Onancock Town Council Meeting  AGENDA April 27, 2015 7:00 p.m.  1. Call to Order and Roll Call 2. Pledge of Allegiance 4. Public Business a. b. C. 5. Public Comment  3. Consideration and Approval ofMinutes from the Regular Meeting on March 23,  2015 and the Special Meeting on April 15th,2015.  Budget Supplement- appropriation OfUSDA Grant Funds for Equipment Proposed Sewer Agreement with Accomack County, G. Cabell Lawton, IV  FY161 Budget, G. Cabell Lawton, IV  6. Planning Commission Report- - Fletcher Fosque 7. Marketing Committee Report- John E. Morgan 8. Personnel Committee Report 9. Waterfront Committee Report- T. Lee Byrd 10. Mayor's Report 11. Town Manager's Report 12. Mayor and Town Council Comments 13 Closed Session (Contract Negotiation)  14. Adjourn    Town of Onancock Town Council March 23",2015 7:00PM  Call to Order and Roll Call:  Mayor. Jones called the meeting to order at 7:00 PM and roll was called. Mayor Russell. Jones and Councilmembers T. Lee Byrd, Catherine Krause, John Morgan, Sandra Fox, Joshua Bundick and Fletcher Fosque were present. All members were present and a quorum was established.  The Pledge of Allegiance was recited.  Consideration and Approval of Minutes from the Regular Meeting on February23".2015 Mayor. Jones asked if there were corrections, changes, or additions to the February 23", 2015 meeting With none, Councilmember Byrd made a motion to approve the February. 2314, 2015 meeting minutes as submitted. Councilmember Bundick: seconded the motion. The motion passed my unanimous voice vote.  minutes.  Public Business:  a. Claim filed by Donly Watkins for $275.00 for damage done to his automobile while driving ona Town Manager Lawton explained to council that about a month ago Mr. Watkins was driving on at town road and claimed that when he hit a pothole on that road, Jackson Street, it damaged his vehicle's tire rim. Mr. Watkins has submitted a claim to council asking fora a reimbursement of the money that was required to fixl his vehicle. Mr. Watkins did not obtain an incident report from a police officer. Onancock Chief of Police, Eric Williams, feels that speed mayl have been a factori in thei incident not) just the condition of the road. Mr. Lawton feels that while the road does need some repair he does not believe that the town is negligible. Unfortunately, the recent weather conditions were not favorable for road repairs and the town does not have money in the budget fora a complete road overhaul. Mr. Lawton stated that road repairs on town roads will have to be piecemealed. Mr. Lawton suggested that if council did decide to compensate Mr. Watkins for this issue, that they look at doingi it as a credit to what he currently owes thet town in past due personal property taxes which totals more than $700 to date. Councilmember Fox asked if Mr. Watkins submitted an invoice to the town. Mr. Lawton stated that copies of his receipts are included in the agenda packet. Councilmember Fox asked what the Virginia Department ofTransportation would do in a scenario like this. Mr. Lawton shared thati iti is their policy not to repair vehicles that may have damage from a state road. Mayor. Jones asked Mr. Lawton if there has been any effort to repair the town roads in the past six months. Mr. Lawton shared that there has been some effort but that the current weather Mr. Lawton recommended that council not approve Mr. Watkins request for reimbursing  town road:  conditions are unfavorable for repairs of this kind.  claiming that he feels it would create precedence for future claims.  1    Councilmember Morgan stated that crediting Mr. Watkins back personal property taxes is the same as writing him a check for the damages, either way the town losses money. Councilmember Krause stated that she believes that the town has done its due diligence and it working towards correcting the problems with the town roads. Councimember Krause expressed some concern that council has no proofthat the damage was even from a pothole on Councilmember Bundick stated that there is a big difference between normal wear and tear and Councilmember Byrd shared that since he learned of this claim he has been watching vehicles drive down Jackson Street and has noted that they all slow down when coming to the potholes Councilmember Bundick made a motion to deny the claim filed by Mr. Watkins in the amount of $275.00. Councilmember Krause seconded the motion. The motion passed by unanimous voice b. FY16 Budget Presentation, G. Cabell Lawton, IV (document to be distributed at the meeting): Mr. Lawton presented council with a proposed balanced budget for fiscal year 2015-16 (FY16). There are at few issues in terms of revenue and how it is getting booked therefore some of those numbers will be getting adjusted shortly. Mr. Lawton stated that the town is in good financial shape for this time of year. Mr. Lawton explained that the proposed FY16 budget represents an increase ins sewer rates which will increase revenues by $100,000. That increase in sewer revenue will be bring down the general revenue contribution that the water and sewer departments have been receiving. Mr. Lawton shared that the current water and sewer collections have increased over the past year largely due to stricter policies on delinquencies. The proposed FY16 budget would only move $44,000 of general fund monies to the water and sewer departments. Another increase in revenue would be for water and that is due to the hospital becoming a customer of the town. Another aspect of the proposed FY16 budget includes a 1% increase in pay for VRS Plan 1 employees; this is part ofaf four year arrangement. Some money has been budgeted for a cost of living pay increase for town employees. Another major change is that previously the town's street crew's salary and benefits were paid out of four separate department budgets, we have shifted that sO that salary and benefits will come from one department budget. Also, currently the Office Manager, Lisa Weeks, has 50% of! her salaryand benefits paid through the water and sewer budgets. In an effort to save those departments some money' we are proposing to move her out of those departments which means that 100% of her salary and benefits will be covered by the administration budget. The Accounts Receivable Clerk, Allison Hart, will continue to have 50% of her salary and benefits paid for through the water and sewer departments therefore more of those responsibilities will be shifted to her position. The proposed FY16 budget also includes revenue from the septage receiving facility but we have cut that projected revenue in half since currently we are not receiving the flow we initially thought we would. Overall, most of the expenditures are remaining the same. The budget must be adopted by. June 30", 2015 which means we will need apublic hearing two weeks before our council meeting in June. Mr. Lawton also shared that if council would like we can schedule a work session before the public hearing to iron out any  Jackson Street. negligence.  or move around them.  vote.  issues council would like.  2    Councilmember Fosque asked why the year-to-date on real property line item looked so high. Mr. Lawton explained that there has been some monies booked under that linei item that were placed there inappropriately and staffi is currently working on correcting it. Councilmember Bundick asked ifi it would be possible to do away with the vehicle decals like Accomack County. Mr. Lawton explained that the town would need to bill twice a year to place the decal fee on the personal property tax bill which would mean that the town's tax rate as Councilmember Byrd shared that the weather has been part of the reason why haulers have not been utilizing the town's septage receiving facility and that the current rate may also be causing an issue. Councilmember Byrd encouraged council to rethink the current rate to encourage Councilmember Morgan asked if the council's next stepi in the budget process would be scheduling a work: session. Councilmember Fosque asked if they could accomplish a work session during a regularly scheduled meeting. Mr. Lawton affirmed that they could. Mayor. Jones asked council review the proposed FY16 budget sO that they can discuss it further  well as the budget would need to bei in place earlier than. June 30th.  haulers to utilize our system.  at the next council meeting.  Public Comment:  Ms. Nancy Peterson, 74 Kerr Street, asked if council would bel looking into increasing the sewer rates for  the upcoming fiscal year. Mr. Lawton shared that ani increase has been proposed.  Planning Commission Report: No report.  Marketing Committee Report: Nor report.  Personnel Committee Report:  Mayor. Jones shared that the committee has hadi its first meeting and they are looking into revising the  Employee Manual which is their primary focus. Waterfront Committee Report:  Mr. Lawton shared that there wasa a meeting on March 10", 2015. Mr. Lawton shared that Mr. Charles Kelly would be returning as the town's harbormaster. Mr. Lawton explained to council that the biggest concern for the wharf at the moment is the finalization of thet fuel tank. Accomack County Building and Zoning issued a stop work order citing no soil tests as an issue. Mr. Lawton explained that the town is working with a new person at Accomack County who is working with the town constructively to get us to the finish line. Mr. Lawton also shared that Mr. Kelly was lookingi into security cameras for the wharf and that Councilmember Fosque has been recently appointed to the Waterfront Committee. Mr. Lawton shared that the next' Waterfront Committee meeting would be held April 14",2015.  3    Mayor's Report: No report.  Town Manager's Report:  1. Mr. Lawton shared that on' Wednesday the Accomack County Board of Supervisors held a meeting to discuss the construction of their own' Wastewater Treatment Plant. Several groups ofindividuals stood up and spoke to the Supervisors encouraging them to work with the town fort them wastewater needs as oppose to the constructing their own facility. The theme was cooperation not competition. Councilmember Bundick spoke on behalf of the town encouraging coordination with the town. The Board of Supervisors decided to draft an agreement to forward toi the OnancockTown Council for approval forf future services. Mr. Lawton stated that this was astepi int the right direction. Mr. Lawton feels that a path has been made to move forward with 2. Inr regards to the Wharf Gas Tanks, Mr. Lawton feels that some good progress has been made to meet their requirements laid out by Accomack County for the building permit approval. The town! has received an estimate for engineering services which was $3,200. The biggest concern is the ground beneath the proposed location of the tank. Mr. Lawton explained that he has written the Virginia Port Authority asking for an extension on the grant monies. Everything is ordered and ready to go; the only thing the town is waiting on is the building permit from Councilmember Morgan asked what thei fueling alternative willl be for boaters until the town's tanki isi in place. Mr. Lawton explained that Mr. Kelly was in the process of discussing options Councilmember Bundick suggested the rental ofay portal tank. Mr. Kelly expressed some concern for the security risks that may bei involved in having a portal tank on site. Mr. Lawton said that the town would: still looki into that as an option. Councilmember Fosque shared thati it Councilmember Bundick questioned whether the fuel sold from the alternative tank would be sales benefitting thei town or Pep-Up. Mr. Lawton shared that thati is an issue that town staff is 3. Mr. Lawton also shared that thei town's boat ramp is still in need of repair and that staff hopes to have al low tidei int the next day or two sO that they can pour the special concrete. 4. Mr. Lawtoni thanked council and town residents for their participation and support of the 2"d 5. Mr. Lawton shared that the new town website has gone live. He encouraged council to check it out. Mr. Lawton explained that the online pay option is not live yet and it will not be until the 6. Mr. Lawton shared with council that there are some unused grant monies for the Septage Receiving Project. Close to $32,000 which will go primarily to the plant for special paint and a  the County.  Accomack County.  with Pep-Up.  may be difficult get a permit for a portal tank.  working on.  Annual St. Patrick's Day Parade.  bugs are worked out.  4    fair amount of equipment upgrades. Mr. Lawtoni thanked USDA-Rural Development for working  with the town on projects such as these.  Mayor and Town Council Comments:  Councilmember Fosque asked if the town could start a Christmas Decorations Committee to discuss town decorations. The committee would review decoration purchases as well as direct town staff on where to place them. Mr. Lawton shared that council input would be greatly appreciate but that they would need to meet soon so that items could be ordered in time. Councilmembers Krause and Fox Councilmember Fosque also shared that the Onancock Farmer's Market is int the process of becoming a 501(c)(3) which will make the Farmer's Market eligible for grants. At some point the Onancock Farmer's Market will be coming to the town asking fora a letter of support which will greatly help their ability to receive grant monies. Also, at some point down the road Farmer's Market would like to geta al Resolution from the town stating that the town supports the Farmer's Market. Mayor. Jones asked Councilmember Fosque if he would like to draft the Resolution for council's consideration. Mr. Lawton said that we would get thet format over to Councilmember Fosque sO he could work on getting the Resolution Councilmember Bundick thanked everyone for supporting the town at the Accomack County Board of Councilmember Bundick also wanted to see if town staff had an opportunity to look into the prospect of acquiring at throw able life buoy. Councilmember Byrd verified that staff was looking into having one at Councilmember Bundick also wanted to thank town staff fori their efforts during this fiscal year and hei is encouraging council to remember that with the new proposed fiscal year budget when looking at Councilmember Fox thanks Nancy James and Lisa Weeks for their hard work on the St. Patrick's Day Councilmember Krause asked if there was any way the town staff and council could positively interact with old and new businesses in town. Councilmember Krause would like to have a dialogue with these businesses to better understand the pros and cons of operating in town sO that the town can continue to encourage new businesses to the area. Mr. Lawton explained that that has not been at traditional role the town has played although town staff welcomes businesses when they apply for their business licenses. Councilmember Fosque suggested that council be notified of newl businesses in town via email Councilmember Byrd commended Councilmember Bundick on his efforts at the Accomack County Board ofs Supervisors meeting last Wednesday. Councilmember Byrd believes that Councilmembers Bundick's speech helped to sway some board members to vote to work with the town. Councilmember Byrd also feels that the town being proactive with a sewer rate change has helped the Board of Supervisors get on board with coming to an agreement with the towni for wastewater treatment serviçes.  expressed interest in being on the committee.  together.  Supervisors meeting.  the wharfand the kayak dock fori full time safety measures.  possible pay increases.  Parade, stating that she believed the parade to be a success.  so that they can personally welcome them toi town.  5    Closed Session (Contract Negotiation, Personnel, and Consultation with Attorney):  Councilmember Morgan made a motion for Town Council to convene a Closed Meeting for the purpose ofholding a discussion of the personnel, pursuant to. Section. 2.2-3711/A)(1) of the Code of Virginia of 1950, as amended. Councilmember Fosque seconded the motion. The motion passed by unanimous  voice vote.  Town Council went into closed session at 8:20 PM.  Councilmember Morgan made a motion to reconvene Town Council in an Open Meeting, and that a roll call vote be taken and recorded on this motion so that each member who votes inj favor shall, thereby, certify compliance with all oft the matters identified in Section. 2.2-3711 (D) of the Code of Virginia of  1950, as amended. Councilmember Byrd seconded the motion.  Councilmember Byrd Councilmember Krause Councilmember Morgan Councilmember Bundick Councilmember Fox Councilmember Fosque  <Yes/No <Yes/No Yes/No CYes/No <Yes/No Yes/No  Town Council came out of closed session at 9:12 PM.  Adjourn:  Councilmember Byrd made a motion to adjourn. Councilmember Fosque seconded the motion. The  motion passed by unanimous voice vote. The meeting was adjourned at 9:13 PM.  Russell. Jones, Mayor  Lisa Weeks, Deputy Clerk  6    Town of Onancock Town Council Special Meeting April 15, 2015 7:00PM  Call to Order and Roll Call:  Mayor Jones called the meeting to order at 7:00 PM and roll was called. Mayor Russell. Jones and Councilmembers T. Lee Byrd, Catherine Krause, John Morgan, Sandra Fox, Joshua Bundick, and Fletcher Fosque were present. All members were present and a quorum was established.  The Pledge of Allegiance was recited. Order of Business: Town Attorney:  Town Council to convene in a Closed Session Meeting for the purpose of holding a consultation with the Mayor Jones explained to the public that even though the meeting was noticed and public is welcome, Town Council will be going into closed session for the bulk of the meeting and the results of the closed session will not be discussed when they reconvene into Open Session this evening. Mayor. Jones encouraged all present to attend the regularly scheduled Onancock Town Council Meeting which is set for April 27th, 2015 at 7:00 PM to the hear the results and discussion of tonight's special meeting. Councilmember Morgan made a motion that Town Council convene a Closed Meeting for the purpose of holding consultation with the Town. Attorneypertaining to a specific legal matter requiring the provision oflegal advice by such Counsel, pursuant to Section. 2.2-3711/A)(7) of the Code of Virginia of 1950, as amended. Councilmember Bundick. seconded the motion. The motion passed by unanimous voice vote.  Town Council convened Closed Session at 7:03 PM.  Councilmember Morgan made a motion that Town Council reconvene in Open Meeting, and that a roll call vote be taken and recorded on this motion: sO that each member who votes inj favor shall, thereby, certify compliance with all the matters identified in. Section 2.2-3712(D) of the Code of Virginia of 1950, as amended. Councilmember Byrd seconded the motion. The motion passed by unanimous voice vote.  Councilmember Byrd Councilmember Krause Councilmember Morgan Councilmember Bundick Councilmember Fox Councilmember Fosque  <Yes/No <Yes/No Yes/No Yes/No <Yes/No CYes/No  Open Session was reconvened at 7:38 PM.  Councilmember Byrd made a motion to adopt the financial plan as previously submitted to the Accomack County Board of Supervisors as of January 16", 2015. Councilmember Fosque seconded the motion. Councilmember Bundick added to the motion, asking staff to promptly notify Accomack County of this  action. The motion passed by unanimous voice vote.  1    Councilmember Bundick made a motion, in consideration ofo council's preference fort the proposal submitted by the county to the town andi referred to as the lowest town rate proposal, to direct staff to work with the town attorney to review that proposal in detail and please provide council with any edits to the original proposal at the next Onancock Town Council Meeting on April 27, 2015 so that the town may provide a response to the county by the April 30", 2015 deadline. Councilmember Fox seconded the  motion. The motion passed by unanimous voice vote.  Adjourn:  Councilmember Fox made a motion to adjourn. Councilmember Byrd: seconded the motion. The motion  passed by unanimous voice vote. The meeting was adjourned at 7:41 PM.  Russell. Jones, Mayor  Lisa Weeks, Deputy Clerk  2    SUGGESTED MOTION:  Mr. Mayor, Imove to approve a supplemental  appropriation to the FY 15 Budget to Fund 51 Revenue - Miscellaneous Revenue and  Fund 51 Expense- Equipment, both in the amount of$38,890.  AGENDA  TOWN COUNCIL  APRIL27,2015  SUBJECT: Appropriation of Grant Funds received during the fiscal year.  RECOMMENDATION:  Staffrecommends approval o the supplemental  appropriation as there were no matching funds required for this grant source. The appropriation of these grant funds will complete the grant funds awarded to the Town  by the USDA for our sewage system.  TIMING: Routine  FISCAL IMPLICATIONS: This will enable the Town to acquire $38,000 of POLICY IMPLICATIONS: This action is consistent with State Code. DISCUSSION: Some oft the equipment acquired includes the following:  equiupment utilizing only federal funds.  Basic Field Tech Tools Pipe Wrench Rotor Stator Leeson Seal idle roller Needle bearing Meter scraper blade Coned seal Snap rings Epoxy (lots) Street elbow Paint roller Galvanized nipple Epoxy maintenance coating Male adapter Double shot thoroughbolt wrench Generator    Honda high speed pump Cordless cutoff grinder Promag  Staff: ( G. Cabell Lawton, IV Town Manager  oCopy:    SUGGESTED MOTION:  See Discussion TOWN COUNCIL  AGENDA  MAY28,2014  SUBJECT: Review of the FY 161 Budget  RECOMMENDATION:  None  TIMING: Council must hold a public hearing and approved the budget by June 30, DISCUSSION: Council decided to review the budget during this regular meeting.  2015,  Council will need to do the following subsequent actions a) Schedule another work session (ifnecessary)  b) Schedule a public hearing either at the May regular meeting or another time c) Council can only adopt the budget after 7 days have passed after the budget  public hearing.  Please feel free to forward any questions to me for a response by staff.  Thanks!  Staff: G. Cabell Lawton, IV Town Manager  Attachment: Copy:    SUGGESTED MOTION:  Mr. Mayor, Imove to approve the proposed Sewer  Agreement between the Town and Accomack County.  AGENDA  TOWN COUNCIL  APRIL27,2015  SUBJECT: Formal Sewage Agreement  RECOMMENDATION:  Approval  TIMING: The County has requested that Council indicate their approval for a  sewage agreement by April 30, 2015.  DISCUSSION: Asofthe date oft this report, staffis still compiling the comments on the draft agreement. Itis my intention to send it to you by the end ofthe week SO  Council can review it prior to Monday's meeting.  Staff:G. Cabell Lawton, IV Town Manager  Attachment: Copy:    SUMMARY OF POLICE ACTIVITIES FOR  March 2015  There were 911 events initiated for the month of March, 705 in  February, and 968 January.  29 traffic summons were issued and 17 verbal warnings.  708 business /c citizen complaints, assist, checks were answered,  and special patrols.  Court was attended twice for the month with $1,356.00 in fines.  11criminal cases were initiated and investigated during the  month.  #of 4 2 1 1 2  Offense 1 Drunk in Public Trespassing Domestic Motor Vehicle Theft Breaking & Entering Larceny