1  Minutes ofTown Council Meeting June 14, 2018 Glasgow Public Library  Council Members Present: Sonny Williams, Andy Ryan, Mike Turner, Andrea Bradley, Also Present: Mayor Ruby Clark, Town Manager Bill Rolfe, Sr. Admin. Asst. Jane Higginbotham, Town Sgt. Poole, Town Treasurer Steven Drasye, Asst. Town Attorney Guests Present: Chris Flint, Mike Watts & Guest, Lisa Rogers, Natalie Harris & The Pledge of Allegiance and al brief prayer were. led by Mayor Ruby Clark. Mayor Ruby Clark called the meeting to order at 7:001 PM. Public Hearing - Proposed FY2019 Budget and Tax Rates:  Greg Hartbarger, Monica Dock  Willl Hancock  Daughter, Lisa Perry with the News-Gazette  No Comments. Public Comment:  A. Natalie Harris - Notice of Violation Nuisance Ordinance. Mrs. Harris stated she received a nuisance letter about trash but did not get one for her grass. Mrs. Harris stated her lawn mower is broke and the ordinance says if you do not mow your grass the Town will mow: it and charge the resident. Mrs. Harris stated she was. hoping she would get a nuisance letter about her grass SO she could get her yard mowed. Mrs. Harris stated she called Town Manager Bill Rolfe and he stated the Town does not mow grass for residents anymore as they do not have the man power. Mrs. Harris stated the "trash" in yard is projects, not junk. B. Mike Watts - Notice of Violation Nuisance Ordinance. Mr. Watts stated he felt like he had been retaliated against by Town Manager Bill Rolfe because he told Mr. Rolfe that the fire department would not burn down the abandoned houses. Mr. Watts stated he received ai nuisance letter about trash in his yard and high grass. Mr. Watts stated he received a warrant for his arrest and this will not look good on his work record. Mr. Watts showed Town Council pictures of property the Town of Glasgow maintains that had not been mowed, including aj picture of the Town Shop with miscellaneous sitting outside, and pictures of other properties in Glasgow that are not maintained according to the ordinance. Mr. Watts stated he has cleaned his yard and mowed but beside him is property that the Town mows and the grass ifo over 10" tall. Mr. Watts stated he is going to swear out warrants against everyone on Town Council ift the Town does not have their violations taken care ofby June 24, 2018. Mr. Watts stated he went to court on June 1st and the case was continued until October. Mr. Watts stated he will have a 9 fence up next year sO he will not have to go through this again. Mr. Watts stated everyone needs toi follow the ordinance, including the Town. Councilor    2  Monica Dock stated it does not look appropriate ift the' Town is not taking care of their own property but sending ordinance violation letters to citizens for the same thing. Town Manager Rolfe asked Town Council ift they want to null process the warrant against Mr. Watts. Town Council stated yes. Town Manager Rolfe asked Sgt. Angel Poole ifs she could null process the warrant, Sgt. Poole stated she  would have to call the Commonwealth Attorney.  Review of Minutes:  Motion by Mike Turner and Seconded by Andrea Bradley to approve the minutes for  Regular Council Meeting May 8, 2018. Carried unanimous voice vote. Consideration ofBills: other bills that come up. Carried unanimous voice vote. Police Report:  Motion by Sonny Williams and Seconded by Mike Turner toj pay bills listed and any  Town Sgt. Angel Poole stated she had 34 calls for service; 1,014 miles; twenty-four (24) citizen assists; three (3) warrants for arrest; twelve (12) traffic summons; three (3) warnings; ten (10) business checks. Sgt. Poole stated her monthly community activities included checking on the softball games at Knick Field and the Farmers Market. Sgt. Poole stated she handed out ten (10): friendly reminders for town decals. Town Sgt. Poole stated she continues to monitor the buzzards. Sgt. Poole stated she is continuing a  second sweep through Town on inoperative vehicles.  Treasurer Report:  Town Treasurer Steven Drasye gave Council members a copy oft the Revenue and Expense Report for the period ending May 31,2018. Treasurer Drasye reported the General Fund expenditures exceeded revenues by $8,710.00, Water Fund experiditures exceeded revenues by $39,977.00 and Sewer Fund revenues were $40,036.00 higher than expenditures. The report included the balance of the Towns checking and savings accounts as ofl May 31,2018. Treasurer Drasye reported the Town had $674,438.00 in  checking and: savings accounts as ofMay 31, 2018. Commite/Commision Reports:  A. Parks and Recreation Committee. Lisa Rogers stated there will be a Music in the Park event on Saturday, September 1, 2018 with the band Mended Fences. Mrs. Rogers stated there will be a beer garden and the cost ofthe beer is being donated to the Town, so any profit will go to the Town, Mrs. Rogers stated entry will be at the pavilion, the field will be roped off, and anyone leaving will have to pay to get back in. Mrs. Rogers stated the cost is $5 per person, with children 12 and under free with aj paying adult. Mrs. Rogers stated ID's will be checked and everyone will receive either a green arm band to wear all night meaning it is OK toj purchase alcohol, orai red arm band which means no alcohol. Mrs. Rogers stated the fire department will be doing their bbq chicken and there will be other    3  food vendors there as well. Mrs. Rogers stated there will be al bouncy house for the kids located at the playground. Mrs. Rogers stated the band will start at 7:00 PM and the gate will open at 5:00 PM to allow people to eat before the concert begins. Mrs. Rogers stated the fire department will bel hosting a car show earlier in the day from 1:00 -4 4:001 PM, allowing time for the band and vendors to set up afterwards. Mrs. Rogers stated the committee is still trying to find a stage for the band. Mrs. Rogers stated the: rescue squad will be having a car show on Saturday, June 23, 2018 atl Knick Field. Mrs. Rogers stated she will gladly volunteer her time tol help the Town mow. Mayor Ruby Clark stated Council members are  needed tol help at the Music in the Park event.  Old Business:  A. Tabled 2018 Commite/Commisions Vacancies Filled. Mayor Ruby Clark stated she had asked Town Council to bring names to fill the two (2) vacancies on the Planning Commission and the three (3) vacancies on the Zoning Board. Town B. Tabled Authorization to Survey Town Lot at End of 10th Street and Virginia Street. Town Manager Bill Rolfe stated' Town Attorney Tom Simons was working on this with his assistant Sylvia Patterson. Town Manager Rolfe stated this will have tol be tabled again as Mr. Simons is absent tonight. Tabled until the. July 2018 Council Meeting.  Council had no names.  C. Consideration of Amendment to Chpt. 4, Sec. 4-1 Keeping Certain. Animals Prohibited. Town Manager Bill Rolfe asked Town Council ift they were interested in amending this ordinance. Council stated they are not interested in amending this ordinance. Councilor Monica Dock stated per the ordinance, Ms. Slayton is not in compliance by having chickens sO she needs to get rid ofthem. Town Manager Rolfe stated he will notify Ms. Slayton she has thirty (30) days to D. Sewer Rehab Project Update. Town Manager Bill Rolfe stated there was a preconstruction meeting on June 5, 2018. Town Manager Rolfe stated crews will begin June 16, 2018 to start cleaning the sewer lines and it will take 1-3 weeks. Town Manager Rolfe stated the slip lining company will start after that. Town Manager Rolfe stated they are going to wait until after July 4, 2018 to start E. Glasgow Stormwater Retrofits. Town Manager Bill Rolfe stated he received the first bill today from the engineer. Town Manager Rolfe stated there are two (2) projects and Rockbridge Countyi is contributing to it as the runoff water is coming from the County into Glasgow. Town Manager Rolfe stated there will be a holding pond built near the old reservoir, and the second one will be built in front F. Abandoned/Unocupied Property Update. Town Manager Bill Rolfe stated as Town Attorney Tom Simons is not here, this will have to be tabled to the July 2018 Town Council meeting, Town Manager Rolfe stated Mrs. Dunn signed the  get rid of them,  bringing the equipment into Town.  ofTown Hall to let people see how it works.    4  contract with the Town to demolish the house and clear the property at 138 Catawba Street for $5,100.00. Town Manager Rolfe stated Mrs. Dunn paid the delinquent real estate taxes on the property and made a $500.00 down payment. Town Manager Rolfe stated. Judy Loughhead agreed to $2,500.00 to tear down one (1) trailer int the Pineland Trailer Park, and he is getting prices from  contractors to do this for us.  Tabled until the July 2018 Council meeting. did not see a need in Glasgow for this ordinance.  G. Tabled Proposed Ordinance for UseofGolfCarts Update. Council stated they  New Business:  A. Adopt and Appropriate FY 2019 Budget for Implementation. July1,2018.  FY2018-19 BUDGET SUMMARY  General Fund 487,918 23,961 511,879 > 2 241,631 $ 6,184 $ 91,225 $1 145,249 $ 23,810 $ 3,780 $511,879 Water Fund $2 231,483 $ 18,382 $2 249,865 $ 2 249,865 Sewer Fund $2 227,236 $ 184,893 $ 23,961 $ 18.382 $ : 227,236  Revenue Transfer from Sewer Total Revenue  Expenditures by Department General Administration (010) Farmers Market (020) Public Safety (030) Public Works (040) Parks & Recreation (070) Water/Sewer Nonprofits (071) Total Expenditures Revenue Transfer from Sewer Total Revenue Expenditures Revenue Expenditures Transfer to GF Transfer to Water Total Expenditures    5  General Fund CIP  Revenue VDOTTrail Grant Local Match for Trail Grant Stormwater Grant forNFWF County Match for Stormwater Local Match for Stormwater Total Revenue Expenditures VDOTTrail Stormwater Project Total Expenditures Revenue Beginning Balance Expenditures Revenue USDA-RD Sewer  235,520 58,880 182,206 45,450 11,363 $ : 533,419 ) 294,400 2 230,019 533,419 Water FundCIP $0 $0 Sewer CIP $3,190,830 $ 40,000 $ 34,000 $ 20,565 $3,285,395 $3,190,830 $ 40,000 34,000 $ 20,565 $3,285,395  SERCAP-Laterals Replacement Grant VDHLaterals Replacement Grant VDH Well Abandonment Grant Total Revenue Expenditure USDA-RD Sewer  SERCAP-Laterals Replacement Grant VDHLaterals Replacement Grant VDH Well. Abandonment Grant Total Expenditures  Motion by Andy Ryan and Seconded by Mike Turner to adopt and appropriate  the FY 20191 Budget for implementation July 1,2018.  Voice Vote as follows: S. Williams - Yes A. Bradley - Yes  A. Ryan - Yes G. Hartbarger - Yes  M. Turner - Yes M. Dock - Yes  Motion Carried with unanimous voice vote.    6  B. Permanent Easement at Intersection of Blue Ridge Road and Rockbridge Road (former bank property). Town Manager Bill Rolfe stated in order to complete the design oft the multi-purpose trail, the Town needs a permanent easement at the intersection ofl Blue Ridge Road and Rockbridge Road (former bank property). Town Manager Rolfe stated the owner is willing to donate the permanent easement to the Town. Town Manager Rolfe stated Draper Aden gave the Town ap price of $3,400.00 to do the survey; Steve Douty with Green Forest Surveys will do the survey for $550.00. Town Manager Rolfe stated authorization toj proceed Motion by Sonny Williams and Seconded by Greg Hartbarger for authorization toj proceed with the survey with Green Forest Surveys for $550.00: fora permanent easement at the intersection ofE Blue Ridge Road and Rockbridge Road  is1 requested.  to complete the design oft the multi-purpose trail.  Voice Vote as follows: S. Williams - Yes A. Bradley - Yes  A. Ryan - Yes G. Hartbarger- Yes  M. Turner - Yes M. Dock - Yes  Motion Carried with unanimous voice vote.  C. Pay off Existing SERCAP Loan for Improvements to Influent Pump Station at Wastewater Treatment Plant. Town Manager Bill Rolfe stated in 2014, the Town received a $75,000.00 grant and a $75,000.00 loan from SERCAP to make to improvements to the Influent Pump Station at the WWTP. The project is complete and the Town is repaying the $75,000.00 loan on a monthly basis. The loan runs through 7/10/2024 and carries an interest rate of3.64%. After the 6/2018 payment, the Town will have a balance on the loan of $48,821.59. Ifwe pay the loan off at that time, the Town will save $5,678.57 in interest. Sufficient funds exist in the Town's cash reserves to pay this note off and save the additional interest payments. Itis recommended that Town Council give authorization to pay offt the existing SERCAP loan which has al balance of $48,821.59 prior to the Motion by Monica Dock and Seconded by Mike Turner giving authorization to pay offt the existing SERCAP loan which has a balance of $48,821.59 prior to the  next monthly payment being due July 2018.  next monthly payment being due July 2018.  Voice Vote as follows: S. Williams - Yes A. Bradley - Yes  A. Ryan- Yes G. Hartbarger- Yes  M. Turner - Yes M. Dock- - Yes  Motion Carried with unanimous voice vote.    7  D. Public Works Position to be Filled. Town Manager Bill Rolfe stated hel has five (5)a applications and he does not like any oft them and is asking Town Council on how to proceed. Town Manager Rolfe stated he has heard that some Council members want Robert Humphreys, Jr. to come back and they want to pay him $19.00 per hour. Councilor Mike Turner asked Town Manager Rolfe ifhe offered Mr. Humphreys $19.00 perl hour to come back and Town Manager Rolfe stated he did not. Councilor Monica Dock stated for Town Manager Rolfe to set up interviews to see ifa any were qualified and ift they are not, tol leave the position open until filled. Councilor Greg Hartbarger stated it can be readvertised that previous applicants need not apply. Town Manager Rolfe stated Town Council approved the personnel policy several years ago stating the Town Manager does the interviewing, hiring and firing. Town Manager Rolfe asked ifhe will be doing the interviews or will Council. Council stated Town Manager Rolfe will do the interviews. Town Manager Rolfe stated he does not know what to offer for thej position. Councilor Dock stated to use the pay scale. Councilor Hartbarger stated to ask them what they would take to accept the job. Councilor Dock stated someone needs tol be hired separately to do the mowing seasonally, but the public  works position needs to be someone qualified.  Other:  Town Manager Billl Rolfe stated Town Hall will be closed Wednesday, July 4, 2018. Town Manager Rolfe stated he will be on vacation July 2-6, 2018 and July 12-20, 2018. Town Manager Rolfe stated Sr. Admin. Asst. Janel Higginbotham will be on vacationJuly Town Manager Rolfe stated he has been with the Town of Glasgow for four (4): years this June and felt like wel have accomplished a lot together. Below is a list of grant projects 1. Creation ofal Farmers Market for Glasgow. $77,777.00 grant from the US Department of Agriculture, Rural Development with a local match ofin-kind contributions including land of$32,200.00, for at total project costo of$108,977.00. 2. Purchase ofstand-by emergency generators for the water tank. Grant from SERCAP in the amount of $30,000.00 to cover this expense. 3. Study ofs storm wateri issues in Glasgow. $40,000.00 grant firom the National Fish 4. Upgrade to the Town's sewer collection system to reduce inflow and infiltration problems. Funded by a $951,000.00 low interest loan and a $2,704,000.00 grant from the US Department of Agriculture, Rural Development. This project is designed to prevent ground water from going through the sewage treatment plant 5. Expansion ofthe Upper James River Blue Water Trail through Rockbridge County and Glasgow and having the same stretch oft the. James River designated as a' "Scenic River" by the Virginia General Assembly. Participation in a tourism grant program coordinated by the. James River Association with Botetourt and Rockbridge counties, Buchanan and Glasgow towns, and several local river outfitters. Grant was $100,000.00 which paid to update website for the Upper  16-20,2018.  awarded and distributed to the Town of Glasgow since. June 2014.  and Wildlife Foundation to fund the study.  and discharging into the James River after rain events.    8  James River Blue Water Trail, design signage for all oft the put-ins and take-out locations, the development ofai new brochure promoting the Upper James River Blue Water Trail and advertising in selected publications in the Roanoke, Lynchburg, Richmond, and Washington, DC areas. Local contribution was $500.00. The sign designed by this grant was constructed and installed with a grant for approximately $1,600.00 from the Virginia Department of 6. Design and construction ofa a multi-purpose path through Glasgow from the Library to the site ofthe. new. Farmers Market. Phase 1 oft this project is being funded by a grant from the Virginia Department ofTransportation in the amount of$235,520.00 with a local match of$58,880.00 for a total project cost of $294,400.00. Phase 1 will design the path from the Library to the ATI Hikers Shelter and construct the path from the Library to the corner of Fitzlee Street. 7. Purchase ofa new generator for the sewage treatment plant funded bya $40,000.00 grant from SERCAP. Installation will be occurring the first week in 8. Award ofa grant in the amount of$182,206.47: from the US Fish and Wildlife Foundation to fund the Stormwater Retrofit Design and Construction project to clean up the storm water before it enters the James and Maury rivers and to detain storm water occurrences and detain the run-off and release at a slower rate to reduce flooding in town. This grant requires a match of$60,735.49 in local funds. The County ofRockbridge is contributing $45,450.00 and the Town is contributing $11,363.00. The remainder will be in-kind contributions from the 9. Improvements to the influent pump station and the sewage treatment plant. Project funded by a $75,000.00 low interest loan and a $75,000.00 grant from 10. Award ofa $40.000.00 grant from SERCAP to replace private sewer laterals for low to moderate households in Glasgow toj protect groundwater and reduce inflow 11. Well Head Protection grant from the Virginia Department ofHealth in the amount of$34,000.00 to inspect private sewer laterals within the wellhead protection 12. Well closure grant from the Virginia Department ofHealth to close two (2) abandoned wells the Town no longer uses. Grant is in the amount of $20,565.00. 13. Virginia Department of Health grant to replace fluoride meter for water system. 14. Two (2) protective law enforcement vests donated to the Town by the Bedford County Sheriff's Office. One (1) for Officer Britton and one. (I) for Officer  Environmental Quality.  October. No local funding required.  Town. SERCAP.  and infiltration into the Town's sewer collection system. zone to determine ift the private laterals need replacing.  Grant was for $2,456.94.  Poole. Estimated value $1,800.00. Grant Funds and County Funding: Grant/County Funding over Local Funds:  $3,588,775.41 $1,127,943.00 $2,460,832.41  Local Funding:    9  Councilor Mike Turner stated no one has been able to keep up with the mowing with all the rain we have had and that people need to understand that. Mayor Ruby Clark stated she has had many complaints about the mosquitoes. Town Manager Rolfe stated Rockbridge County is going to contact the sales people who sold the Town the mosquito bricks last year sO we can get more to set out. Town Manager Rolfe stated the County is not going tol hire anyone to spray form mosquitoes because they say it is not effective. Asst, Town Attorney Will Hancock stated Council needs to go into executive session to  discuss the null process of the warrant against Mike Watts. Mayor Ruby Clark excused the public at 8:00 PM.  Motion by Mike Turner and Seconded by Andy Ryan for Glasgow Town Council to convene in executive session under the Virginia Freedom of] Information Act in order to  discuss legal matters. Voice Vote as follows: S. Williams - Yes A. Bradley - Yes  A. Ryan - Yes G. Hartbarger - Yes  M. Turner- Yes M. Dock - Yes  Motion Carried with unanimous voice vote.  Whereas, the Town ofGlasgow Town Council has convened an executive meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisioins of  the Virginia Freedom of1 Information Act;  and  Whereas Section 2.2-3711 of the Code of Virginia requires a certification by the Town of Glasgow Town Council that such executive meeting was conducted in conformity with Now, therefore be it resolved that the Town of Glasgow Town Council hereby certifies that to the best ofeach member's knowledge (i) only public business matters lawfully exempted from open meeting requirement by Virginia were discussed in the executive meeting to which this certification resolution applies and (ii) only such public business matters as were identified in the motion convening the executive meeting were heard, Motion by Andrea Bradley and Seconded by Mike Turner to to be adjourned and the  Virginia law;  discussed, or considered by the Town of Glasgow Town Council. Glasgow' Town Council reconvene in open session.    10  Voice Vote as follows: S. Williams - Yes A.J Bradley - Yes  A. Ryan- Yes G.Hartbarger- - Yes  M. Turner- Yes M. Dock- Yes  Motion Carried with unanimous voice vote.  Motion by Monica Dock and Seconded by Sonny Williams that to the best ofmy knowledge (i) only public business matters lawfully exempted from open meeting requirements under Section 2.2-3711 (A) ofthe Code of Virginia, 1950, as amended, and (i)onlys such public business matters as were identified in the motion by which the closed meeting was convened were. heard, discussed or considered in the meeting.  Voice Vote as follows: S. Williams - Yes A. Bradley - Yes  A. Ryan - Yes G.H Hartbarger- - Yes  M. Turner - Yes M. Dock- Yes  Motion Carried with unanimous voice vote.  With: no further business, Mayor Ruby Clark adjourned the meeting at 8:35) PM.  Clerk  RApl dekr