1 AGENDA Fincastle Town Council Meeting Thursday, April 11, 2024 at 7:00 p.m. Fincastle Volunteer Fire Department Training Room - (0512) Call to Order and determination of quorum by Mayor 7:00 p.m. 1. 2. 3. Reading/approval of minutes of the March 14, 2024 meeting Additions to Agenda and approval of Agenda Reports a) Financial i. Approval of monthly bills for April 2024 ii. Review of Treasurer's Reports for March 2024 b) Management i. Budget FY2024 ii. Big Spring Park update - Ed Bordett iii. CDBG planning grant update - Mary Bess Smith iv. Mayor's Report V. Town Manager Update 4. 5. 6. Citizen comments Other matters/discussion items from Council Adjournment Next Meeting - May 9, 2024-7:00 p.m. P.O. Box 250 Fincastle, Virginia 24090 (540)473-2200 dmasaematasicens wwrwy.owmotinasleorg Town of Fincastle Street Fincastle, VA. and. John Thomas Members Absent: Bill Gaul March 14, 2024 Town Council Minutes This meeting took place ati the Fincastle Fire Departmentmeeting room located at Members Present: Mayor Mary Bess Smith, Ed Bordett, Jim Reynolds, Paige Ware, Pam 25 Vine Binns, Staff Present: Morgan Keith, Melanie McFadyen Call to Order and determination of quorum by Mayor 7:00pm. 1. Reading and Approval of minutes of the Februays,02meting: The minutes were approved as submitted. 2. Additions to the Agenda and approval of Agenda The agenda was approved as submitted. Mayor Smtih asked to add Gary' Whitley to item number five-citizen comments, 3. Public Hearing Council lheld a public hearing to solicit input on an application for al Use by Special Exception to allowfor a ground floor residence at 5 South Roanoke Street (73A(1)27A). The propertyis currently owned by Virginia and Erryn Barkett. This property is zoned Commercial and is located ini the Uptown Mixed-Use District of the Town of Fincastle. The property was previously used as an office and has a small kitchen and full bath. The property owner reportedthat: newa appliances! have been installed: land thei interior accommodate the new use. The property owner has tried to find a business to rent paintedto the space but has been unsuccessful. The property has been vacant for three years. The Planning Commission has recommended allowing the property owner a Use by Special Exception for1 this property, with the condition that the exception be reviewed ini five years. John Thomas expressed concerns with code inspections dealing with the building. Hev was especially concerned over whether or not the Fire Marshall needed to inspect the Scott Critzer recommended adding a reasonable clause to the request must prove that all codes andi inspections are upi to date. Mayor Smith opened the Public Hearing at 7:17pm, building. stating the owners Susan Critzer stateds she wasi ini favor of allowing the Barketts the Use by Special Exception. No other member of the public wished to speak. Mayor Smith Closed the Hearing at 7:19pm. The Mayor then asked for Council member comments. Ed Bordett the future individuals will use the line, "you diditf fort become homes and homes will become business Planning Commission Chairmans Scott Critzer allowr reasonable conditions was concerned that in properties will regarding the Use by Special them, SO will you doi iti for me?" Exception. Hei is concerned that business properties. the special exceptions are reviewed and pandnwtasahaPseaNns andi that granted on a case-by-case basis. This will also to be addedi to each case. Mayor Smith expressed concern about empty buildings in the business district. Jim Reynolds made a motion to allow the Barketts the Use ground floor residence at 55 South Roanoke! Paige Ware seconded the motion by Special Exception fort the The special exception will be reviewed Street,pending proof of all required inspections. ini fivey years, to determine if it should be extended. Yes: Mayor Smith, Ed Bordett, Jim Reynolds, John Thomas, Paige Abstain: none No: none Ware, and Pam Binns The motion was approved. a. Financial 4. Reports i. Approval of monthly bills for March 2024 The bills were approved as submitted. John Thomas wants the sidewalk repairs between Monroe and Hancocki to begin as soon as: school lets outi for the summer (due to traffic A general discussion on the sidewalks ensued, including discussion completed asap. He specifically referenced the Committee, where the Committee that he had contacted an individual andi isr needed for the: sidewalk on Hancock. be prioritized and the sidewalk repair February 2024 meeting of the Infrastructure work! agreed to obtain estimates in order to have meeting him to obtain an estimate. on Main Street). He reported about some dirt and fill that is ii. ReviewTreasurer's Reports for February 2024 The Treasurer's reports were approved: as submitted. b. Management Big Spring Park Update- Ed Bordett Ai few trees neart the outdoor classroom were removed by County maintenance crews. The Town Manager is working with County staff to find EdB Bordett plans on buying more fruittreest this weekend to addi to the asolution. orchard. The Eagle Scout is ready to build the gates at the park. Signage is being designed and includes signs regardingstaying off school property during school hours. ii. CDBG Planning Grant Update- Mary Bess Smith Apreliminary planning meeting took place with Hill Studios to discuss the The Town Manageri is planning to take some oft the consultants from Hill Studios on a drive-through tour of the town and should soon have al better idea of next steps and deliverables related toi the grant. grant. ili. Town Manager/Mayor's Report 1. Mowing Contract Thet town had three candidates interestedi in a mowing contract for the town. The town decided to go with Cole Crowder for the mowing contract. He: scored the best within the categories of communication, cost, and availability. 2. Board ofz Zoning Appeals Approval The terms of two members of the Board of Zoning Appeals are upf for renewal. The members are. John Bolling and Brett Lague. Both have expressedt that they are willingt to serve again. Town Council needs to approve the renewal of the appointments andi then the Circuit Court will actually make the appointments. Jim Reynolds motioned to approve Bolling and Lague to serve another term on the Board of Zoning Appeals. Paige Ware seconded the motion. Ware, and Pam Binns Abstain: none No: none Yes: Mayor Smith, Ed Bordett, Jim Reynolds, John Thomas, Paige iv. Town Manager/Mayor Update The Town Manager continues to work with DOTI issues, related to the Courthouse construction, speedingi issues and through trucktraffic. She has met and been working witht the infrastructure committee. She is hoping to getthe town projects on Botetourt County Economic Development schedule. This could help the town receive grants. 5. Citizen Comments a. Gary Whitely Mr. Whitley isv workingt to raise money for thei fire department andi first providedthe councilv withal list of ideasto raiser money. responders. He for additional training fort thei fire department andi Thismoney could be usedto pay mnolwingthalisreponders Maacommuny,someicaw could be fire extinguisher first responders. He also mentioned training, Co2training, etc. 6. Other matters/discussion items from Council advertise the Open Studios- Paint Fincastle bad the date is moved tot the 9th. paintaround created during the day. advertising the event. Ed Bordett askedi ift the town for a donation of $150 dollars. This donation would go to help of the art that was event to bel held on. June 8th. If the weatheris Artists from the surrounding counties will be invitedi to Fincastle. Att the end oft the eventtherev willb be a showcasing This donation will go to purchasing small road signs including the Open Studios logo Jim Reynolds motion to donate $150to Open Studios John Thomas secondedi the motion. Yes: Mayor Smith, Ed Bordett, Jim Reynolds, John Thomas, Paige Ware, and Pam Abstain: none No:none Binns 7. Adjournment NextM Man-ApmtihaA-7aen RespectulySubmited, Mayor Smith Town Clerk, Morgan Keith TOWN OF FINCASTLE March 2024 Check Listing by Bank Account 12:18PM 03/14/2024 Accrual Basis Amount -990.10 -90.00 -100,000.00 -122.76 -341.25 -131.25 -510.00 -307.50 -85.11 -393.31 -114.02 -418.50 -65.40 -100.00 -250.00 -120.00 -25.40 -96.95 -95.50 -542.04 -1,176.77 -542.04 -1,176.77 -107,694.67 -361.67 -361.67 -4,670.04 -4,774.30 -3,866.40 -62.60 -4.60 -505.00 -13,882.94 121,939.28 Type Date Num Name Memo 1-1040 GF Checking Liability Check 03/04/2024 E-pay United States Treasury Liability Check 03/04/2024 E-pay Dept of Taxation General Journal 03/11/2024 E-pay Harland Clarke Federal Tax State Tax New CD Deposit Slips Big Spring Park Road Bond Estimates Ads- Barkett, Website, Mircosoft, etc Heating Power for Street lights internet professional services Town Office Power 2024 after prom donation quarterly pond treatment cleaning of office reimbursment for postage 2/23/24 reimbursement for 100 stamps, and certified letters suplies and salary salary salary salary Check: Check Check Check Check Check Check Check Check Check Check Check Check Check Check Check Paycheck Paycheck Paycheck. Paycheck Total 1-1040 GF Checking 1-1050 Town of Fincastle Grant Check Total 1-1050 Town of Fincastle Grant 2-1050 W/S Checking Check Check Check Check Check Check Total 2-1050 W/S Checking 03/08/2024 Teller GF CD 03/14/2024 10139 Engineering Concepts 03/14/2024 10140 Engineering Concepts 03/14/2024 10141 Virginia Medial Inc. 03/14/2024 10142 JL Computers INC 03/14/2024 10143 Roanoke Gas 03/14/2024 10144 Appalachian Power Co 03/14/2024 10145 Lumos 03/14/2024 10146 Gentry Locke 03/14/2024 10147 Appalachian Power Co 03/14/2024 10148 James River After Prom 03/14/2024 10149 Xceptional Wildlife Removal 03/14/2024 10150 Amy's Cleaning Services 03/14/2024 10151 Melanie 03/14/2024 10152 03/14/2024 10153 Petty Cash purchases 03/14/2024 10154 Keith, 03/14/2024 10155 McFadyen, Melanie A 03/14/2024 10156 Keith, Morgan N 03/14/2024 10157 McFadyen, Melanie. A Hertiage, P.C McFayden Morgan Keith Morgan N postage 03/14/2024 lumber and hardware for 1261 Pathfinders for Greenways benches 03/14/2024 11440 USE Bank 03/14/2024 11441 Appalachian Power Co 03/14/2024 11442 Gentry Locke 03/14/2024 11443 Appalachian Power Co 03/18/2024 11444 VUPS 03/18/2024 11445 DH Service, INC VRA- Series Semi 2005B Annual Payment power at plant professional services power misc utility chemicals TOTAL Page 1of1 TOWN OF FINCASTLE March 2024 8:40AM 04/01/2024 Accrual Basis Amount 52.82 10.00 24.67 78.20 37.60 753.25 10.00 1,842.22 280.37 41.00 704.45 759.47 798.18 406.86 472.86 156.07 2,706.96 594.06 1,366.60 2,321.93 947.87 14,365.44 203.81 203.81 21,683.33 16,298.62 131,163.20 169,145.15 183,714.40 Deposit Listing by Bank Account Type Deposit Deposit Deposit Deposit Deposit Deposit Deposit Deposit Deposit Deposit Deposit Deposit Deposit Deposit Deposit Deposit Deposit Deposit Deposit Deposit Deposit Total 1-1040 GF Checking 1-1050 Town of Fincastle Grant Deposit Total 1-1050 Town of Fincastle Grant 2-1050. WIS Checking Deposit Deposit Deposit Total 2-1050 WIS Checking Date Name Me BPOL24 BPOL24 BPOL24 BPOL24 BPOL24 BPOL24 BPOL24 Reveunue Sharing BPOL24 BPOL24 Meals Tax Meals Tax BPOL24 BPOL24 Consumer Tax Communication Tax BPOL24 BPOL24 BPOL24 State Sales Tax Meals Tax Split 1-1040. GF Checking 03/05/2024 Town Business 03/05/2024 Town Business 03/05/2024 Town Business 03/05/2024 Town Business 03/05/2024 Town Business 03/05/2024 Town Business 03/05/2024 Town Business 03/05/2024 Botetourt County 03/05/2024 Town Business 03/05/2024 Town Business 03/05/2024 Town Restaurant 03/05/2024 Town Restaurant 03/05/2024 Town Business 03/05/2024 Town Business 03/11/2024 APCO 03/20/2024 COVA 03/21/2024 Town Business 03/21/2024 Town Business 03/21/2024 Town Business 03/21/2024 Botetourt County 03/21/2024 Town Restaurant 03/31/2024 Interest 03/05/2024 WVWA 03/21/2024 WVWA 03/08/2024 Closed CDs Interest Income Water/Sewer Revenue Water/Sewer Revenue Closed CDs TOTAL Page 1 of1 March 2024 T.R General Fund Balance of February 29, 2024 Deposits for March 2024 Disbursements for March 2024 Interest paid (Grant/Project) Balance of March 31, 2024 $ - 262,097.80 $ 14,365.44 $( (107,694.67) $ 168,768.57 March 2024 T.R Water/Sewer Balance of February 29, 2024 Deposits for March 2024 Disbursements for March 2024 Interest paid Grant/Project) Balance of March 31, 2024 $2 295,770.81 $169,145.15 $( (13,882.94) $451,033.02 March 2024 T.R Society to Keep Fincastle Lit Balance of February 29, 2024 Deposits for March Disbursements for March 2024 Interest paid Grant/Project) Balance of March 31, 2024 $ 6,613.00 $ 6,613.00 March 2024 T.R Sidewalk Projects Balance of February 29, 2024 Deposits for March 2024 Disbursements for March 2024 Interest paid Grant/Project) Balance of March 31, 2024 $1 14,822.73 $1 14,822.73 March 2024 T.R Fincastle Projects/ Grants Balance of February 29,2024 Deposits for March 2024 Disbursements for March 2024 Interest paid (Grant/Project) Balance of March 31, 2024 $44,140.39 $ (361.67) $ 203.81 $43,982.53