TOWN OF  BEDFORD LIFE. LIBERTV.HAPPINESS. Regular Council Meeting AGENDA  September 10, 2024 Administrative  7:00 p.m.  Approval ofMinutes Report of Town Manager Appearance before Council Council Comments Report of Council Committees Revisions to Agenda  Public Hearings 1-FIN-2-43-9-10  Re-appropriation of Funds from Outstanding FY24 Purchase Orders  Consent Agenda (roll call) 2-PW-6-1-1-9-10 Old Business New Business 3-CC-15-1-9-10 4-FIN-2-43-9-10  Request to Close Street - Christmas in Centertown and Tree Lighting  Proclamation Russell Stevens  Re-appropriation of Funds from Outstanding FY24 Purchase Orders (roll call)  Citizens may watch the meeting in real time via the Town of Bedford Live Stream website: hts/Annyyoumibecomm/@lownolbedlord  The Town wills strive t0! provide reasonable accommodations and: services for persons who require special assistance to participate in this public involvement opportunity. Contact (540) 587-6001 for more information.    PUBLIC HEARING NOTICE  Notice is hereby given that the Town Council of the Town of Bedford, Virginia, at 7:00 PM on Tuesday, September 10, 2024, will hold a public hearing at the Council Hall in the Town Municipal Building at 215 E. Main Street, Bedford, Virginia, 24523 to consider a budget amendment for FY2025 to appropriate funding for outstanding FY2024 Purchase Orders in an amount not to exceed $572,090.78. A copy of the detailed budget amendment request is available for inspection by the public in the Office of the Clerk of the Town Council, Town Manager's office, 215 E. Main Street, Bedford, Virginia 24523.  Publish: August 28, 2024    TOWN OF BEDFORD, VIRGINIA TOWN COUNCIL ACTION FORM  ITEM: Request to Close Street Christmas in Centertown and Tree Lighting DATE OF COUNCIL MEETING: September 10,2024  DATE: September 3, 2024  PRESENTATION:  Jonathan Hayden isl hosting the Christmas in Centertown and" Treel Lighting event on Saturday, December7,2024, from 1:30p.m.t06:00 p.m. The end oft the event willl be thel lighting oft the 16-foot tree at 6:00 p.m. Hei is requesting the following road closure: He will notify the Fire Department, Bedford County Fire and Rescue and Police Department oft the street closings.  South Bridge Street tol be closed beginning at 1:30 p.m. and reopening at 6:00 p.m.  ACTION REQUESTED: 2024, from 1:30 p.m. to 6:00 p.m.  Town Council is requested to close the above street for the Christmas in Centertown and" Treel Lighting event on Saturday, December 7,  YES NO OTHER  ROUTING  DATE: APPROVED () FOREMAN DENIED DEFERREDTO:  BLACK CARSON () HAILEY JOHANNESSEN STANLEY UPDIKE  () () () TOWNATTY. () IT. () () () COMM.DEV. () POLICE () () () ELECTRIC () () () ENGINEERING ( ) OTHER () () () FINANCE () () () FIRE DEPT. () () () () H.R.  () () ()  () PUBLIC: SERV. ()  ( ) ()    Town Council- 2023.  l'am writing you to request permission for a road closure on Saturday, December7, The closure would bei for "South Bridge Street" from the times of 1:30pm-6:00pm. On this date Iwill host the Annual Community Christmas Tree Lighting. This event will  have Live Music, Arts & Craft vendors, Food & Kid activities. We ask you to come out and support this festive gathering.  Thanks, Jonathan Hayden  EGEDVI AUG 22 2024 TOWN OF BEDFORD    CHRITMAS TREE LIGHTNL  TOWN OF BEDFORD UFR. HIBERTV. MAPPINISS.  Special Events Permit Application  Feel free to contact the Town of Bedford (540) 587-6001 if you need assistance or have questions The Town of Bedford (hereinafter the "Town") seeks to regulate the use of streets, sidewalks, and greenways in the Town for all organized special events, with the purpose of protecting the health and public safety of citizens, and limiting the inconvenience to residents, businesses, and places of worship and learning. Furthermore, the Town desires to establish a straightforward and accountable process for event organizers and enable public agencies to manage these events in a cost-effective and coordinated way. Special Event Permits are required for all events when any portion of the event occurs on or in a Town of Bedford public street, plaza, park, trail, greenway, or sidewalk and not held entirely within a Bedford The Town has established additional guidelines in its Special Events Policy. This Policy is the governing documents for all events and it is the applicant's responsibility to consult this document prior to submitting aSpecial Events Permit Application to ensure that Town requirements are understood and adhered to. Please review the entire appliçation and complete it as accurately as possible to aid us in expediting your permit request. Applying for an event does not guarantee that your event will be approved. The Town assumes no liability should an event not be approved. Selling tickets, advertising, gaining sponsorship and other activities done prior to event approval is done at the risk of the event organizer. The following synopsis of the permitting process takes place once your appliçation is received: 1. Submit appliçations including the application fee in accordance with the Advance Notice a. Event Plans (Site, Emergency & Traffic Control) to also be submitted at this time  County Park or on privately maintained property or roads.  requirements established in the Special Events Policy 2. Date & location of event tentatively reserved 3. - Request reviewed by Town staff & Council 4. Adjust plans as required 5. Receive conditional approval 6. Complete all outstanding requirements 7. Receive Special Event Permit  8. Event  The following fee schedule will be established and shall be paid in full by the applicant: 2. Town personnel shared cost (Town will determine the number of personnel required)  1. $50 Special Event Permit Application Fee (non-refundable)  20% of Town personnel cost (typical)  25% of Town personnel cost if event is held on a Town recognized holiday    TOWNOF BEDFORD UFE. UBERTV. MAPPINESS. Please submit applications to: Town of Bedford Town Manager's Office 215 East Main Street Bedford, VA 24523 (540)587-6001  SPECIAL EVENT PERMIT APPLICATION  Date of Event: 11-7-24 Event Title: Tc& LihEny  Event Type:  Special Event Organized activity occurring for a limited or fixed duration & presented to a live audience that utilizes, impedes, or has impact on Town property or right-of-way for entertainment, commercial, cultural, recreational, education or social purposes. Examples are general events, M General Event Organized activity that has a stationary footprint in an identifiable location for a specific duration of time. Events often include amplified noise, food, beverage, merchandise, and/or other forms of entertainment. Examples include festivals, fairs, performances, rallies, markets, Race/Walk, Parade Organized activity involving running, biking, walking or other means of transportation, involving three or more participants and utilizing a fixed course that involves the use or obstruction of Town street right-of-way, sidewalks, trails and/or greenways. Neighborhood Event - Organized small-scale activity that closes an individual block or a small number of blocks on a local-service residential street. Initiated by and intended to attract only local  face/walks/parades and neighborhood events.  concerts, and other similar events.  residents. Not intended for the general public. Location of Event: CanerTivn PArk ponsoring/Production Organization: 1s Snowine Applicant Status: Not for profit, Federal Tax ID: Event Organizer/Contact Person: onohn Mayho  For profit  Phone: Email: City: Event Website: Day of Event Contact: Cell:  Cell: 540 425 4675  Organization Mailing Address:  State:  Zip:  Email:    TOWN OF BEDFORD UFE.UBERTV. MAPPINESS.  Description and purpose of Event (this should be a few sentences about your event and will be included  on your permit): Ic Liahlin Cargy  Event Operating Hours Start Time: 3:0Dam Event Operating Hours End Time: 6-0pm Event Setup Start Time: 150,m Event Breakdown time: 90pm  If this Is race, walk, or parade please indicate start and finish times:  Start Time:  A.M./P.M. Finish Time:  A.M./P.M.  Estimated Event Attendance: 300 Approximate # of Event staff: What streets will be closed? Stuhh ribgc CE  Approximate # of Event Volunteers:  Will streets need to be closed for this event? YesNo  specify, example - Peaks St. between 3rd & 4th Streets):  Number of barricades required: 2  Location for the barriçades to be dropped off/picked up (must be the same):  ToNA Cloth  *Barricades that are removed from thoroughfares should be placed neatly to the side - out of the path of vehicles, pedestrians, handicap ramps and crosswalks. Barricades must be returned in same condition as they were issued. Repair/replacement cost of $60.00 per barricade will be charged to the permittee.  Public Safety/Traffic Control: Nes VNO    TOWN OF BEDFORD UFE. LIBERTV. MAPPENESS.  Event Components (select all that apply): Amusement Rides (Must be inspected) Inflatables (MUST be inspected) Tents (may require permit) Food / Merchandise Vendors Live Music Animals Floats Vehicle Cycling Race: 1 mile to 10K Walk Other - Please specify:  Alcohol (An event will be required to provide a copy of an. ABC license ift the event will sale or distribute alcohol in any capacity, Including providing complimentary alcohol only to ticketed or registered participants and similar  arrangements): MN No  Yes, this event will involve the sale of alcohol. Gales, such as event participation fees or cup fees.  Yes, there will be alcohol at this event but there will be no sale of alcohol or any alcohol-related  Food: (All Food: Services must bei inspected and approved by the Health Dept. PRIOR to event)  Jyes, this event involves food services and I will attain any required permitting as mandated by the  Health Dept.  No, this event does not involve food services  Portable Restrooms (Minimum Portable Toilet Requirement is 1 for every 300 persons with 5% being ADA  compllant): yes 1 No Ampljfied Sound: M Yes Describe: Start and finish times: No Vendors:  Number of regular units:  Number of ADA complaint units:  M Yes Provide number of and type of vendors:  No Electriçal service:  Wes Event will provide its own power source in the form of a generator Yes Event will need the Town of Bedford Electric Dept. to provide power  No - Event does not need power    TOWN OF BEDFORD UIFE. LIBERTV. MAPPINSSS.  Event Plans: Submit Site Plan, Emergency Action Plan & Traffic Control Plan  Site Plan: Provide a Site Plan of the event clearly illustrating the footprint of the entire event venue and/or event route including set up, staging, transition and finishing areas, the location of entrances and exits, retail, food, and alcoholic beverage vendors, controlled alcohol consumption areas, tents, stages, bleachers, grandstands, fencing, amplified sound, signs or banners, portable restrooms, electric and water hookups, generators, first aid stations, fire extinguishers, garbage and recycling receptacles, hazardous materials, exhibits, amusement rides, inflatables, parking, Emergency Action Plan: Provide an Emergency Action Plan (EAP). This plan should identify who will serve as the EAP representative and emergency contact, on site medical care and security with contact information, emergency access, crowd managers, emergency notification methods, and Traffic Control Plan: Provide a Traffic Control Plan (TCP). Events which impact the normal flow of For events that propose to close major arterial roads or multilane roads, an engineered The plan should include a detailed description of the following. The permit processor can provide 3. The proposed route which includes a complete listing of the roads, sidewalks, waterways, and trails to be used. Include start and finish lines and indicate the direction in whicht the 4. Ar routing plan, which demonstrates the roads or portions of roads requested to be closed to vehicular traffic during the event. Include a plan to resolve potential conflicts with people needing to access residences, businesses, and public facilities as well as a plan to address 5. Proposed locations for barricades, signs, meter bags, volunteers and police. Please note that volunteers will be required at any barricades that Town staff will not be stationed. 7. Please be aware that a 15-foot wide emergency access lane is required throughout the event site. (In other words, no permanent or immovable structures may be erected on the 8. Please be aware that pedestrian access must be maintained on public sidewalks throughout  road closures, barricades, event command center and security  how organizers will deal with emergencies. traffic must provide a Traffic Control Plan traffic control plan may be required.  detailed instructions on what is required as a part of your traffic control plan.  event will move.  any public transportation that might be affected.  6. The timeline of the closures.  route) the_route.    TOWNOF BEDFORD UIFE. UBERTV. MAPPINESS. Application Conditions  Ihave understood and comply with the Insurance Requirements as described in the Town of Bedford Iunderstand that Ia am required to pay the corresponding non-refundable application fee for this event before the submission deadline, and that my application will not be reviewed until this payment has Iunderstand that additional fees, rental expenses, permits, and requirements will apply depending on event location and needs that all necessary fees & deposits, insurance, outside permits, etc. must be Ihave read and understand the Town of Bedford Special Events Policy and agree to abide by  Speclal Events Pollcy. been received.  submitted before the issuance of the event permit  these Town policies.  Iagree to conform to all town, state, and federal laws and regulations.  Iaccept responsibility for the general cleaning and removal of trash, recycling, etc. from the premises. In the event that the site area is not cleaned after use, the cleanup fee may be taken out of the deposit or the applicant will be billed for additional clean-up by the Town of Bedford. Iagree to be accountable for any damage to the event site as well as surrounding properties resulting lagree to pay all required fees to the Town of Bedford and acknowledge that failure to pay the As an authorized representative for the above requested special event, I have read and understand all  from event activities and/or attendees.  required fees will result in the cancellation of proposed Special Event. of the Special Event Permit Appligation conditions and requirements Applicant signature: 47  Date:    TOWNOF BEDFORD UFE. UBERTV. MAPPINESS.  -  RELEASE. AND INDEMNITY, AGREEMENT, PERMITTEE  AGREEMENT TO RELEASE ANDI INDEMNIFY THETOWNI OF BEDFORD, VAI FOREVENT  TOI BEI HELDON  20_ BY  Entity/permittee  Inc consideration of thei issuance oft the permit herein applied for byt the TOWN OF BEDFORD, VA (hercinafter "Town") to To the fullest extent permitted byl law, Permitlce shall relcase, indemnify, kecp and save harmless the Town its officers, officials, agents and employees (hereinafler collectively "Releases") from any and all responsibility or liability for any and all damage ori injury ofany kind or nature whatever (including death resulting therefrom) to all persons, whether, offiçers, officiais, agents or employees of the Town or third persons, and to all property proximately caused by, incident to, resulting from, arising out ofo or occurringi in connection with Permittee's use or occupancy oft the Town's parks, trails, sidewalks, rights-of-way and/or pedestrian ways or alterative routes ast may bey permitted pursuant a permit (orb by any person acling for Permittee or for whom Permittec is ori is alleged tol be in any way responsible), whether such claim isb basedi in whole ori inj part on contraci, tort (including alleged active or passive negligence or participation in the wrong) or upon an alleged breach ofa any duty or obligation on the part of Releases. The provisions of this agreement shalli include any claims for equitable relief or for damages (compensatory or punitive) against the Releases including alleged injury to the business of any claimant, and: shall include any and all losses, damages, injuries, settlements, judgments, decrecs, awards, fines, penalties, claims, cost and expenses. Expenses as used herein shalli include without limitation the costsi incurred byl Releasesi in connection withi investigating any claim or defending any action, and shall alsoi include reasonable attorney's fees by reason oft the assertion ofanys such claim against Releases. Permittee expressly understands and agrees that any insurance prolection required as a condition lo the issuance of the permit herein applied for, or otherwise provided by Permittee, shall inr no way limit Pemite'sresponsbilny 1o release, indemnify, keep and save harmless and defend Releases as herein provided. Permittee expressly accepts those portions oft the Town's parks, trails, sidewalks, rights-of-way: and/or pedestrian ways tol be used for the eventi identified inl Permittee's: application for a permit (hereinafter the "Event") and any alterative route usedi in their The intention of Permittee and the Town is that this release andi indemnity be incorporated into any permit for the Event issued by the Town. Itis further thei intention ofthel Permittee and the Town that this release andi indemnity be broadly construed and: applied  (hereinafter "Permittee") for the above event and other goodand  valuable consideration, Permittee! hereby agrees as follows:  present condition. in favor of Releases. Signed this_ APPROVED ASTOFORM By: Town Attomey STATE OF VIRGINIA COUNTY OF.  day of_  20_  Name of Permittee! Entity Name of Representative, Title  By:  a Nolary Public for said State and County, do hereby certify that  personally appcarcd before me this day anda acknowicdged  authorization and the due execution of the foregoing instrument onl behalfof_  Witness my! hand and official seal, this the_  day of_  20_  My Commission! Expires! [SEAL]  Notary Public    EDFO SINCE1782 IRGINIY  0  / -  proclamation  WHEREAS, Russell Stevens has served with distinction as a member of the Bedford Volunteer Fire WHEREAS, Mr. Stevens has faithfully served as Lieutenant, Captain, Assistant Chief, Deputy Chief, and WHEREAS, Russell Stevens has demonstrated a passion for training that has directly benefited many Fire and Emergency Medical Service providers not only in Bedford Town and County, but throughout the entire WHEREAS, during his tenure, he has responded to over 13,000 emergency calls for service; and WHEREAS, Russell Stevens was working as a mechanic for Peaks Motors when he first joined the Company and made a career for himselfasas self-employed mechanic which allowed him to respond to almost every WHEREAS, Mr. Stevens has devoted countless hours to the community not only through his responses to emergencies but also as a member of numerous çommittees with a focus on improving the fire service for the WHEREAS, he and several other Bedford firemen were instrumental in the creation of an annual county- wide Firefighter I program int the mid-1990s which remains as a resource to the county's twelve existing volunteer WHEREAS, Russell Stevens has been a life-long student of the fire service as evidenced by the fact that he was one of the area's first firefighters to become a certified Emergency Medical Technician in 1980 and his return to college in 1987 where he ultimately completed an associate's degree in Fire Science; WHEREAS, Mr. Stevens has served for many years as an Adjunct Instructor for the Virginia Department of] Firel Programs, where he continues tol pass on his knowledge to newer generations of firefighters; and WHEREAS, he has conducted his affairs with great personal humility, acknowledging frequently that he NOW THEREFORE, BE ITI PROCLAIMED, that the Town ofl Bedford recognizes Russell Stevens for his tireless efforts and contributions to our community and celebrates the 50th anniversary of his association with the  Company since. July 11, 1974; and Chief of the Department; and Commonwealth ofVirginia; and  run during hist tenure with the Bedford Volunteer Fire Company; and  community; and companies; and  has been happy tos serve wherever the Company has needed him;  Bedford Volunteer Fire Company.  IN WITNESS WHEREOF, Ihavel hereunto set my hand and caused the seal oft the" Town ofl Bedford to be affixed this 10th day September, 2024.  Timothy W. Black, Mayor    TOWN OF BEDFORD, VIRGINIA TOWN COUNCIL ACTION FORM  ITEM: Re-appropriation of Funds from Outstanding FY24 Purchase Orders DATE OF COUNCIL MEETING: September 10,2024  DATE: August 8.2 2024  PRESENTATION:  Att thee end ofl Fiscal Year 2024 (FY24), certain purchase order projects werer not fully completed which resulted ina an outstanding carryover balance.. Asap part ofthe fiscai year-end procedures, departments were: askedt tor review all open purchase orders fora accuracy. These requests werer reviewed andt the balance isi includedi int the FY24 Audited Financial Report. These commitments are recognized: as assigned fundsi in the audited financial statements andt this rollover does not impact the year-end unassigned fund balance. Thet total amount of requests total $572,090.78. In order toa account fort these purchase ordersi int the new fiscal year, abudget rollover oft these encumberedi funds ist requested.  ACTION REQUESTED:  Town Council is requested to approve the attached budget amendment which will appropriate budget to the general ledger accounts  listed.  YES NO OTHER  ROUTING  DATE: APPROVED () FOREMAN DENIED DEFERREDTO:  BLACK CARSON () HAILEY JOHANNESSEN STANLEY UPDIKE  (C) () () TOWN ATTY. () IT. C () () COMM. DEV. () POLICE () () () ELECTRIC () PUBLIC: SERV. () () () () ENGINEERING () OTHER () () () FINANCE () () () FIREI DEPT. () () () () H.R.  () ()  () ()    PURCHASE ORDERS OUTSTANDING FROM FISCAL YEAR 2024  SYSTEM GENERATED BUDGET ENTRY Expenditure Increase General Ledger Code 10011242-531270 10011261-531404 10011261-533103 10033110-581500 10044110-533100 10044131-560195 17964240-531401 17964240-531401 17964240-531402 17964240-559010 19981910-531400 19981910-533103 19981920-531404 19981925-551141 19981960-560170 19981970-560183 50011242-581737 50033110-582950 59981910-581745 59981920-581442 59981920-581442 59981920-581442 59981920-582419 59981920-582419 59981940-581482 59981940-581483 59981940-581483 59981940-581483 59981940-582418 59981940-582418 59981940-582418 59981940-582418 59981940-582418  Department Finance Information' Technology Information Technology Police Department General Administration Storm Drainage Refuse Disposal Refuse Disposal Refuse Disposal Refuse Disposal Electric Administration Electric Administration Power Generation Purchased Power Electric Meters Electric Distribution Finance Police Department Electric. Administration Power Generation Power Generation Power Generation Power Generation Power Generation Transmission & Distribution Transmission & Distribution Transmission & Distribution Transmission & Distribution Transmission & Distribution Transmission & Distribution Transmission & Distribution Transmission & Distribution Transmission & Distribution  PO#  Account Description  Amount 4,600.00 18,116.73 4,599.82 41,702.53 15,077.16 2,600.00 6,000.00 4,500.00 18,520.00 26,890.00 24,740.50 2,143.20 1,666.08 5,000.00 2,184.71 25,558.00 5,294.02 38,628.78 1,820.41 51,447.00 31,865.00 29,500.00 6,720.00 74,436.00 2,860.00 29,240.59 17,300.00 17,300.00 7,339.85 2,904.00 16,077.00 19,938.00 15,521.40 572,090.78  20240076 GASB FY24 Valuation 20240049 Liberty Lake Park PD Cameras 20240089 Renewal NetCloud Mobile 20240078 Enterprise Fleet Management 20270087 Security System for Public' Works 20240027 Storm Drain 20230006 Groundwater Monitoring 20240005 Groundwater Monitoring 20240004 Groundwater Monitoring 20230008 Old Landfill Corrective Measure 20230051 Consulting for Snowden 20240068 Upgrade Itron FCS 20240001 On-Site Governor Technical 20220035 FERC Air & Mussel Survey 20230035 Meter Reading Equipment 20240044 Transformer Padmount 20190059 Permits & Cashiering 20240066 Security Upgrades to LLP 20210053 Inventory Bar Code Scan 20200089 Snowden Speed Increaser 20230052 Emergency Work at Snowden 20230053 Labor for Siemans Motor 20230065 Plant Batteries for Snowden 20240079 Hydro Plant Generator 20230049 Underground Cable and Wire 20230022 RMAG Circuit Breakers 20240084 Macon Street Substation 20240085 Substation Circuit Breaker 20240048 Switches Miscellaneous 20240036 Meters and Equipment 20240045 Transformer 5001 KVA 20240075 Transformer 750KVA 20240030 Pole Replacement  TOTAL OFALL OUTSTANDING PURCHASE ORDERS  Subtotals by Fund: General Fund (10) Solid' Waste Fund (17) Electric Fund (19) Capital Fund (50) Electric Capital Fund (59)  86,696.24 55,910.00 61,292.49 43,922.80 324,269.25 572,090.78