TOWN OF SOUTH BOSTON REGULAR MEETING MINUTES MONDAY DECEMBER 9, 2024 0 ou ndustry Est. 188 VCIN ININ COUNCIL CHAMBERS 420 MAIN STREET SOUTH BOSTON, VA 24592 CALL TO ORDER AND INVOCATION Mayor Edward Owens called to order a regular South Boston Town Council meeting at 7:00 pm on December 9, 2024. ROLL CALL Present: Mayor Edward Owens, Vice Mayor Robert Bob Hughes, Councilman Joseph Chandler, Councilwoman Barbara Speece, Councilman Brian Burton, Councilman Tommy Elliott, Councilwoman Sharon Harris Absent: None Also Present: Town Manager Matthew Candland, Assistant Town Manager Dennis Barker, Town Clerk Sarah Lowe, Finance Director Danyell Duncan, Police Chief Ronnie Edmunds, Fire Chief Steve Phillips, Recreation Director Matthew McCargo, Public Works Director John Hatcher APPROVAL OF MINUTES Councilwoman Speece identified two errors on the November 12, 2024 meeting minutes. First, it was not noted in the approval of minutes section that corrections had been made to the October 15, 2024 meeting minutes. Additionaly, on page 445, the signature line should have read "Vice Mayor Robert Bob Hughes" instead of "Mayor Edward Owens". On Councilman Chandler's motion, seconded by Councilwoman Harris, the meeting minutes from the Town 438 Council's regular meeting on November 12th, 1 2024 have been approved with the corrections made. APPROVAL OF THE CONSENT AGENDA The December 9, 2024 meeting agenda was approved on motion of Vice Mayor Hughes, seconded by Councilwoman Speece. AGENDA 1. VDOT STARS STUDY- RICK YOUNGBLOOD Town Manager Matthew Candland introduced Mr. Rick Youngblood from VDOT, who presented on the Route 58 study. Mr. Youngblood outlined the corridor's safety concerns, particularly at the 501/58 intersection, and its importance as a statewide commuter route with potential for development. The study will focus on safety, capacity, and operations, including intersection improvements. He discussed the stakeholders, funding sources, and data on accidents, speed issues, and flooding. The study will propose solutions for safety and efficiency, incorporating public engagement and Smart Scale funding. Mayor Owens inquired about the council's endorsement, and Mr. Youngblood confirmed it was an informational presentation. A motion was made by Vice Mayor Hughes and seconded by Councilwoman Harris to approve the Town Manager signing off on participation in the study. 2. TOWN HALL REPORT- JEFF BOND Mr. Jeff Bond from Solex Architecture presented the evaluation report for the town hall, a building constructed around 1910 with multiple uses and modifications. He outlined three improvement options: structural and electrical upgrades, creating a main entry point, and incorporating the second floor. Cost estimates were provided, with the comprehensive renovation being the highest. Council members discussed the availability of land behind the town hall for additional space. Mayor Owens inquired about the building's eligibility for historic tax credits, and Mr. Bond confirmed it qualifies for state and potentially federal credits. The council agreed to review the report and consider the improvement options. 3. BID TO PURCHASE PRN 1461 CURRENTLY OWNED BY THE TOWN The Town of South Boston received one bid in the amount of $1,000 from Mr. Daniel Crosby for PRN 1461. On motion of Councilwoman Speece, seconded by Councilman Chandler the purchase of PRN 1461 was approved in the amount of $1,000. 4. APPROVAL OF THE 2025 HOLIDAY CALANDER 439 The proposed 2025 holiday schedule was presented to Council. The schedule was reviewed and aligned with the state and federal holiday calendar. Council discussed the proposed dates and their potential impact on operations. After consideration, Council adopted the schedule as presented. On motion of Counciwoman Harris, seconded by Councilman Burton, voting aye: Speece, Chandler, Hughes, voting nay: Elliott 5. APPROVAL OF THE 2025 TOWN COUNCIL MEETING SCHEDULE On motion of Councilman Burton, seconded by Councilman Chandler the 2025 Town Council Meeting Schedule was approved 6. FINANCIAL REPORT Finance Director Danyell Duncan presented the council with a financial report for October 2024. Copies of the report are available at the Clerk's office and online. The revenues are currently at $4,614,330, 92% of the budget. Expenditures were at $436,043 at a 29.73% to budget. 7. TOWN MANAGER UPDATES Town Manager Matthew Candland provided updates on several recent events. The Christmas Parade on Saturday night was a success, with great weather and strong attendance. The second public workshop for the Riverdale area, held on November 25th, also had good participation, and a concept plan for Council' 's consideration is expected by February. The Christmas luncheon for employees and local officials had a great turnout and was appreciated by all who attended. Additionally, Mr. Candland reported that the Poplar Creek development is now complete, with all physical improvements finished, though some paperwork remains. All these efforts have been well-received, and the town continues to move forward with ongoing projects. 8. CITIZEN'S COMMENTS None 9. Closed session to discuss personal matters On the motion of Councilwoman Harris, seconded by Councilman Burton, the Council voted unanimously to convene in close session under the Virginia Freedom of Information Act to discuss, consider, or interview prospective candidates for employment, assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body which is allowed under Virginia Code 52.2-3711(A)(1) Voting Aye: Hughes, Chandler, Elliott, and Speece, Absent and Not Voting: none Councilman Elliott, seconded by Councilman Chandler, moved that the members of the Council certify that, to the best of their knowledge, (1) only public business matters that 440 are lawfully exempt from open meeting requirements under the Virginia Freedom of Information Act were discussed; and (2) only the public business matters identified in the motion that convened the closed meeting were heard, discussed, or considered by the Council during that meeting. On the motion of Councilwoman Harris, seconded by Councilwoman Speece, the Council voted unanimously to return to open session. Burton, Chandler, Elliott, Hughes voted aye, absent and Not Voting none. Mayor Edward Owens Attest: Sarah Lowe, Clerk of Council 441 Resolution Honoring Vice Mayor Robert Bob Hughes WHEREAS, Vice Mayor Robert "Bob" Hughes has served the Town of South Boston with dedication, integrity, and distinction for the past twelve years, offering exemplary leadership and tireless commitment to his community; and WHEREAS, during his tenure, Vice Mayor Hughes consistently demonstrated a passion for improving the lives of residents, promoting growth, fostering collaboration, and ensuring that the needs and concerns of the citizens of South Boston were heard and addressed; and WHEREAS, Vice Mayor Hughes has played an instrumental role in advancing local projects and initiatives that have strengthened the town's economy, enhanced public services, and enriched the lives of its residents; and WHEREAS, his leadership was characterized by his fairness, thoughtful decision-making, and a deep sense of responsibility for the welfare of South Boston's people; and WHEREAS, Bob Hughes' efforts have not only had a lasting impact on South Boston, but he has also earned the admiration and respect of his colleagues, community members, and fellow public servants; and WHEREAS, his retirement marks the end of an era of service to the Town of South Boston, and his legacy of leadership, public service, and civic duty will continue to inspire future generations. NOW, THEREFORE, BE IT RESOLVED that the Town of South Boston, through its elected officials and citizens, extends its deepest gratitude and heartfelt appreciation to Vice Mayor Robert "Bob" Hughes for his 12 years of service and dedication to the community; and BE IT FURTHER RESOLVED that the Town of South Boston wishes Vice Mayor Hughes all the best in his retirement, with the hope that he enjoys good health, happiness, and time to reflect on the countless positive changes he has helped bring to the community; and BE IT FINALLY RESOLVED that this resolution be spread upon the official records of the Town of South Boston as a lasting tribute to Vice Mayor Robert "Bob" Hughes for his extraordinary service and commitment to the citizens of South Boston. Adopted this 13th day of January, 2025 Mayor Edward Owens Agenda Summary Mayor and Town Council Meeting January 13, 2025 Agenda Item: South Boston Police Department recognition to Caleb Fox Prepared by: Clinton Mann, Captain Attachments: N/A Background/Amalysis The South Boston Police Department and Halifax Commonwealth Attorney would like to present Caleb Fox with a plaque for his bravery. Fox worked at the Dollar General Store in Halifax Square when a female customer entered the store and was followed by her ex-boyfriend on June 4, 2023. The ex-boyfriend begân assaulting the female when Caleb intervened. As ai result, Caleb received multiple stab wounds from the ex-boyfriend and potentially saved the life of the female. Fiscal Impact/Sources: N/A Alternatives: N/A Recommendation: N/A Agenda Summary Mayorand Town Council Meeting January 13, 2025 Agenda Item: Public Hearing-FY: 2024/2025 Budget Amendment Prepared by: Danyell Duncan, Finance Director Attachments: Copy of Public Hearing Ad Background/Analysis: An amendment to the FY 2024-2025 budget is necessary to account for $1,946,216.00 for the Merrit Hill Stormwater Project and Popular Creek Project. The Merrit Hill project was initially budgeted in FY 2023-2024 but was not completed. Approximately $920,000 remained unspent and will be rolled over into the current budget. Funding Sources: 0 Unspent FY 2023-2024 project funds ($920,000) 0 Accrued ARPA interest from a CD held at Carter Bank and Trust o VDOT Revenue Sharing Program contributions: S One project requires a 40/60 match S One project requires a 50/50 match o Estimated total from VDOT Revenue Sharing Program: $700,000 Fiscal Impact/Sources: The proposed budget amendment ensures adequate funding for these projects while utilizing rollover funds, ARPA interest, and matching funds from VDOT Revenue Sharing. Alternatives: Delay or modify the amendment for further review. Recommendation: Approve the proposed budget amendment as presented. TOWN OF SOUTH BOSTON PUBLIC HEARING AMENDMENT OF FISCAL YEAR 2024-2025 BUDGET Please take notice that on Monday, January 13, 2025, at 7:00 p.m., the South Boston Town Council will receive public comments on proposed amendments to the Town's cur- rent fiscal year 2024-2025 budget. The meeting will take place at Council Chambers, 420 Main Street, South Boston, Virginia. The proposed budget amendment includes adjustments to revenues and expenditures across several categories. Revenue Enhancements: VDOT Revenue Sharing Grant: $700,000.00 (Merrit Hills and Wilborn Avenue Project) CDBG Grant: $276,216.00 (Poplar Creek Project) Rollover Funds: $900,000.00 (Additional funds needed for the Merrit Hills and Wilborn Avenue Project; prior-year project did not start) ARPA Interest: $70,000.00 Note: All the listed revenue enhancements have been allocated to specific expenditures. Expenditures: Stormwater Projects: $1,670,000.00 (Merrit Hills and Wilborn Avenue) Poplar Creek Project: $276,216.00 The total adjustments for the Town of South Boston's Fiscal Year 2024-2025 budget are $1,946,216.00 in revenues and expenditures. This reflects balanced adjustments to ac- count for the specified enhancements and projects. The Town Council invites the public to attend and provide comments on these proposed amendments. Further details concerning the proposed budget amendment are available from the Office of the Town Manager during regular business hours. Agenda Summary Mayor and Town Council Meeting January 13, 2025 Agenda Item: Healthy Harvest Community Garden (HHCG) Year End Review Prepared by: Wendy Crews Attachments: PowerPoint Presentation Background/Analysis: The HHCG grows and distributes produce for those who otherwise may not have access to affordable, nutritious food. The HHCG represents a collaboration among individual volunteers and organizations to enhance the general health ofthe community by sharing the harvest, enabling recipients to enjoy fresh, wholesome food and by providing opportunities to learn about health and wellbeing. The HHCG is a nonprofit public charity. Fiscal Impact/Sources: The HHCG depends on community contributions, sponsorships, grants, and fund-raising events to continue operations. Alternatives: N/A Recommendation: In order to be successful in 2025, we would like to ask the Town Council to approve a donation of $6,000 to fund the 2025 HHCG internship program. Agenda Summary Mayor and Town Council Meeting January 13, 2025 Agenda Item: South Boston Police Department Santa Cops Program Prepared by: Clinton Mann, Captain Attachments: Power Point Presentation Sackground/Analysis: Santa Cops started for the South Boston Police department in 2019. Santa Cops helps around 300 children in the Town of South Boston receive items for Christmas such as winter clothes, toys, bikes etc. This is all done by donations made from businesses and individuals that live in the Town of South Boston. Santa Cops receives a lot of positive feedback from the businesses and individuals that donate, and they look forward to it each year. Fiscal Impact/Sources: N/A Alternatives: N/A Recommendation: N/A Agenda Summary Mayor and Town Council Meeting January 13, 2025 Agenda Item: Downtown South Boston Farmers Market Annual Report Prepared by: Melissa Nelson, Market Manager Attachments: Power Point Presentation Background/Amaysis: The Downtown South Boston Farmers Market is a nonprofit 501- c3 market, located at 300 Broad Street, South Boston, Virginia. The market is located between Main Street and Broad Street providing the open-air market setting with an excellent access from the area's busiest streets. We are a community of farmers, growers and crafters who love what we do. Since 1987, the Market has created an equal opportunity for local farmers, artisan vendors, and crafters to display and sell their products to the local community and surrounding areas. The community welcomes our vendors through generous financial support and sponsorship by local businesses. We strive to provide an interactive market where vendors find a welcoming venue to sell their products and enjoy support from the community and surrounding areas.The market is open Mid March - December 8:00 AM - 1:00 PM and on Wednesdays May August 3:00 PM- 7:00 PM. Fiscal Impact/Sources: N/A Alternatives: N/A Recommendation: N/A Agenda Summary Mayorand Town Council Meeting January 13, 2025 Agenda Item: Resolution for purchase ofTown land, PRN: 1461 adjacent to College Street Prepared by: Hope Cole, Planning & Zoning Attachments: Resolution, tax card for PRN 1461 Background/Amalysis: The Town received a letter from Mr. Crosby stating that he was the owner ofPRN 1462 on College Street and he would like to purchase the 10 foot lot PRN 1461 that was adjacent to him. The lot has an assessed value of$1,000. Council had a Public Hearing on November 12, 2024. Council agreed to sell the property, they set ai minimum bid at $1,000. The Town took sealed bids. Mr. Cosby had the winning bid. Fiscal Impact/Sources: $1,000 for the lot and taxes on a new home. Alternatives: Oppose resolution to sell PRN:1461 Recommendation: Approve resolution to sell PRN:1461 AI RESOLUTION OF THE TOWN OF SOUTH BOSTON, VIRGINIA, TO SELL PRN 1461 (LOCATED ON COLLEGE STREET) TO DANIEL CROSBY Whereas, the Town of South Boston is the owner of property known as Parcel Identification Number (PRN) 1461, located on College Street, South Boston, Virginia; (the "Property") Whereas, Daniel Crosby has expressed interest in purchasing the Property and has made an offer to the Town of $1,000, which is the tax assessed value of the Property; Whereas, the Town has reviewed the offer and determined that the sale of the Property to Daniel Crosby is in the best interest of the Town, and that the sale price is fair and reasonable; Whereas, the Town has complied with all applicable laws and regulations regarding the sale of Town-owned property, including the requirements of the Virginia Code, particularly Virginia Code S 15.2-1800 (regarding the sale of property by localities), and any necessary public notice and hearings as outlined in Virginia Code S 15.2-1801; Now, Therefore, Be It Resolved by the Town Council of the Town of South Boston as follows: Section 1: The Town Manager is authorized to execute all documents and take all necessary actions to effectuate the sale of the Property to Daniel Crosby for the purchase price of $1,000, including but not limited to the deed of conveyance and any other required paperwork. Section 2: That the Clerk of Town Council is directed to deliver a certified copy of this Ordinance for filing and recordation in the land records of the Circuit Court of Halifax County, Virginia. Adopted by the Town Council of South Boston, Virginia on this 13th day of January, 2025. STATE OF VIRGINIA County of Halifax The foregoing was acknowledged before me this day of 2025 by. Edward Owens, Mayor, and Sarah Lowe, Clerk of Council, for the Town of South Boston, Virginia on behalf oft the Town of South Boston. (seal) Notary Public Registration Number: My Commission Eapires: - 5 - e - 3 0 ) 0 0 0 8 3 - / o o 0 0 o 0 - - - # 3 - f > A RESOLUTION OF THE COUNCIL FOR THE TOWN OF SOUTHBOSTON, VIRGINIA, PROPOSING AN AMENDED BUDGET FOR THE TOWN OF SOUTH BOSTON AND TO MAKE APPROPRIATION FOR THE AMENDMENT OF CURRENT EXPENSES AND REVENUES OF THE TOWN OF SOUTH BOSTON FOR THE FISCAL YEAR BEGINNING JULY 1, 2024, AND ENDING JUNE 30, 2025 WHEREAS, a proposed amended balanced budget setting forth the revenue and expenditures for the Town of South Boston was prepared and submitted to the Town of South Boston Council on January 13, 2024, and WHEREAS, a public hearing was held on January 13, 2025, per Sections 15.2-2504, 15.2-2507, and 15.2-1427 of the Code of Virginia as amended, concerning the amendment of the Town of South Boston Fiscal Year 2024-2025 budget as further set forth herein; and WHEREAS, the first reading of the amended resolution was heldi by the Council of the Town of South Boston on January 13, 2025 WHEREAS, the proposed amendments included additions to grant revenue, interest on ARPA funds, and rollover of funds from the prior year. The general fund budget amendment will increase budget expenditures and offset revenues by 1,946,216.00. WHEREAS, the following amended proposed for the 2024-2025 fiscal year amended budget: GENERAL FUND REVENUE SOURCE VDOT REVENUE SHARING GRANT: $700,000 CDBG GRANT: $276,216.00 ROLLOVER FUNDS $900,000.00 ARPA INTEREST: $70,000 TOTAL $1,946,216.00 GENERAL FUND EXPENDITURES STORMWATER PROJECT $1,670,000.00 POPULAR CREEK PROJECT $276,216.00 TOTAL $1,946,216.00 NOW THEREFORE IT BE ORDAINED, By the Council of the Town of South Boston, pursuant to Section 15.2-2507, et seq. of the Code of Virginia, 1950, as amended, the following: The General Fund will be increased by $1,946,216.00 as set forth. BE IT FURTHER ORDAINED that this Resolution of the amended budget shall take effect on January 13, 2025. CERTFICATE This resolution was adopted on the first reading on January 13, 2025, to take effect on January 13, 2025, pursuant to Code of Virginia 1950, as amended, Section 15.2-2507; any local governing body Finance Director's Report November 2024 General Fund Report: Target 42% Original Budget Amended Budget Year-To-Date Percentage Revenues 14,921,634 6,556,222 43.94% Expenditures 14,921,634 5,575,879 37.37% Difference 980,343 6.57% Cash Operating General Fund (1,021,805) Activity Balance Year-To-Date 6,872,983 Tax Comparison Report Target 42% Nov-24 Financial Report TAX BUDGET EOY Revenue YTD Monthly % Budget 2025 Local $625,000 $301,593 48.3% 2024 Sales $610,000 $684,640 $223,776 36.7% 2023 Tax $500,000 $629,541 $252,874 50.6% 2022 $450,000 $556,094 $225,322 50.1% 2025 Consumer $400,000 $146,728 36.7% 2024 Utility $400,000 $356,218 $150,798 37.7% 2023 Tax $390,000 $395,415 $165,303 42.4% 2022 $390,000 $395,216 $169,796 43.5% 2025 Telecom $400,000 $127,433 31.9% 2024 Tax $415,000 $393,805 $129,566 31.2% 2023 $425,000 $414,224 $173,400 40.8% 2022 $440,000 $426,605 $177,534 40.3% 2025 Occupancy $375,000 $180,231 48.1% 2024 Tax $295,000 $377,556 $174,194 59.0% 2023 $215,000 $324,740 $149,586 69.6% 2022 $205,000 $230,000 $105,833 51.6% 2025 Meals $2,350,000 $1,130,863 48.1% 2024 Tax $2,200,000 $2,533,565 $1,050,661 47.8% 2023 $2,000,000 $2,319,401 $903,163 45.2% 2022 $1,804,000 $2,096,251 $858,346 47.6% Finance Director's Report November 2024 Target 42% Delinquent Tax Collections Report as of November 30, 2024 Budget Collected YTD %Budget Delinquent Personal Property 35,000 11,488.74 32.8% Delinquent Real Estate 35,000 15,545.19 44.4% Delinquent Mobile Homes 50 671.77 1343.5% Penalties - Taxes 22,000 5,885.82 26.8% Interest - All Taxes 15,000 7,149.84 47.7% Vehicle Registration Fee 19,000 11,926.95 63% Totals 126,050 52,668.31 42% Selected General Fund Revenues Budget 11/30/2024 Percentage Categorical Aid 4,279,053 1,857,227 43.4% Current Real Estate 1,382,000 846,353 61.2% Current Personal Property 900,000 636,108 70.7% Cigarette Tax 100,000 43,844 43.8% Vehicle Registration Fee 120,000 58,259 48.5% S - S S S 3 S S S S S S 3-