TOWN OF GROTTOES September 9, 2024 6:00 P.M.  TOWN COUNCIL WORKSESSION AGENDA  CALLTOORDER-MAYOR PLASTER I. Pool Preservation Committee 2. Grand Caverns New Website Demonstration    TOWN OF GROTTOES TOWN COUNCIL MEETING AGENDA September 9, 2024 7:00 P.M.  CALL TO ORDER - MAYOR PLASTER ROLL CALLING - CLERK MORRIS WELCOME CITIZENS  APPROVAL OF MINUTES - MEETINGS OF AUGUST 12, 2024 AND THE SPECIAL  CALLED MEETING ON JULY 30, 2024 and AUGUST 20, 2024.  ***  RECESS REGULAR MEETING JOINT PUBLIC HEARING  1. Amending Chapter 100 -Land Development, Article XII Section 100-45 (B).  Speaking FOR Speaking AGAINST Council Comments  PUBLIC HEARING:  2. 2024-2025 Budget Amendment Speaking FOR Speaking AGAINST Council Comments  ADJOURN PUBLIC HEARINGS AND RETURN TO REGULAR MEETING PRESENTATION OF PETITIONS AND CLAIMS (PUBLIC COMMENT)  ***  REPORTS OF THE: STANDING COMMITTEES: 1. Finance - Council member Raynes, Chair a. ACTION - Approval of Financial Reports b. ACTION - Approval of the FY24-25 Budget Amendment. 2. Waterand Sewer - Council member Bailey, Chair a. ACTION - Insertion valve bids    3. Ordinance, Health, and Property - Council member Kohl, Chair 4. Streets and Street Lights - Council member. Justis, Chair a. ACTION - Streetlight LED conversion project b.A ACTION- Street paving bids  a. ACTION- Consideration amending Chapter 100 Article XII Section 100-45(B)  5. Parks, Recreation and Public Facilities - Council member Chittum, Chair  6. Special Events - Council member Leeth, Chair  7. Personnel, Fire and Police Protection Mayor Plaster, Chair  STAFF REPORTS: 1. Town Manager 2. Town Attorney 3. Treasurer  4. Assistant to Town Manager 5. Police Chief 6. Public Works  7. Parks and Tourism Director  a. ACTION Shelter repair at Painter Park  NEW BUSINESS OLD BUSINESS ADJOURN  RULES FOR PUBLIC HEARINGS  Persons wishing to speak at the hearing must sign-up prior to the start oft the meeting. The Cound/Commision/Bbard will hear up to 3 speakers from each side (FOR/AGAINST). Eachs speaker is limited to 3 minutes, whether speaking on behalf ofa a group or asan 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.    July 30,2024  A Special Meeting oft the Town Council oft the Town of Grottoes was held on Monday, Tuesday July 30h  2024 at 6:00 p.m. at the Grottoes Town Hall, Grottoes, Virginia.  CALLTOORDER  Mayor Plaster called the special meeting ofJuly 30, 2024 oft the Grottoes Town Counçil to order at 6:02 ATTENDANCE: Council Members present: Eddie Chittum, Joshua Bailey, David Raynes, Michael Kohl Other Town Officials present were: Interim Town Manager Joseph Paxton, Deputy Clerk Jennifer CONSIDERATION OF ADOPTION OF VOLUNTARY WATER USAGE WITHIN THE TOWN On motion by Council member Leeth, seconded by Council member Bailey, and carried by a vote of5 to 0, voting recorded as follows: CHITTUM - AYE; BAILEY - AYE; RAYNES -A AYE; KOHL - AYE; LEETH-A AYE; approved the adoption of voluntary water consumption within the town. REVIEW OF WASTEWATER STUDY WITH ROB MANGRUM AND CONSIDERATION OF AUTHORIZATIONTO MOVE FORWARD WITH PHASE I-ROB MANGRUM Rob Mangrum spoke about the WWTP study and what was involved with the study oft the WWTP, the removal ofs sludge, removal ofa ammonia, the possibility ofas sludge dewatering onsite, permit renewal with he DEQ that may require thet town to be subject to new conditions that they were not previously subjected to. Mr. Mangrum and Interim Town Manager Paxton spoke tot the council about the waterlines ini town and explained that the WWTP needed immediate attention and work that requires several hundred oft thousands of dollars in costs and that the money originally going to be used for Well Lot #3 to be used for the WWTP instead. Mr. Mangrum and Interim Town Manager Paxton agreed to get together to get better numbers for the cost of the project. It was agreed by counçil that no action would be taken on the  p.m. Mayor Plaster requested roll call.  and Tim Leeth.  Whetzel, Treasurer Rhonda Danner and Police Chief. Jason Sullivan.  matter tonight.  DISCUSSION OF TOWN MANAGER SEARCH PROCESS-DOUG WALKER  Doug Walker with the Berkley Group was present to speak to council about the search for the new Town Manager. Mr. Walker stated that he would be the point-of-contact for The Berkely Group and that Mayor Plaster would be the point-of-contact for the Town. He also spoke about how confidentiality about Town Manager candidates is critical during the hiring process. Council provided their thoughts oft the town that should be shared with the potential candidates, the towns priorities, the challenges, opportunities and projects for the town manager as well as the attributes that they are looking fori in the next Grottoes Town Manager. Mr. Walker discussed the timeline of the hiring process and aimed for a mid-August date for  the release ofthe recruitment profile.    ADJOURNMENT  Mayor Plaster declared the meeting adjourned at 8:03 p.m.  Attest Mayor  Clerk    August 12, 2024  A work session of the Town Council oft the Town of Grottoes was held onl Monday, August 12,  2024, at the Grottoes Town Hall, Grottoes, Virginia.  CALLTO ORDER order at 6:01 p.m.  Mayor Plaster called the work session of August 12, 2024, oft the Grottoes Town Council to ATTENDANCE: Council Members present: Mayor. Jo Plaster, David Raynes, Joshua Bailey, Other Town Officials present were: Town Attorney Michael Helm, Clerk Tara Morris, Treasurer  Eddie Chittum, Jim Justis, and Michael Kohl. Rhonda Danner, and Police ChiefJason Sullivan.  Police Pact Resolution  Chief Sullivan explained this resolution is to allow the surrounding towns to call on each other for assistance without having to go through the Sheriff first. He stated this would allow any off- duty officer to work a special event for another agency at that agency's expense.  Street Light Project  Council member Justis informed the council that we had a team's meeting with Dominion Energy to discuss changing the streetlights from the mercury vapor and high-pressure sodium vapor to LED lights. Council member Justis said this will be an upfront cost at first but would be cost saving for the town afterwards. He said to convert all the streetlights ini town to LED the cost would be $31,720.00. Council member Justis said the committee is going to meet to discuss this further and bring ai recommendation back to the council at the September meeting.  Painter Park Shelter Repair  Council member Chittum said we got quotes to: repair the concrete slab that is sinking on the west side of the chicken shack shelter. He said we received one from R &L Construction for $9,200.00 and one from Creative Concrete for $11,180.00. Council member Chittum said R &L Construction has already completed one repair on that shelter and will recommend accepting  their quote to repair the concrete slab.  At 6:12 p.m. Mayor Plaster adjourned the work session.  ATTEST: Clerk  Mayor    August 12, 2024  A regular session of the Town Council of the Town of Grottoes was. held on Monday, August 12,  2024, at 7:00 p.m. at the Grottoes Town Hall, Grottoes, Virginia.  CALL TO ORDER  Mayor Plaster called the regular session of August 12, 2024, ofthe Grottoes Town Council to ATTENDANCE: Council Members present: Eddie Chittum, Joshua Bailey, Jim. Justis, Mayor Jo Other Town Officials present: Attorney Michael Helm, Clerk Tara Morris, Treasurer Rhonda  order at 7:01 p.m. Mayor Plaster asked for ai roll call. Plaster, David Raynes, Michael Kohl. Absent Tim Leeth.  Danner, and Police ChiefJason Sullivan. APPROVAL OF MINUTES  On motion by Council member Raynes, seconded by Council member Justis, and carried by a vote of5-0, voting recorded as follows: CHITTUM - AYE; BAILEY - AYE; LEETH - AYE; RAYNES - AYE; KOHL - AYE the Council approved the minutes of the meetings on. July 8,  2024.  PRESENTATION OF PETITIONS AND CLAIMS (public comment)  Mark Keeler addressed the council and said the Grottoes Ruritan Club is going to host a meet the candidate night on Thursday, September 12, 2024 starting at 6:00 pm at the Grottoes Town Hall. He said all the candidates have or will be invited and this will give the citizens a chance to meet  and talk to the candidates running for the town council before they vote.  REPORTS OF STANDING COMMMITTEE:  FINANCE - On a motion by Council member Raynes, seconded by Council member Kohl and carried by a vote of5-0, voting recorded as follows: CHITTUM - AYE; BAILEY - AYE; JUSTIS- AYE; RAYNES- AYE; KOHL 14 AYE, to approve the financial reports for the month WATER AND SEWER - Council member Bailey said the Council met with Engineer Rob Mangrum, he completed a comprehensive study on the wastewater treatment plant. Council member Bailey said we will reallocate money in the budget amendment to complete some oft the ORDINANCE, HEALTH, AND PROPERTY - Council member Kohl made a motion, seconded by Council member Justis and carried by a vote of 5-0, voting recorded as follows: CHITTUM  AYE; BAILEY -4 AYE; JUSTIS- AYE; RAYNES -A AYE; KOHL-AYE, to set a  of July 2024.  work needed for the wastewater treatment plant.    joint public hearing for September 9, 2024 at 7:00 pm to consider amending Article XII Chapter STREET AND STREET LIGHTS - Council member. Justis informed the council that he participated in at teams meeting with Dominion Energy about switching the streetlights to LED lights, which would be a cost savings to the town. Council member Justis said the street and streetlights committee will meet on Monday, August 26, 2024 at 2:00 p.m. to discuss this project PARKS, RECREATION AND PUBLIC FACILITIES Council member Chittum made a motion, seconded by Council member Raynes and carried by a vote of 5-0, voting recorded as follows: CHITTUM - AYE; BAILEY - AYE; JUSTIS- AYE; RAYNES-, AYE; KOHL- AYE, toa accept the quote from R &L Construction for $9,200.00 to tear out the concrete pad and  100-45 (B).  further.  reinstall.  SPECIAL EVENTS - No report  PERSONNEL, FIRE AND POLICE PROTECTION -I No report.  STAFF REPORTS  TOWN MANAGER. A report was provided by email.  ATTORNEY. No report.  TREASURER. A written report was provided. There were no additional comments from staff ASSISTANT TO1 TOWN MANAGER. A written report was provided. There were no additional POLICE CHIEF. Chief Sullivan informed the Council that Lil Gus's is planning to have their car  and no questions or comments from Council members.  comments from staff and no questions or comments from Council members.  show on September 22nd, with ai rain date of September 29th.  PUBLIC WORKS. No report.  RECREATION AND TOURISM DIRECTOR. A written report was provided. There were no additional comments from staffand no questions or comments from Council members.  NEW BUSINESS  Police Assistance Pack Resolution Council member Kohl made a motion, council member Justis seconded the motion. A roll call vote was called by the clerk and recorded as follows: CHITTUM - AYE; BAILEY - AYE; JUSTIS- AYE; RAYNES - AYE; KOHL-A AYE, to adopt  the Police Assistance Pack Resolution.    ADJOURNMENT  Mayor Plaster declared the meeting adjourned at 7:16 p.m.  Mayor  Clerk    August 20, 2024  A Special Meeting of the Town Council oft the Town ofGrottoes was held on Tuesday August 20, 2024,  at 6:00 p.m. at the Grottoes Town Hall, Grottoes, Virginia.  CALLTOORDER  Mayor Plaster called the special meeting of August 20, 2024 ofthe Grottoes Town Council to order at ATTENDANCE: Council Members present: Eddie Chittum, Joshua Bailey, Jim Justis, David Raynes, Other Town Officials present were: Interim Town Manager Joseph Paxton, Deputy Clerk Jennifer  6:00 p.m. Mayor Plaster requested roll call. Michael Kohl and' Tim Leeth.  Whetzel, and Police Chief. Jason Sullivan.  WATER & SEWER COMMITTEE RECOMMENDATIONS  Staffh has reviewed the ARPA funds remaining to be spent and the previous allocations made by Council, and worked with the Town's consulting engineer, Mangrum Consulting to provide a recommendation to  the Committee which will:  1. Provide the first steps to address capacity issues at the WWTP; and,  2. Identify a water project that will meet a critical need to strengthen the Town's water  system.  The recommended projects also will permit the use of the remaining ARPA funds in a time-sensitive  manner to meet federal guidelines.  The Committee recommends Council authorize the following projects:  a. Prepare and issue a bid for sludge removal from Cell B (also known as Cell 2). Bid will be on a "per ton" basis with minimum and maximum amounts for tonnages in the bid form. The contract will be capped at $350,000. By providing a maximum amount oft tonnage, the bid could be utilized in the case where other projects are delayed and additional ARPA funds need to be committed by end of the year. This project is discussed further at the July 30 meeting and in the b. Authorize a contract in the amount of $30,000 with Mangrum Consulting for a preliminary engineering report (PER) to develop an immediate solution to prevent  WWTP plant study provided previously to Council.    phosphorus laden sludge generated within the treatment process from being returned to the lagoon (which adds loading and waste that is not biodegradable), and al long-term approach for the removal ofs sludge on aj periodic basis, which will allow al buffer for the increasing number of connections within the Town. Exact scope of work for the PER will be described/laid out in a task order. Authorize Mangrum Consulting to prepare documents and solicit bids for the installation ofa 12" water line along 6th Street between Aspen and Dogwood, including three new fire hydrants. This is an important project is to strengthen the backbone of the water distribution system; increasing fire flow capacity and resilience by providing better connectivity between the Town's existing wells. The estimated cost of the project is $550,000 (including a 10% construction  contingency).  The total cost of the three projects is $ 930,000. The Committee recommends that the ARPA funds previously allocated by Council to the development of the third well and to fund the escrow account fora pending economic development project ($675,703.93) be reallocated to the following projects, with direction that these projects are to be under contract no later than December 31, 2024:  BALANCE 675,703.93  ARPA  Sludge removal PER 12" Water line  $350,000.00 3 30,000.00 $295,703.93  The balance of the water line project ($254,296.07): is recommended to be funded from the Water Fund Reserve. The estimated undesignated balance in the Fund at the end ofJ June, 2024 was $1,042,513.67.  ***  Motion to approve the Committee's recommendation by Councilmember Bailey, seconded by Councilmember Leeth,t the vote was 5-0, voting recorded as follows: CHITTUM- AYE; BAILEY -AYE;  KOHL-A AYE; LEETH-AYE; RAYNES-AYE.    ***  The Committee also reminded Council that in addition to the projects previously discussed, the Town has  $256,222.74 in additional ARPA funds committed to the following projects.  1. Contract was issued in September 2022 for a 2024 Freightliner M2 Business Class Plow Truck under Virginia state contract in the amount of $147,685.00. ARPA funds are being used for this purchase. Staffcontacted the contractor, Excel Corporation, this past week for a definitive shipment date and were advised that the truck chassis should be delivered in about 4 weeks. This purchase meets ARPA guidelines since it is under contract for  purchase.  2. $108, 537.74 remains committed to purchase and install insertion valves in strategic places in town. The items are currently being purchased under a contract with Core & Main. The company will return later this month to install a valve that was defective. In accordance with the Town purchasing ordinance, and to meet federal guidelines for ARPA funds, staff solicited bids for the remainder of this project. A recommendation for  bid award will be presented at the September meeting. All ARPA funds must be expended by December 31, 2026.  ADJOURNMENT  Mayor Plaster declared the meeting adjourned at 6:09p.m.  Attest  Mayor  Clerk    PH 42 e1 Anance b.  Town of Grottoes  FY 2024-2025 Budget Amendment  General Fund Revenue  Unexpended ARPA-SLRF Funding $503,040  Unallocated Fund Reserve PF ARPA-SLRF Funding  $339,607  Transfer In  $320,349  Total Sources Expenditures  $1,162,996  Economic Development Project $323,400 Capital qupmente-Highways  $147,000  Transfer Out  Water Fund Sewer Fund Parks Fund  $296,389 $380,000 $ 16,207  Total Uses Water Fund Revenue  $1,162,996  Unexpended ARPA-SLRF Funding $108,538  Unallocated Fund Reserve  $253,611  Transfer-in  GFARPA-SLRF Funding  $296,389  Total Sources Expenditures  - 658,538  Insertion Valve Project Water Line Project  $108,538 $550,000  Total Uses  658,538    Sewer Fund Transfer-in  GF ARPA-SLRF Funding  $380,000  Total Sources Expenditures Total Uses Parks Fund Revenue Transfer  380,000  WWTP Project  $380,000  380,000  Unexpended ARPA-SLRF Funding $320,349  General Fund  1 16,207  Total Sources Expenditures Transfer  336,556  Park Shelter Project General Fund  $ 16,207  $320,349  Total Uses  $ 336,556    #2 WakrtSewer  a.  1. Insertion' Valves. The Town received bids from the following firms to submit and install  the following size insertion valves:  Core & Main Team $10,300 $12,373 $18,952 $22,405  Garrison $9,305 $10,405 $18,105  AVT $ 9,086 $9 9,767 $14,368 $16,127  6" 8" 10" 12"  Additional information:  Includes mobilization and one (8-hour) day per valve. Additional labor billed at $75/S100ST/OT Additional equipment rental $1,750/day  Furnish labor and equipment for  installation  Insertion valves are used to allow the Town to isolate areas during repairs tot the water system. There have been line breaks int the past that have required large areas of the town to be without water for an extended period. When this project is complete this should eliminate those issues. There are two types ofi insertion valves-( (1) the top oft the pipe is cut, the valve is sleeved over the line, leaving the bottom oft the pipe. There is a "door" that slides down inside the valve to open and shut water flow; (2) the pipe is cut and a small portion removed. The unit isinstalled and the bolted on either side split mega lugs. The unit controls the water flow. Two advantages of the second style are water shut-off is more "complete" due to the self-contained mechanism; and the unit can be removed lateri if needed and reinstalled in another location Based on this analysis, Staff recommends awarding the bid to Core & Main for the Team  (this is not possible with the first type)  valves as follows: # Valve Size 1 6" 5 8"  Locations 308 6th Street Five (5) 5th Street and Aspen, on the line exiting vault at elevated tank, between vault and tank at tank, before existing valve at entrance to well, at the on 12" line from ground tank to replace existing by river  Cost $10,300 $12,373  Total 10,300 61,865  ground tank  1  12"  $22,405  22,405 $94,570  Total  The bids from Garrison for Insta-Valve and Core & Main for ATV are lower rejected because of The Town will also save money on the installation cost fori this project as the prep: site work  the type of valve bid.  with be completed by Town staff.    $108,537 remains in ARPA funding allocated for this work. The contract for the above items will be executed in September, with the work done later asi it can be scheduled. The balance of the ARPA funding ($13,967) will fund the installation of valves on 2" lines in strategic locations. Team does not manufacture that size valve and Garrison's: supplier Insta-Valve likewise only supplies 4" to 12" valves. Core & Main's other supplier, ATV, manufactures 2" valves, ($5,200 each). There are three areas of the town where this size valve is necessary and important until the Town can replace the 2" service lines. The remaining ARPA funds will be used to purchase the three valves, with the balance ($1,633) )coming from the Water Fund budget.    JPH #1 #3 oid.HHh a.  ORDINANCE TO. AMEND CHAPTER 100 ("Land Development"), Article XII ("Planned Unit Development District R-7") Section 45 ("Permitted Uses") OF THE GROTTOES TOWN CODE  WHEREAS, by Ordinance duly adopted, the Town Council of the Town of Grottoes, Virginia adopted Chapter 100, Land Development, ofthe Grottoes Town Code, which chapter has  been amended from time to time; and  WHEREAS, upon mature consideration the Town Council has determined it isi ini the best NOWTHEREFORE BEITRESOLVED: and ordained by the Town Council of Grottoes, Virginia, that Chapter 100 (Land Development), Article XII (Planned Unit Development District  interest of the Town to further amend said Chapter.  R-7), Section 45 (Permitted Uses), Sub-part B shall be amended as follows:  $100-45. Permitted Uses.  B. Two-Family dwellings that can be sold as single-family dwellings, with lot requirements Except as amended above, Chapter 100 ofthe Grottoes Town Code shall remain in This Ordinance shall be in full force and effect from and after the passage hereof as  being the same as those in the R-3 District.  full force and effect. provided by Virginia Law. Adopted on this  day of  2024.  Mayor, Jo Plaster  ATTEST:  Town Clerk    #4Sheets a. Siectbghis  13 19  The Town of Grottoes 0 0.1 0.2 0.3 0.4 Miles  Dominion 51 Total Energy 150.00  Contract # 375330  CREATEDI BY GISS SERVICES 7/31/2024  LED flatfes 130.0 + TERF Ust)  $8,55D.00  Approx 150.00 Total  *This doesn't include relocahps poles of any addiional poles    06: ta adus 4.83  aça 3537 * ".0431  n.set yagi Inket    #4 Shreers b. Shrset lighis  TOWN OF GROTTOES 601 Dogwood Avenue P.O. Box 146-C Grottoes, VA: 24441 Phone 540-249- 5896/Fax5402495726 GROTTOES  1892 VIRGINIA  STREET PAVING BID Project#2024-01 9/5/2024 @ 2:00 pm  Company_Name  Cost per Ton $113.00  Rhodes Excavating & Paving, LLC 3937 Cannery Woods Drive Dayton, VA22821    TOWN OF GROTTOES Staff Report #1  GROTTOES  1892 ONPONE VIRGINIA  August 29, 2024  MEMORANDUM: TO: FROM: SUBJECT:  Town Council Interim Town Manager Staff Report-September:  1. Trash Collection Tote Charge  Earlier this month, Isent an email to Council regarding the Town's contract for trash collection services with' Waste Management (WM). As noted, the contract expires June 30, 2025; staff will During our meeting with the WM representative, he advised: staff that, if notified in advance by the Town or a resident, the WM driver will provide curbside service; stop the truck, go to the house, get the tote, bring it to the truck from the house, dump the tote, and return it to the property. This isa little-known service; however, it could be very important for some of the Town's older or disabled residents. Staff will post this information online and advise residents with related issues or concerns Staff also discussed with the representative a concern over the rising cost ofl leasing the "2ndtote". He advised that the price is set to allow WM1 to cover the cost of the tote and the additional minimal Staff's concern is there is a discrepancy between the cost tot the Town, $2.31 per additional tote per month, versus the Town's fee to residents, $1.50. There are 243 households with at least one additional tote, resulting in an additional cost to the Town of almost $2,400 per year. Staff recommends Council approve a policy stipulating that residents requesting more than one tote pay the fee charged to the Town by the contractor (in this case, WM). This change is recommended to be  begin the bid process later this fall.  oft this option.  labor of staff, and the wear and tear on equipment.  601 Dogwood Avenuc. PO. Box 146. Grotloes, Virginia 24441 Telephone 29-5896-249-0256- Fax 249-5726  WwwAaIOlosYAR    effective October 15, 2025, which will allow for advance notice of the change to the public and will Int the next contract, staff recommends including a 60 days' notice provision prior to an increase in Should Council concur with this recommendation, staff will post information on the website regarding this change, and will send a notice to persons that lease the additional totes, giving them time to  coincide with the next billing cycle.  cost. This notice period provides the Town the opportunity to notify residents.  return the tote if desired. 2. Mary Baldwin (MBC) Baseball.  Staff and the Mayor met with representatives of the Grottoes RCBL team and MBC to discuss future use of the field by MBC. The college has ani interest in renewing the use and has some suggestions on improvements to the field and complex. It appears to be a win-win for all parties. Staffi is working on the pricing for the improvements and will meet the Parks Committee to review this information later  in September. 3. Lead Survey.  You may hear some information about localities being required to survey and report lead service lines to the Virginia Department of Health(VDH). The Town has completed the survey and submitted it this week to VDH, 45 days early. Kudos to town staff for this work. The great news is the Town does not have anyl lead service lines! Staffi is not aware ofa any lead lines from the meter base to the house.  Staff attended a video conference to obtain more information.  4. - FY24-25 Budget Amendment.  Attached is a copy of the advertisement that will appear in Friday's paper for an amendment to the FY: 2024-2025 Budget, and the supporting excel file which provides the cost of each project. Approval of the amendment re-allocates the remaining ARPA funds with the intent that alli funds be under contract no later than December 31, 2024. The ARPA funds proposed to be reallocated were originally allocated to electrical work at the Caverns ($320,349), which was to be transferred to the General Fund for the utility escrow ($323,400); and the third well project ($352,989). There are ARPA funds which will remain allocated ini the General Fund ($147,000) for the truck purchase and ini the  Water Fund ($108,538) fori the insertion valve project.  As shown int the advertisement, the ARPA funds are allocated as follows: 1. Purchase a new: snow removal dump truck ($147,000) 3. Complete the Insertion Valve project ($108,538)  2. Partially fund the 12" water line construction on 6th Street between Aspen and Dogwood  ($296,389)  4. Implement the first phase ofi the wastewater treatment plant study improvements ($380,000)  The remaining sources necessary to complete the listed projects will come from:  601 Dogwood Avenuc PO, Box 146 Grottoes, Virginia 24441 Telephone 249-5896-249-0256- Fax 249-5726  WWITOIOGsYLIs    1. Fund reserve in the General Fund ($339,607) for the park pavilion repairs ($16,207) and for the escrow account ($323,400) for utlityimprovements for the economic development 2. Fund reserve ini the Water Fund ($253,611) fori the balance ofi funding required for the water The contract for the engineering services for the water line construction and the wastewater treatment plant projects was signed last week, and worki is underway on those projects. The dump truck has been ordered under state contract and delivery is expected in 2024. Bids were opened today for the insertion valve project. A recommendation to award the project will be sent to the The repair of the concrete at the pavilion has been authorized. Staff met with the contractor today to review the proposal for the chicken shack area. Staff is preparing a recommendation for this work.  project line project  Water & Sewer Committee for Council action at the September meeting.  5. Bids  The Town has received bids for the following projects and services:  1. Custodial Services. The Town received four bids-. The bids are as follows:  Company Clean Haven Specialty Green Nest Dean's Clean Haven Specialty Green Nest Dean's  Weekly  Monthly  Total  $ 150 $ 7,800 $ 225 $ 2,700 $ 10,500 $ 185 $ 9,620 $ 740 $ 8,880 $ 18,500 $ 250 $ 13,000 $ 325 $ 3,900 $ 16,900 $ 345 $ 17,940 $ 345 $ 4,140 $ 22,080  Windows Carpet NA $ 300 $ NA NA  NA 350 $ 200 NA  Based on bids received and since the purchase amount is less than $50,000, the contract will be awarded to Clean Haven Cleaning Service. The new contract will begin as soon as possible. 2. Insertion Valves. The Town received bids from the following firms to submit andi install the  following size insertion valves:  Core & Main Team $10,300 $12,373 $18,952 $22,405  Garrison $9,305 $10,405 $18,105  AVT $ 9,086 $9,767 $14,368 $16,127  6" 8" 10" 12"  601 Dogwood Avenue. PO. Box 146. Groltoes, Virginia 24441 Telephone 249-5896* 249-0256- Fax 249-5726  www.igrolloesyais    Additional information:  Includes mobilization and one (8-hour) day per valve. Additional labor billed at $75/$100ST/OT Additional equipment rental $1,750/day  Furnish labor and equipment for  installation  Insertion valves are used to allow the Town to isolate areas during repairs to the water system. There have been line breaks in the past that have required large areas of the town to be without water for an extended period. When this project is complete this should eliminate those issues. There are two types of insertion valves - (1) the top of the pipe is cut, the valve is sleeved over the line, leaving the bottom of the pipe. There is a "door" that slides down inside the valve to open and shut water flow; (2) the pipe is cut and a small portion removed. The unit isi installed and the bolted on either side split mega lugs. The unit controls the water flow. Two advantages of thes second style are water: shut- offi is more "complete" due to the self-contained mechanism; and, the unit can be removed lateri if needed and reinstalled in another location (this is not possible with the first type) Based on this analysis, Staff recommends awarding the bid to Core & Main for the Team valves as  follows: # 1 5  Valve Size 6" 8"  Locations 308 6th Street Five (5) 5thStreet and Aspen, on the line exiting vault at elevated tank, between vault and tank at tank, before existing valve at entrance to well, at the on 12" line from ground tank to replace existing by river  Cost $10,300 $12,373  Total $10,300 $61,865  ground tank  1 Total  12"  $22,405  $22,405 $94,570  The bids from Garrison for Insta-Valve and Core & Main for ATVare lower rejected because of the The Town will also save money on the installation cost for this project as the prep site work with be  type of valve bid.  completed by Town staff.  601 Dogwood Avenue P.O. Box 146-Grottocs, Virginia 24441 Telephone 20-5806-240025A- Fax 249-5726  wwwAigrolloesVAs    $108,537 remains in ARPA funding allocated for this work. The contract for the above items will be executed in September, with the work done later asi it can be scheduled. The balance of the ARPA funding ($13,967) will fund the installation of valves on 2" lines in strategic locations. Team does not manufacture that size valve and Garrison's supplier Insta-Valve likewise only supplies 4" to1 12" valves. Core & Main's other supplier, ATV, manufactures 2" valves, ($5,200 each). There are three areas of the town where this size valve is necessary and important until the Town can replace the 2" service lines. The remaining ARPA funds will be used to purchase the three valves, with the balance  ($1,633) coming from the Water Fund budget.  ***  Please let me know if you have any questions regarding these matters. Iwill be checking email on a  regular basis. Respectfully Joe Paxton  601 Dogwood. Avenue* P.O. Box 146-Crotocsy,Vingmin 24441 Telephone 249-6896-2490256- Fax 249-5726  WVW.IATOIoG.as    Staff Report #3  Treasurer's Staff Report September 2024  Audit the progress.  We are still in the process oft tying up loose ends for thel FY21 audit. Iwill keep you updated on  Maximum Investment Sweep Account  For the month of August, we. have earned $7,633.05 in interest. The interest rate was 2.40%.  Utility Billing Billing Period: 06/15-08/15 Bill Date: 09/05/2024 Due Date: 10/05/2024 Total billing amount: $224,528.88 Number of1 bills generated: 1378 Number ofbills printed: 1016 Number oft bills emailed: 362  Number of cut-offs for 08/05/2024 utility billing due date: 28  Business License (July 1-June 30)  We currently have eight delinquent accounts. Certified notices have been sent out to each of these businesses. The last step will be having the police department notify businesses to cease  operation due to non-valid liçense on September 16th.  Taxes  Itis getting close to tax time again. Wewill be receiving our real estate and personal property conversion files from Rockingham County next month. Taxes are mailed out yearly on 1/5 and  due on 2/5 for the previous calendar year.    Accounts Payable Date: August 2024 Number of Checks: 47  Total March AP Expense: $86,358.38  2    Staff Report #4  GROTTOES  VIRGINIA  Land Development Staff Report September 2024 Zoning Permits issued (August 2024)  2024 total to date 36 Total Permits 2024 Total Dwellings 7 Single-Family OTownhouse units 1Duplex  5 Permits OSingle-Family OTown houses ODuplex 21 Fence lelectrical 1Sign  laddition to accessory building  Forest Station - (21sStreet) The first six townhouses are being completed daily and residents are starting to move in. This is the first six of the 33 approved townhouses for the block. The street is completed with the base, it was the recommendation from the public works staffa and the paving company to delay the paving, sO the road does not get wavy from all the trucks. Chapter 100 -Land Development - In 2006 the R-7 zoning was amended to add "two-family dwellings that can be sold as single-family dwellings with lot requirements of 62.5 feet of frontage per unit". At that time, it was thought that a duplex could not be sold individually and that the owner needed to live in one side and could rent out the other side. In 1998 ai note was added to the Lot regulations table item (L) stating' "In any zoning district where attached duplexes are permitted, there should be a zero- foot setback from the interior side lot line sO that either side may be sold". This note allows the sale of any duplex in any zoning where duplexes are allowed. The Council is asked to set aj joint public hearing to amend Chapter 100 section 100-45 to read "Two-family dwellings that can be sold as single-family dwellings, with lot requirements being the same as those in R-3 District or to repeal sub-part B  altogether.  Respectfully submitted:  Tara Morris, Assistant to Town Manager    Staff Report #5  Grottoes Police Department  Staff Report September 2024 Staffing Chief Sergeant Officer  Authorized 4  Filled 1 1 4  Vacant 0 0 0  Ofc.. J.S Shipley resigned from the Grottoes Police Department. He accepted a position with Piedmont Virginia Community College. The position that was accepted is for a Campus Police Officer, he received approximately $2,500.00 raise and a better work/home life schedule. The police department hired Ofc. D. Funk. Officer Funk comes to us with approximately 6 years ofLaw] Enforcement experience. His start date was September 3, 2024. Ofc. Funk will have a one-month Field Training program before he will be released to solo patrol.  Aj job offer has been given to a Certified Police Officer His projected start date is October 1,  2024, ifthe offer is accepted.  Grants:  The police department applied for and was awarded a $2,000.00 grant through the Virginia Risk Sharing Association. The grant is to help minimize workman compensation claims. LED. Lighted traffic vests have been ordered for the Police Department and Town maintenance  employees to be utilized during low-light operations.  Training:  Ofc. T.L. Good completed the Department of Criminal Justice Field Trainer certification training at the Central Shenandoah Criminal Justice Academy. He is now a DCJS Filed Training officer.  Parking Enforcement:  13 parking violations were handled by the police department in the month of August.  11 violations at 703 Dogwood Ave 2violations at 83 Augusta Ave.  Respectfully submitted: Jason Sullivan Chief of Police.    jlee   opplololwlo  oojo    Staff Report #7  Parks & Tourism Staff Report  August 2024 Staffing: Parks & Tourism Director Parks & Tourism Assistant Director Parks Coordinator Park Ranger II Park Rangerl Park Aide  Authorized - 1 2 I1 2  Filled I 2 10 2  Vacant 0 0 0 0 1 0  Park. Aide and Park Ranger IA positions replace the prior terminology ofTour Guide. Previously, there were. 21 authorized tour guide positions. Staff will determine employee numbers once each position type is filled. With this improved. staffing. structure, we anticipate needing.fewer overall employees. Parks & Tourism generated $114,000.00 int revenue for the month of August. This is an $18,000.00 increase from. August 2022, which also makes it the new: record high for the month. This increase is mostly from tour  Revenue: admissions.  1. The Blue Ridge Heritage Project: Update; Work began on the monument the week of July 215. The masonry component is largely completed, leaving only thei installation oft the plaque and any finishing 2. Painter Park Picnic Shelters 4 & 5 Update: Work on the eastern end, shelter #4, began 8/30th,and likely to be completed from the time this report was submitted. R &L Construction has submitted an additional quote for the northern side oft the "chicken shack", that is the enclosed area between shelters R&LG Construction are prepared to begin work sometime between 9/11 -9 9/13 toi remediate as provided. Just as before, this work was notl budgeted and, while there is some funding for maintenance in the budget, it will not cover the cost of these repairs. IfCouncil authorized the repair, the funding  touches. Staffo continues to anticipate full completion at the end of September.  #4 &#5.  would come from the General Fund reserve.    Revenue per Month by Fiscal Year  2017/2018 2018/2019 2019/2020 2020/2021 2021/2022 2022/2023 2023/2024 2024/2025 109,906.75 109,049.62 96,790.05 83,045.02 121,183.39 126,333.08 121,896.53 138,668.44 90,052.60 86,369.02 75,955.14 73,099.04 90,498.86 95,857.62 60,252.18 114,000.00  July August  September 46,500.01 42,753.13 39,037.34 45,294.81 49,867.95 53,129.49 52,043.89 October 47,728.97 44,111.49 48,171.93 45,446.76 55,187.46 71,849.43 72,362.94 November 35,864.01 31,040.05 35,719.21 28,575.92 45,122.38 45,510.93 48,813.49 December 25,078.17 26,501.92 28,439.56 15,788.80 43,131.17 39,826.13 56,869.12 February 24,394.21 22,570.37 25,357.98 16,009.96 27,089.55 37,269.68 43,610.16  January March April May June 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  16,933.85 20,391.97 18,631.61 18,618.06 17,038.43 29,243.19 37,149.92 46,890.09 33,851.06 19,130.58 28,944.34 44,157.10 54,117.45 75,431.34 89,339.00 68,952.85 29,959.89 93,205.09 90,247.33 82,750.64 110,266.18  59,677.04 65,301.31 62,606.36 58,972.15  -777.78 55,284.51 66,405.33 77,696.74 69,633.56 50.60 48,287.55 53,997.59 57,678.58 67,238.58  Total 654,971.06 609,864.94 416,466.11 551,599.86 703,926.54 771,272.96 815,567.89 252,668.44  July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June  2018 2019 2020 2021 2022 2023 2024 2025  Total Revenue  900,000.00 800,000.00 700,000.00 654,971.06 600,000.00 500,000.00 400,000.00 300,000.00 200,000.00 100,000.00 0.00  815,567.89  771,272.96  703,926.54  609,864.94  551,599.86  416,466.11  252,668.44    2018  2019  2020  2021  2022  2023  2024  2025    Shaff Beport7 a.  R&L CONSTRUCTION, INC. 215 Dry River Road Bridgewater VA 22812 Phone (540)879-3370 Email office@rlincva.com  Proposal  September 03, 2024 Town of Grottoes 601 Dogwood Ave Grottoes, Va 24441  540-249-5896 Ext. 302 momseagotoesa.us Job Site. Address Chicken Shack  We hereby submit specifications and estimates for: Repair middle pier post of the chicken shack  All labor, tools, matcrials, and cquipment needed lo completc projcct Cut & remove concrete to do repair of approx. 8x8: arca Raisc new section, to the best of our abilitics Remove approx. 2 shects ofT-IIsiding Proposal is for 2 full days and 2 workers  Remove old picr  Repair scction of concrelc, possibly flash coat ncw scction to cxisting scction  Contract Does Not Include: Enginccring fces Building permits Elcctrical work Plumbing  Notes:  Any deviations from the above scope ofwork may result in additional charges This proposal may be withdrawn by usi ift not accepted within 30 days    We appreciate the opportunity tol bid on this project!  R&L Construction Inc. proposes hereby to furnish material and labor - complete in accordance with these Payment to bc made as follows: 50% when contract is signed, 50% upon complction. Payments arc duc upon  specifications, for the sum of $5,000.00.  reccipl.  Allmaterialisg guaranteed tob be ass specified.. Allv warkt tob bec completedi inav workmanlike manner according to standardp practices, anya alteration or deviationf from above specifications involvinge extra costsv willb bee executedo only upony written orders, andv will becomea anextra chargeovera anda abovet the estimate. Allagreements contingent upon strikes, accidentso or delays beyondo our control. Owner tocarry fire, tornadoa ando other necessary insurance. Ourv workers aref fullyo covered byv Workmen's Compensation do the work: as specilied. Payment will be made as outlined above.  Authorized Signature  RandallCampbell  Insurance.  Acceptance of Proposal: The prices, specilications, and conditions arc: satislactory and: are hereby accepted. You are authortzed lo  Signature  Date_  Signature  Date.