December 2, 2024 Council meeting minutes -97- TOWN OF ABINGDON COUNCIL MEETING MONDAY, DECEMBER 2, 2024 - 6:30 pm COUNCILCHAMBERS = MUNICIPAL BUILDING The meeting of the Abingdon Town Council was held on Monday, December 2, 2024, at 6:30 pm ini the Council Chambers of the Municipal Building. A. WELCOME - Mayor. Pillion ROLLCALL B. Members of Council Present: Wayne Austin Donna Quetsch Derek Webb Vice Mayor Anderson Mayor Pillion C. PLEDGE OF ALLEGIANCE D. PRAYER E. APPROVAL OF AGENDA (VIDE0839-9:06) Oni motion by Vice Mayor. Anderson, seconded by Mr. Webb, accepted the agenda as presented. The roll call vote was as follows: Mr. Austin Mrs. Quetsch Mr. Webb Vice Mayor Anderson Mayor Pillion November 4, 2024 Aye Aye Aye Aye Aye F. APPROVALOF MINUTES (VIDE09:08-9:32) On motion by Mr. Austin, seconded by Vice Mayor. Anderson, approved the minutes as presented. The roll call vote was as follows: Mr. Austin Mrs. Quetsch Mr. Webb Vice Mayor Anderson Mayor Pillion Aye Aye Aye Aye Aye December 2, 2024 Council meeting minutes -98- G. PUBLIC COMMENTS-None H. PROCLAMATIONS PUBLIC HEARINGS L. 1. Aj proposed zoning text amendment, Chapter 44. Article 8. Sections 8-1-3 through 8-1-5 Gabe Cristofari, Senior Planner, provided the Council with an overview of proposed changes to the lighting code. These changes aim to address the growing number of new developments and businesses while ensuring that the purpose and intent of the Code are met with clearer, more precise language, as the current language is too broad and open to interpretation. The Lighting. (VIDE09:44-13:50) proposed updates include: Establishing a spillover light standard for adjacent properties, interiors, or areas visible from public rights-of-way, and Requiring aj photometric plan for any new or existing development. Prohibiting window lighting, Banning moving, blinking, flashing, or wraparound bands ofl lighting on building exteriors, Mayor Pillion inquired whether the Planning Commission had approved the amendment, to Mayor Pillion opened the public hearing. With no comments received, the public hearing was 2. Aj proposed zoning text amendment, Chapter 44, Article 8. Sections 8-4-5 through 8-4-6. Planner 1 Caleb Conklin stated the Planning Commission requested this amendment regarding digital changeable sings within the Entrance Corridor Overlay District between Porterfield Highway and Cummings Street. Mr. Conklin conveyed the following suggested changes: which Mr. Cristofari confirmed that it had. closed. Signs. (VIDEO 13:51-17:16) Digital changeable signs prohibited in the Entrance Corridor Overlay District between Porterfield Highway and Cummings Street. Existing digital signage may be replaced with Ap photometric plan is required to verify emitted light from digital signage. The addition of minor directional signage for businesses. an identical size digital changeable sign. Changing temporary signage in the Old & Historic District from HPRB approval with no size requirement to no HPRB approval with ai maximum size of12 sq. ft. in area and 4ft. Mayor Pillion inquired whether the Planning Commission had approved the amendment, to in height. which Mr. Austin confirmed that it had. December 2, 2024 Council meeting minutes -99- Mayor Pillion opened the public hearing. With no comments received, the public hearing was 3. Aj proposed special use permit for an unapproved constructed accessory building in the Flood Zone, A Zone, located at 266 N. Church Street. (VIDE017:17 -2 26:34) Planner 1 Caleb Conklin and Senior Engineering Technician/nspector Heagon Gill conveyed that the unapproved structure was a metal slap on grade accessory building used as a garage. The structure was constructed approximately three years ago, with the rear-east side of the property located in the flood zone, A Zone. This was unpermitted, with the applicant being unaware of the process by the contractor. The Town staff was made aware of this because of an encroachment complaint, which has been taken care of. Mr. Gill provided the results ofthe flood closed. study that was conducted. Discussion ensued. Mayor Pillion opened the public hearing. John Mahaffey addressed the Council, hearing no further comments, Mayor Pillion closed the public hearing. I. RESOLUTIONS 1. Resolution to consideration revision of the Town's Economic Development Authority bylaws. (VIDE076.34-30.41) Assistant Town Manager Mayana Rice presented the proposed changes in the Authority's bylaws, including the name change from Industrial Development Authority and every director shall, at the time of appointment and thereafter, reside or own an entity with its principal office in the Town and attendance. On motion by Mr. Webb, seconded by Vice Mayor Anderson, approved the Resolution revising the Town's Economic Development Authority bylaws as presented. The roll call vote was as follows: Mr. Austin Mrs. Quetsch Mr. Webb Vice Mayor. Anderson Mayor Pillion Aye Aye Aye Aye Aye 2. Resolution regarding special use permit for an unapproved constructed accessory building in the Flood Zone, A Zone, located at 266 N. Church Street. (VIDEO 30:42--32:20) December 2, 2024 Council meeting minutes -100- On motion by Vice Mayor Anderson, seconded by Mr. Webb, approved the Resolution for a special use permit for an unopened construction accessory building in the Flood Zone, A. Zone, located at 266 N. Church Street as presented. The roll call vote was as follows: Mr. Austin Mrs. Quetsch Mr. Webb Vice Mayor Anderson Mayor. Pillion Aye Aye Aye Aye Aye K. FIRST READING OF ORDINANCES MDE03222-34:37 1. A proposed zoning text amendment, Chapter 44. Article 8. Sections 8-1-3 through 8-1-5 Mr. Webb questioned if an established business would not comply with, how that would be dealt with. Mr. Cristofari advised that this Ordinance would not be retroactive. He added that the Lighting. Ordinance was updated to match other localities and standards. On motion by Mr.Austin, seconded by Vice Mayor Anderson, approved the Zoning Text Amendment as presented, dispensing with the second reading. The roll call vote was as follows: Mr. Austin Mrs. Quetsch Mr. Webb Vice Mayor Anderson Mayor Pillion Aye Aye Aye Aye Aye 2. A proposed zoning text amendment, Chapter 44, Article 8. Sections 8-4-5 through 8-4-6. On motion by Mr. Austin, seconded by Mr. Webb, approved the Zoning Text Amendment as presented, dispensing with the second reading. Signs. (VIDE03438-3529) The roll call vote was as follows: Mr. Austin Mrs. Quetsch Mr. Webb Aye Aye Aye December 2, 2024 Council meeting minutes -101- Vice Mayor Anderson Aye L. SECOND READING OF ORDINANCES (VIDE03530-5137) 1. Ordinance to repeal, amend and reenact the Abingdon Arts Commission. Mr. Cochran stated the Town has al long and proud history of supporting and promoting local arts ofall types. He stated that prior tot the Commission that non-profit organizations would present tot the Council during the budget process. The Commission was created to vet those organizations and forward to the Town Manager to be considered during the yearly budget process. Mr. Cochran added the Commission has done a nice job and the process is streamlined. Discussion ensued regarding the reason for the suggested reenactment. On motion by Vice Mayor Anderson, seconded by Mr. Webb, approved the repeal, amendment and reenactment oft the Abingdon Arts Commission on the second reading. The roll call vote was as follows: Mr. Austin Mrs. Quetsch Mr. Webb Vice Mayor. Anderson Aye Aye Aye Aye M. CONSIDERATION OF BIDS 1. Consideration ofbids for on-call professional engineering services. (VIDE051:39- -5 56:45) Director of Public Works Michael Surrett advised the Town to require professional engineering services for target projects. Currently the Town has several on-call professional services task order contracts, which will expire in December. Requests for proposals for professional services were posted as required with receipt deadline of October 25, 2024. The selection committee reviewed and ranked the submissions to eleven service categories and requested approval to issue an Engineers Joint Contract Documents Committee (EJCDC), E-505, Task Order Agreement for an initial contract term of3-years from the date of execution, with two additional one-year options. Discussion ensued. On motion by Mr. Webb, seconded by Vice Mayor Anderson, approved the proposed firms as presented for on-call professional engineering services. The roll call vote was as follows: Mr. Austin Aye December 2, 2024 Council meeting minutes -102- Mrs. Quetsch Mr. Webb Vice Mayor Anderson Aye Aye Aye N. NEW: BUSINESS (VIDE056:56-1.1452) 1. Presentation of2 2023/2024 Financial Audit for the Town of Abingdon David Elkins, with Brown, Edwards & Company presented the Council with the 2023/2024 independent auditor's report, including as of June 30, 2024, the Statement ofNet Position, Balance Sheet Governmental Funds, Statement of Revenues, Expenditures, and changes in the Fund Balance Budget and Actual - General Fund. Mr. Elkins stated that it was agood audit and a clean report. 0. OLDI BUSINESS P. MISCELLANEOUS BUSINESS AND COMMUNICATIONS FROM TOWN 1. Consideration of dates for the. January - August 2025 Council meetings and retreat Dates were scheduled for the. January - August 2025 Council meetings and retreat. Mr. Austin questioned whether the December 18, 2024, tentative meeting date would be necessary. Mayor Pillion stated that she was unaware of any items and requested that the meeting be MANAGER (VIDEO 1:14:58-1:26:03) canceled. Town Manager Mike Cochran shared information on repairs to Trestle 15 and wished everyone a wonderful Christmas. Q. COUNCIL MEMBER REPORTS (VIDEO 1:26:03 -1 1:28:44) Mayor Pillion provided information on the Festival ofTrees and January Jams. R. APPOINTMENISTO BOARDS. AND COMMITTEES (IDE0128.44-12927 Reappointment of Vailiy Lakoba, who is eligible to serve an additional term On motion by Mr. Webb, seconded by Vice Mayor. Anderson, reappointed Vailiy Lakoba to serve an additional term on the Tree Commission. 1. Tree Commission The roll call vote was as follows: December 2, 2024 Council: meeting minutes -103- Mr.Austin Mrs. Quetsch Mr. Webb Vice Mayor. Anderson Mayor Pillion Aye Aye Aye Aye Aye S. CLOSED SESSION (IDE012927-13539) 1. Closed Session pursuant to the Code of Virginia, 1950, as amended, Section 2.2- 3711(A)(1) for discussion of a personnel matter involving performance evaluation or job assignment of specific public officers, appointees or employees, ofa any public body. On motion by Vice Mayor. Anderson, seconded by Mr. Webb, to convene in closed session pursuant to the Code of Virgina, 1950, as amended, Section 2.2-3711(A)(1) for discussion of a personnel matter involving performance evaluation orJ job assignment of specific public officers, appointees or employees, of any public body. The roll call vote was as follows: Mr. Austin Mrs. Quetsch Mr. Webb Vice Mayor. Anderson Mayor Pillion Aye Aye Aye Aye Aye On motion of Mr. Webb, and seconded by Vice Mayor. Anderson, to reconvene in open session. The roll call vote was as follows: Mr. Austin Mrs. Quetsch Mr. Webb Vice Mayor Anderson Mayor Pillion Aye Aye Aye Aye Aye Mr. Webb moved the' Town Council certify, that in the closed session just conducted, nothing was discussed except the matter or matters (1) specifically identified in the motion to convene in closed session and (2) lawfully permitted be discussed under the provisions of the Virginia Freedom ofInformation. Act cited in that motion. Mr. Austin Mrs. Quetsch Iso certify Iso certify December 2, 2024 Council meeting minutes 1 104- Mr. Webb Vice Mayor Anderson Mayor Pillion Iso certify Iso certify Iso certify T. ADJOURNMENT d Me MHhowe Mayor Kimberly gluy Kingsley, Clerk