TOWN OF DAYTON REGULAR COUNCIL MEETING November 12, 2024 COUNCIL CHAMBERS, DAYTON TOWN HALL COUNCIL MEMBERS PRESENT: Mayor Cary Jackson, Vice Mayor Bradford Dyjak, Melody Pannell, Susan Mathias, Emily Estes and Bob Wolz. Robert Seward resigned from council effective July 31, leaving his seat vacant. COUNCIL MEMBERS ABSENT: None ALSO PRESENT: Jordan Bowman, Town Attorney; Brian Borne, Town Manager; Jennifer Reppe, Public Works Supervisor; Christine Wade, Deputy Clerk; Meggie Roche, Economic & Community Development Coordinator; Lieutenant Travis Hooker and Christa Hall, Town CALLTOORDER: Mayor Jackson called the meeting to order at 6:00 p.m. and welcomed guests in person and those joining on zoom. He stated that the Council would only hear public comment tonight from those attending in person and had signed up to speak and that speakers would be limited to five minutes each. Ms. Wade called the roll for Town Council and Mayor. Jackson led the PROCLAMATION: Mayor Jackson read a Proclamation declaring the month of November as Treasurer. Invocation and the Pledge of Allegiance. Veterans and Military Families Month. It reads as follows: PROCLAMATION DECLARING THE MONTH OF NOVEMBER As "Veterans and Military Families Month" WHEREAS, Virginia is home to approximately 676,000 veterans and their families, with several of WHEREAS, more than 180,000 active-duty service members, reservists, and members oft the Virginia National Guard, along with more than 74,000 military spouses, are stationed in' Virginia; WHEREAS, the Commonwealth of Virginia has more than 79,000 military children; and WHEREAS, Dayton is home to local Post Number 27 oft the American Legion; and WHEREAS, we recognize and honor our veterans and the military families who serve alongside the members ofo our armed forces as they protect our country from harm; and WHEREAS, we respect and acknowledge the daily sacrifices of veterans and military families and the extraordinary contributions they make to the nation, to the' Town, and to their communities; and those residing in Dayton and Rockingham County; and and DTC 11.12.24 Meeting NOW, THEREFORE, BEI ITI PROCLAIMED, by the Dayton Town Council and on behalfofits residents that November is "National Veterans and Military Families Month"i in Dayton, and that the Council encourages all to show their support for veterans and military families throughout the PRESENTATION: Megan Argenbright, CPA, Partner with Brown, Edwards & Company, L.L.P., presented the. June 30, 2024, Financial Report and Audit to Council. She stated it had an unmodified and clean opinion which means the financial statements are materially correct. She thanked the Town Council and: stafff forv working with their firm and forinviting her to present the findings to the Council. She thanked Ms. Hall and her staff for all their hard work. Vice Mayor and Finance Chair Bradford Dyjak thanked Ms. Argenbright for her presentation and appreciated her insight. He reiterated that the Town had received a "Clean Unmodified Opinion" which technically means a "clean bill of health," and stated that there were some internal controls and recommendations which are not APPROVAL OF MINUTES: Mayor Jackson asked for a motion to approve the minutes as written for the Council Work Session and Regular Council Meeting of October 15, 2024. Councilperson Wolz moved, and Councilperson Pannell seconded the motion. The motion was ACTION ITEM: Mayor Jackson announced that the first agenda item is the review of the Personnel Policy Revisions. Staff has identified minor updates to the two Personnel Policies as essential to ensure alignment between policy and practice. He then requested a report from Ms. Hall. Ms. Hall explained that, according tol Ms. Argembnghtsclarification, the policy wasr revised without explicitly stating that individuals already covered were grandfathered in. The compensatory time policy was updated to reflect current practices and ensure cohesive wording throughout. Mayor Jackson called for a motion to adopt the revised Compensatory Leave Policy and the revised PTO Accrual Policy. Councilperson Mathias made the motion, and Councilperson Pannel seconded it. The motion passed with a roll call vote of 5-1 and recorded as follows: DYJAK--AYE; PANNELL-AYE; JACKSON-AYE; MATHIAS--AYE; WOLZ-AYE; ESTES--NAY. ACTION ITEM: The second action item is the consideration of the National League of Cities, (NLC) Service Line Warranty Program. Mayor Jackson asked Town Manager Borne for a staff report. Mr. Borne said that this was a follow-up on the policy that was revised and was another instrument or tool to help the resident with the service line issues with the water/sewer. He shared afew highlights ofthe service which are attached to the minutes. Mayor Jackson thanked Mr. Borne and stated that he wanted to add that there was no deductible on this. He then asked for a motion to authorize the Town Manager to enter into the royalty Marketing agreement with Utility Service Partners, INC, a home serve company for an initial term of one (I) year. Councilperson Estes made the motion and Councilperson Dyjak seconded. The motion passed with a roll call vote of 6-0, recorded as follows: WOLZ-AYE; MATHIAS-AYE; JACKSON--AYE; ESTES month. unreasonable with a small organization. approved by an all-in favor vote of6to 0 with no members absent. AYE; DYJAK--AYE; PANNELL-AYE. DTC11.12.241 Meeting PUBLIC COMMENT: Mayor Jackson recognized Town resident Deb Crank of 363 College Street to speak. She said she wanted to recognize and thank the efforts and work oft the' Town Council members who will be leaving in 2025 and to congratulate the upcoming newly elected Council Members. She also shared that there was some conçern among the community concerning stewardship and decisions made behind closed doors. She proposed to each person and the upcoming new council, as you make decisions for the rest of2024 and into 2025 to think about the decisions as ifit was your own money coming out of your own pocket before you agree to give it away. Whetheri it is a state grant or' Town funds, the citizens depend on you to make that decision on our behalf because you are spending our money that wej pay in taxes and utilities. She said that when the Cranks think about the' Town and what is important, water and safety are the top two and we must ensure during the budget process that each are funded appropriately and maybe a little more. She also said that hard decisions might need to be made not to support the individual intèrest ofstaff or self-serving interests ofar minority ofthe' Town. She shared examples such as the multiple new signs around Town and not one sign mentioning shopping on college and main. It's said we support shopping but not one sign has the word shopping on it or directing people where to shop. She also shared about the giving trees, that benefit the local kids in the community and should be set up: soon at Pitt Stop, The Thomas House, Heritage Real Estate and Cracked Pillar in Bridgewater. MANAGER'S REPORT: Town Manager Borne emphasized several important points from his report. He noted that the leaf vacuum was out ofcommission for al half day. The leafvacuum is nearing the end ofits lifespan and isi in need of replacement. Public Works Staff made a temporary repair they hope will hold up to facilitate ongoing leafcollection until the new vacuum is received and installed. Most staff members will be participating in CPR training at' Town Hall. He also announced upcoming Town events, including Small Business Saturday on November 30, the Christmas Parade on December 6, the' Town Resident Christmas Party on December 11, and the Holiday Decorating Judging starting on December 12. Additionally, Mr. Borne mentioned that Deputy Clerk Wade and he are planning a newly elected Councilmember orientation in December at Town Hall, as well as scheduling a date for the Strategic Planning Session in January. POLICE REPORT: Mayor Jackson asked for a Police Report. Lieutenant Hooker stated he was filling in for ChiefTrout and that he had no report. TOWN ATTORNEY REPORT: No Report MAYORAND COUNCIL REPORTS: Mayor Jackson requested a report from Councilperson Dyjak regarding Economic & Community Development & Finance. Mr. Dyjak highlighted the remarkable success ofthe Bonfire and' Trick or' Treat event, describing it as a fantastic, enjoyable, and exciting occasion, and expressed gratitude to the staff. He also extended congratulations to those newly elected to the Council and thanked all candidates, Additionally, he mentioned upcoming non-Town events, including the Ft. Harrison WRE Reneh ACross HS America, which takes place on Saturday, December 14, starting at Pence Middle School and ending at the Cemetery, as well as the Rocktown History event this Thursday, November 14, featuring wine and chocolate. Mr. Wolz indicated that there was no report for Parks, Recreation & Beautification. Ms. Mathias noted that the Personnel Committee did not meet, but they have completed the survey and will hold a closed session today. UNFINISHED BUSINESS: None DTC 11.12.24 Meeting NEW BUSINESS: Councilperson Estes requested a report from Jennifer Reppe, the Public Works Supervisor, regarding Buddy Eberly's location at 257 Main Street. Ms. Reppe explained that the source oft the leak remains undetermined; however, they suspect it may be the service line leading to the Blacksmith shop from the old line across the intersection. Public Works has employed various locating tools but has yet to pinpoint the exact location of the issue. Before the Blacksmith shop undergoes any changes, Public Works plans to excavate the area in an effort to identify the source of the! leak. Given its location, they will need to involve law enforcement and VDOT, and will close the entire intersection for this work, which will be conducted at night to minimize traffic disruption. This matter is on their agenda, and they aim to coordinate these repairs with the work being done on the CLOSED SESSION: Mayor. Jackson announced that the Council would be entering a Closed Session, marking the end of the livestream for the virtual audiençe. He requested a motion to convene into closed session, as permitted by Virginia State Code Section 2.2-3711(A)(), to discuss the performance and employment ofs specific local government personnel. The focus oft this closed session is the one-year evaluation and performance review oft the Town Manager. Councilperson Dyjak made the motion, which was seconded by Councilperson Wolz. The motion passed by and all in favor vote of6-0, with no members absent. The Council convened into closed session at 6:30 OPENSESSION: At 8:21 p.m. Council returned from closed session on a motion by Councilperson Estes which was seconded by Councilperson Pannell and passed by an all-in-favor CERTIFICATION: With respect to the just-concluded closed session, and to the best of each member's knowledge, only public business matters lawfully exempted from open meeting requirements under The Freedom ofInformation. Act and only such public business matters as were identified in the motion by which the closed meeting was convened were heard, discussed, or çonsidered in the meeting by the Council. Deputy Clerk Wade then proceeded to take a roll call, with each member as follows: DYJAK-CERTIFIED; PANNELL- CERTIFIED; MATHIAS- CERTIFIED; VACKSON-CEKIFIED; WOLZ-CERTIFIED; ESTES- CERTIFIED. ADJOURNMENT: With there being no further business to çome before the Council, Councilperson Estes made al motion to adjourn. Councilperson Wolz: seconded the motion, and it passed by an all in favor vote of6-0 with no members absent. The meeting was adjourned at 8:21 Blacksmith building. p.m. vote of6-0 with no members absent. p.m. Respectfully Submitted, - CaryJadkser, Brjan.Borne, Clerk ofCouncil à DTC 11.12.24 Meeting Town Manager's Report BrianJ J. Borne October: 2024 Town Manager'sOffice: Attended Ribbon Cutting, Hometown Pastoral Counseling, October 2. Webinar, VRSA: HR's Increasingly Important Role in Cyber Risk Management, October 2. Marking spaces for Dayton Days, Octobers 3. Attended/worked Dayton Days, Saturday, October 5. Webinar, VRSA: Understanding and Responding tol First Amendment, Audits, October 8. Webinar, ICMAHowCommuniy EngegementSuenginens Small Cities and Towns, October 8. Metv with Cheryl Lyon/Leon Rhorer, October 8. Met with Mennonite Farmer Group, October 9. Met with resident, Chad Moore, October 10. Attended VML Conference October 12-14. Conference call with staff and POND, October 14. Bonfire coordination meetingw/staff, October 16. Dayton Days follow-up meetingw/staff, October 17. Webinar, Tackling Toxicity, Cultivating Civility; Global Civility Summit 2024, October1 10 4-7p.m.. Conference call, w/NLC Service Line' Warranty Program, October17. Attended Monthly Town Manager Meeting, lunch, October 22. Outof Office, October 18-22. Attended Central Shenandoah Hazard Mitigation Steering Committee, October 23. Metwith County, Roger Nemoytin, Meggie, 223 Main Street, October: 24. Berkley Group Zoom Meeting, October: 24. Attended EDA Meeting, October: 24. Attended Bonfire& Trick or Treat, Saturday, October 26. Bridgewater College, zoom meetingy w/Meggie, October 30. Met with Roger Nemoytin, Meggie, October 30. Department Head Meeting, October 31. DTC11.12.24 Meeting Police Department: 1. Personnel Position Title Çhief Lieutenant Patrol #ofl Positions 4 Filled 4 Vacant 0 0 0 A. Employee recognition Officer Hevener and Officer Earman taught Officer Hawkins during FTO. Officer Hawkins completed FTO training. All officers completed RPTG In-service training. B. Training 2. Activity Report October 2024 Calls for Service 525 Project Updates Upcoming Events Items for Consideration IBR Reports Arrests Crashes Citations 148 8 3. 4. 5. Working on FY26 Budget None None Public' Works: I. Personnel Vacancy for Building and Grounds Technician. Jesse won "Meter Madness" at the VRWA Expo that was held in Fishersville on October 22- 23. II. Public Works Department Reports Huge thank you to Deputy Hirtriter and the Rockingham County inmate work crew for their assistance placing stakes in the medians for Dayton Days and returning to assist with cleanup. DTC 11.12.24 Meeting Staffcollaborated exceptionally well as a team for Dayton Days; the extra efforts at the end oft the event made for a more efficient cleanup. VDOT completed their resurfacing projects in town for this year. VDOT approved the plowing agreement for this snow season. Staff attended a Water Expo hosted by VRWA; there were al lot of great vendors present and Please note that there will be some schedule changes in November due to holiday closures. Heavy trash will be on Wednesday, November 6; Bio will be Tuesday, November 12. Staffc completed the service line inventory and results were accepted by the Virginia Department ofHealth. Keep an eye on the Town's website for more information on the very informative classes. project. Thank you to those that participated in the survey. Staffs set up for the Halloween event at Sunset Park. Staffr repaired a water main on Stover St. III. Water Production Reports Water plant produced 58.276: million gallons of water in the month of October. No water was purchased from the County or sold to the County. IV. Items for Consideration: None. Economic and Community/DeyDevelopment: Economic Development The' Town submitted letters ofs support for Virginia Quilt Museum and Fort Harrison on grants related to the VA250. Community Development No: zoning permits were issued. One Certificates ofOccupancy was issued. No Chicken Keeping applications were received. No Short-Term Rental Applications were received. No Home Occupations Permits were issued. Joey Henry was appointed tol Planning Commission. There was no October Planning Commission Meeting. The special events permit application has been created and posted online. The temporary use application is forthcoming. DTC11.12.24 Meeting Events We had a great turnout for the fall bonfire and trick or treat trail! Staff estimates over 300 Aj page on the Town's website has been created with all holiday information: htps/wwydlaytonva.iscommnivnsshaliday-central204 Christmas Parade &' Treel Lighting is Friday, December 6 at 6j pm. people in attendance. Resident Christmas Party is Wednesday, December 11th from 6-8 8 pm. It will be held in the assembly room at Town Hall. Staffi is seeking donations from local businesses for door Deadline to enter Holiday Decorating Contest is Monday, December 2. Official judging is The Town is accepting applications from local groups and businesses interested in setting up aholiday display on the greenway trail. More information is on our website at the link prizes. on' Thursday, December 19. above. Other Holiday Newsletter was mailed October 31. Holiday business e-newsletter was sent out November 1. Attended Virginia Main Street Regional Rev Upi in Winchester on Sept 17. Staffhas received no applications for the EDA or BZA. The vacancies will remain open until filled. Treasurer: The Auditors' work on the FY24 audit is being finalized. The final report will be presented to the Council at thel November meeting. Work has officially begun on the FY26 Budget. Thel Berkley Group is continuing their work on the' Town Compensation Study. They are compiling their results and recommendations, and we anticipate that those will be presented Real Estate tax bills were mailed in October. Bills for vehicle license fees are being Attended Finance Network meetings as schedule allowed. Continue to attend VRS VOYA transition webinars to prepare for the VRS transition which will occur. January 1, 2025. to Council at the January meeting. processed and will go out in early November. Items for Council Consideration: None. DTC11.12.24 Meeting AAAAA 688BA8,86856 AEE