AGENDA HILLSVILLE TOWN COUNCIL JANUARY 27, 2025 HILLSVILLE TOWN HALL I. CALL TO ORDER = 7:00 PM Il. NVOCATION III. PLEDGE OF ALLEGIANCE IV. APPROVAL OF MINUTES A. JANUARY 13, 2025 V. JOINT PUBLIC HEARING A. TAX MAP #340-11-8, 1140 West Stuart Drive, Site Plan VI. CITIZENS TO BE HEARD VII. TOWN MANAGER'S REPORT VIII. TOWN ATTORNEY'S REPORT IX. POLICE CHIEF'S REPORT X. REPORTS OF MAYOR AND COUNCIL XI. UNFINISHED BUSINESS XII. NEW BUSINESS A. AUDIT PRESENTATION - JUAN GARCIA, HBC CPAS B. CONSIDERATION OF APPROVAL OF SITE PLAN - TAX MAP #340-11-8, 1140 West Stuart Drive C. VDOT - ADA PROJECT D. RECOGNIZE DR. BERRY'S OVER 40 YEARS OF SERVICE ON PLANNING COMMISSION E. PRESENTATION = Richard Edwards concerning The Story Tour event in April F. CONSIDERATION OF ADDITION TO CODE - Article XXII Section 171-154 Solar Energy G. CONSIDERATION OF STARTUP FUNDING APPLICATION PROCESS H. BILL VOUCHER XIII. ADJOURNMENT January 27th, 2025 Page 1 of7 COMMONWEALTH OF VIRGINIA TOWN OF HILLSVILLE Hillsville Town Council met at Town Hall on Monday, January 27, 2025, at 7:00 P.M. for their regular semimonthly meeting. COUNCIL: Gregory N. "Greg" Crowder, Mayor Ed Terry, Pine Creek Greg Yonce, Laurel Fork David Young, Pipers Gap Barry Jessup, Sulphur Springs Town Manager/Town Treasurer, LeAnna Surratt Town Attorney, Trent Crewe Town Engineer/Building Official, Steve Bowman Police Chief, Shannon Goad Clerk of Council, Valerie Padgett HILLSVILLE PLANNING COMMISSION: Ann Largin, Pine Creek, Chairperson Dr. Joseph Berry, Laurel Fork Bill Brown, Pine Creek, Sulphur Springs Erroll Rhea Jett, Pipers Gap Dr. James Kilbourne, Laurel Fork Donald Lyons, Sulphur Springs Greg Talley, Pipers Gap, Absent Greg Yonce, Town Council representative I. CALL TO ORDER-7:00 PM Mayor Greg Crowder called the meeting to order at 7:00 p.m. II. INVOCATION Councilman Ed Terry gave the invocation. III. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was recited in unison. IV. APPROVAL OF MINUTES A. January 13, 2025 On a motion by Barry Jessup and a second by Ed Terry, Council moved to approve the minutes of January 13, 2025, as presented. January 27th, 2025 Page 2 of7 VOTE: Barry Jessup = Aye Ed Terry = Aye Greg Yonce - Aye David Young = Aye V. JOINT PUBLIC HEARING Mayor Crowder asked Vice Mayor Ed Terry to open the joint public hearing to eliminate conflict of interest since this property in question is being conveyed to the new owner from the mayor. Vice Mayor Ed Terry opened the joint public hearing with the Hillsville Planning Commission regarding Tax Map 340-11-8, 1140 West Stuart Drive, Site Map. A. Tax Map 340-11-8, 1140 West Stuart Drive, Site Map There being no further comments, Vice Mayor Ed Terry closed the public hearing. The Sign-In Sheet for the Joint Public Hearing is attached herewith and made a part of these minutes. VI. CITIZENS TO BE HEARD There were no Citizens to be Heard. VII. TOWN MANAGER'S REPORT Copies of the Town Manager's confidential report were distributed to council prior to the meeting. Mrs. Surratt reported the only thing I have is that Chief Goad and I will be attending legislative week in Richmond and lobbying for a $750,000 budget amendment for our police department. So hopefully we can meet with people, and Senator Stanley has been pivotal in that, know mayor that you have worked with him, as well as Richard Krause, on getting that into budget. So hopefully it'll get passed, and we'll have $750,000 in direct funds" VIII. TOWN ATTORNEY'S REPORT Town Attorney Trent Crewe had nothing to add. IX. POLICE CHIEF'S REPORT Copies of the police report were distributed prior to the meeting. A copy is attached herewith and made a part of these minutes. Chief Shannon Goad did not have anything to add. X. REPORTS OF MAYOR AND COUNCIL Councilman Greg Yonce stated "It's been kind of quiet. I think it's been too cold and too snowy for people to complain too much. I was glad to see that there weren't very many January 27th, 2025 Page 3 of7 water leaks or water issues. Hopefully, some of the work that we're doing is doing this job and preventing that from happening. And just I want to thank the Planning Commission for all the hard work that they're doing here in the last several years, and Dr. Berry for his decades of dedication to the planning commission. And we'll get to recognize him here in a few minutes. But just want to thank everybody for being here tonight. Councilman Ed Terry stated "I'm just happy things are going smoothly. And did want to report that we had a small but enjoyable celebration of Vickie Yonce's retirement after 40 years of service to the to the town, and we also got to wish our most tenured councilman, Mr. Greg Yonce, a happy 60th birthday.' 1 Councilman David Young stated "Thank everybody that's here tonight. Appreciate all of y'all, the town workers and everyone. A lot of work coming up, lot of things coming up. Hope that the whole town follows with us and we continue all this." Councilman Barry Jessup stated "I just want to ditto what everybody else has said, and also we've had several pillars of the community pass away in the last couple of weeks, SO let's keep them in your thoughts and prayers. The last thing I got is keep Ed's family in your prayers" Mayor Greg Crowder stated "I'd like to also thank Vickie for 40 years. I was able to call during the retirement party and talk to all of them. Vickie put 40 good years in for the town. don't know if it's a record or not, but it's it is for Vickie. I don't know if anybody's worked here that long. What we're doing with the water system is working. How many times we have been close to zero degrees for almost a week and we did not have a major catastrophe, sO our works are starting to show with that." XI. UNFINISHED BUSINESS There was no Unfinished Business XII. NEW BUSINESS A. AUDIT PRESENTATION = JUAN GARCIA, HBC CPAS Juan Garcia stated "Good evening, I will be short and sweet this year. Seems like I'm here just last week, we got the audit done about two months earlier this year, thanks to management we had finals issued by the end of the year. We appreciate management getting us everything. You'll see a couple letters with the report. The first letter, which doesn't have a title on it just has a date in the top left-hand corner. This is what I call reverse engagement letter. Itjust basically outlines what our agreement was with you, and if we had any significant items or significant findings, which we did not. It has the miscellaneous adjustments that we didn't make on the last page, front and back. And you can see those are fine, really minor. We elected not to make those because they were in material. But we are obligated to let you, the council know. Now you go to the second letter. This is my independent auditor's report of recommendations that I have. We had a couple recommendations, but the biggest one is just continue using a consultant and get those controls in place to identify and record your accruals, which is accounts receivable, accounts payable, fixed asset items and debt. They do a good job. There's just some fine tuning that needs to be done, and we've discussed that management process in place SO that they can pick up everything next year and go by the standards, sO no issues. That's why it's in a separate letter. It's because they were minor issues and we didn't think it was significant enough to be putting it up there. Now go to the audit itself, go to the first letter, January 27th, 2025 Page 4 of7 which starts a couple pages deep. It is page one, but it starts a couple pages deep. This is an independent audit group report. You look at the second paragraph, it says, in our opinion, the financial statements referred to present fairly. So, this is a clean or unmodified opinion, which means the numbers in this report is good, sO you have no issues. You go to the second letter. This is the letter on your internal controls. This is also a clean letter. I'm not going to go through the entire report, I'm going to hit some highlights. Some highlights are that your total assets went from about 14 million up to about 15.3 million. The biggest part of that was increasing cash for the year, which was a result of the prior year, and ARPA money that you have received and have released. You look at your total liabilities, your total liabilities went last year from 2.7 million on the general fund down to 2.5 million, which that is a down payment, or a payment on your debt. So, you're 200,000 less than debt than you were last year. And then the water and sewer, for the most part, stay pretty much status quo, except this year, you had about a $7,000 loss on the water sewer. And in the previous year, ending June 30, 2023 you had about a $71,000 loss. So, it is closer to a net zero, which is where you want to be with this enterprise fund. You can definitely see the improvements that has been made.' Mr. Garcia then opened for questions council have on the audit report. Councilman Yonce asked if it is a clean report. To that Mr. Garcia answered "Yes, it's a clean opinion, clean report, positive cash flow, positive increase on your fund balance from the previous years. It sounds like you all done some good capital improvements, and it's showing for the town." Mr. Garcia then thanked the council and commented on how great the town team is and to not change a thing. B. CONSIDERATION OF APPROVAL OF SITE PLAN = TAX MAP #340-11-8, 1140 WEST STUART DRIVE Mayor Crowder asked Vice Mayor to once again precede over the following consideration of approval as to eliminate any opportunity for anyone to indicate a conflict of interest, since this property in question is being conveyed to the new owner from the mayor. Vice Mayor Ed Terry asked for a motion to approve site plan for Tax Map #340-11-8,which is the property on 1140 West Stewart Drive, On a motion by Barry Jessup and a second by David Young, Council moved to approve Tax Map #340-11-8, 1140 West Stuart Drive, Site Map VOTE: Barry Jessup = Aye Ed Terry = Aye Greg Yonce = Aye David Young = Aye C. VDOT - ADA PROJECT Lisa Hughes, an engineer for VDOT went before council, two other' VDOT engineers, Brad Phillips and Will Dotson. Ms. Hughes stated to council "I needed the team here to help make sure I explained this correctly to you. This summer, we're going to be repaving 52 we're going from Lyons circle to Morning View Heights. Now, when we repave and we use federal funds, we're required to begin planning and to reconstruct the pedestrian crossings to meet federal standards or make sure they're ADA compliant. And normally we'll do that in stages where we'll do it over a period of time, but I think there's probably sixi intersections in that strip that we need to look at, but we do have the funding now to improve three of January 27th, 2025 Page 5 of7 those crossings, and that work, we hope will take place March, April, May, ahead of the paving this summer. So, I did want to show the first one is at the courthouse. This is probably the most, simplest one that we have. We're just bringing the bump outs out about eight feet, sO there won't be any parking to the left of those crossings. It looks like it'll take about two parking spaces, one for each side SO Pedestrians will have a clear vision before they step out into traffic. Next is at Court Street. Same thing on 52 you'll see 52 going north, south. We're bumping out and painting across. The biggest change youl'll see on Court Street, is the curb and gutter are going to wrap around and it looks like it, it narrows in Court Street. But really we're maintaining 24 feet." Councilman Jessup questioned if that would be in front of the Diner and if it would take out any of those saces. Hughes replied "Yes. On that particular one, think would probably take four spaces. . Councilman Terry questioned if tractor trailer would still be able to get in and out. To that Hughes replied "that movement will accommodate box trucks, but it will not handle tractor trailers.' n Town Manager LeAnna Surratt then asked if restricted signage would be provided by the town or county. Hughes replied "No, we provide whatever signage we need to make this work. And also remember the steps on the north side of Court Street. We'll be taking those steps out and just making a consistent grade. The third side is at Carroll Street. Now also we assumed box trucks on Carroll Street. In this instance, I believe you'll be losing two spaces, and you'll see the hash down area to the north hardware. Hughes continued "typically, it takes us up to several years to be able to do these retrofits. But we were able to do three of these ahead of the schedule. Council questioned if this project was at any cost to the town. Hughes stated it is 100% federally funded and is mandated. Councilman Terry questioned "For lack of a better terminology, the hash marks, the stripes in the crosswalk. Will they be the same thing that we're used to presently?" To that Hughes replied "yes, VDOT will just pay for the reflective markings. Anything above that, for instances pavers, localities would absorb that additional cost." Councilman Yonce questioned if there will street closures on Main Street for this, or will they be able to route traffic? Hughes replied I'm sure it'il be lane closure, police, and flagging. One more thing wanted to mention, too, the signal down at 52 and 58 will be, rebuilt this summer. Poles and mast arms. And one thing that will change for that, we'll have flashing yellow arrow signals on three of the legs. This will help traffic move much smoother. D. RECOGNIZE DR BERRY'S OVER 40 YEARS OF SERVICE ON PLANNING COMMISSION Mayor Crowder stated "I'd like to recognize Dr Joe Berry over 40 years of service on the planning commission. Everybody, please give Joe a round of applause.' 33 Dr Berry stated "I was the second chairman. Velma Goad was number one chairman, and we spent most of our earlier time working on the zoning ordinances. We even met at night, two or three nights a month. Zoning ordinance got this thing started here. I hope it helped the town of Hillsville. I hope everything I did over the years helped. My daughter Susan is here, my daughter in law, Brianna Berry and my son, Jeffrey Berry. I'm happy to be here. I'd like to recognize all the members of the planning commission. You know, we've done a lot of good in the county, but we only work for you guys. I've been honored to serve the town of Hillsville. It's been a real pleasure. I kind of hated to leave, but really felt like I needed to stay home with my family and give somebody else a chance to do their thing. The Town Hillsville was kind of a sleeping town when I came, but I think you're a real dynamic town now, and that maybe I've contributed something to that.' " Council presented Dr. Berry with a service award. Dr. Berry's daughter accepted an award on behalf of her mother who January 27th, 2025 Page 6 of7 was unable to attend. Council presented Mrs. Berry with a certificate of appreciation for being an unwavering support to Dr. Berry's long hours of service to the town. E. PRESENTATION - Richard Edwards concerning The Story Tour event in April Mr. Edwards was unable to attend. Councilman Young stated a member of Richard's church reached out to him stating Richard had contacted her the night before and asked her to take his place, but she was uncertain of any details of the event Mr. Edwards was planning. She stated someone from the church will reach out to reschedule for another council session. F. CONSIDERATION OF ADDITION TO CODE = Article XXII Section 171-154 Solar Energy On a motion by Ed Terry and a second by Barry Jessup, Council moved to table the proposed addition to code - Article XXII Section 171-154 Solar Energy pending possible changes that need to be made to proposed article. VOTE: Barry Jessup = Aye Ed Terry - Aye Greg Yonce - Aye David Young - Aye G. CONSIDERATION OF STARTUP FUNDING APPLICATION PROCESS Town Manager LeAnna Surratt stated "what you have before you is an application for start up funding to accommodate new businesses who need to open a new water/wastewater account. We cannot waive their deposit, but by beginning this grant, we can give assistance to offset their startup costs." On a motion by Ed Terry and a second by Barry Jessup, Council moved to approve the proposed Startup Funding Appliçation Process VOTE: Barry Jessup - Aye Ed Terry - Aye Greg Yonce = Aye David Young = Aye H. BILL VOUCHER On a motion by Barry Jessup and a second by Ed Terry, Council moved to approve the proposed Startup Funding Application Process VOTE: Barry Jessup = Aye Ed Terry - Aye Greg Yonce - Aye David Young - Aye January 27h, 2025 Page 7 of7 XIII. ADJOURNMENT On a motion by Barry Jessup and a second by Ed Terry, the meeting was adjourned at 7:53 pm VOTE: Barry Jessup = Aye Ed Terry - Aye Greg Yonce - Aye David Young - Aye E0 EdTerry, Vice Mayor Tau Pigtt Valerie Padgett, Clerk of Council PUBLIC HEARING The Hillsville Town Council and Planning Commission will hold a joint public hearing to receive public comment concerning a site plan at 1140 Wést Stuart Drive, Tax Map #340-11-8. The hearing will be conducted at Hillsville Town Hall, 410 N. Main Street at 7:00 PM or shortly thereafter on Monday, January 27, 2025. Any person wishing to comment on this issue should do sO at the public hearing or priort to, in writing to Steven Bowman, Zoning Administrator, P.O. Box 545, Hillsville, VA 24343 or by e-mail engineer@townothillsville.com. Call 276-728-2128 with ques- tions. PUBLISH: 1-16, 1-23-25 259665 Public Hearing Sign In January 27, 2025 Concerning: Tax Map #340-11-8, 1140 West Stuart Drive, Site Map Note: Please provide clerk with copy of notes or speech prior to leaving the meeting. Name Subject Citizens To Be Heard Sign-in Sheet Date: January 27, 2025 SINCE 1878 Name Topic Police Report for Town Council Meeting January 27, 2025 Hillsville Police Department Activity Numbers for January 1-15, 2025 Reporting Activity Category Period Total Assist Motorists 9 Assist County 0 Assist Fire Department 0 Assist EMS 11 Assist Other Departments 4 Assist HPD Officers 9 Custody Orders 2 Detention Orders 1 Protective Orders 0 Criminal Investigations 0 Domestic Complaints 0 Accident Investigations 0 Follow-Up Investigations 10 Business Checks 488 House Checks 1 Welfare Checks 0 Community Engagement 114 Foot Patrols 8 Escorts 3 Service Calls (Other) 91 False Calls/Unfounded 4 DUI - Alcohol Arrests 0 DUI - Drugs Arrests 0 Drunk in Public Arrests 0 Criminal Arrests 5 Uniform Summons Issued Traffic 152 Traffic Stop Warnings 17 Uniform Summons Issued Littering 0 Unsecured Trash Warnings 0 Vehicles Observed Carrying Trash 10 January 1-15, 2025 Reporting Period & à a 3 € M N L 9 à 1 - W A à L 9 * a 8 6 * 2 a W 1 a * & s N 8 S a 38 ER yoe SKE e35 e 510 - ON un gas enis s - de hsd o 00 LL nanit ONO 00 : a B e 3 S 5 96 3 50 5 E 9 E a 8 € 2 I I 5 8 o I I I * 3 8 1 B 9 3 1 5 5 3 3 6. a -1 a 3 : a 5 # E a a 1 $ a I t 3 3 à 3 - & a € s 8 : - * N Sa sus - 8 Givodiau : a o : ny MSiOs $ 83 8 p013 ai e son 8 8 aone or na WE 51 susai onoa iso LONOO 5 a de - E & 2 6 e a 8 DS I I 4 e I t L: : 3 5 3 - 9 $ 4 5 a 4 a - 9 4 s 6 a 51 S e a 4 ! a I I 5 a ay C o * e a E 3 5 + . 1 :4 € - R a a L a - a C 0 % - a € S - a - 8 B 3 e wwW winio N d6 CAVOOTN 2001 131 fass 38 os e @ Eo 10 € : 6 df $. 3 € e E a B * o 889 - e 3 € € 5 I - & 9 I ! a S t 2 : 49 I 1 9 13 - D E I - 2 @ E 1 : U a - I 4 E - S d : t I I I8 a E 3 - 3 - à E - 5 a ) a oL - - - - - - a a E t Application for Startup Funding Town of Hillsville Business Development Initiative Maximum Award: $500 Applicant Information 1. Full Name(s) of Business Owner(s): o Name(s): o Telephone Number: , Email Address: ) Mailing Address: Physical Address: Bank Information: Business Information 1. Business Name: 2. Business Phone Number: 3. Business Email Address: 4. Business Mailing Address: 5. Business Physical Address: Funding Purpose Describe in detail what you will use the funding for (be specific): Eligibility Qualifications Applicants must meet the following qualifications to be eligible for startup funding: 1. Business must be located within the limits of the Town of Hillsville. 2. Business must have no outstanding fees with any local, state, or federal agencies. 3. Applicant and business must be in good standing with all permitting agencies. 4. If the applicant is not the property owner, a copy of the lease agreement must be submitted to confirm the business will remain in Town for at least two years. Requirements to Retain Funding 1. Business must remain operational within the Town of Hillsville for a minimum of two years. 2. Misuse of funds or false information provided in this application will result in a clawback of the awarded funds, and the Town reserves the right to pursue legal action to reçover the funds. Application Questions 1. Describe your business. Include how your business was started, why you are moving to Hillsville, your business strategy, and your one-year, three-year, and five-year goals: 2. Why is your business in need of this funding? 3. How will this funding help your business succeed? 4. What specific challenge(s) will this funding help you overcome? 5. What impact will your business have on the Town of Hillsville community? 6. If awarded, how will you ensure your business remains operational for at least two years? 7. How will your business be involved in the community? Examples include participation in Safe Halloween, Christmas, and other events, or sponsoring free downtown activities: Signature certify that all the information provided is true and correct to the best of my knowledge. I understand the eligibility and funding requirements and agree to comply with all terms. Applicant Signature: Date: Score Sheet for Evaluation Committee Criteria Score Range Score Comments Completeness of Application 0-10 Business Description & Goals 0-20 Clarity of Funding Purpose 0-20 Community Impact 0-20 Feasibility of Business Plan 0-20 Applicant's 0-10 Qualricationsy/Pxpenence Total Score: /100 Recommendation: Approve Full or Partial Funding & Amount: D Deny: D Committee Members: 1. Council Member: 2. Town Employee Representative: 3. Respected Resident/Business Owner: Comments/Notes: