The regularly scheduled meeting oft the Norton City Council was held" Tuesday, September 17,2024, at 5:00 p.m., in the Municipal Council Chambers with Mayor Joseph Fawbush Present: Chris Jones, Stacy Salyers, Robert Fultz, Jr., Mark Caruso and Joseph Fawbush Also Present: Jeffery A. Shupe, City Manager and Clerk, Stephen C. McElroy, Assistant City Manager and City Engineer, Treavor Calhoun, City Director ofFinance, and Matthew R. The invocation was given by Rev. Gary Hill and was followed by the Pledge of Allegiance Upon a motion by Councilman Salyers, seconded by Councilman Jones, and passed by unanimous vote, council moved to adopt the minutes of the August 20, 2024, council meeting as  presiding.  Dotson, City Attorney  led by Norton Police ChiefJ James Lane.  presented.  There was no response during the Mayor's Call for Visitors.  Providing council with an update on city reservoir water storage levels, the city manager said the latest reservoir water level report dated September 11, 2024, showed the city had 61 million gallons of water storage capacity out ofai total storage capacity of 124 million gallons. Asof that date, September precipitation totaled 1.53 inches of rain. The city was estimated to have a current water supply of 170 days and estimated inflow of 10,000 gallons of water per day as the city continues to purchase water from the Wise County Public Service Authority and the Town Mr. Shupe mentioned today's rainfall and said a new water level report would be generated Updating council on the progress of the replacement of the upper reservoir gate valves, the city manager said he was happy to report that those repairs were complete, the new gate valves have been installed and the vendor, Zion Marine, left Tuesday, September 10. He said aj piece was needed and fortunately local business NorrisBuilt Fabrication, Welding and Machine Shop was able tol help or it might have been delayed further. He said a report is expected from the vendor as well as a video ofthe repair and installation. The city manager said once the report was issued city administration would analyze the findings and recommendations and report Mr. Shupe said water treatment plant staff! had exercised the valves and released water using the mid-level valve into the lower reservoir. He said so far everything seemed to operate as planned and staff would go through the valve recalibration process. Noting that everything went well and we were very pleased withl how things went, the city manager said photos and a video  of] Big Stone Gap.  tomorrow at which time water levels would be evaluated.  back to council.  would be shared with counçil at a later date. Mayor Fawbush asked if council had questions or comments. There were no questions or comments from council.  The mayor thanked Mr. Shupe and Mr. McElroy for the update, noting that he was glad that Council will continue to be apprised of water storage levels until reservoir water levels return  project was done. to full capacity.    Next on the agenda was an update from City ofl Norton General Registrar Gwyn Carlton The city manager said Ms. Carlton was invited to come before council to discuss the November 5th General and Special Elections. He said early voting would begin Friday, September 20th and Ms. Carlton had brought some handouts including a sample ballot which he Noting that this is a big election, Ms. Carlton provided council with a few updates regarding the election, discussed the handout information, and answered questions from council. Discussing important dates, the general registrar said the General Election isl November Sth and absenteelearly voting will begin Friday, September 20th. The registrar's office is open weekdays for early voting from 8:30 a.m. to 5 p.m. starting Friday, September 20th and from 9 a.m. to 5 p.m., the two Saturdays prior to the election - Saturday, October 26"h, and Saturday, The close ofbooks for new and updated registrations is October 15th and same day registration will start October 16th. The deadline to request an absentee ballot by mail is October Ms. Carlton said she had 95 applications for mail ballots and those were mailed yesterday. She said she had received a few more applications since then and she would hopefully mail those before voting starts on Friday. Voters can request a mail ballot until 5 p.m., October 25. After that date, voters will have to come to the voting precinct at the community center to vote. The general registrar said the City ofNorton currently has 2,475 active voters and 183 inactive voters. She said 2,000 ballots were ordered, which is the most that have been ordered Ms. Carlton distributed and briefly discussed two executive orders (Executive Order 35 and Executive Order 31) pertaining to voting that were issued by Virginia Governor Glenn Youngkin. She explained that Executive Order 35- - Comprehensive Election Security Protecting Legal Voters and Accurate Counting was basically a timely restatement of what was already codified in Virginia law and covers paper ballots. Executive Order 35 was issued to protect the casting ofl legal ballots by legally eligible voters in Virginia's elections, including stringent ballot security, complete and thorough counting machine testing, and voter list maintenance. Executive Order 31 - Establishment of Multi-Agency Data Sharing Protocols Regarding Voter List Maintenance ensures the accurate, transparent and reliable use of data among state agencies that will result in best-in-class voter list maintenance processes for the Commonwealth. She explained that list maintenance is what we do to maintain an açcurate Ms. Carlton also distributed and discussed the sample ballots and the Virginia Voter Pocket Guide for the November 5th General Election. She said the sample ballot includes aj proposed constitutional amendment and that sample ballots are available where water bills are paid on the first floor oft the municipal building and at the registrar's office. The Virginia Voter Pocket Guide for the November 5th General Election and a pamphlet on the proposed constitutional Discussion followed about how election data is submitted to the state through a system called Enhanced Ballot, checks and balances that are in place, and presence of poll watchers. Ms. Carlton said voting machine testing was done today and she expected a large turnout for  regarding the November 5th General and Special Elections.  had placed at council members' desks.  Ms. Carlton thanked council for the invitation to speak tonight.  November 2nd.  25th and mail ballots were mailed September 16th.  since she has been registrar.  voter list in the State ofVirginia.  amendment are also available at the registrar's office. Ms. Carlton asked if council had questions.  the election.    Noting that he is always interested in the percentage of early voters versus the in-person- voters on election day, Mayor Fawbush asked ift the number of early voters had increased each Ms. Carlton, who has been general registrar for the City ofNorton for three years and had not yet worked a presidential election here, said she would have to go back and look at those numbers to accurately answer his question, but she said the mail vote had increased. Explaining that the mail vote was kind ofl low when she started as Norton's general registrar, she said the requests for mail votes had increased. Ms. Carlton said numbers from the governor's race showed there was an increase in early voters, but it was not al huge increase. She said she The general registrar informed council that emergency voting is also offered the day before The mayor and vice mayor thanked Ms. Carlton for the election update and expressed their Ms. Carlton said we are required this year after the election to do a statewide Risk-Limiting Audit which is a way of verifying the election results. She said the audit will conclude before Presentation of the FY2023 Fiscal Audit for the City of! Norton was also on the agenda and City Manager Jeff Shupe said City Auditor Tamara Greear ofl Rodefer Moss & Co., PLLC, was Ms. Greear provided council with a synopsis oft the city's draft FY2023. Audit or Annual Providing highlights from the Independent Auditor's Report, Ms. Greear said the city The auditor said under Emphasis-of-Matter there was a change in accounting principle as governmental standards implemented Government Accounting Standards Board (GASB) Statement No. 96. - Subscription Based Information Technology Agreements (SBITAs). She explained that all city software had to be evaluated to determine ift the software met the new standard. She said the city contracted with a third-party provider to make sure this was In the Independent Auditors' Report on Internal Control Over Financial Reporting, Ms. Greear said there were no findings meaning auditors did not identify any deficiencies in internal Ms. Greear said there were also no findings in the Independent Auditors' Report on Compliance for Each Major Program and on Internal Control Over Compliance Required by the The auditor then discussed the financial details of the city' 's draft FY2023 Audit with council. As of. June 30, 2023, the city's General Fund had total assets of $8,778,830 and total liabilities of $4,761,229 ofwhich $2,379,131 was unearned American Rescue Plan Act of2021 The Virginia Public Assistance Fund for the Norton Department of Social Services is another major fund for the city with total assets of$139,315 and total liabilities of $52,513, resulting in The city's General Fund had total revenues of $15,619,336 and total expenditures of $15,211,820, resulting in an excess of revenues over expenditures of $407,516. In 2022, there was a deficit of $425,850. The auditor explained that this fluctuates especially ini the last several  year.  expected an increase in the number of early voters for this election. the election and discussed the criteria and strict procedure for this. appreciation for her hard work as general registrar.  the first week of] December.  in attendance to present the audit to council.  Comprehensive Financial Report for the year ending June 30, 2023. received an unmodified or clean opinion on its financial statements.  evaluated correctly.  control which they considered to be material weaknesses.  Uniform Guidance.  (ARPA) funding.  ai fund balance of $86,802.  years based on grant funding.    Other financing sources and uses in the General Fund of$316,765 was primarily the $356,301 the city transferred tol Norton Department of Social Services (NDSS) to help with funding. This resulted in an overall net fund balance change of $90,751 compared to al loss in The Virginia Public Assistançe Fund for NDSS had total revenues of $1,511,066 and total expenditures of$1,937,656, resulting in a deficit oft revenues over expenditures of ($426,590). There was at transfer of$356,301 from the City ofNorton to NDSS resulting in ai negative Total assets in the city's Water and Sewer Fund for FY2023 are $17,027,715, and the largest portion oft those are capital assets net of depreciation at $16,035,010, which is the value ofthe water and sewer lines. Total deferred outflows of resources related to post-employment benefits, Virginia Retirement System pension and local plan for retirees and health insurance are The School Operating Fund for FY2023 had total revenues of$13,853,436, total expenditures of$11,550,266, and a transfer to the school system's Capital Project Fund of $1,228,210, resulting in a net change in fund balance of$1,074,960 and an ending fund balance of $1,878,276. Total encumbrances of$1,574,526 (local revenue encumbrances) and $303,750 (State Carryover Community School Grant) equal the fund balance. There will not be a refund The auditor commended school administration for documentation and planning and the school board for planning, staying more active in the school system' 's numbers, and making sure Following inquiry by Mayor Fawbush, the auditor confirmed that the city's] FY2022. Audit  FY2022 of($65,254).  change in the fund balance of ($70,289).  $83,419.  to the city because all of the $1,878,276 is encumbered. administration is staying on top of those numbers. had been submitted to the Auditor of Public Accounts (APA). The city manager said minus the transmittals. Ms. Greear said this meets the requirements.  The mayor then asked when the city's FY2023 Audit would be ready. The auditor said the FY2023 City ofNorton Audit would hopefully be ready next week to submit, adding that the city and school board are done, Norton Industrial Development Authority (NIDA) is drafted and will be submitted to NIDA Executive Director Fred Ramey, Jr., for approval. She explained that NIDA had some unusual transactions in 2023 involving an Abandoned Mine Lands pilot project with Lonesome Pine Regional Industrial Facilities Authority (RIFA). She said she planned to issue the final FY2023 Audit next week. Ms. Greear said the pre-auditors are supposed to bel here the end of September and the city manager and director of finance indicated they would discuss the audit timing with the pre- auditors. She said her understanding was that it would probably be the last of October. She said ifiti is the last of October it would not be done by December 15th but it should be a January timeline. The auditor said ift the pre-auditors say timing is going to be totally different then this isac discussion we can all have to figure out what is in the best interest of getting that done timely. She said everybody has to be on time and we have tol keep a timeline or it snowballs. The city manager said we have received the actual final numbers from Ms. Greear that we can reconcile prior to providing to the pre-auditors sO the pre-auditors should not be delayed in Ms. Greear said the APAI has a copy ofy your report and they consider that submitted. The transmittals typically go to the governor in February and we are past that deadline. She said they are not waiting for that to consider it submitted. She said the report is filed, they have a final  Mayor Fawbush inquired if2 2024 looked brighter.  their start.  Vice Mayor Caruso asked ift the FY2022 Audit had been submitted.    copy and it can be submitted to your agencies. The auditor said the city's! FY2023 Audit would The city manager said the FY2024 Pre-Audit is scheduled to begin Monday, September 30, Vice Mayor Caruso asked Ms. Greear what the timeline was to have the city, NIDA and Ms. Greear said according to what the city's pre-auditors with Hicok, Brown and Company have said she will get these materials the last week of October or the first week ofl November 2024. She said the city is about an eight-to-10-week process with compliance and in order forit to be done by December 15th she would have to have the records from the pre-audit the end of The city manager advised council that he and the city director of finance were going to talk Discussion followed about how to best plan for FY2025 audit scheduling and audit deadlines. Ms. Greear said the Auditor of Public Accounts (APA) sends its reports to the General Assembly in February, sO ify you can get your transmittals and reports in by the end of. January The city manager said city administration would be absolutely fine with January 30th. Ms. Greear said this would also meet the Federal Audit Clearinghouse guidelines which are The mayor said he was glad to see that the city audit for FY2022 was submitted and the FY2023 Audit was getting ready to be submitted. He also thanked Ms. Greear for the draft audit Upon a motion by Councilman Caruso, seconded by Councilman Fultz, and passed by unanimous vote, council moved to go into closed meeting to discuss Personnel as per Section  be submitted by the end ofr next week - no later than Friday. 2024, as pre-auditors are scheduled to be here that date. school system's 2024 audit material to! her.  September.  tot the pre-auditors and other parties involved about timing for FY2025.  APA has what it needs to meet all ofits recording guidelines.  March 31S1.  Mayor Fawbush asked ifc council had any questions or comments.  presentation.  2.2-3711 (A)(1) of the Code of Virginia, as amended. Mayor Fawbush declared council in closed meeting. unanimous vote, council moved to go back into open meeting. Mayor Fawbush declared council back in open meeting.  Upon a motion by Councilman Caruso, seconded by Councilman Salyers, and passed by  Mr. Shupe polled each member of council as to the Certification of Closed Meeting with each answering yes. He then read A Resolution oft the Certification of Closed Meeting. Upon a motion by Councilman Salyers, seconded by Councilman Fultz, and passed by unanimous vote, council moved to adopt A Resolution oft the Certification of Closed Meeting.  (Insert)  In comments from the city manager:  Mr. Shupe said city administration was informed earlier this week by Norton City Schools staff that they had decided to cançel the Safe Walk to School event planned for Friday, Under project updates, the city manager said we are incredibly pleased with the results of the city-wide striping that was. just completed. A schedule for paving in the city is being worked on  September 20.  with the paving contractor and once finalized would be reported to council.    Mr. Shupe also said bids for the multi-use trail connector project had been advertised and Copies oft the latest Retail Sales Tax Report were distributed to council for review. Under upcoming events, the city manager mentioned the following: Norton Friends and Farmers Market, 4-6 p.m., September 24, at the Norton Expo Center; the city's Youth Flag Football League, from 5-61 p.m., Tuesdays and' Thursdays, from August 27 to October 3; High Knob Hellbender 10K, October 5th, Cloudsplitter 100, October 12-13, with 961 runners registered for the event; Woodbooger Festival, Saturday, October 19; and Norton's  those bids were due by 2j p.m., Thursday, October 17th.  Spooktacular Halloween Bash, 5-8 p.m., Saturday, October 26. the City of Norton from 5:30-8 p.m., Thursday, October 31. Norton from 5:30-8 p.m., Thursday, October 31.  Mr. Shupe said city administration recommended that Halloween trick-or-treat be observed in The consensus of council was to observe Halloween trick-or-treat activities in the City of The city manager also informed council that a REMAX Veterans Day Cookout has been planned for November 9th, from 11 a.m. to 4 p.m., at Country Cabin with more details to come. Mr. Shupe reminded council that city real estate and personal property taxes are due October  15th.  The following comments were made by the city attorney:  Providing council with an update on three delinquent tax cases, City Attorney Matthew Dotson said two involve property on Kentucky Avenue and one is on 13th Street, SE, in Ramsey. All three cases are set for a Special Commissioner's Hearing at 2 p.m., October 30th, in Municipal Council Chambers. The purpose oft the hearing is for the special commissioner to determine ifeverything has been done correctly SO the city can proceed with the judicial sale of  the properties.  The following comments were made by council members:  Councilman Jones asked for an update on the homes at Roundtown and said some lights are Councilman Jones voiced his concern about the loss of about seven businesses inl Norton the last couple ofyears and he wanted to bring this to council's attention. He said it is not only Councilman Fultz: said he had noticed the exit oft the downtown businesses and it isa concern. He also said he found the voter information interesting and Norton having 2,475 active Vice Mayor Caruso reminded council that this month is National Preparedness Month and that he had talked to the city manager about the possibility of making thisi information available Councilman Caruso also reminded council that the city's Emergency Management Plan The vice mayor said he was honored toj participate in the annual UVA Wise Army ROTC Ruck March up the mountain to change the American Flag at Flag Rock in remembrance of September 11th. He said the march went very well and he was happily surprised that there was Councilman Salyers congratulated City ofNorton Police Sergeant Justin Mullins for his  out on the Coke sign.  happening in Norton, but it is happening everywhere.  voters surprised him. to citizens with some links. needs to be updated.  not a lot oftrash around the rock.  promotion to Patrol Division Supervisor with the rank of First Sergeant.    Stating that it is amazing how old pavement looks when you put ai new line on it, Mayor Fawbush said the new striping really gave a facelift to downtown and the city's entryways. He said he was glad to see the fog lines painted on the road up to Flag Rock and to the reservoir. He also pointed out that the sharrows downtown for the bicycle paths were also painted. Mayor Fawbush said the Woodbooger Festival is scheduled for October 19th and to contact him ifa anyone would like to volunteer. He said a Facebook social media blast would begin very The mayor said the city has closed the splashpad for the season. He commended everyone The mayor said it may be time for council to start thinking about having another council Council discussed scheduling work sessions and council meetings throughout the rest ofthe year due to the city manager and vice mayor attending the Virginia Municipal League Conference in Virginia Beach, October 13-16, and the upcoming Election Day, Veterans Day, The mayor asked the city manager to have some potential meeting dates to discuss with The city manager said he would develop a tentative schedule for the council meetings and Upon a motion by Councilman Caruso, seconded by Councilman Fultz, and passed by  soon.  who worked on the splashpad and kept it operating throughout the summer.  workshop possibly before the first of the year.  Thanksgiving and Christmas holidays. council at the next council meeting.  workshops and he would email council members the meeting schedule. unanimous vote, council moved to adjourn the council meeting.  CITY OF NORTON, VIRGINIA CHRER Joseph Fawbush, Mayor  ATTEST:  of Council  #