ONANCOCK 160 VIRGINIA'S EASTERN SHORE  Town Council: Brandon Brockmeier, Ray Burger, Cynthia Holdren, Joy Marino, Sarah Nock and Maphis Oswald  Mayor: Fletcher Fosque I Town Manager: Matt Spuck  Town of Onancock Town Council Meeting January 23, 2023, at 7:00 p.m.  Agenda  1. Call to order and roll call 2. Pledge of Allegiance 4. Council Action 5. Council discussion:  3. Approve minutes from December 19, 2022, meeting  a. USDA Loan Resolution a. Onancock Main Street presentation b. Police presentation on staffing  Town Plan- - process to move forward with selected consultant  6. Public Comment 7. Committee Reports  a. Personnel (Joy Marino) b. Planning Commission (Fletcher Fosque) C. Waterfront (Fletcher Fosque) 8. Mayor's Report 9. Town Manager's Report a. Manager's Report b. Financial Report 10. Town Councilmember comment 11. Closed: session, ifnecessary 12. Adjourn  15 North Street I Onancock, Virginia 23417 I 757.787.3363 I onancock.com    Town of Onancock Town Council Meeting Monday, December 19, 2022  7:00 PM  1) Call to order and Roll Call:  Mayor Fletcher Fosque called the meeting to order at 7:00 PM and roll was called. Mayor Fletcher Fosque and Councilmembers, Ray Burger, Thelma Gillespie, Cindy Holdren, Joy Marino, Sarah Nock and Maphis Oswald were present. Aquorum was established. Chairperson Schreiber called the Planning Commission to order at 7:01 PM. The roll was called. Commissioners Bill Bagwell, Brandon Brockmeier, Fletcher Fosque, Carol Tunstall, and Chairperson Scott Schreiber were present. Commissioners T Lee Byrd and Larry Frey were not present. A quorum was established. Town Clerk Debbie Caton and Deputy Clerk Mariellen Mearsheimer were also present. Town Manger Spuck was present via Zoom.  2) The Pledge of Allegiance was recited.  3) Amend the original agenda - Councilmember Holdren moved to amend the original agenda. She requested to add scoring and discussing the Town Master Plan sO to pick a firm and start price negotiations. Counciimember Oswald seconded the motion. The motion passed with a 6-  Ovote.  4) Consideration and Approval of November 28, 202 Meeting Minutes: Councilmember Oswald moved to approve the minutes as presented. Councilmember Gillespie seconded the motion. The motion was passed with a 6-0 vote.  4) Public Hearings  a) Public Hearing was called to order at 7:03 PM - Short Term Rental ordinance 38-77. Planning Commission was called to order at 7:03. Mayor Fosque explained the language was updated to clarify the number of properties that can be owned and operated as an Airbnb bya  single owner. No public comments. The public hearing closed at 7:05 PM. 5) Council discussion:  a) Short Term Rental ordinance - 38-77 = After council discussion, Commissioner Tunstall from the Planning Commission moved to the recommend the changes. The motion passed with a 4-0 vote. Councilmember Nock moved to adopt amended 38-77 ordinance on  Short Term Rental. Aroll call vote was taken.  Councilmember Burger-yes Councilmember Holdren = yes Councilmember Nock = yes  Councilmember Gillespie - yes Councilmember Marino -y yes Councilmember Oswald - yes  The motion passed with a 6-0 vote.  1/Page  2    Town of Onancock Town Council Meeting Monday, December 19, 2022  7:00 PM  Planning Commission adjourned at 7:18 PM.  6) Amend the original agenda - Accomack County's current Clerk of Circuit Court, Samuel H. Cooper, Jr. was present to swear in Mayor Fosque for the term of January: 1, 2023 and ending December 31, 2024. Councimembers Holdren, Marino and Nock were also sworn  in for the term of January 1, 2023 and ending December 31, 2026.  5) Council discusion-continued  b)F Façade improvement Grant guidelines- - Councilmember Nock presented the overview of the Façade Improvement grant guidelines and grant application to the Town Council for approval. Upon approval, the application period will be open for 45 days and depending on scoring and the number of applications, a Counciimember Nock read an emailed letter from Kimberley Moore owner of the Inn at Onancock. Ms. Moore respectful requested a change to the documents that will allow The Inn at Onancock and The Spinning Wheel to also apply for the grant. Town members discussed and questioned the original intent of the grant and if that included allowing business outside of the business district to apply. Janet Fosque, President of Onancock Main Street, spoke and stated the original intent of the grant was to focus on downtown, uptown and wharf businesses. Councilmember Marino moved to accept the grant application and grant guidelines. Councilmember Gillespie seconded the motion. The motion passed c) 2023 Meeting Schedule- Councilmember Holdren moved to adopt the meeting schedule. Councilmember Nock seconded. The motion passed with a 6- d) USDA resolution for loan/grant for police department and water department vehicles - Councilmember Oswald moved to adopt the motion. Councilmember Burger seconded the motion. A roll call vote was taken.  second tranche may be available at a later date.  with a 6-0 vote. 0 vote.  Councilmember Burger - yes Councilmember Holdren = yes Councilmember Nock - yes  Councilmember Gillespie - yes Councilmember Marino - yes Councilmember Oswald yes  The motion was passed with 6-0 vote.  2Page  3    Town of Onancock Town Council Meeting Monday, December 19, 2022  7:00 PM  7) Public Comments- =  Charlie Roe - 142 Market St -Mr. Roe is very sad that members of the community and taxpayers did not have any input in the Performance Pavilion. He feels like there has been a lot of secrecy. He thinks Town Council needs to Rosemary Paparo - 9 Holly St -Ms. Paparo spoke at the meeting' Wednesday, December 14, 2022 at the Historic Onancock School regarding the Performance Pavilion. Ms. Paparo wanted it on record that she is representing the Onancock Residents Group. A packet with: signed petitions from concerned residents was presented to the Town Council. All residents signed ini front of representative. Onancock Residents group did not go to the press except on December 12, 2022 which is the same day the petitions were presented to town council and the Jeff Albrechtson - 6. Johnson St- In regard to building of Performance Pavilion, Mr. Albrechtson found the meeting on Wednesday, December 14, 2022 to be a "dog and pony" show. Mr. Albrechtson asked thei following questions: Town Council approved the construction at the March 28, 2022 meeting. At this meeting, did HOS provide Town Council with any detailed plans for the development of the pavilion? Prior to the approval, surrounding residents were not given ai forum on how the pavilion will impact daily living. Why did itt take 9 Dr. Felthousen -5 Ames St -Dr. Felthousen spent two months trying to gather facts. In an effort to move forward, Dr. Felthousen applied to be a member of Town Council. He would like tot find a way to move forward and find a resolution. Brenda Smith - 12 Market St - Ms. Smith voiced her support for the town's process. During COVID, all meetings were accessible. Meetings are transparent with advertising in the Eastern Shore Post, on the town's website and an email distribution list. All residents can call the office to be added to the list. Clark Williams - 5. Johnson St- residents within a 2-3 block radius will be directly impacted by the Performance Pavilion. He was not informed of the project. The only way the project will be completed and successful is toi include the residents John Morrison - Mallard's at the Wharf is seeking use of the adjacent parking lot at the Wharf on February 4, 2023 for the Riverside Auxiliary annual fundraiser. Councilmember Oswald moved to approve the request. Councilmember Burger  consider everyone in the community for such decisions.  board of Historic Onancock School.  months for this to happen?  in all communication.  seconded the motion. The vote passed with 6-0.  3Page  4    Town of Onancock Town Council Meeting Monday, December 19, 2022  7:00 PM  8) Selection of firm for Town Master Plan: a RFP went out 5 months ago to firms requesting proposals for at town master plan to include parking solutions, wayfinding, designing public space and lighting. The firm selected will be asked to give a price  proposal.  Councilmember Holdren selected Hill Studio. Councilmember Marino selected CRSA. Councilmember Oswald selected Hill Studio. Councilmember Nock - abstain Councilmember Gillespie selected Hill Studio. Councilmember Burger selected Hill Studio. seconded. The vote passed with 6-0 vote.  Councilmember Holdren moved to accept Hill Studios. Councilmember Marino  9) Committee Reports:  a) Personnel Committee - Councilmember Marino reported a meeting was not held in b) Planning Commission - Commissioner Fosque updated the Planning Commission is developing al blighted property and property maintenance ordinance. c) Waterfront Committee - Mayor Fosque gave updates on the Bulkhead. The decorated sailboats are ini the marina for the Christmas season.  November.  10) Mayor's Report-  a) The town is currently down two police officers. Chief Williams will attend the January 2023 meeting to answer questions and present options to retain and recruit b) The DPW is also down an employee. The harbormaster is filling in during the winter c) Mayor Fosque thanked everyone involved with Christmas in Onancock. d)Dog Park parade - Nina Adler organized a dog park parade. About 17 dogs e) Performance Pavilion - suggested a work session or ad-hoc committee to help  officers. months. participated.  facilitate open communication with HOS about the project.  4Page  5    Town of Onancock Town Council Meeting Monday, December 19, 2022  7:00 PM  f) Appointment of Town Council member - set up: a special meeting in January to  interview and select a new council member. a) Town Manager's Report-i in Council packet.  11)7 Town Manager's Report  b) Financial Report - Councilmember Holdren commented on ARPA project cost updates. She had requested a cost update from Town Manager Spuck on items closed and unspent money that is available to reallocate to open projects. Atotal of $18,800 isu unexpended. Councimember Holdren would like to consider reallocation of the  funds.  12) Town Councilmember comments =  Councilmember Burger - no comment.  Councilmember Gillespie - December 19th was Ms. Gillespie's last meeting. She thanked everyone for the opportunity to serve on the Town Council. Councilmember Nock - Councilmember Nock thanked Nina Adler for organizing the dog park parade. She complimented the decorated sailboats at the harbor. She expressed her gratitude to Councilmember Gillespie'sservice. Councilmember Marino - Councilmember Marino stated she feels as if she did not do her due diligence before voting on the construction oft the Performance Pavilion. She also stated she feels like the town has always supported the school with past projects but the blueprints and supporting documents were not available at the March 2022 meeting and this potentially played a part in her Councilmember Holdren Councilmember Holdren commented on the Performance Pavilion. She would like to move forward with working towards the goal of making the pavilion a positive thing for the community despite all the negative publicity and comments. Councilmember Holdren expressed her  Councilmember Oswald - no comment.  vote.  gratitude for Councilmember Gillespie'sservice.  13) Closed session - not necessary.  14) Adjourn - Councilmember Holdren moved to adjourn the meeting. Councilmember Gillespie seconded the motion. The motion passed with a 6-0 vote. The meeting adjourned at 8:58 PM.  5Page  U    Town of Onancock Town Council Meeting Monday, December 19, 2022  7:00 PM  Mayor, Fletcher Fosque  Town Clerk, Debbie Caton  6Page  1    Position. 5 LOAN RESOLUTION (Public Bodies)  USDA Form RD 1942-47 (Rev. 12-97)  FORM. APPROVED OMBI NO. 0575-0015  ARESOLUTIONO OF THE Town Council OFTHE Town of Onancock  AUTHORIZING. ANDI PROVIDING FOR THE INCURRENCE OF INDEBTEDNESS FOR" THE PURPOSE OF PROVIDING APORTION OF THE COST OF ACQUIRING, CONSTRUCTING, ENLARGING, IMPROVING, AND/OR EXTENDINGITS  Police Vehicle and Public Works Vehicle  FACILITY TOSERVE. AN AREA LAWFULLY WITHINI ITS. JURISDICTIONTO: SERVE.  WHEREAS, iti is necessary for the  Town of Onancock (Public Body)  (herein after called Association) to raise aj portion of the cost ofs such undertaking byi issuance ofi its bondsi in the principal amount of  75, 600.00  pursuant to the provisions of Va Code 15.2  and  WHEREAS, the Association intends to obtain assistance from the Rural Housing Service, Rural Business Cooperative Service, Rural Utilities Service, or their successor Agencies with the United States Department of Agriculture, (herein called the Government): acting under the provisions of the Consolidated Farm and Rural Development Act (7 U.S.C. 1921 et seq.) in the planning, financing, and supervision of such undertaking and the purchasing of bonds lawfully issued, in the event that no other acceptable purchaser for such 1. Tol have prepared on its behalf: and to adopt an ordinance or resolution for the issuance ofi its bonds containing such items andi in such forms as are required by State statutes and as are agreeable and acceptable to1 the Government. 2. To refinance the unpaid balance, in whole or inj part, ofi its bonds upon the request of the Government ifat any timei it shall appear to the Government that the Association is ablet to refinance its bonds by obtaining, al loan for suchj purposes from responsible cooperative or private sources ati reasonable rates andt terms for loans for similar purposes and periods oftime as required by section 333(c) ofs said Consolidated Farm and Rural Development Act(7U.S.C.1 1983 (c)). 3. Toj provide for, execute, and comply with Form RD 400-4, "Assurance. Agreement," and Form RD 400-1, "Equal Opportunity Agreement," including an' Equal Opportunity Clause," which clause is tol be incorporated in, or attached as ar rider to, each 4. Toi indemnify the Government for any payments made or! losses suffered by the Government on behalf oft the Association. Suchi indemnification shall bej payable from the same source ofi funds] pledged to pay the bonds or any other legal permissible 5. That upon defaulti in1 the payments of any principal and accrued interest on the bonds or in the performance of any covenant or agreement contained herein ori int the instruments incident to1 making ori insuring, the loan, the Government at its option may (a) declare the entire principal amount then outstanding and accruedi interest immediately due and payable, (b) for the: account oft the Association (payable from the source off funds pledged to pay the! bonds or any other legally: permissible source), incur andj pay reasonable expenses for repair, maintenance, and operation oft the facility ands such other reasonable expenses as may be necessary to cure the cause of default, and/or (c) take possession oft the facility, repair, maintain, and operate or rent it. Default under the provisions oft this resolution or any instrument incident to the making or insuring oft the loan may be construed by the Government to constitute default under any other instrument held byt the Govemment and executed or assumed by the Association, and default 6. Not tos sell, transfer, lease, or otherwise encumber the facility or any portion thereof, ori interest therein, or permit others to 7. Not to defease the bonds, ort tol borrow money, enter into any contract or agreement, or otherwise incur any liabilities for any purpose in connection with the facility (exclusive of normal maintenance) without the prior written consent of the 8. Toj plaçe the proceeds oft the bonds on deposit in an account and in a manner approved by the Government. Funds may be deposited. ini institutions insured by the State or Federal Government or invested in readily marketable securities backed by the full faith and credit oft the United States. Any income from these accounts will be considered as revenues of thes system. 9. To comply with all applicable State and Federal laws and regulations andt to continually operate and maintain the facility in 10. Toj provide for the receipt of adequate revenues to meet the requirements of debt service, operation and maintenance, and the establishment of adequate reserves.. Revenue accumulated over and above that needed toj pay operating andi maintenance, debt service: and: reserves may only be retained or used to make prepayments on the! loan. Revenue cannot be used toj pay any expenses which are not directly incurred: for the facility financed by the Government. No free service or use oft the facility will According tot the! Paperwork. Reduction Actof 1995, no persons arer required to respond loac collection of information unless itd displaysa a valid OMB control mumber. They valid OMB control mumber! for this information collection is 0575-0015. The timer required! to complete thisi information collection is estimated toa average lhourp per response. including: thet time for reviewingi instructions, searchinge existing datas sources, gathering and maintaining thea datar needed, ando completing andr reviewing thec collection ofi information.  bonds is found by the Association:  NOW' THEREFORE in consideration of the premises the Association hereby resolves:  construction contract: and subcontract involvingi ine excess of$ 10,000.  source.  under any suchi instrument may be construed byt the Government to constitute default hereunder.  do sO without thep prior written consent of the Government.  Government ifs such undertaking would involve the source of funds pledged to pay the bonds.  good condition.  bej permitted.    -2-  11. Toa acquire andi maintain such insurance and fidelity bond coverage as may be required by the Government. 12. To establish and maintain such books andr records relating tot the operation oft the facility andi its financial affairs and to provide for required audit thereof as required by the Government, to provide the Government a copy ofe each such audit without its request, and toi forward to the Government such additional information and reports as it may from time to time 13. Toj provide the Government at all reasonable times access to alll books and records relating tot the facility and access to the property of the system so that the Government may ascertain thatt the. Association is complying with the provisions hereof 14. That ift the Government requires that ai reserve account be established and maintained, disbursements from that account may be used when necessary for payments due ont the bondi ifs sufficient funds are not otherwise available. With the prior  require.  and oft the instruments incident to the making ori insuring oft thel loan. written approval oft the Government, funds may be withdrawn for: (b) Repairing or replacing short-lived assets. (c)! Making extensions ori improvements to the facility. reached the required funded level.  (a) Paying the cost of repairing or replacing any damage to the facility caused by catastrophe.  Any time funds are disbursed from thei reserve account, additional deposits willl be required until the reserve account has 15. Top provide adequate service to all persons within the service area who can feasibly and legally. be served and to obtain the Government's concurrence prior to refusing new or adequate services tos such persons. Upon failure toj provide services which are feasible and1 legal, suchj person shalll have a direct right of action against the Association or public body. 16. To comply with the measures identified in the Govemnment's environmental impact analysis for this facility for the purpose ofavoiding or reducing the adverse environmental impacts oft the facility's construction or operation.  17. To accept a grant in an amount not to exceed $  40,600.00  under the terms offered by the Government; that the Town Manager to operate the façility under the terms offered in said grant agreement(s).  and. Mayor  oft the Association are hereby authorized and empowered toi take all action necessary  ora appropriate in the execution ofa all written instruments as may be required ini regard to or as evidence ofsuch grant; and Thej provisions hereof andt the provisions ofa all instruments incident to the making or the insuring of the loan, unless otherwise specifically provided byt the terms ofs suchi instrument, shall be binding upon the Association as long as the bonds are held ori insured by the Government or assignee. The provisions ofs sections 6t through 171 hereofr may be provided fori ini more: specific detail in the bond resolution or ordinançe; to the extent that the provisions contained in such bond resolution or ordinance should be found to be inconsistent with the provisions hereof, these provisions shall be construed  as controlling between the Association and the Govemment or assignee  The vote was:  Yeas  Nays  Absent  IN WITNESS WHEREOF, the Town Council  ofthe  Town of Onancock  has duly adopted this resolution and causedit  tol be executed by the officers below in duplicate on1 this  day of  (SEAL) Attest:  By_ Title  Title  9    RESOLUTION OF GOVERNING BODY OF  THE TOWN OF ONANCOCK  The Town Council of the Town of Onancock, Va, consisting of 6 members, in a duly called meeting held on the 19 dayof PELEMBOR 2022, at which a quorum was  present RESOLVED as follows:  BE IT HEREBY RESOLVED that in order to facilitate obtaining financial assistance from the United States of America, United States Department of Agriculture, Rural Development (the Government) ini the purchase ofa police vehicle with equipment and a public works truck, the Governing Body does hereby adopt and abide by all covenants contained in the agreements,  documents, and forms required by the Government to be executed.  BE IT FURTHER RESOLVED that the Town Manager of the Town of Onancock be authorized to execute on behalf of the Town Council, the above-referenced agreements, documents, and forms and to execute such other documents including, but not limited to, debt instruments, securityinstruments, and/or grant agreements as may be required in obtaining the said  financial assistance. Council.  This Resolution is hereby entered into the permanent minutes oft the meetings ofthis Town  TOWNOFONANCOCK  By:  MAYOR  MT  Attest: hlslina Hawiishaliv duryant  BSIGNATUREANDTIE)  CERTIFICATION  Ihereby certify that the above Resolution was duly adopted bythe Town Council of the Town of Onancock in a duly assembled meeting on the 9V day ofconbw ,2022.  QuahCin -  Secretary/Clerk  Revised 08/23/2018    I  @ E C B @  I  I  0 C -  C -  il    0  5 - a  I  S  12    le DE a    8 O D0   3 a -  Y  @ e o o  0 3 LL  $  13    de a 3  a  -  o 8    - E a  -  e  e    e    e e @ 3 3  S 3  s @ 9 4  5 00 e 7 e 1    0 & 60  B @  e 2  E  -    0    E  8 de  t S a E  0 o of  E  6  J E 5 - - 5 e    @ E  8 in 1  00 @ o n e de 10 in e o à o 8 8  O a  = 8  &  a 6 a NN  f I S 8  - -  19    bo  C €  a  :  @ C  S  30    à  I  A @  L  a  I  S  31    E  I  8 @ R  32    S 6  -  E  23    RFP:2022-02  Service for Town Planning  Onancock, Virginia Proposal for Professional Services  6  AA  SA  www.hilstudio.com 540-342-5263 Roanoke, VA 24011  HILL  120 W Campbell Avenue STUDIO  24    ONANCOCK 1630 VIRGINIA'S EASTERN SHORE  Town Council: Ray Burger, Thelma Gillespie, Cynthia Holdren, Joy Marino, Sarah Nock and Maphis Oswald  Mayor: Fletcher Fosque I Town Manager: Matt Spuck  RFP: 2022-02  Services for Town Planning  Contact Person: Matt Spuck, Town Manager  Submittals must be received in the Town Hall no later than September 9, 2022, at noon.  Deliver to: Matt Spuck, Town Manager Town of Onancock 15 North Street Onancock, VA 23417  Matspukeonancockcon (preferred delivery method)  Purpose/Background  The Town of Onancock Planning Commission prepared a Comprehensive Plani that the Onancock" Town Council recently adopted. Onancock Main Street, a separate legal entity, has invested in visioning for our Downtown and retained a designer that created ar new town logo, which was aiso adopted by Town Council. This Planning project is the culmination of many completed projects, extensive neighborhood conversations, and the scope The Onancock Town Council is the group spearheading this planning project and the organization selected will  and the tangible and narrowly defined deliverables are detailed herein.  work directly with Council or a subset thereof.  Proposals submitted through the public procurement, process are. subject to public inspection in accordance with  the Virginia Freedom of Information. Act.  15 North Street I Onancock, Virginia 23417 I 757.787.3363 1 onancock.com  25    Scope of Services: Lighting Plan  The Town of Onancock is interested in actionable plans and product specifications in the following areas:  The Comprehensive Plan requires the Town to move toward becoming Dark Sky  Compliant.  The actionable plan for lighting would create a town-wide lighting plan, varying lumens for use and location, and provide product specifications for street lighting that aligns with the character of each neighborhood and continuity  throughout Town.  Signage  The professional selected for this project would work with Town Council, and the design firm that created the new Town Logo, to develop designs and bid-ready  specifications fori five distinct purposes: Townr main entrance sign  Display options for community organizations to advertise events Way-Finding signs that direct visitors throughout' Town Design of street signs, parking signs, and other signs and postings.  Town' Wharf and Marina sign  Parking  As the vibrancy in our Downtown increases, and spaces above retail are allowed to have residential and Homestay use, we want to protect parking during business hours for businesses and allow for adequate parking for new community members. The deliverable for this aspect of the project would be at traffic and parking analysis providing current inventory and: pedficrerommendations for maximizing our parking and achieving the objective mentioned.  Strategic Recommendations  The firm selected would be required to have substantial time on-site, in town, touring The request is the consultant, after spending time, provide strategic feedback on items such as land use, park and open space, community weliness, and other matters that given the expertise oft the firm, may help Onancock ini its future planning. This report would not be more than 5-written pages.  andi familiarizing with the Onancock's Character and land use.  Qualifications:  This project requires the following qualifications: Significant experience working with municipalities  Five or more years related experience in Master Planning, Land Use, or urban planning Familiarity with the Town of Onancock, and its current Comprehensive Plan Extensive experience with group work and collaborative decision making Experience with creating Executive Summary reports on Master Planning Experience in creating cohesiveness in a diverse small community  a    Proposal Requirements:  Proposals should address the Scope of Services and should include the following information:  Professional qualifications of project team Profile and history of the Firm the year the work was completed. Astatement of availability for all team members Al list of current or upcoming projects your team is engaged  Description of previous projects, including the Scope of Work, name of client, status oft the project, and  Proposals including all attachments, brochures, covers, dividers, and all bid forms shall not exceed 20  pages. Evaluation Criteria:  Proposals will be evaluated and scored based on thei following criteria: Professional qualifications of project team (30 points possible) Quality of work experience on similar projects (30 points possible) Adequacy ofa availability of all team members (30 points possible) Expertise in sign and lighting design plans (15 points possible) Expertise in parking study and design (15 points possible)  Selection Process:  An evaluation team selected by Town Council will review all proposals received and score them using the Criteria provided in the RFP. The firms will be ranked and the firms with highest points will be interviewed via telephone or remote conferencing service. Negotiations willl be conducted with the firm ranked' highest by the evaluation team. Ifa contract that is satisfactory: an advantageous toi the Townof Onancock can be negotiated at a price considered fair and reasonable, the evaluation team shall recommend award to that firm to the Town Council. Otherwise, negotiations with the firm ranked first willl be formally terminated and negotiations will bei initiated with thei firm ranked second, and sO on until  such a contract can be negotiated for at fair and reasonable price.  Proposal Due Date and Time:  Proposals will be accepted until noon on September 9, 2022. Email is the strongly preferred method of delivery, but regardless of method, all proposals must be received in the Town Hall by this date.  Postmark is not considered.  Final work product must bei finalized and delivered by December 31, 2022. This is a negotiable deadline, but  important to begin dependent projects. Specific Instructions to Offerors:  Alle email communication shall be marked, "RFP 2022-02, Service for Town Planning." Offerors shall be responsible for the delivery of submittals. Should the Town's electronic networks connectivity prevent receipt of proposals at the time of the scheduled proposal closing, the proposals will be accepted and opened on the next business day of the Town, at the original scheduled hour, or as soon The Town of Onancock reserves the right to reject any and all submittals and to request clarification of information from any offerors. The Town also reserves the right to award contracts to more than one offeror if such action is needed to ensure that all activities requested in this RFP can be met  as connectivity is restored during normal business hours  37    Offerors may be required to: submit additional information that the Town may deem necessary to further The Town of Onancock will not reimburse offerors for any costs associated with the preparation and submittalofanys statement of qualification, ort for anyt travel and per diem costs that are incurred Alls submittals, responses, inquiries, or correspondence relating to or in reference to this RFP, and all reports, charts, and other documentation submitted by offerors shall become the property of the Town Iti is estimated that the size of this project will require the firm awarded to obtain a $30 Onancock The Town shall be the sole judge as to the merits of qualifications submitted by offerors. The decision of Questions shall be emailed to! AISAGeOnNineskon. Responses will be made via email and posted  evaluate the offeror's qualifications  of Onancock when received Business License the Town Council shall bet final  ont the Town's website, www.onancockom/ctps under this project  38    6  19    %          o  o  o9o  o o  D3  o  B - o o    o  o o o  a o  o 1E E o  93    oo! 6  3  o o  o    36    &  o  3    o 88  o 0 o o  o  o o 0 0 8  o  A 3 &  n 6    o  38    0   D 0 0  0 0 3  &  V  6  &  D0 > 0 S  o  31    8  AD    o o 80 o o 1  o o o o o o  o  %  f f A de  $  o    o 0   o  o s o EB  o  %  o    9  %  45            of    E  V  0 E    3A I :  a  t   TE  -    ONANCOCK 1630 VIRGINIA'S EASTERN SHORE  Town Council: Brandon Brockmeier, Ray Burger, Cynthia Holdren, Joy Marino, Sarah Nock and Maphis Oswald  Mayor: Fletcher Fosque / Town Manager: Matt. Spuck  Town Manager Report - January23,2023  Taxes  Even with the issues caused by thet file provided us byt the Treasurer, we were able to get taxes out and collections have been consistently good. We will be sending reminder notices for those who did not pay. The electricity for the HRSD pump station ati the end of Hartman is being runi from the transformer at our As you recall, part of our agreement with HRSD is to have them add sewer service to the new homes on Jefferson St. That project is being engineered. and budgeted now and surveying may begin as early as March with the construction work following immediately. Once the sewer work is done, they will mill  HRSD Transition  water tower. You may see them trenching for that.  and overlay the pavement, which will be al huge improvement.  This is when the capital budget to pave from Holly to the start of this project on. Jefferson will be used. In addition toi this, hope to contract with the contractor doingt this work to add ai fire hydrant to the middle of that section of street. After speaking with the fire department, that  would bet the right thing to do.  Planning Commission  Planning Commission has reviewed and suggested edits to the Property Maintenance ordinance.lam We are compiling al list of ordinances that need to change andI I want to work on getting the zoning map Wel have two applications for Homestay and two applications for building; one accessory building that Holly Street repair is being scheduled for the stormwater easement. We have the culverts and the owner's approval for the work. With such a small staff, finding time for this project has been difficult. Marshall Street Extension work is beginning. We will be adding the water and sewer lines. Dean (retired  making their suggested changes and will review with them next month.  current.  will meet setback, guidelines, and one new home on Marshall St extension.  Street Repairs  wastewater employee) is coming back to supervise the project. HWG has presented their suggested edits to our procurement policy.  Legal  HWG has our personnel policies for review and comment. We have been told that we should see the  edits within 30-days.  Water Department  We need to add the meters for the final two houses being constructed on. Johnson St. The project is underway and on schedule. With minor punch list items, the project is substantially  Bulkhead (paid for with VPA and BIG grants)  complete (on budget and ahead ofs schedule).  Town Plan  15 North Street D Onancock, Virginia 23417 1 757.787.3363 I onancock.com    We are at the stage tol begin negotiations with Hill. After we determine the process to be used, Iwill The next meeting with ANPDC is ont the 31* of January. Hopefully, after that meeting, we will have We were awarded, because of our DMO status and my efforts on the Tourism Board, $50,000. These funds are to be used foraw walking app, printed materials for navigating the Town, and way finding materials. All these projects require the completion of the Town Plan currently being considered by This is the grant we received to provide free engineering and design services to ensure our application for Ihad my first meeting with them, which discussed location, road width, utilities, crosswalk location, rights The consultant is preparing plans and possible designs to limit costs as much as possible. When hei is Ihave the first meeting fori the administration. and contract review on the 31st. Arepresentative from  notify other firms of Council's decision.  Northeast Revitalization Project tangible timelines. VTC (Virginia Tourism Grant)  Council. VODOT (Ready Set Go grant)  the grant to add: sidewalks to King Sti is the strongest possible.  of way, and more.  complete, there will be another group meeting. IRF (industrial Revitalization Fund- $1 mil for Lilliston)  Main! Street will attend. Open ARPA Project Updates Police Generator ($50,000) GIS Water System ($15,000)  No activity until police department renovation  We have the first layer of the GIS complete (a map of all water utility distribution. system) and will purchase the GPSI Locator required to complete the acquisition phase of the project. The architect and engineers met with Chiefa and me. The design has been approved by both of us and the architect willl be sending a proposal for them to prepare construction /bid documents. If The architect and engineers met with Cindy, Fletcher, and me. The design has been approved and will be presented to Council. The architect will be sending a proposal for them to prepare construction, /bid documents. Ifwe accept this proposal, we will go to public bid. The park is functional. We have signs up and the waste bags installed.  Police Department Renovation ($95,000)  we accept this proposal, we will go to public bid. Welcome Center and Public Restrooms ($100,000)  Dog Park ($25,000)  Thel benches arrived and again, Iwant to thank the Bloxom's for their generous donation to make The water line for drinking and paw washing station are in. We need to get the fixtures and  these possible.  cement pads inj place to complete.  Northeast Park ($35,000)  Asmall group met to discuss the progress on the park.  At that meeting 1 was able to share two pieces of playground equipment that meet the needs as well as thel budget. Ihave one more vendor from whomi Ineed to get prices. We will give the community reps the pictures and measurements for them to make the We also met with our insurance company to review their guidelines and ensure we meet  final decision on which is purchased. them with the new public playground equipment.  Security Cameras ($145,000)  Page 2of4  5D    We are negotiating with A&N regarding the General Pole Attachment Agreement. We will be finishing the contract language this week (1/23/23) which will allow A&N1 to connect the power Chapman Electric is adding outlets to the poles, for both security camera and Christmas lights. The cameras have been purchased and programmed. We arej just waiting for power and We need internet service at 38 Market Street and at the Water Tower for camera service. lam  from the lines to the outlets we had installed.  This will be complete within the next day or: so, depending on weather.  internet.  looking for the most cost effective solution.  Air Conditioning upstairs ($20,000) No activity Matching Grants for Business Facades ($90,000)  The application is in process of being prepared and will be available 2/1/23.  Sunset Park ($40,000) Touchless Fixtures at LL( ($3,500)  lamg getting a design for pavers for Council to consider.  We reviewed the plan with the Little League leadership and will begin this project overi the winter. We are getting aj parts list for the work and coordinating with Little League leadership. The Little League is winterizing their building, so timing ofi this is the only delay. o Determining which Onancock maintained streets have drainage ditches to create al list. As part of the Northeast Revitalization Grant, VDOT will likely deal with the drainage on Cross and School.  Drainage Ditch Cleanout ($7,500)  We will add support elsewhere, if required.  Water Valve Isolation ($15,000) No activity Duckbill at Wharf (10,000)  Waiting for Bulkhead Project to complete to see ift the one theyi installed works the way we We will begin to prepare the spill site as time allows. This sisasignificant project and will take a The timing oft this project may need to wait until after the next boating season.  anticipate before we move forward. Dredging under floating docks ($90,000)  lot of staff time.  Downtown Visual Improvements ($35,000) Waiting until Town Plan is complete Town Square Repairs (8,500) Waiting for Town Plan to complete Walking Path at Little League Complex ($20,000) No activityyet Stormwater Management ($65,932)  Possible use for the King Street project if matching required.  Miscellaneous  The capital purchases from 2022 budget are nearing completion! As you may know, the purchase of trucks has been horribly delayed from manufacturers due to as shortage of computer chips. Our truck ise expected for delivery toi the dealership this week. Then it will be delivered to the company that adds the accessories (dump truck attachment, etc.). Once that is finished and we take possession, USDA will process last year'sgrant: and loan and reimburse us for the out of pocket. This is the same process for this year (the water department work truck). We hope to have faster delivery than the Commonwealth Senior Living Community (the 40-unit senior housing unit across from Commonwealth) project is with a developer. This will take a significant amount of time to design and  15-months it has taken (to this point) for the DPW dump truck. getappropriate approvals, buti it is still moving forward.  3 Page/of4  5    Iwill be looking for support from the County's Groundwater Committee to expand the The audit for Fiscal 22 is starting in late. January. Iti took at full week to prepare the required schedules and gather the backup materials. The field work is scheduled for the 25th. We are prepared and The LIHWAP (Low Income Housing' Water. Assistance Program) grant we received has already helped pay off the utility balance for over a dozen residents. This helped these residents during the holiday Over the last 2-years, we have distributed about $50,000 to customers to help pay off utility account  volume allowed from our wells.  expect another exceptional report.  season, which was appreciated by all oft them.  balances.  2023 Business Licenses will be mailed shortly. They are due by 4/30/23.  Pelaa  Aa