COUNCIL MEETINGI MINUTES..  .AUGUST12, 2024 TOWN COUNCILMEETING AUGUST 12, 2024 7:001 P.M.  226  PRESENT Mayor: Vice Mayor: Council Members: Town Manager: Assistant Town Manager: Town Clerk: Town Attorney: ABSENT Council Member: VISITORS Jovital Kelly- -Historic Downtown Tappahannock Ricky Wyatt - VHB Brad Barnes, Town resident David Henderson, Town resident Ester Anderson  Roy M. Gladding AnitaJ.Latane Kay Carlton Carolyn Barrett Fleet Dillard Kenneth A. Gillis Eric Pollitt James Knighton Patsy K. Scates M.Tolley Gwinn Troy L. Balderson  CALLED' TO ORDER Mayor Gladding calledt the meeting to order. MINUTES. APPROVED  Onr motion of Carolyn Barrett, seconded by Kay Carlton, Council voted unanimously to approve the. July 8,2024, Public Hearing Meeting Minutes and the July 8, 2024, Regular Council Meeting Minutes.  Votes were cast as follows: Kay Carlton: Carolyn Barrett: Fleet Dillard:  Aye Aye Aye  Kenneth A. Gillis: Anita. J.L Latane:  Aye Aye  COMMITTEE REPORTS Water and Sewer  Wastewater Treatment. Plant Month ofJuly 2024  -Treatment Plant hada an average daily flow of0.401 MGD with a total of1 12,418,000 gallons being  treatedi in. July  -All nutrient results are within our permitted limits at time of writing. -July DMR willl bes submitted to DEQE by 8-10-2024 -July water usage submitted to VDH on 8-6-2024 -9,848,000 gallons of water were used byt the Towni in. July  Public Works Month ofJuly 2024  July 8,2024  Water leak on Dock Street service line had a pinhole.    COUNCIL MEETING MINUTES. July 17,2024  AUGUST: 12, 2024  227  Water leak onl Faulconer Circles service linel had a pinhole. Mayor Gladding asked Council Member Gillis for any comments.  There were none.  Public Facilities  Council Member Balderson was not present and there was no report  Historic Downtown Tappahamnock  Mayor Gladding recognized Jovita Kelly from Historic Downtown lappahannock.  Jovita Kelly updated the council members on upcoming events. She reported someone marked the vendors spaces for the Farmers Market with material that is not washable. She reported she is working on  getting that material removed. Finance  Mayor Gladding recognized Vicel Mayor Latane. good. Sher reported that we are in good financial shape.  Vice Mayor Latane reported the revenue for the mealst tax and lodging tax is looking good. She reported that the revenue for the utility bills that was just collected is looking good and the water and sewer is  Town Manager. Report  Town Manager Report 8/12/2024  Strategic Objectives Next 61 Months for Year 2024 1. Complete architectural plans for structures at Central Park. 2. Start construction for Phase lof Hoskins Creek. 4. Complete water system mapping project. Ongoing Major Council Initiative Projects  3. Finish Industrial Park design and engineering. (identify funding and implementation options) 5. Finalize Phase 2 engineering ofs sewer project and identify funding sources. (change in engineers  unexpectedly)  1. Sewer Rehab Phase 1- This project has been completed. Overall, very successful and already noticeable improvements in our flows according to multiple departments. 2. Central Park Project- - Thep parkingl lot and street paving is complete along with parking space striping. Thej property line privacy fencing installation is complete. The playground rubber surface material isi installed. Please visit our Facebook page for photos of progress. i. Permanent bathroom design ideas have been discussed by the Public Facilities Committee. Staff have begun working witht the architect with the goal ofH having plans finished before the end oft the year. The concept oft these plans will be presented at ii. Permanent walkway designs throughout the park have yet to be determined. The gravel walkway material can be repurposed when ai more permanent design is selected. iii. Staff are looking att tentative soft opening dates that wouldi include a ribbon cutting and initial 'open play" in the playground and splashpad. Staffi is reviewing and grand opening datesi inl later September or early October for an event that will include food,  either the August or September meeting.  beer, andi music.  3. Water System Mapping - CHA Solutions the engineering company on the project creating the map  met with staff fora a preliminary review of the map.    228  COUNCIL MEETING MINUTES..  AUGUST12, 2024  As part of the mapping project paid for by a VDH grant (no match required), staff will be reaching out tof folks about their water lines starting in August. Thisi is required for the grant. Outreach will be Therei is no cause for conçern with water quality. We are simply gathering information that willl help us with our records. CHA willl be! here in September top provide an update ont this effort and the sewer  targeted to customers for those whom we do not have adequate records for.  system overall since phase Iis complete.  4. Hoskins Creek  i. Boating Infrastructure Grant (BIG Grant) -The Town finally received a notice of award for ust top proceed with permitting and design, but not construction. This is still great news. Now these expenses willl become eligible for reimbursement through the grant. ii. Shoreline Restoration- - The Council can award al bid as soon ast the August meeting. iii. Rec. Access Rd.-The VDOT grant requires aj public hearing for the project before proceeding with construction. The public hearing att the September meeting. i. Site Design VEDP-TRC Engineers have a set of plans for the roadway through the industrial park. Engineers anticipate having the plans completed by the end oft the year. The Assistant Town Manager and Thave a meeting with VEDP to discuss funding  5. Old Airport Development  options for development.  Other Initiatives inl Progress  1. Thel Mayor andI Ihave discussed having a retreat this Fallf for the primary purpose of goal setting for the years 2025-2026. The date of Wednesday October 30+h has been selected. The retreat will start at either 4pm or 5pm andl last until 9pm. Retired Manager/Adminisrator Kim Payne from the Berkley Group will be facilitating the retreat. Kim is one oft the most respected retired managers in' Virginia and has facilitated over 301 retreats for various governing bodies. Kim was a long-time City Manager 2. Personnel Manual An updated manual prepared by Town staffa andi reviewed by Sands Anderson was presented att the. July Council meeting for adoption. This item was tabled for the August meeting 3. Tourism Program - The Town needst to continue tob build its tourism program now the park is closet to anticipation oft the park being completed along with highlighting other attractions unable to be 4. A new police officer is expected tos start August 26h. This will put the department at full staff levels 5. Fleet Management - A new pump truck will be purchased for the General Services Department. Purchase and financing documents will be presented in September for Council. 6. CHA Solutions Update coming in September in for the Sewer Rehab Phase 2 Project- CHAis drafting a Phase 2 report for our sewer infrastructure needs. This will include a variety of upgrades such as completing the lining andi manhole work for downtown, pump station repairs and electrical upgrades, and additional lining and manhole replacement in other older sections of Town that have  for Lynchburg and County Administrator for Spotsylvania County.  for adoption.  completion. Staff has rescheduled the photo shooti for early October with  captured ini the last shoot due to time constraints.  with the news shift schedule.  not been inspected yet.  7. River realm- - Staffi is waiting for meeting dates toi initiate discussions aboutj joining. 8. Davenport Financial recommends amending the 2021 Essex/United loan tol better memorialize the taxable nature of the loan. Discussions ares still being held on this matter. 9. Loan reimbursement for acquisition of property - This was completed at the. July meeting.  Mayor Gladding recognized Town Manager Pollitt.    COUNCIL MEETING MINUTES..  AUGUST1 12, 2024  229  Town Manager Pollitt reported Doug Huggins, CHA was our engineer for utility related projects andi he passed away sot there isab bit ofat transition period so the second phase oft the sewer project will begin Town Manager Pollittr reported as part oft the mapping project paid for a VDH grant staff willl ber reaching outt tot the public trying toi identify the age oft the lines and what materials the lines are made of. He reported thisi isaf federal requirement for any locality that has a public utility system. Town Manager Pollitt reported the VML conference will be heldi in October and ifanyone isi interested in  soon.  attending toj please contact him.  Community Development Report  Monthly Report August 2024  Community Development and Zoning Administration  PLANNING COMMISSION/PO)  The PCI monthly meeting was held on August 7,2024.  The Commission is continuing their work on updates to the Short Term Rental and Mural Ordinance. Public hearings willl bes scheduled on these items int the coming months. AF BZA application was received on. July 29, 2024 requestinga a variance to allow an accessory structure (3-car garage) in thei front yard on a water front lot located within the Town. Currently, thez zoning ordinance prohibits accessory structures tob be located in front yards. A public hearing Town/County Boundary- - Att the TC meeting on February 12"TC approved the recommended "pink" boundary line ast the acceptable town/county boundary line. Itis the goal to ensure that the original town boundaries, as reflected ont the Official. Zoning Map dated September 16, 1993, are honored, and maintained. On February 13,2024, Essex County's agenda included the discussion oft the town/county boundary clarification. Att this meeting the County did not take action, asking staff and the County Attorney to clarify a few questions. During this review further research has been takent toe evaluate the September 29, 1975, Annexation document (Reference Law Order Book 14 pgs. 97+). This review is on-going. County has indiçated a desire tov wait until after. July 1,2024, to resume these discussions. Still awaiting response from County. Public Maintenance Facility/Access Roads - Staff provided Dr. Thomas and his team a summary regarding the proposed boundary plat and alternative road alignments submitted tot the Town for consideration. Thes summary outlined the findings and recommendations based on a review by VEDP Grant Staff continues to coordinate with TRC, the Town's consultant engineers. The preliminary private easement road and proposed boundary for the maintenance facility was provided toc consultants tor review thei impact oft these requests on the preliminary design for the airport property. Towns staff! has provided the School District with feedback on these documents. Zoning Map- The Official Zoning Map will needt tol be updated once the Town/County boundary line has been confirmed. This will require public hearings and adoption by the Town Council. In the meantime, the: zoning map adopted on. January 9,2023, has been printed, is available to the IDAS. Intensely Developed Areas- A zoning ordinance amendment tot the Chesapeake Bay Overlay District to establish IDAs int the Town was presented to a joint public meeting on May 22, 2024. The Town Planning Commission voted tor recommend approval att the. June 5,2024, meeting. Thisi item was on the Town Council agenda for June 10, 2024 and approved. FOG- A Fats, Oil, and Grease Amendment to Town Code, was prepared and a public hearing was held on May 22nd. The amendment was prepared by the Berkley Group. The Town Council voted ont this proposed amendment. June 10, 2024 andi it was approved. FEMA - The FEMA Community Action Visit (CAV) visit was conducted March 19-21.A summary report from FEMA has been received outlining the corrective action plan witha requirement to respond 60 days from April 24, 2024. The Town's legal counsel is preparinga response tol FEMA and outlining the path to come into compliance for the Town. Berkley Group- Thel Berkley Group has assisted the Towni in reviewing the mural ordinance, preparing al FOG Ordinance for adoption, and! have tracked the action by the Governor as related  BOARDOF ZONINGAPPEALS (BZA)  fort this matter will bes scheduled in September.  LARGER PROJECTS  the Town's Consulting Engineers, TRC.  public and is also available online as a GIS layer.    COUNCIL MEETING MINUTES..  AUGUST1 12, 2024  300  tos short-term rentals and prepared a summary memo and drafts shortt term rental ordinance for VDOT- Smart Scale Final Application for the Tappahannock Sidewalk Project was submitted by Essex County on behalf ofthe Town on August 1,2024. The application will be reviewed by OIPI and VDOT, scored and presented to the CTB for consideration and funding. MPPDC- The Monthly planners' meeting was held on' Wednesday, July 31,2024, with MPPDC, Starbucks- - construction is underway, Signs, water connection and sewer connection have all Fitzgerald's Sports Bar - Zoning and Sign permits have beeni issued. Waiting on final Robles Cantina at 1607 Tappahannock Blvd. (formerly Shoney's Restaurant). Rose Umana and Saul Garcia. Zoning permit has been issued including an alternative grease Interceptor. Grease interceptor design was changed from original approval. Waiting for updated information from  review.  COORDINATION WITH OUTSIDE AGENCIES  Middle Peninsula Planning District Commission.  NEW/ACTIVITY  been approved.  calculations for alternative grease interceptor approval.  their engineer to confirm adequacy. Tappahannock. Police Department Report  Mayor Gladding reported the Tappahannock Police Department reporti is int the Council member's packet. ChiefCartert thanked the council members for their support. He reported thel National Night Out event Onr motion of Kay Carlton, seconded by Carolyn Barrett, Council voted unanimously to approve the  Her reminded the public that all the reports are online tor review. was as success and he thanked the community for their support. FINANCIAL REPORT. APPROVED financial report fort the month ofJ July 2024. Votes were cast as follows: Kay Carlton: Carolyn Barrett: Fleet Dillard:  Mayor Gladding recognized Chief Carter.  Aye Aye Aye  Kenneth. A. Gillis: Anita. J. Latane:  Aye Aye  MIDDLE: PENINSULA PLANNING DISTRICT: RAISE GRANT  Town Manager Pollitt reported the Middle Peninsula Planning District RAISE granti identified the end of Ricky Wyatt reported the Middle Peninsula Planning District applied for and receiveda a planning grant. Her reported the RAISE grant is geared toward the working water men oft the Middle Peninsula. He reported the VHB was tasked atr reviewing sixty-five publicly owned sites. He reported after that task they had conversations with the public who used the sites and what could be done tor makei improvements. He reported they had conversations witht the Virginia Watermen Association. He reported they mapped the oyster grounds, clam grounds, public and private grounds a evaluated it based on sea level and various exposures. He stated out oft the sixty-five sites it was narrowed downt to twelve sites based on various items. Her reported Prince Street site kept coming tot the top oft the sites. He reported in. January they will apply fori implementation funds which could be up tot twenty to twenty-five million dollars to spread within the region with nol local match. He reported the goal ist to try to spread improvements within the Ricky Wyatt reported the working water men expressed the need to get their catch from the water and into the vehicles, sO what may come out oft this project could be a wharfa at the Prince Street site. Ricky Wyatt reported therei isas survey on the Virgina Watermen's. Association Facebook page and he would encourage the local working watermen to complete the survey. He reported the Middle Peninsula Ricky Wyatt reported that concept designs will be developed for the sites and those concepts willl be presented att the Local Government Association (LGA) Meeting andi ift therei isa desire to move the site  Prince Street site as aj potential project.  region that willl help the working water men.  Planning District also has a link tot the survey.  forward then the support oft the locality would be needed.    COUNCIL MEETING MINUTES..  AUGUST12,2 2024  301  William Croxton askedi ifJ Junel Parkes Marina site was considered.  Ricky Wyatt reported that unfortunately private sites were not considered in this round. He reported that iftherei isa aroundt twot thent the publicly owneds sites would have to buy a piece of property adjacent tot the Town Manager Pollitt encouraged the Town Council members tos show their support and reach out tot the Onr motion of Fleet Dillard, seconded by Kay Carlton, Council voted unanimously to award the Hoskins Creek Shote line project to Coastal Design and Construction int the amount of $312,145.42 as presented  privately owned to qualify.  Middle Peninsula Planning District Commission.  HOSKINS CREEK SHORE LINE AWARD  previously. Vote was cast as follows: Kay Carlton: Carolyn Barrett: Fleet Dillard:  Aye Aye Aye  Kenneth. A. Gillis: Anita. J.I Latane:  Aye Aye  SOULBYTHE RIVAH SPONSORSHIP  On motion of Anita. J.I Latane, seconded by Carolyn Barrett, Council voted unanimously to allocatea $1,000.00 (onet thousand dollars) donation and sponsorship to Soul by the Rival event this fall.  Votesy were cast as follows: Kay Carlton: Carolyn Barrett: Fleet Dillard:  Aye Aye Aye  Kenneth A. Gillis: Anita. J.I Latane:  Aye Aye  PERSONNELMANUAL  Oni motion of Carolyn Barrett, seconded by Anita. J. Latane, Council voted unanimously to adopt the personnel manual for the Town of Tappahannock staffto become effective immediately.  Votes were cast as follows: Kay Carlton: Carolyn Barrett: Fleet Dillard:  Aye Aye Aye  Kenneth A. Gillis: Aye Anita. J.I Latane:  Aye  PLANNING COMMISSION WORKI ITEMS  Mayor Gladding stated the council members should review the items they would like the Planning Town Manager Pollitt stated a copy oft the August 7,2024, Planning Commission Agenda has been provided tot the Council members. He reported the staffi ist tos support the goals oft the council members and the planning commission goals. He reported there are some items on the agenda that he does not believe the Council members have askedt the commission members tor review. He statedi it was his understanding thatt the Planning Commission members were askedt to research/review the Mural Ordinance and the Short-1 Term Rental Ordinance and after those ordinances are completed the work will Council Member Barrett commended the Commission Members ont their hard work. She feels it would bel helpful for the commission members to get clarification on what their role is and some training. Mayor Gladding stated the Planning Commission members are appointed by the Council members and it isi important the members assist with the planning ofp projects. He stated the council members duty ist to lay out the scope of work they wish the planning commission members to work on. He reportedi itis important the Planning Commission members focus on the direction provided by the council members. Mayor Gladding stated thel Mural Ordinance and the Short-Term Rental ordinance should be the focus of the commission member's time. He statedi ifthe commission members have any questions or concerns to  Commission Members to work on.  begin on amending the sign ordinance.  please address them tot the council members.    COUNCIL MEETING MINUTES..  AUGUST 12, 2024  302  AMERICAN LEGION, AUXILLARY, FRANKLIN-DURHAMI ESSEX UNIT64 Mayor Gladding recognized Patti Rowley from the American Legion Auxiliary, Franklin-Durham Essex Patti Rowley reported thel National POW andl MIA recognition day eventi is scheduled for September 20 2024a at 10:00 a.m. at the Essex County War Monument on Cross Street in Tappahannock, VA. Patti Rowley stated the American Legion Auxiliary is proposing to have another marble bench madet to be placed att the Essex County War Monument. Thep position will mirror the POW-MIA bench. This bench would bel honoring those who served after the Vietnam War whichi ist the last oft thosel honored on the monument presently. Thel bench would also allow a place to continue honoring those who served for Patti Rowley reported the following is proposed to be inscription for the back side oft the bench Urgent Fury (Granada) 1983, Desert Shield/Desert Storm 1990-1991, Global War on Terrorism 2001-2021, Patti Rowley reported she is anticipating the Tappahannock-Essex County Moose Lodget to donate  Unit 64.  generations. She reported the total cost oft the benchi isa around $3,000.00  Global Coalition of Defeat ISIA2014-.  $1,000.00.  COUNCILVOTESTO, MAKESI,000.00 DONATIONTOTHEAMERICANLEGION On motion Fleet Dillard, seconded by Kay Carlton, Council voted unanimously to donate $1,000.00 (one thousand dollars) tot the American Legion Auxiliary, Franklin-Durham Essex Unit 64 in support for the  AUXILLARY,FRANKLIN-DURHAMI ESSEX UNIT64.  purchase oft the POW-MIA bench. Votes were cast as follows: Kay Carlton: Carolyn Barrett: Fleet Dillard:  Aye Aye Aye  Kenneth. A. Gillis: Anita. J.J Latane:  Aye Aye  TRAFFIC ISSUES  Brad Barnes, Town Resident commended Chief Carter for doing a great job regarding the enforcement of traffic issues on' Water Lane. He discussed the high volume of traffic on' Water Lane and the side streets. He discussed the street flooding on Earl Street and he provided the council with suggestions on how tot fix David Henderson, Town Resident discussed the traffic issue int the other sections of Town such as Faulconer Circle and Essex Street. He expressed his frustration of motorists for not obeying the posted William Croxton suggested someone purchased the two homes att the stop light on Queens Street and have Ester Anderson recommends a committee of citizens bei formed to work with the VDOT and a council Mayor Gladding stated he understood the frustration oft the traffic issues and flooding issues on' Water Lane, the side streets andt the other streets within the Town. He askedt the citizens toi form a committee before September 9,2024, and bringt thei names before the council. He reported he will form a committee ofc council members and contact the VDOT representative to schedule a meeting to work on the traffic  the traffic issues.  speed limits sighs, not obeying the stops signs. them removed then the road could be widened.  representative tos starta a discussion and try to get these issues resolved.  issues.  Mayor Gladding asked for further comments or questions. There being none the meeting was adjourned at 8:00 p.m.  MayySatr Patsy Ki Scates," Town Clerk  aug