TOWN OF DAYTON REGULAR COUNCIL MEETING January 13, 2025 COUNCIL CHAMBERS, DAYTON TOWN HALL COUNCIL MEMBERS PRESENT: Mayor Sam Lee, Vice Mayor Bradford Dyjak, Melody Pannell, Emily Estes. Susan Mathias,. J.D. Sagera and Ralph Hensley COUNCIL MEMBERS ABSENT: None ALSO PRESENT: Jordan Bowman, Town Attorney; Brian J. Borne, Town Manager; Christine Wade, Deputy Clerk; Police ChiefJustin Trout; Christa Hall, Town Treasurer; Jennifer Reppe, Public Works Supervisor and Meggie Roche, Community & Economic Development Coordinator. CALL TO ORDER: Mayorl Lee called the meeting to order at 6:00 p.m. and welcomed guests in person and thosej joining onz zoom. Hes statedthatt the Council would C only hear public commenttonight 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 Lee led the Invocation ACTION ITEM: Mayor Lee took a moment to introduce the 2025 Town of Dayton Council and thel Pledge of Allegiance. members. Emily Estes Ralph Henley J.D. Sager Susan Mathias, will continue to serve as the Chair on the Personnel Committee Melody Pannell, will continue to serve on the Personnel Committee Sam Lee, Mayor, will serve on the Finance Committee Bradford Dyjak, will continue to serve as the Finance Committee Chair and Vice Mayor APPROVAL OF MINUTES: Mayor Lee asked for a motion to approve the minutes as written for the Council Work Session and Regular Council Meeting of December 9, 2024. Councilperson Hensley moved, and Councilperson Dyjak seconded the motion. Deputy Clerk Wade then proceeded to take a roll call, recording each member as follows: DYJAK--AYE; PANNELL-AYE; LEE--AYE; HENSLEY-AYE; MATHIAS-AYE; SAGER--AYE; ESTES--- ACTION ITEM: First action item is the consideration oft the Dayton Town Council Code ofEthics. Mayor Lee stated that after every election, Council adopts a Code of Ethics for the members of the Dayton Town Council. A code ofe ethics is important as it clearly lays out the rules for behavior and provides the groundwork for preemptive warning. Regardless ofs size, a standard for ethical behavior should be established. He then asked for a motion to adopt the Code of Ethics for the members of the Dayton Town Council and for the members ofall boards, committees and commissions appointed by the Dayton Town Council. Councilperson Estes interrupted the Mayor and stated that she had AYE. DTC1.13.25 Meeting PAGE5 something to say and that she wouldn't sign it until "Section 18" is taken out. She stated that it isn't ethical to have 3 members of the group have more power than the others. Mayor Lee said he was going to finish reading the motion and then they would have discussion and take a vote. Mayor) Lee read the motion again, Councilperson Mathias SO moved and Councilperson Pannell seconded it. Mayor Lee asked if there was any discussion and Councilperson Estes stated again that ifi it's not taken out she will not sign it, she: stated she was ethical, but wasn'tgoing to go by ita and ifits enforced she will go to the State Board of Ethics because that's insane. Mayor Lee thanked Councilperson Estes for her comment and Councilperson Dyjak asked for clarification from Councilperson Estes as to what language she was referring tot that was of concern. Councilperson Estes stated that there were two committees, sO that would be two heads plus the Mayor that would be deciding what happens to people ify you need to punish someone. Ms. Estes stated that she follows the Constitution and follows Robert's Rules, and she wants to have a say ifsomeone is out ofline. Councilperson Dyjak stated that under section 18, Compliance and Enforcement, it says specifically that the chairs of the Dayton Town Council's Commissions and Committees and the Mayor has additional responsibility to intervene when actions of members appear to be in violation oft the code ofe ethics are brought to their attention, He then asked Town Attorney Bowman if he was correct. Mr. Bowman stated that the paragraph right underneath what Mr. Dyjak read stated that ift there was actual discipline that needed to be done, that would be a decision for the entire Dayton Town Council. The motion passed by a roll call vote of 6-1, with the voting recorded as follows: DYJAK- -AYE; PANNELL-AYE; LEE- ACTION ITEM: Mayor Lee stated that there was one appointment action needed for the continuity of government and asked for a motion to appoint Brian J. Borne, Town Manager, as the interim Zoning Administrator and Subdivision Agent for the Town ofDayton. Councilperson Hensley asked if there was any conflict of interest with Brian being the Town Manager. Town Attorney Bowman stated that it is not uncommon for a small town to have the Town Manager serve one or both positions, historically there has been a staff person designated to do the zoning matters, but there is no conflict of interest. Mayor Lee stated it is "interim." Town Manager Borne agreed and said that this was only temporary until someone is hired for the Community and Economic Development position. Councilperson Dyjak motioned and Councilperson ACTION ITEM: Mayor Lee announced that the next agenda item is the approval oft the Compensation Study conducted by the Berkley Group. He then requested a motion to adopt the Compensation Study as presented. Councilperson Mathias motioned and Councilperson Estes seconded it. With no further discussion, Mayor Jackson called for a roll call vote, which resulted as follows: DYJAK--AYE; PANNELL-AYE; LEE--AYE; HENSLEY-AYE; MATHIAS-AYE; SAGER-AYE; ESTES-AYE. Town Manager Borne then asked to clarify the details ofthe Compensation Study, inquiring ift the approval included the. Job Descriptions and the restructuring ACTION ITEM: Mayor Lee stated that the last action item on the Agenda is the consideration of the Adoption of the Downtown Master Plan. Consultants from POND, INC. presented the Downtown Master Plan at the October Town Council Meeting. Staff is requesting an official AYE; HENSLEY-AYE; MATHIAS AYE; SAGER--AYE; ESTES--NAY. Mathias seconded. The motion passed with an all in favor vote of7-0. ofnew positions. All members confirmed their agreement. DTC1.13.25 Meeting PAGE6 adoption of the plan from Town Council. Councilperson Dyjak motioned and Councilperson Mathias seconded. Councilperson Estes asked ift this could be tabled for more discussion. Mayor Lee questioned the rest of the Council to their thoughts on whether this should be tabled or not. Councilperson Dyjak stated that it was up for discussion and asked Town Attorney Bowman for clarification on possible actions to take. Mr. Bowman said that he deferred not knowing if there were any grant deadlines. Town Manager Borne spoke up and stated that the $250,000 is what is in the CIP to set aside fori implementation, there is no grant funding attached to this. Mr. Bowman stated that when the Council wants to table something, that he always recommends them tabling itto a specific date and not indefinitely. Councilperson Dyjak shared that he is comfortable if more discussion is needed but wanted to make it clear that this is a 5-to-20-year plan, a concept. Itd does not prescribe anything; it gives options, ideas, and concepts. This does not mean we are moving forward with these; it gives us the opportunity to explore further,, just like the COMP plan. Councilperson Dyjak then asked ifit was in agreeance with Councilperson Mathias, to amend the previous motion and request to table this until the February meeting. Councilperson Estes interjected and stated that this didn'tgive them time to discuss it that they were new to the Council and that he had been in it since the inception. Councilperson Mathias stated Point of Order and requested Councilperson Estes name the people she was referring to for the record. Councilperson Estes said Ralph was involved with the planning, Bradford was in the meetings, Mrs. Crank was in the meetings and we were not, wej just got told in October. Mayor Lee recognized Councilperson Hensley to speak. Mr. Hensley stated that he agreed with both Mr. Dyjak and Ms. Estes on their accounts. He would like to see some discussion at the Strategic Planning Session on some ofthis. The Council agreed. Councilperson Mathias stated that she thought she understood that they had to approve it at least, in order to get staff to start working on it and gathering ideas and doing project management. Otherwise, we are paying staff for work to be done on ideas and things that haven't been voted on. Councilperson Dyjak then stated that he would like to amend his original motion to table the consideration of the Downtown Master Plan for discussion at the January 27, 2025 Strategic Planning Retreat, with consideration of possible adoption by March 10, 2025 Council meeting. Councilperson Mathias seconded the amended motion. The Motion passed with aroll call vote of 7-0 and recorded as follows: DYJAK--AYE; PANNELL-AYE; LEE-AYE; PUBLIC COMMENT: Mayor Lee recognized Town resident Fred Shank of303 Bartley Street. Mr. Shank wanted to share that he and his family. just so happened to own property at both ends of the Town of Dayton that the Master Plan was referring to. He questioned as to why he, nor his family was made aware ofthe plan nor were they asked what they thought about the plan. He shared his disappointment in only finding out about this plan a few days before the October, 2024 Town Council Meeting. He also stated that to this day he hadn't been approached or heard from anyone from the Town of] Dayton concerning this plan or about his property. Mr. Shank stated that "apparently the Town of Dayton is not interested in even being a neighbor and we are vehemently PUBLIC COMMENT: Mayor Lee invited Town resident Deb Crank from 363 College Street to speak next. Mrs. Crank shared that she has been involved with the project from the beginning, along with several audience members and others present. She requested references regarding HENSLEY-AYE; MATHIAS AYE; SAGER---AYE; ESTES---AYE. opposed to this plan." DTC1.13.25 Meeting PAGE7 POND, noting that she has yet to receive them. She mentioned seeing the Silver Lake Welding property referenced in discussions and assumed that the Shanks had been consulted. She sent the plans along with her comments to POND, including Meggie Roche and Lauren Reznik int the email. Tol her surprise, during the next discussion, she noticed that the Dayton Market was also mentioned. She expressed her gratitude for the decision to table the matter and continue the discussion. PUBLIC COMMENT: Mayor Lee invited Cary Jackson from 203 Keswick Circle to speak next. Mr. Jackson acknowledged the Council's job is often a thankless service and discussed the necessity ofincreasing water and sewer rates. He appreciated Mr. Borne's recognition oft this need and emphasized the importance of additional revenue for the Town. Mr. Jackson clarified that the Master Plan is a conceptual 20-year initiative, not a finalized project, and reassured residents that there. are no plans to take anyone's land. He expressed disappointment overa Council member's disrespect towards a citizen, highlighting that while disagreements are normal, such behavior is MANAGER'S REPORT: Town Manager Borne shared that he had a few additional updates beyond what was included in the packet. He first welcomed new council members, Hensley and Sager, as well as Mayor Lee, expressing his enthusiasm for collaborating with them and anticipating many productive discussions in the years ahead. Mr. Borne reported that the Resident Christmas party had a great turnout, with approximately 80 attendees. He congratulated the winners oft the Holiday Decorating Contest and thanked them for making the Town look festive. Additionally, he announced that festival applications for the Redbud Festival and the Dayton Days Autumn Celebration will be available starting January 15th. He also mentioned. a delay in heavy trash pickup due to the weather. Mr. Borne expressed his gratitude to Meggie Roche for her significant contributions to the Town of Dayton, noting that she will be missed. With her departure, he indicated that team members would need to take on additional responsibilities during the transition. For the time being, he outlined the points of contact for various inquiries: Christine Wade will handle all event-related questions, zoning inquiries should be directed to him, business license questions can be sent to Wendy Papotnik in the Treasurer's soffice, and requests for Parks and Assembly Room reservations should go to Carly Higgs. Mr. Borne expressed appreciation on how well Public Works did during the snow and thanked them for a job well done. POLICE REPORT: Chief Trout shared that his report was in the packet and if Council had any questions, he was happy to answer. He shared that theyl have: an upcoming event, "Coffee witha Cop", next month at the Dayton Market. All the officers will bei in attendance for a meet and greet and then the Chief will be providing an information class concerning elder crime and scams. TOWN ATTORNEY REPORT: Mr. Bowman mentioned that Dominion contacted both Mr. Borne and him to review their current franchise agreement and determine ifit should bei included in MAYOR AND COUNCIL REPORTS: Vice Mayor Dyjak expressed his appreciation in continuing as Finance Committee Chair. While there was no report available at this moment, he noted that we are currently halfway through the fiscal year and are looking forward to the upcoming budget meetings. Mr. Dyjak acknowledged that Ms. Roche preferred to stay out of the limelight, but he wanted to recognize her for her relentless efforts behind the: scenes. He extended his gratitude for unacceptable. an upcoming Work Session for the Council's consideration. DTC 1.13.25 Meeting PAGE8 her significant contributions to the Town, appreciating her enthusiasm and composure under Councilperson Mathias mentioned that the Personnel Committee had met on January 10, 2025 to review the structure ofthej proposed new job descriptions. She highlighted thec committee's dedication toe ensuring that all job roles are clearly defined and aligned with the Town's strategic goals. Mayor Lee inquired if Council had any other questions or comments. Councilperson Sager asked if the previous Planning and Zoning committee had been dissipated, and who the chair was. Mayor Lee explained that everything will be a collective discussion now during the work sessions in attempt to have more involvement with all Council members. Town Manager Borne said that the Planning Commission and Board ofZoning Appeals areappointed for longert terms and will remain unchanged until theirterms expire, at which point new appointments will be made. The same applies to the EDA. Councilperson Hensley questioned if any of these committees included a Council member. Town Manager Borne responded that Vice Mayor Dyjak represents the Planning Commission, the Board of Zoning Appeals cannot have a Council member, and the Mayor represents the EDA. Councilperson Estes mentioned Mrs. Patel and emphasized that the Council should assist her with the rebuild ofthe Mini-Mart. Mayor Lee acknowledged the sentiment, stating that they are all on the same team and pressure, and wished her the best ofluck. would investigate the matter further. UNFINISHED BUSINESS: None NEW BUSINESS: None ADJOURNMENT: With there being no further business to come before the Council, Councilperson Estes made a motion to adjourn. Councilperson Hensley seconded the motion, and itp passed by an all in favor vote of7-0 with no members absent. The meeting was adjourned at 6:55 p.m. Respectfully Submitted, Co Sam-Lee, Mayor BfianBorne, ClerkofCouncil DTC1.13.251 Meeting PAGE9 Town Manager's Report Brian J. Borne December 2024 Town Manager's Office: Attended HRRSA Board ofl Directors Meeting, December 2. NLC, Service Line Program on-boarding meeting, December 5. Attended Dayton Resident Christmas Party, December 6. Conducted Council Elect Orientation, December 10. Met with Sallie Wole-Garrison, December 17. Met with Joshua Shank, December 18. Met with Rockingham County, December 18. HR-MPO meeting canceled, December 19. Christmas Holiday, December 24-25. OutofOffice December 23-27. Police Department: 1. Personnel Position Title Chief Lieutenant Patrol #of Positions 4 Filled 4 Vacant 0 0 0 A. Employee recognition B. Training Recognize all officers for their work in the department Christmas initiative. Officers completed computer security training. 2. Activity Report December 2024 Calls for Service 588 Project Updates Upcoming Events Items for Consideration IBR Reports 3 Arrests Crashes 2 Citations 171 5 3. 4. 5. None Coffee with a Copl Elderly Safety Training with the Dayton Market planning. DTC1.13.25 Meeting PAGE 10 None Public Works: I.P Personnel Vacancy for Building and Grounds Technician. II. Public Works Department Reports There was 1: snow event in the month of December. Staff decorated the' Town for Christmas. The Water Department received grant approval for the VRSA Safety Grant. Staff decorated and drove two floats in the Christmas parade. patience as collection is never a quick process. Leafcollection wrapped up on December 19th. Staff would like to thank everyone fort their Live Christmas tree pick-up will run daily from January 2nd through January 10th. Please have your live trees placed curbside by 7am for pick up. After. January 10th, Public Works will pick up trees on Monday during normal yard waste pick-up. III. Water Production Reports Water plant produced 50.925 million gallons of water in the month of December. Town purchased 312,000 gallons of water from Rockingham County. Wellla and 4 pump replacements are complete. This was a CIP item for FY25. IV. Items for Consideration: None. Economic and Community Development: Economic Development The Downtown Master Plan will be brought forward for official adoption at the. January The Virginia Quilt Museum installed new: signage on the north side oft the silo at Silver Lake Mill. This project was partially funded by al Façade Enhancement Grant from the Town. Council Meeting. See additional staff report for more information. Community Development Noz zoning permits were issued. One Certificate of Occupancy was issued. No Chicken Keeping applications were received. No Short-Term Rental Applications were: received. One Home Occupations Permits was issued. Planning Commission did not meet in December. DTC1.13.25 Meeting PAGE11 Events Thank you to everyone who participated in and helped out with the' Town'sh holiday Christmas Parade & Tree Lighting: 27 Entries, approximately 75 people in Resident Party:Approximately 80 people in attendance throughout the night activities! Estimated Participation numbers are: attendance att tree lighting Holiday Decorating Contest Winners: PEOPLE'S CHOICE. AWARD: 365. Ashby Street CLARK GRISWOLD WINNER: 145 Eastview Street CLASSIC HOLIDAY ELEGANCE WINNER: 105 Willow Drive CLASSIC HOLIDAY ELEGANCE HONORABLE MENTION: 125 Main Street WINTER WONDERLAND WINNER: 119 Rhodes Hill Drive WINTER WONDERLAND HONORABLE MENTION: 200 Keswick Circle SANTA'S WORKSHOP (BUSINESS CATEGORY): 201 Main Street - Mane Applications will open for both the Redbud Spring Festival and Dayton Days Autumn Street Salon BESTNEIGHBORHOOD: Eastview Street Celebration on January 15th. Other Staff has received no applications for the EDA or BZA. The vacancies will remain open until filled. Treasurer: FY24 End ofYear Journal entries have been completed and PY capital carry over will be calculated and processed sO that the FY24 year can be closed out in the FMS Software Dates have been scheduled for the FY25 audit with Brown Edwards. The preliminary will system. be in. June, 2025, with the final in September. Work continues on the FY26 Budget. The Berkley Group has finalized their work on the Town Compensation Study. Their results and recommendations will be presented to Council at the work session. DTC 1.13.25 Meeting PAGE 12 Real Estate tax bills were mailed in October and Vehicle License fee bills were mailed in early November. The due date was December Sth. Penalties and late fees have been added Attended the Finance Network meetings. Continue to attend VRS VOYA transition webinars to prepare for the VRS transition which will occur January 1,2025. Advised staff oft the impending transition and the changes that will be taking place to the VRS Hybrid and late notices have gone out. Plan. Items for Council Consideration: None. Items for Council Consideration: None. DTC1.13.251 Meeting PAGE13 $48665 SE5AA,EE5E5 AIE 88 8 ::R8 496AS4554 (