter 100- Land Development and adopt Chapter 135-F Floodplain Management.  STREET AND: STREET LIGHTS - no report  PARKS, RECREATION AND PUBLICFACILITIES - no report  SPECIAL EVENTS - Council member Leeth stated that the Christmas Parade and' Tree  Lighting was one of the! largest attended that he has seen.  PERSONNEL, FIRE AND POLICE PROTECTION - Mayor Plaster said last Friday we had a wonderful employee Christmas Luncheon and stated that she wanted to thank everyone again  for all of their hard work throughout the year.  STAFF REPORTS  TOWN MANAGER. A written report was provided. There were no additional comments from ATTORNEY. Attorney Miller said that 2022 has been a good year and asked if anyone had any TREASURER. A written report was provided. There were no additional comments from staff ASSISTANTTOTOWN MANAGER. A written report was provided. Assistant Morris said there are action items in the report that will be addressed under New and Old Business. POLICE CHIEF. A written report was provided. There were no additional comments from staff PUBLIC WORKS. A written report was provided. Director Hummel informed the council that PARKS ANDTOURISM DIRECTOR. A written report was provided. There were no additional NEW BUSINESS - Mayor Plaster said the first item of new business is a request from Philip Smith asking the town to give up the utility easement on the 10-foot alley that runs north and south. Mayor Plaster stated that this was discussed in the work session and the council had voted ton remove the 10-foot utility easements running north and south along Dogwood Avenue and  staff and no questions or comments from Council members.  questions.  and no questions or comments from Council members.  and no questions or comments from Council members.  Smith Paving will begin milling and paving starting this week.  comments from staff and no questions or comments from Council members.  Gum Avenue.    Council member Kohl stated that the planning commission has reviewed and recommended the Cherry Street Townhouse plan to the town council for approval. On a motion by Council member Kohl, seconded by Council member Raynes, and carried by a vote of 6-0, vote recorded as follows: JUSTIS - AYE; BAILEY - AYE; STERLING - AYE; RAYNES - AYE; LEETH- Council member Kohl said the planning commission has reviewed the B-2 Plan for 700 Dogwood Avenue and is recommending the plan to council for approval. On a motion by Council member Kohl, seconded by Council member Leeth, and carried by a vote of6-0, vote recorded as follows: JUSTIS - AYE; BAILEY - AYE; STERLING - AYE; RAYNES - AYE; LEETH - AYE; KOHL- AYE; to approve the conceptual plan and set the joint public hearing OLD BUSINESS Mayor Plaster said that we have the three purchase agreements back from On a motion by Council member Kohl, seconded by Council member Justis, and carried by a vote of 5-1, vote recorded as follows: JUSTIS - AYE; BAILEY - NAY;STERLING -4 AYE; RAYNES - AYE; LEETH - AYE; KOHL - AYE; to approve the purchase contract for the sale On a motion by Council member Kohl, seconded by Council member. Leeth, and carried by a vote of 5-1, vote recorded as follows: JUSTIS - AYE; BAILEY - NAY; STERLING - AYE; RAYNES - AYE; LEETH - AYE; KOHL - AYE; to approve the purchase contract for the sale On a motion by Council member Kohl, seconded by Council member Justis, and carried by a vote of 5-1, vote reçorded as follows: JUSTIS - AYE; BAILEY - NAY; STERLING - AYE; RAYNES - AYE; LEETH - AYE; KOHL - AYE; to approve the purchase contract for the sale CLOSED SESSION - Council member Leeth made a motion, seconded by Council member Raynes, and carried by a vote of 6to 0, voting recorded as follows: JUSTIS - AYE; BAILEY- AYE; STERLING - AYE; LEETH - AYE; RAYNES - AYE; KOHL- AYE, to convene into closed session pursuant to section 2.2-3711A, Code of Virginia, subparagraph (1) regarding interviewing candidates for the planning commission and board of zoning appeals. On motion by Council member Leeth, seconded by Council member Kohl, and carried by a vote of6to0, voting recorded as follows: JUSTIS - AYE; BAILEY - AYE; STERLING i AYE; RAYNES - AYE; LEETH - AYE; KOHL - AYE; the Council returned to open session. Mayor Plaster read the certification of the closed session - "to the best of your knowledge that only public business matters lawfully exempted from open meeting requirements under section  AYE; KOHL - AYE; to approve the Cherry Street Townhouse plan.  for the conditional use permit for. January 9, 2023. the attorney and the council will need to take action on.  of the alley to Mr. Clarence Mullens.  of the alley to Mr. & Mrs. Thomas Tourje.  of the street to Mr. Kenny May.    2.2-3711(A)1 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, M. Sterling; SO certified, J.E Plaster; sO certified, D. Raynes; sO certified, T. Leeth; SO certified, M. Kohl, SO Mayor Plaster stated that she wanted to go back to Ordinance, Health, and Properties Committee. She said we should have a roll call vote for the adoption of the new ordinance. Mayor Plaster asked for a roll call vote, Clerk Morris took the roll call vote as follows: JUSTIS- AYE; BAILEY - AYE; STERLING- AYE; RAYNES - AYE; LEETH I AYE; KOHL-A AYE, carried by a vote of 61 to 01 to repeal Article XIX Flood Hazard Districts in Chapter 100 - Land On aj motion by Council member Leeth, seconded by Council member. Justis, and carried by a vote of 6-0, vote recorded as follows: JUSTIS - AYE; BAILEY - AYE; STERLING - AYE; RAYNES - AYE; LEETH - AYE; KOHL - AYE; to appoint Mr. Wayne Chittum and Ms.  certified.  Development and adopt Chapter 135 Floodplain Management.  Gleamer Sullivan to the Planning Commission.  ADJOURNMENT  Mayor Plaster declared the meeting adjourned at 7:50 p.m.  Mayor  Clerk    Treasurer's Report December  Finance"1  2022  Revenues Water Sales Sewer Sales Trash Sales Utility Penalty Real Estate' Taxes Personal Property Vehicle License Fee Tax Penalty & Interest Sewer Connections Water Connections Business License Cell Tower Cigarette Tax Fines & Costs Communication Tax Consumption Tax Utility Tax Meals Tax Rent Sales' Tax Transient Tax Zoning Permit Uhaul Rental Tax Grottoes Rescue Squad/Bricks Refund/Daily News Record Cupp's/Scrap Metal Principal Ornament Donation GC Admissions GC Giftshop Sales GC Mini Golf GC: Shelter Rental Caroling In' The Caverns  $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $  21,601.62 43,016.67 17,343.90 1,154.91 44,915.16 1,368.80 452.51 326.26 4,500.00 4,500.00 100.00 2,990.00 6,000.00 860.70 1,194.16 553.53 3,325.51 14,369.13 150.00 19,142.24 113.17 530.00 39.29 4,200.00 168.47 197.60 193.54 5.00 30,754.62 5,966.01 36.00 55.00 2,698.28 232,822.08    Treasurer's Report December 2022  Disbursements Accounts Payable Payroll Federal Payroll Taxes Federal Payroll Taxes Federal Payroll Taxes State Payroll Taxes State Payroll Taxes State Payroll Taxes Anthem (2 Months) Aflac Intuit' Transfer Fee Merchant Bank Fee Town Visa Credit Cards Virginia Retirement System  $ $ $ $ $ $ $ $ $ $ $ $ $ $ $  302,351.31 116,950.74 13,336.16 12,797.91 12,965.01 2,515.00 2,453.00 2,362.00 38,586.00 1,450.67 83.08 13.50 6,342.69 17,626.83 529,833.90  Highway FY2 22 Carry-Over July December 2022 Expenses 1st & 2nd Quarter Veterans Memorial Town Activities RBEG Checking Kids Fish Day Grand Caverns Playground Fund Mtn. View Playground Fund Savings ARPA Funds  $ $ $ $ $ $ $ $ $ $ $ $ $ $ $  201,153.65 (302,899.53) 329,608.00 227,862.12 6,638.69 4,110.23 27,637.00 9,384.90 19,111.21 5,870.00 1,336,971.80 1,961,019.25 6,671,615.31 (227,862.12) Highway $ (1,961,019.25) ARPA 4,482,733.94    Did. HalthiPpan #1  TOWN OF GROTTOES TOWN COUNCIL AND PLANNING COMMISSION B-2 ZONING SUBMISSION AND CONDITIONAL USEI PERMIT -STAFF REPORT  SUBJECT:  Kenny May, who has purchased the property at 700 Dogwood Avenue, has submitted a conceptual design proposal for a business/residential plan to be located on the property, which is zoned B-2. Town ordinance requirements for this zoning requires a plan be submitted and approved by the Planning Commission and Town Council. Residential use in this zoning requires a Conditional Use Permit. Obtaining a Conditional Use Permit requires a joint public hearing set by the town council.  CURRENT PROPOSAL  To tear down and reconstruct a single level store with two two-story townhouses attached to the back of the business space. The business space would be constructed to look similar to the current building. just a slightly bigger than the current, 28' x 25'structure. The townhouses would be connected to the business space, meeting all construction and fire codes. The townhouses would be 19' x 28' and will meet all the  required setbacks in the B-2 zoning. ZONING ANDLOCATION:  The subject property is zoned B-2 (Business) and is located on the east side of Dogwood Avenue, currently Venda's Beauty Shop. The subject property is at total of.12 acres identified as tax map  numbers 16ODI-0)-B60L3L,160D1-0)-B60132A.  ROCKINGHAMI COUNTY    SKETCH OF NEW DESIGN:  sopanp  Hgayg.  eitns FENE  AApeC,  AV aona    STAFF COMMENTS:  The requested use is permitted under Section 100-64 (A) of the Town Code. The type of business has not been determined but ai few ideas have been mentioned. This plan would require that a Conditional Use Permit be granted for the residential townhouses and conditions can be made for those, ifneeded. Overall staff feels this is a good plan for our business zoning that already has residential mixed The Planning Commission reviewed the plan and is recommending approval of the plan to the council. Ift the Town Council approves the plan, the applicant will then have to provide a detailed site plan showing that all code requirements, such as parking, signage, etc. are met. The plan will then be  throughout and it would help improve the area with a fresh new look.  reviewed by Town staff to assure compliance.  Submitted by: Tara Morris Assistant to Town Manager    Rersonacl, Fres Police #1  2023 Officers for the Grottoes Volunteer Fire Department  President Linda Kegley Vice President Megan Roach Secretary Rebecca Acker Treasurer Chris Conner Historian - Jeanne Kirby Chaplain = Connie Morris Fire Chief Andrew Holloway Assistant Chief- - Jeff Morris Captain - Ben Brown Lieutenant - Donald Simmons Lieutenant - Hunter Garrison EMS Officer Mike Arbaugh Board Member Wanda Rittenhouse Board Member Kevin Campbell Board Member Timmy Morris Board Member - Josh Holloway Board Member - Jeff Morris Board Member - Steve Kegley    Staff Report # 1  GROTTOES  FVIRCINI  MEMORANDUM TO: FROM: DATE:  Mayor and Town Council Stefanie McAlister, Town Manager January 5, 2023  SUBJECT: Staff Report  1.1 Entryway Signs  On December 8, the Mayor and Imeet with building contractor Phil Smith and Nick Campbell, President of Wall 2 Wall Construction and Stone Veneer regarding the new entryway signs to be constructed utilizing the funds from the tourism grant provided by Rockingham County. The sign structure will be stone, with solar lighting. Mr. Campbell will be providing samples of the sign in the near future. Both contractors are donating a majority of the materials and labor. Ihave also spoken with VDOT regarding the new signage. VDOT indicated that ift the signs are not located in their right-of-way, VDOT will not have requirements for placement, material, style, etc. Staff will be working with landowners to acquire an easement for sign placement where necessary. The new signs will be in the general vicinity of their current placement; one on Dogwood Ave., one on  3rd Street (Rt. 256), and two along Augusta Ave. (Rt. 340).  2. Digital Display Sign  As approved in this year's s budget we have moved forward with the purchase of a digital informational sign at Town Hall. This sign will replace the letterboard currently mounted in the brick structure at the corner of Dogwood Ave. and 6th Street. It is expected that the sign will be installed in the next 6-8 8 weeks. Prior to that the electrical service to the sign  will need to be evaluated and upgraded if necessary.  3. Council Retreat  Ad council workshop/retreat has been scheduled for Tuesday, February 7th from 5-8PM. Topics for discussion include: 1 financial review, 2 strategic plan review, validation, and update, 3 residential development and services, 4 projects listing. Discussion on these topics will likely take the entirety of the time scheduled, however, if you have items for  discussion, please let me or Clerk Morris know as soon as possible.    Staff Report #3  Treasurer's Staff Report January 2023  Delinquent Meals Tax Payment Agreement  Thel Lil" Guss' meals tax payment plan between the Town and Angeliki Floros has been paid in full as ofDecember 15, 2022. We will continue to monitor their meals tax payments.  Audit  Ireceived an email on December 215t from Mr. Garber with PBMares giving an update on the FY19. Audit. The person handling our account resigned. After Mike's review of their work, he stated that the FY19 audit was in good shape and 90% complete. We have been assigned a new person to our account and I am scheduled to work them the week of January gth to get the FY19 audit closed out. We should receive al FY19 audit draft by the end oft the month. We will then begin working on with them to complete the FY20 audit. We have already provided initial  schedules and financial data.  Taxes  Both real state and personal property bills have been mailed. The personal property tax revenue will be higher this year due to an increase in the vehicle billable value. Taxes are due  February 5th.  RE Tax bills printed and mailed: 4,222 Total Billing Amount: $287,945.85 PP Tax bills printed and mailed: 2,337 Total Billing Amount: $170,943.91  Utility Billing Second Notices Billing date: Due date:  12/6/2022 12/19/2022 257  Number ofr notices printed 12/6/22:    Number of notices emailed 12/6/22:  22 12/21/2022 55 17 38 1  Cut-off date:  Number ofaccounts on cut-off list for non-payment: Number of accounts who requested an extension: Number of accounts cut-off for non-payment: Number of accounts still off from 10/26/22 cut-off Total number ofr new Water, Sewer, 7 Trash applications processed during the month of December 2022: Accounts Payable Date: entered: printed: issued:  December, 2022 198 113 $301,358.19  Number of December invoices Number of December checks Total amount of December checks  Business License Number of new business licenses issued in December 2022: Number of renewal applications received in December 2022: December 2022:  1 0  Total amount ofr revenue received in $25.00    Staff Report # 4  GROTTOES  1S92  VIRGINIA  01/3/2023  Land Development Staff Report December 2022  Zoning Permits issued (December 2022)  2022 total to date 120' Total Permits 2022 Total Dwellings 30 Single-Family 29 Townhouse units  4 Permits OSingle Family OTown houses Demolition Permit 1Fence 1Remodel 1Sign Permit  Shady Creek - Currently, there is no building activity going on at Shady Creek. Forest Station - Construction continues the first group of six townhouses.  B-2 Plan - 700 Dogwood Avenue - May Investments (Kenny May) has received a demolition permit for the removal of all buildings at 700 Dogwood Avenue. At the December meeting the conceptual plan was approved, and a. Joint Public Hearing was set for. January's' Town Council meeting. At this meeting, the joint public hearing will be to hear citizen comments for the two townhouse units to be built behind the business front. Council may set conditions or allow for it 200 Augusta Avenue - A zoning permit has been issued for the interior remodel of the old bank building and a sign permit has been issued. You will start seeing some changes in this area soon.  to follow the zoning regulations.  Respectfully submitted: Tara Morris Assistant to Town Manager    Staff Report # 5  Grottoes Police Department  Staff Report January 2023 Staffing Chief Sergeant Officer Administrative Asst.  Authorized 1 1 4 1  Filled I 1 3 1  Vacant 0 0 1 0  Jeanell Thomas has been hired as the department's administrative assistant. She began in December and comes to Grottoes with al background in clerical work within local law enforcement. We are happy to have her as part of the department's staff.  Deputy Kellen Landis with the Rockingham County Sheriff's Office has been hired as a part- time police officer for Grottoes. Deputy Landis fills the vacant part-time position that was  created with the promotion of Sgt. Knight.  Community Involvement  The collaborative toy drive with the Town of Grottoes and Lil Gus's collected 115 toys and games that were donated to South River Elementry. The staff of South River Elementary distributed the toys and games to families of the students that expressed the most need for the  donations.  The police department participated in the Brent Barry Family Food Drive for the 3rl year. Approximately 200 Ibs of food were collected and delivered to the Salvation Army of  Harrisonburg for distribution.  Respectfully submitted: Jason Sullivan Chief of Police    oa jojs  oo  lan  j9o  ooj  B% j o oloolo  ju u  o!  0  jooojo oo  1o o e  oo  o  eelee303E4  ooo    Staff Report # 6  January 2023  PUBLIC WORKS STAFF REPORT  Staffing  Authorized 1 1 1 6 1 2  Filled 1 1 1 6 1 1  Vacant 0 0 0 0 0 1  Public Works Director Public Works Crew Leader Lead Maintenance Tech Maintenance/Utilities Tech WastewaterTreatment Operator Part-Time Seasonal Laborer  As development continues to take place in town, it is important that we consider issues of strain on our current water and sewer infrastructure and other contributing factors such as age of existing lines and fittings, etc., maintenance of existing and future lines, amount of water usage and health department regulations, among other factors. Also, continued development in new areas of town will mean more roads that will be brought into our system  that will need to be maintained, plowed of snow, paved, etc.  STREETS  The Paving around town is complete and town staff will inspect the work. The Streets Committee: approved construction of21st Street to connect it from Dogwood Avenue to Cherry Avenue. Surveying has been completed. We: are working with the adjacent property owner in the county who has offered to clean out trees and his fence on the shared property line along 21st Street and in the new construction area. Grading works should be able to begin following that, in the near future. Leafcollection began on November 28th and will continue. Unfortunately there were issues with the dump truck gas tank having al hole and needing replaced and witha repair that had tol be made to thel leafvacuum. These necessary equipment repairs delayed the process of leafcollection for this year. Staffi is working to geti it completed.  WATER AND SEWER SepticTanks  Staff are searching fori infiltration and repair on sewer lines. Staff are: starting a rotating schedule to get the septic tank pumping back on a consistent schedule. In the future, we willl be pumping businesses in town with higher sewer usage (i.e. restaurants and convenience stores) more frequently; oncea ayear. The: septic tank at 1502 Dogwood Ave. has been replaced.    Staffis.continuing to monitor septic tank) 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 operatingcapacity.  Water  Town staffi in 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 of the biggest problem areas. Work is underway on the Aspen Ave/Caverns Blvd. water line replacement. The surveying is complete and engineering work and drawings are being done. We: should have the preliminary plans in hand in a week or SO. Staffi is replacing water meters and: setters to make reading meters more efficient and to update the setters to havel backflow prevention. Staff is working with SLM Enterprises to install at totalizer in the elevated tank to read the tank level." This will allow thej 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 ablet to  keep the tanks fuller.  New construction  The Public Works Department conducts inspections for all new water, sewer, and streeti installations throughout town. As we alll know there isa al lotofconstruction around town. The town staff is always looking and trying to plan on the water and  sewers service.  Shady Creek Subdivision  Staffiso collaborating closely with the developer and thei installation crews to  ensure the work follows the Town Code. and policies.  VEHICLE. AND EQUIPMENT MAINTENANCE and vehicles, including the police department.  The department: supplies preventative maintenance for the Town's equipment  PARKS AND FACILITIES  Public works: staffa are working with Parks to get projects at both locations done.  2    Replaced meter Pumped septic tank Replaced gasket on meter Pumped & Replaced lid  12/2/2022 Homeowner 303 19th.St. DS 12/5/2022 Homeowner 2024th.St. 12/5/2022 Maintenance 600 11th.St. DS,JS 12/6/2022 Maintenance 208 6th.St.  Meter lid broke lid Pump septic tank Meter leaking Pump septic  Water 12/2/2022 1Hr. Sewer 12/5/2022 Hrs. Water 12/5/2022 Hrs. Sewer 12/6/2022 3Hrs.  1.5 .5  DS,JS  DS,LR,BK tank  2/16/2022 Maintenance 300 10th.St. JP,TB,LK,LR Water leak  Fixed water leak Water 12/16/2022 3Hrs.  3    Staff Report #7  Parks & Tourism Staff Report  December 2022 Staffing: Parks & Tourism Director Parks & Tourism Assistant Director Parks Coordinator Tour Guide Pool Manager Head Lifeguards Lifeguards Concesion/Check-n Revenue:  Authorized 1 1 21 1 2 8 6  Filled 1 1 1 11 0 0 0 0  Vacant 0 0 0 10 1 2 8 6  Parks & Tourism has generated $39,826.131 in revenue for the month of December. 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 is still struggling to attract desirable candidates which is inevitably a reflection of the current economic strains and competing, job opportunities with higher pay. We have only filled two positions since the job posting on September 15, alternatively, we' ve lost  five employees to competing jobs with higher pay within that same time.  2. Events:  Caroling in the Caverns was a wonderful success, thanks to the musicians, volunteers, and staff that pulled off al lovely fundraising event. In case you hadn'theard, this year's event went to benefit both the Boys & Girls Clubi in Grottoes AND the Grand Caverns Playground fund. I'm happy to report that this year we satisfied the Grottoes Ruritan Club'sf fundraising goal of $3,000.00 consisting of two $1,000.00 scholarships and a $1,000.00 check for supplies. Additionally, patrons had the option to donate school supplies in lieu of children'st tickets, which resulted in 195 items donated to the Boys and Girls Club in Grottoes. All oft this was accomplished while raising an additional $3,000.00 for the playground fund. This brings the total  Grand Caverns Playground Fund up to $22,000.00.  3. Grand Caverns Pool:  The swimming pool continues to leak despite the professional caulking service provided (for free) through National Pools. The daily rate of water loss has diminished from 10,000+ to about 500- 1,000 gallons (very rough math). Should this continue, it will alleviate the well pump and water  infrastructure from the increased strain of maintaining pool volume.  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 42,066.00 35,916.00 46,890.09 33,851.06 19,130.58 28,944.34 44,157.10 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  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 50.60 48,287.55 53,997.59  Total 544,070.57 591,826.74 654,971.06 609,864.94 416,466.11 551,599.86 703,926.54 432,516.68  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  800,000.00 600,000.00 544,070.57 400,000.00 200,000.00 0.00  703,926.54  591,826.74 654,971.06 609,864.94  551,599.86  416,466.11  432,516.68  Iiiln  2016  2017  2018  2019  2020  2021  2022  2023    NW Business 41b  RESOLUTION #20230109-01  ORDINANCE AND RESOLUTION TO ESTABLISH THE DATES AND TIMES OF THE WORK SESSIONS AND REGULAR MEETINGS OF THE TOWN COUNCIL OF THE TOWN OF GROTTOES, VIRGINIA, FOR THE CALENDAR YEAR 2023  WHEREAS the Charter oft the Town of Grottoes, Virginia (the "Town")r requires the Town Council (the "Council") of the' Town approve an ordinance to set forth the regular meeting  times oft the Council; and  WHEREAS Va. Code $ 15.2-1416 requires the Council to pass a resolution establishing such regular meeting times at the organizational meeting of the Council following the election of  the new members thereof.  THEREFORE BE: IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN  OF GROTTOES, VIRGINIA, to-wit:  1. A) Meeting Date and Times for 2023. In accordance with the Town Charter, beginning January 9, 2023, and the second Monday of each month thereafter, the meeting of the Council shall commence with a work session at 6:00 p.m., followed at 7:00 p.m. by the regular meeting, with the following exception: the meeting in October shall be held on Wednesday,  October 15,2022, beginning at 6:00 p.m.  B) Inclement Weather Policy for Council Meetings for 2023. Ifai meeting cannot be held due to inclement weather or for any reason as determined by the Mayor, or the Vice-Mayor if the Mayor is not available, the meeting will be held at the scheduled time on the following  Monday, unless otherwise determined by the Council.  PASSED BY THE COUNCIL  Mayor  ATTEST: Clerk of Council  Date    Town of Grottoes 2023 Meeting Dates  Work Session 6:00pm 9  Town Council 7:00 pm  Planning Commission 6:00pm 31  Jan *Jan *Feb Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec  9  25 -= special meeting (6-8 pm) 7- work shop (retreat 5-8 pm)  13 13 10 8 12 10 14 11  13 13 10 8 12 10 14 11 11 13 11  28  30  25  26  11'Wednesday 13 11  28  Unless otherwise posted all Council meetings are held at 7:00 p.m. in the Council Chambers of the Town Hall. Work session meetings will be held at 6:00 pm. Planning Commission will meet at 6:00 p.m. If you have any  questions, please call the Town Office at 540-249-5896.  Thank youl    New Business #2.  2023 Committee Assignments  FINANCE COMMITTEE Chair: David Raynes Jo Plaster Tim Leeth  PERSONNEL, FIRE AND POLICE PROTECTION COMMITTEE  Chair: Jo Plaster Mark Sterling Michael Kohl  ORDINANCE, HEALTH AND PROPERTY COMMITTEE Chair: Michael Kohl -1 Planning Commission Liaison  Joshua Bailey Mark Sterling  SPECIAL EVENTS COMMITTEE  Chair: Tim Leeth James Justis Jo Plaster  WATER & SEWER COMMITTEE  Chair: Joshua Bailey David Raynes Tim Leeth  PARKS, RECREATION AND PUBLIC FACILITIES COMMITTEE  Chair: Mark Sterling James Justis Michael Kohl  STREETS AND STREET LIGHTS COMMITTEE  Chair: James Justis Joshua Bailey David Raynes    News Busincss #3  RESOLUTION 20230109-02  A RESOLUTION TO REAFFIRM AND ADOPT A CODE OF CONDUCT AND ETHICS FOR THE MEMBERS OF THE GROTTOES TOWN COUNCIL WHEREAS, the' Town of Grottoes Council has previously determined that the adoption ofa Code of Conduct and Ethics is important to emphasize the imperatives of integrity, fairness, NOW THEREFORE, BE IT RESOLVED by the Grottoes Town Council this 9th day of January 2023, the following Code of Conduct and Ethics, including Conduct and Ethical  and accountability in local government.  Standards, are hereby reaffirmed, and adopted:  GROTTOES TOWN COUNCIL CODE OF CONDUCT AND ETHICS  PREAMBLE.  The citizens of Grottoes are entitled to fair, ethical, accountable, and effective local  government. Such a government requires that public officials:  Comply with both the letter and the spirit of the laws, ordinances. and policies Be independent, impartial, and fair in theirj judgment and actions. Use their public office for the public good, not for personal gain. Conduct public deliberations and processes openly.  affecting government.  Actv with respect and civility.  To this end, the Grottoes Town Council has adopted this Code of Conduct and Ethics to emphasize the imperatives of integrity, fairness, and accountability in local government.  L.Act in the Public Interest  Recognizing that stewardship of the public interest must be their primary concern, Council Members shall work for the common good of the people of Grottoes and not for any private or personal interest. They will treat all persons, claims, and  transactions in a fair and equitable manner.  2. Conduct of Members  Council Members shall at all times restrain from abusive conduct, personal charges, or verbal attacks upon the character or motives of other members of the Town Council, boards, commissions, committees, staff, or the public.    3. Respect for Process  Council Member duties shall be performed in accordance with the processes and rules established by the Town Council. A Council Member shall respect a decision once it has been made by the majority of Council.  4. Communication  Iti is the responsibility of Council Members to share substantive information that isi relevant to a matter under consideration that they have received from sources outside of the decision- making process with all other Council Members. Council Members shall interact with one another honestly, forthrightly, and respectfully. Discussions shall focus on issues, policies, and other substantive  matters relating to the function of Town government.  5. Confidential Information  Council Members shall respect and preserve the confidentiality of information provided to them concerning the matters of the Town. They shall neither disclose confidential information without proper legal authorization nor use such information to advance their personal, financial, or private interests.  6. Advocacy  To the best of their ability, Council Members shall represent the official policies and positions of the Town Council. When presenting their personal opinions or positions, members shall explicitly state that they do not represent  the Council or the Town. 7. Positive Work Environment  Council Members shall support and maintain aj positive and constructive environment for residents, businesses, Town employees, and others involved in  Town activities. 8. Compliance  The Grottoes Town Council Code of Conduct and Ethics expresses standards of ethical conduct expected of Members of the Grottoes Town Council. Members of the Council have the primary responsibility to ensure that ethical standards are understood and met, and that the public can continue to have full  confidence in the integrity of the Town Council.    TOWN OF GROTTOES, VIRGINIA Conduct and Ethical Standards  Guidelines and Suggestions to Maintain Good Working Relationships  1. Relationships with other Council Members  A Council Member wants to be as success in getting certain policies approved and carried out. The most important factor in determining whether this will happen is the attitude of  other Council Members. They are a crucial audience. Questions you need to ask yourself:  Doy you act in a way that suggests you are concerned primarily with your own benefit (or a select group)? Or does your behavior convince your colleagues that you are Dos you help your colleagues obtain the information they need to participate Do you try to get everyone trying to agree on an issue? Or are you satisfied once  acting in the best interest of the entire town?  effectively? Or do you try to look good at their expense?  you know the majority is achieved? Ins short: Do you compete or cooperate?  A Council Member will be respected by colleagues ift the Member behaves in a way that is seen as fair as well as effective. Knowing and understanding your colleagues is central to establishing, building, and maintaining effective relationships.  Keys to working well together: Be willing to listen to others. Respect others' skills and attitudes. Keep an open mind.  Disclose yourself to others openly and freely. Express your opinion and let colleagues learn why you think the way you do on issues. Make a conscientious effort to be well prepared for each meeting.  Offer criticism of colleagues only inj private meetings with appropriate individuals ADHERE TO THE ESTABLISHED CODE OF CONDUCT AND ETHICS  ori in closed meeting.  2. Remember the Rule of Four!  When it comes to adopting policy or getting any item approved in our community,you need to remember the Rule of Four. A simple question you need to ask is, "How many citizens does it take to get any policy or action item approved?" The answer is four. The point is the three additional citizens you convince have to currently share a position with you on the Council or one of them be the Mayor. Obviously, your own mind is made up on an issue, if you persuade three other Council Members or two and    the Mayor (in case of ties) in your favor, then the motion will pass. So, although the citizens are very important in what we do, when it comes to approving policy and items at hand, you need to convince your colleagues. It is easier to accomplish this by  working with them instead of alienating them. 3. Management of Conflict  Council Members who don't think and act as part of a team, who are difficult to get along with, most often become ineffective. They are left out of the decision- making process, which is al loss to the entire Council. Disagreements among Council Members arei inevitable, and a normal part of any decision-making process. Iti is important that disagreements do not interfere with cooperative processes. The most serious paralysis a Council can have is the inability of Members to work with one another. This inability becomes visible to the community and reduces the Council's political authority within the community. The interests ofi individual Members become personal and apparently more important than the interests of other citizens. To manage conflict constructively may require that ground rules be established, SO that an atmosphere can be created where differences can be raised, and respectful dialogue can occur.  4. Relationships with Town Staff  Staff bashing is tempting for a Council Member who wants to look good to those who are complaining. But the local government pays a heavy price for such behavior. The morale of town employees is likely to decline ift the Council expects the laws to be enforced, but then publicly. jumps on those responsible for enforcement. Therefore, Council Members should be careful about how they deal with specific complaints about  staff expressed at aj public meeting. Things to remember about staff relationships: Treat all employees with courtesy and respect. and integrity of the employee.  Avoid publicly criticizing any employee in any way that reflects on the competence Make clear to a citizen that the complaint will be addressed and ask the Town Don't let the staff be blamed for major policies, since those are the responsibility of Remember that the success of every policy depends on its implementation by an Ift there is aj problem with a staff person, resolve it in private rather than at a public meeting (ort the press). Raise concerns about employees with the Town Manager,  Don't try to resolve controversies during a public meeting. Manager to appoint a staff member to contact the citizen.  the Council. effective staff.  and concerns about the Town Manager with the Mayor.    Town Manager- Council Relationships  Council Members must understand that their role is to develop policy, not get involved in administration. Such activity can erode the manager's authority with staff members and often lead to morale and productivity problems within the staff. Council Members should maintain consistent positions in both their public declarations and their private discussions with the Town Manager. Our actions can increase or minimize the quality of work by our Town Manager and Staff. All dealings with town staff should be handled via the Town Manager, unless he or  she prescribes otherwise.  5. Relationships with the Media (Print, Radio, TV, Websites)  When talking with the media, avoid attacking others, even if they attacked you. Don't let an aggressive reporter or citizen lure you into battle. Fighting with a citizen, staff member, or fellow Council person can make you look small minded and divert attention from what you were elected to do. Resist the urge tol be While Facebook, blogs, wikis and other forms of online discourse are individual interactions, please remember that to our citizens, you are always a representative oft the Town of Grottoes. We have an official Town website and Face book page for Please refrain from conducting any town related business on personal websites. If you receive questions via personal websites, please direct people to our official Town website or Facebook page to find information and/or post comments.  vindictive.  our town and that content is controlled by Town Staff  6. Relations with the Public (Citizens)  Avoid a private lifestyle that casts public doubt upon the integrity and competence  oft the town government  Pay all taxes due to the county, state, or national government. feel comfortable ini their roles as observers or participants.  Work to create aj positive environment in public meetings where citizens will Be tolerant. Allow citizens, employees, or colleagues sufficient opportunity to Ber respectful and attentive. Avoid comments, body language or distracting activity that conveys a message of disrespect for the presentations from citizens, personnel When making comments, make sure you clarify when you are speaking  present their views.  oro colleagues.  individually and not for the Council as a whole.    There will be times when we are asked to speak at public meetings, with the media, post comments on websites, etc. Ifyou are sharing your personal thoughts and/or opinions, you need to make this clear to your audience by stating your comments do Reflect on your comments before you speak to make sure they cannot be misinterpreted. Comments based on fact and forethought will hopefully eliminate Serious issues should be discussed as a whole (Council and Staff) before public Remember that even though you are an individual, in the eyes of the public and media, you represent the Council and our community. Choose your words wisely  not represent the Council as a whole. any possible misunderstandings. comments are made.  and make decisions appropriately.  PASSED BY THE COUNCIL  Mayor  ATTEST: Clerk of Council  Date