TOWN OF SOUTH BOSTON REGULAR MEETING MINUTES MONDAY MARCH 10, 2025 - OU dus Est. 1884 TIDCIN 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 March 10, 2025. ROLL CALL Present: Mayor Edward Owens, Vice-Mayor Sharon Harris, Councilman Tommy Elliott, Councilwoman Barbara Speece, Councilman Brian Burton, Councilwoman Tina Younger Absent: Councilman Joe Chandler Also Present: Town Manager Matthew Candland, Town Clerk Sarah Lowe, Finance Director Danyell Duncan, Police Chief Ronnie Edmunds, Fire Chief Steve Phillips, Recreation Director Matthew McCargo APPROVAL OF MINUTES On Councilman Elliott's motion, seconded by Councilwoman Younger, the meeting minutes from the Town Council's regular meeting on February 10, 2025, have been approved. APPROVAL OFTHE CONSENT AGENDA The March 10, 2025, meeting agenda was approved on motion ofCouncilwoman Speece, seconded by Councilman Elliott. AGENDA 1. LAKE COUNTRY PRESENTATION 459 Marvalene Johnson, President and CEO of] Lake Country Area Agency on Aging (LC Triple A), outlined the agency's services for older adults and disabled individuals, including in-home care, adult day healthcare, nutrition services, and more. She highlighted financial challenges, particularly in transportation, and discussed efforts to secure adequate funding. Crystal Washburn, Finance Manager, and John Daniel, Finance Consultant, emphasized the need for increased funding due to rising operational costs. The transportation program's budget is $733,908, with $394,000 ofi it as the non-federal share. LC Triple A is requesting an additional $31,000 from the Town of South Boston. The presentation concluded with a call for continued support from local municipalities and the community. 2. RIVERDALE AREA MASTERPLAN Chad Neese, Senior Planner and GIS Specialist with the South Side Planning District Commission, provided an overview oft the Riverdale Area Redevelopment Project. The town successfully secured grant funding from FEMA to purchase properties and demolish structures in the floodplain. Neese highlighted the limitations on what could be built due to the funding conditions, emphasizing the importance of low-maintenance, natural green spaces. The community has expressed interest in walking and biking trails, landscaping, and preserving natural areas. The conceptual plan includes features such as a tree-lined corridor, pedestrian improvements, potential pedestrian bridge, and space for historical exhibits. The layout also reflects community feedback for passive recreation, with green spaces, trails, and a shelter for small events. Neese discussed the next steps, including gathering further community feedback, refining the vision, and coordinating with agencies like VDOT. The project will proceed once conceptual approval is secured from the Council and Planning Commission. 3. DESTINATION DOWNTOWN SOUTH BOSTON ANNUAL UPDATE Tamyra Vest presented to council an update on the ongoing efforts to revitalize the downtown area and the significant role small businesses play in the health and well-being ofthe community. She emphasized that while technology has made it easier for people to stay connected, many still seek face-to-face interactions and gathering spaces, making the community's support oft these spaces crucial. A key achievement highlighted was the Entrepreneur Assistance Program, funded by a $100,000 grant, which provided mentoring and grants to local businesses, resulting in increased sales, job retention, and several facade improvements. Tamyra also discussed the importance ofs storytelling in communicating the progress of these initiatives and the need to improve awareness of downtown development projects. In addition, she provided updates on various grants currently being pursued, upcoming community events, and the arrival of new businesses, such as Cup of Joe Coffee and the South Boston Arts Collective. She concluded by encouraging continued support for local businesses, stressing that even small local purchases make a big impact on the community. 460 4. WESTSIDE REDEVELOPMENT EVALUTION OF BIDS AND APPROVAL OF AWARD On motion ofCouncilman Burton, seconded by Vice Mayor Harris the bid was awarded to Virginia Carolina Paving Company in the amount of $4,217,672.00 5. FINANCE REPORT Finance Director Danyell Duncan presented the January 2025 financial report to the Council, highlighting the town's fiscal status with detailed figures. The report, now accessible at the Clerk's office and online, shows that the town set both its revenue and expenditure budgets at $16,867,850 for the year. To date, revenues have reached $9,380,541.37, representing 55.61% oft the budgeted figure. Expenditures stand at $8,181,351.75, accounting for 48.50% of the planned spending. Key sources of revenue include local sales tax, utility tax, telecom tax, occupancy tax, and vehicle registration fees. Currently, the town is diligently working on crafting a balanced budget for the next fiscal year, aiming to have it ready for presentation soon. 6. TOWN MANAGER UPDATES Matthew Candland, Town Manager, provided several updates, including a productive Town Council retreat last week, with a summary document to be shared soon with Council and posted online. The budget process continues, with a proposed budget expected soon. The Randolph Hotel project is progressing, with a notice to proceed expected this month. The town is also out to bid for asphalt work at Harris Park, with hopes it will stay within budget. Future improvements will include playground equipment and a pavilion, but the current bid is for asphalt and earthwork only. 7. CITIZEN'S COMMENTS None 8. CLOSED SESSION On the motion of Councilman Elliott, seconded by Vice Mayor Harris, the Council voted unanimously to convene in closed session under the Virginia Freedom of Information Act to discuss the acquisition of real property for public purposes, or the disposition of publicly held property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy ofthe public body, as allowed under Virginia Code $2.2-3711(A)(3). Voting Aye: Burton, Elliott, Younger, and Speece. Absent and Not Voting: Chandler. On the motion ofCouncilman Elliott seconded by Councilwoman Speece, the Council voted unanimously to return to open session. Voting Aye: Burton, Harris, and Younger Absent and Not Voting: Chandler. 461 On a motion ofCouncilwoman Elliott, seconded by Councilman Burton, Council certified by the following vote: Harris, Speece, Younger Opposed: None; Absent/Not Voting: Chandler), that to the best of each Council member'sk knowledge, only public business matters lawfully exempted from the open meeting requirements oft the Virginia Freedom ofInformation Act and identified in the Motion convening the closed session were heard, discussed or considered in the closed session. After returning to open session, Mayor Owens made the decision to dissolve the standing committees board that had been reappointed at the February 10th regular Council meeting. This action was taken following a review and consideration ofthe current committee structure. There being no further business, the meeting adjourned. Mayor Edward Owens Attest: Sarah Lowe, Clerk of Council 462 Agenda Summary Mayor and Town Council Meeting April 14, 2025 Agenda Item: Proposed Riverdale Master Plan Adoption Prepared by: Matthew Candland, Town Manager Attachments: Proposed Master Plan Document, PowerPoint Presentation from March Council Meeting Background/Analysis: The Town began the master planning process last November when it held a public workshop that was facilitated by Mr. Chad Neese from the Southside Planning District Commission. A second public workshop was held later that same month. Both workshops had good attendance with many attendees actively participating. This past February Mr. Neese forwarded the proposed master plan to Town staff for its review. This draft was sent to the Mayor and Town Council for its initial review and comment. Mr. Neese then presented the proposed master plan at the March Town Council meeting. While the public provided many excellent ideas during the workshops, it became clear that the periodic flooding presented real challenges with placing buildings and other improvements in the Riverdale area. Additionally, Mr. Neese reminded us that FEMA, who provided the grant funds that allowed for the acquisition and demolition of the former buildings, required us to refrain from placing certain structures and other improvements in the flood plain. We have now reached the point at which Town Council can decide whether it would like adopt this master plan, revise it or simply reject it. Adopting the master plan would allow staff to begin seeking out grant funding for certain improvements. Fiscal Impact/Sources: No impact for adopting the master plan. The implementation of the master plan will have associated costs depending actual projects undertaken. Alternatives: Do not adopt of the proposed master plan and either revise and adopt a different plan or do no plan at all. Recommendation: Approve the proposed master plan L - T 09e9 pi nI8 UZ/ZI/6 ajea Aabeuur auoia 10S - 1 2 a 4 % - a S3S - B E B 3 5 - * - 0 a - - A - a - A - - 3 E Agenda Summary Mayorand Town Council Meeting April 14, 2025 Agenda Item: Budget Amendment 250K Prepared by: Assistant Town Manager Dennis W. Barker Attachments: N/A Background/Analysis: The two-way traffic conversion project for downtown is underway. To date, the Virginia Department of Transportation (VDOT) has completed portions of the engineering services needed as well as mapping existing utility infrastructure lines throughout our downtown. This project is funded via two grants from VDOT's Revenue Sharing and Smart Scale programs, in partnership with a Town contribution. Under this arrangement, VDOT will provide approximately $9 million for this project and the Town approximately $1 million. Town staff originally presented the potential for VDOT grant funding for this project at a Town Council meeting on October 10, 2023. The objective ofthe two-way traffic conversion was to further assist in the revitalization of our downtown. Over the past few decades, historic downtowns, like South Boston, throughout the United States have been converting one-way streets to two-way in an effort to promote business activity and pedestrian safety. The VDOT grant approval process required a public comment period with two open public forums being held with VDOT, Town representatives and the public. Those were held on January 18 and May 13 of2024. Public comments were taken and helped to craft a final plan which was approved by the Council on June 10, 2024. VDOT then sent out letters about the project to neighboring property owners and Town officials, one on September 3, 2024, and the other on March 3, 2025; providing resources for information on this project and means for providing additional feedback. The requested budget amendment is the Town's portion ofthe Smart Scale program grant funding. These funds have already been approved to be paid but the progress of the project has proceeded sooner than anticipated. VDOT is requesting these funds be paid this fiscal year. Fiscal Impact/Sources: Capital Improvement Project / Town funding Alternatives: N/A Recommendation: Approve the proposed budget amendment Agenda Summary Mayor and Town Council Meeting April 14, 2025 Agenda Item: First Reading of the Proposed FY 2025-2026 Budget Prepared by: Matthew Candland, Town Manager Attachments: Proposed FY 2025-2026 Budget document Bachground/Analysis: The proposed budget is in balance and does not include a tax increase. A few highlights of the proposed budget include: Funding for 1 new fire fighter 2nd payment to VDOT for the Two-Way Traffic conversion project. 3 new police cars - consistent with our replacement schedule 1 new Parks and Recreation pickup truck $150,000 toward the completion of Harris Park $25,000 for needed repairs to the Cotton Mill Tower Estimated merit increases for FY 26 Improvements in our communication efforts with our Town residents, including (1) semi-annual paper newsletter, (2) digital notification system for regular information and (3) digital emergency notification system An increase of 7.2% in our health insurance premium Upgrades to our IT system and security A $125,000 contingency line-item for the overall budget A new section of the budget called "VDOT Street Maintenance" to provide enhanced accountability for the funds we receive from VDOT. It is anticipated that a public hearing will be held at the May Town Council meeting at which time the budget could be approved. If May proves to be too soon, then adoption would occur at the June meeting. Fiscal Impact/Sources: N/A Alternatives: Make changes to the proposed budget Recommendation: Begin review of proposed budget Finance Director's Report February 28, 2025 Target 66% February Delinquent Tax Collections Report as of Feb 28, 2025 Budget Collected YTD %Budget Delinquent Personal Property 35,000 30,053.22 85.9% Delinquent Real Estate 35,000 38,370.74 109.6% Penalties Taxes 23,000 20,211.78 87.9% Interest - All Taxes 15,000 16,492.10 109.9% Vehicle Registration Fee 19,000 19,010.00 100% Totals 127,000 124,137.84 98% Finance Director's Report February 28, 2025 General Fund Report: Target 66% Amended Budget Original Budget Year-To-Date Percentage Revenues 16,867,850 14,921,634 10,642,546 63.09% Expenditures 16,867,850 14,921,634 9,158,053 54.29% Difference 1,484,493 8.80% Tax Comparison Report Target 66% Feb-25 Financial Report TAX BUDGET EOY Revenue YTD Monthly % Budget 2025 Local $625,000 $489,560 78.3% 2024 Sales $610,000 $684,640 $458,524 75.2% 2023 Tax $500,000 $623,141 $623,141 124.6% 2022 $450,000 $549,041 $351,299 78.1% 2025 Consumer $400,000 $241,582 60.4% 2024 Utility $400,000 $395,415 $241,217 60.3% 2023 Tax $390,000 $395,415 $195,852 50.2% 2022 $390,000 $398,841 $200,600 51.4% 2025 Telecom $400,000 $257,177 64.3% 2024 Tax $415,000 $393,805 $262,024 63.1% 2023 $425,000 $416,693 $207,800 48.9% 2022 $440,000 $426,919 $214,030 48.6% 2025 Occupancy $375,000 $257,115 68.6% 2024 Tax $295,000 $377,556 $260,863 88.4% 2023 $215,000 $324,739 $176,698 82.2% 2022 $205,000 $230,533 $123,271 60.1% 2025 Meals $2,350,000 $1,785,568 76.0% 2024 Tax $2,200,000 $2,533,565 $1,618,457 73.6% 2023 $2,000,000 $2,319,401 $1,078,972 53.9% 2022 $1,804,000 $2,096,251 $1,052,306 58.3%