Regular Council meeting March 11th, 2025 REGULAR COUNCIL MEETING TOWN OF SALTVILLE, VIRGINIA MARCH 11TH, 2025 AT 7:00 P.M. The regular meeting, of the Saltuille Town Council was held on March 1th, 2025 at 7:00 p.m. in the Town Hal. Council Members Present: Mayor Cheri Fullen Suzanne Abramson, Council Member Ryan Comer, Council Member Thomas Dickerson, Jr., Council Member R.8. Henderson, Council Member Cary Sauls, Council: Member Council Member(s) Absent: Eugene Call, Council Member Staff for the Town: Cecile Rosenbaum, Town Manager Tammy M. Woodward, Deputy Clerk-Treasurer Hunter Gregory, Director of Public Works Steue McVey, Assistant Chief of Police Paul Cassell, Town Attorney ** A. Mayor Fullen called the Council meeting to order, and Tammy Woodward called the roll. B. Mayor Fullen led the Pledge of Allegiance. C. Citizen's Time: **Matt Prater spoke on behalf of Friends of the Museum. He wanted to let everyone know that on May 10th, 2025 between 2-4 p.m. they will be hauing a celebration for Hobart Smith's birthday, This will probably be a small event since it is the first one, they will haue, but plan to make it a yearly celebration. This will be held in the Town commons area with the use of the stage. Matt asked permission for the road to be temporarily closed on Palmer Avenue. On motion of Mr. Comer, seconded by Mr. Sauls, Council members approved the road to be temporally closed during the event. The roll call vote was as follows: Ms. Abramson Aye Mr. Henderson Aye Mr. Comer Aye Mr. Sauls Aye Mr. Dickerson Aye Regular Counçil meeting March 11th, 2025 "April Moore-Jones represented Northwood High School's FBLA. The students recently went to the regional competition where 26 schools competed. Twelue of the NHS students aduanced, 4 placed 1st, 4 plaçed 2nd and 4 placed 3rd in the competition. In less than a month away, 8 or 9 students (depending on how many wants to go) can advance to the state level competition. This will take place in Reston Virginia outside of D.C. She was seeking donations to help towards the trip for the students. There are seueral students that haue not been anywhere outside of this area sO it would be a big deal to them. Along with doing some raffles to help with cost they are seeking monetary donations as well. The trip will be a 4 day trip and she is trying to things couered for the students such as food and cost of stay and ouerall, just wants Pat to be a great experience for the students that attend. Mayor Fullen stated that she has been made aware that there is an administrative discretionary account. Mayor Fullen addressed the council asking if she could get a motion to approue a donation of 2,000 dollars to help towards this trip. On motion of Ms. Abramson, seconded by Mr. Dickerson, Council members approued the request of Mayor Fullen to donate 2,000 dollars to the Northwood High FBLA students that will aduance to the state level competition. The roll call vote was as follows: Ms. Abramson Aye Mr. Henderson Aye Mr. Comer Aye Mr. Sauls Aye Mr. Dickerson Aye Mayor Fullen thanked Ms. Moore-Jones for all she did for the students, it did not go unnoticed. Mayor Fullen understands that the goal to raise during the fundraising is 4,000 dollars. She stated that during the fundraising, if they ran into not meeting that goal as they reach deadline dates, to reach back out and Mayor and council will see what they can do. An emotional Ms. Moore-Jones thanked Mayor Fullen and the full council for this generosity from the bottom of her heart and she knows her students would be sO grateful for this as well. **Rose Likins is speaking on behalf of the Saltuille library. She wanted to let everyone know about the upcoming Board of Trustees meeting on March 20th, 2025 at 5:30 p.m. and will be held at the Saltuille Library. Everyone is welcome to attend. Ms. Likens wanted to reflect on some of the programs that Kris Sheets the Saltuille Branch supervisor has been working on. Thel Monday Morning Mingle is euery Monday from 11:30-12:30 and has become very popular and more attendance is added each week. Tracy Prater hosted as Speaker the week before, attendance was 25 and she had spoken on her trauels to New Orleans. With Monday mingle, once a month they haue added Armchair traueler which Tracy was the first speaker for that program. They haue speakers line on schedule throughout June so far. The Board of Trustees approved allowing the SAROIE library to add a Maker's space. They have applied for grant funding equipment for space. Ms. Likins explained that the Maker's space was like what ECROCE would call or use for Home Ec classroom, a wood shop or print shop to which add technology. They will haue various kinds of printers as well. Hopefully by the tncyo of summer Ms. Likins will haue more of a progress update on this. Mayor Fullen expressed thanks for all they do and thanks for how Kris works to keep everyone in the loop with all happenings and changes made within the library. **Linda Larmer spoke on behalf of the Saltuille-Rich Valley Lions club. Ms. Larmer wanted to let Mayor and council know that this year their carnival will be July 16th Regular Council meeting March 1th, 2025 through July 19th. She states this is their fundraiser for the Lions Club and that they use the money made for all 4 schools, Eiggesas Elves, Fireman's bash, Saltuille Labor Day celebration and all within the community. Ms. Larmer stated that the Mid-way carnival would be arriuing in town on July 13ih and pulling out on July 20th and requests extra security. on hand during the week. Ms. Larmer asks approval from the council to be able to hold the Carnival. On motion made by Mr. Dickerson, seconded by Ms. Abramson to approue holding the Carnival during July 16th-July 19th, Council members authorized this to take place. Before final votes, Mr. Sauls stated how much the Lions club meant to him as well as his father who was a long-time member. He had a question about a recent happening that took place during theFebruary flooding. He stated that while the middle of road was not drivable near the entrance of Food Country making it impossible for the residents to be able to go the grocery store that way. At that time most residents were driving behind the Fire department area and coming out near the Lions club gate to access the road to the grocery store. With no mention of names, all a sudden the gate stayed shut denying any access to be able to get to the store. The reasoning given to the ones trying to access the road was it was leauing ruts in the grauel road but at the same time large trucks were allowed to be parked on the club property. Ms. Larmer stated that she wasn't for sure why that had been done but that it had come at a recent meeting that the trucks could be parked down there. She told Mr. Sauls she Datar find out why the gate was closed during the time of the flood. The roll call vote was as follows: Ms. Abramson Aye Mr. Henderson Aye Mr. Comer Aye Mr. Sauls Aye Mr. Dickerson Aye "Julie Loggins extended congratulations to Ms. Moore-Jones for her work with the current FBLA on making it to the state level. She stated that she also was in the FBLA winning a state office that she ran for and wanted to add that all that she learned during that time had gone on to be useful for her. Ms. Loggins spoke about the recent flooding and giuing thanks to the town, Mayor, members of council, all the volunteers, fire and rescue involued to help work through the crisis. Speaking on behalf of herself and the residents of the town she just wanted to say thank you and expressed how important it is to see all these faces in the community working together during this time of need. Mayor Fullen thanked Ms. Loggins for saying sO as itis very nice to hear a compliment as sometimes, they will just hear negatiue things within the community, and this gaue motivation for all of them to hear a good word as well. Ms. Loggins stated that she too was one of those that spoke negative once before and wanted to make sure her thanks were heard and that when she saw the good things done, she wanted to make sure all was commended. Ms. Loggins requested to be able to give out the Emergency Communications committee report as she needed to home short after to tend to her sick dog. Mayor Fullen said that it was fine to do and Ret she apologized for not being able to help do the first meeting as she was sick, she thanked Mr. Sauls and Mr. Comer for doing the meeting and Ms. Loggins for the minutes. Ms. Loggins stated that they were able to couer quite a bit and laying the ground work for what they want to accomplish as a committee. They talked about timelines of information and notifications of how they out for the public. Absence of SOPs (Standard Operating Procedures), Need to EMRA multiple PIOs (Public Information Officers) The committee will be working on communication flow charts for various situations. Ms. Loggins Regular Council meeting March 1ith, 2025 displayed a flier for Everbridge/Nixle on the bulletin board in the hallway and left the slips at the water window for anyone that would like to access the feature. Hopefully they can assist anyone in the community that would like help registering, possibly before each Town council meeting for a few months. Ms. Loggins stressed the alerts that are sent out to the public to please follow up with a response follow up about the alert if allis cleared up or fixed depending, on the type of notice or alert. The committee discussed free training through FEMA and recommended the mayor, council and department heads take advantage of this training that is auailable online to take. The type of training they are requestingis NIMS training. Mayor Fullen asked the council their preference and Mr. Comer wanted to check out a few more things before the next meeting on the time frame and that way they could report more of what they will be doing. D. Mayor Fullen asked for approual of the agenda. Upon motion made by Mr. Comer and seconded by Mr. Sauls, the Council approved the agenda. The roll call vote was as follows: Ms. Abramson Aye Mr. Henderson Aye Mr. Comer Aye Mr. Sauls Aye Mr. Dickerson Aye E. Mayor Fullen asked for approual of the minutes as a group for January 28th, 2025, work session minutes, February 1th, 2025 Regular meeting minutes, 8 February 25, 2025 work session minutes. Upon motion made by Mr. Henderson and seconded by Ms. Abramson, the Council approved the group of minutes. The roll call vote was as follows: Ms. Abramson Aye Mr. Henderson Aye Mr. Comer Aye Mr. Sauls Aye Mr. Dickerson Aye F. Council Committee Reports ***Mayor Fullen started off with updating Mr. Call's committee Streets and Roads with the Day/Time for the 2025 calendar year. Starting in March that committee will meet euery 4th Monday at 6:00 p.m. *** -Reports from the following town committees: Council woman Abramson and her committee discussed a name change to Historical 8 Beautification Committee. They discussed upcoming projects they like to take on starting with cleanup around the town commons, playground, wellfields. They would like to plant flowers and shrubs once the cleanup is done. They requested some new flowers along town and replaced the old ones. They set their committee meetings to take place on the 3rd Wednesday of each month starting at 6:30 p.m. They will be looking for town property that they can plant a sunflower field/garden and possibly a pumpkin patch. Councilman Sauls said that the county will be doing a press conference Regular Council meeting March 11th, 2025 to announce the name of the summer collegiate baseball team that will be in Marion. The meeting will be March 20th, 2025 Mr. Sauls discussed the re-enactment coming back this fall. Mayor Fullen mentioned that Jim Bordwine would attend the work session meeting to bring more information. During Mr. Saul's committee meeting they discussed getting funding from the County for recreation. During the council meeting, Mr. Sauls was able to present board members from the Saltuille Junior league football team a check for 2,750 dollars. They will be using this towards conditioning the football helmets. Tristan Preece accepted the check on behalf of the Junior league. Mr. Sauls brought up that the Smyth County, Tourism was doing studies for feasibility in the County that was discussed in the meeting he attended. Also They are working on their Fish Southwest Va packets to come out soon. Councilman Comer reported that his committee was working towards a few changes in the town charter to be complying to the Virginia Code. He attached hereto copy of suggested changes and made a part of these minutes. On motion of Mr. Comer, seconded by Mr. Sauls, the council voted to refer those changes to town attorney Paul for reuiew to make sure all look good and to bring in compliance with the Virginia Code. The roll call vote was as follows: Ms. Abramson Aye Mr. Henderson Aye Mr. Comer Aye Mr. Sauls Aye Mr. Dickerson Aye Councilman Comer requested a joint meeting with Councilman Sauls committee to further discuss asking the General Assembly for more protection ouer the Wellfield. Councilman Dickerson did not have a meeting last month. Councilman Henderson and his committee discussed motor and pump costs, Discussion of spare well pump for Cardwell Town pump. He mentioned that Himself and his committee will be visiting the well sites and tanks along with the sewer stations soon. He felt this was something they all needed to see how it all operates. Mr. Henderson asked about the Capitol Improvements funds and how they are utilized or set aside separately. Town Manager Ms. Rosenbaum assured that it would be done so starting in the new budget cycle. With discussion of the new SCADA system, Mr. Henderson would like to know who All will haue access once up and running. Mayor Fullen announced the request of the Pollice, Fire & Rescue Squad Committee to be changed to Public Safety. Along with Councilwoman Abramson's name change request for her committee, town attorney Paul Cassell just needed the updated town ordinance copy with the name changes and he will draft the necessary changes to be made. Town manager Cecile Rosenbaum will ateniee for the public hearing concerning this as well. G. Unfinished Business-None Regular Council meeting March 11th, 2025 H. New Business Councilman Henderson asked about snow remoual and when it is contracted out, should we have a copy of their insurance and contractors' license. Ms. Rosenbaum stated that she does not think there was a copy included in the proposal, but she will get one. Mr. Henderson asked if there was any knowledge as to how much road salt was used. Public works director Hunter Gregory stated there was a lot that was used an estimation of maybe 125 ton. Mr. Henderson received a call from a resident saying they watched the truck down the street but not long after another truck came down the same street with salt again. He felt this was wasteful. Mr. Gregory agreed and had addressed this with the contractor who said he felt it was some due to the style of the spreader they used. If contracted out for the next season they will be looking at a more efficient spreader to not use up, as much salt as they did this season. Mr. Gregory stated he has about 60 tons of salt on hand right now. Mr. Henderson also mentioned he's noticed there are several stop signs and street signs that are missing, or are not present in several locations throughout town. Mr. Gregory has an order that has been put in for all of those that need replacement. The order was confirmed as of yesterday and should be arriuing soon. Mr. Henderson asked about a pile of brush on the corner of ist Auenue and Madison that is up near a fire hydrant and says that he thinks it's been that way ciose to 2 years. Mr. Gregory said he will get the crew to clean up and haul off that. I. Reports 1. Town Manager Ms. Rosenbaum asked for a motion to approve the accounts payable listing that is included in the packet. On motion of Mr. Henderson, seconded by Mr. Dickerson, the Council voted to accounts payable listing prouided. The roll call vote was as follows: Ms. Abramson Aye Mr. Henderson Aye Mr. Comer Aye Mr. Sauls Aye Mr. Dickerson Aye 2. EMS, Inc. Report Gary Johnson, EMS, Inc. prouided his report, and it is attached hereto as part of the minutes. 3. SIDA Report Ron Orr, SIDA Chairman prouided his report, and it is attached hereto as part of the minutes. 4. Planning Commission Report John Carter, Chairman noted that they had to cancel last month's meeting. Regular Council meeting March 11th, 2025 5. Director of Public Work Report Mr. Gregory's reportis attached hereto and made a part of these minutes. 6. Police Chief Report Assistant Chief McVey reported that they are enforcing tickets for the trucks that keep traueling on the Sycamore Road area. He reported that the "No trucks enter" sign is missing again. Mr. Gregory said he had a replacement ordered. Mr. McVey stated that March 27th, 2025 will officially be Sergeant Hogston's last day with the police department as he accepted another position. 7. Fire Chief Report Brandon Collins gaue the report for the Fire Department. Total calls in the town for the month were 9 and 7 was answered in the county. Mr. Collins reported that during the February flooding, the fire Department pumped an estimation of 90,000 gallons at the entrance of Food Country where the road was flooded. Mr. Collins said the Pancake Breakfast fundraiser was successful and thanked all that volunteered and helped. Mayor Fullen extended thanks for all the hard work and effort from the Fire Department with helping the town during the flooding. 8. Town Manager Report Cecile Rosenbaum, Town manager reuiewed her report and said that Mt. Rogers Planning district gaue 50,000 dollars to the town in assistance for the pump failure from Nouember 2024, Ms. Rosenbaum stated that budget work sessions haue started and getting good feedback as she meets and works with each department. Ms. Rosenbaum said there will be a new face in the front window starting the following Monday. Mayor Fullen thanked Ms. Rosenbaum for all that she has endured and took on while working for the town, as Town Manager she has balanced several roles daily and it was much appreciated. 9. Mayors Report Mayor Fullen prouided her report, and it is attached hereto and made a part of these Minutes. At this time, Council took a recess. Regular Council meeting March 1tth, 2025 I. Closed Session-On motion of Ms. Abramson, seconded by! Mr. Dickerson, and pursuant to Code of Virginia, 1950, as amended, Sec.2.2-37(A)03) the Council went into Closed Session for the consideration of discussion of the acquisition of real property for a public purpose, or of the disposition of publicly held real property, where discussion in an open méeting would adversely affect the bargaining position or negotiating strategy of the public body: and pursuant to Section 2.2-3711(A)(8) for the purpose of consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the prouision of legal aduice by such counsel. The roll call vote was as follows: Ms. Abramson Aye Mr. Henderson Aye Mr. Comer Aye Mr. Sauls Aye Mr. Dickerson Aye At this time, Council took a recess. *Ms. Abramson left for the second half of the Closed Session due to a conflict of interest. Upon return to Closed Session On motion by Mr. Comer, seconded by Mr. Sauls, Council voted to return to closed session. The roll call vote was as follows: Mr. Henderson Aye Mr. Comer Aye Mr. Sauls Aye Mr. Dickerson Aye On motion of Mr. Henderson, seconded by Mr. Sauls, the Council reconuened in open session. The roll call vote was as follows: Mr. Henderson Aye Mr. Comer Aye Mr. Sauls Aye Mr. Dickerson Aye Town Council members certified that in 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) were lawfully permitted to be discussed under the prouisions of the Virginia Freedom of Information Act cited in that motion. The roll call vote was as follows: Mr. Henderson Is SO certify Mr. Comer Iso certify Mr. Sauls Is sO certify Mr. Dickerson Iso certify Regular Council meeting March 11th, 2025 Mayor Fullen declared the meeting adjourned. Tanewwodbad Tammy M. Woodward, Deputy Clerk-Treasurer / - - - Chre * Approved: Maer fel MayorFullen Emergency Communications Committee Monday, February 24, 2025 Meeting Report for March 11, 2025 Town Council Meeting Town of Saltville - Saltville, VA Council members in attendance: Ryan Comer Cary Sauls Committee members in attendance: Brandon Collins Leon Kukeattinun Julie Loggins Payton Lynch Matt Prater James Tolliver Others in attendance: Bryan Lynch, Chief of Police and Fire Chief Matt Jones The Emergency Communications Committee of the Town of Saltville meets every third Monday of the month at 7:00 PM in the Council Chambers of Town Hall. This meeting of the committee was postponed from Monday, February 17, 2025 due to flooding in the town. Many of the committee members are emergency service personnel and were assisting with the efforts to re-open Paimer Avenue to traffic. This was the first meeting of the committee, so a variety of topics were discussed: Concerns about timeliness, accuracy, and completeness of notifications Absence of SOPs (Standard Operating Procedures) for communications a Need to identify multiple PIOs (Public Information Officers) Will work on communication flow charts for various situations Need for drills of different situations Everbridge/Nixle service for messages Reverse 9-1-1 features Current messages are sent as Saltville Police Can we have more than one account? How many accounts are needed? Town of Saltville Saltville Police Others? Assistance for helping community members register for the service (possibly assisting before each Town Council meeting for a period of a few months) Flyers located at each Town Council meeting a Flyer posted on the bulletin board at Town Hall Listing the information on the water bills each month Alternative means of communication with community members Facebook Town Website Radio and TV news broadcasts Monthly or quarterly mailed newsletter Sirens at the fire department Are they functional? Yes How are they açtivated? Manually Are there regular tests? Not currently Types of events to warrant using the emergency communications Weather events Road closures for events Water/sewer system notifications Public safety concerns (armed subject in the area, etc.) Town hall closures Meeting cancellations Shelter locations in times of emergency High school is only approved location Could the Wellness Center be another option? List this in the new contract being negotiated? Command post options for times of emergency Consider the conflicts of using places like the Fire Department, etc. How to prioritize community members needing assistance during emergencies? Consideration of a voluntary form to complete regarding needs in the home Listing needs of each location in centralized location and with emergency personnel Networking with community partners for volunteers in emergency situations Desired training: FEMA NIMS, CIM, and ICS (Federal Emergency Management Agency, National Incident Management System, Critical Incident Management, incident Command System) The committee discussed that all communications need to be Coordinated Prompt Reliable Actionable Measurable Followed up Actions for next meeting on Monday, March 17, 2025: Targeted hazards and situations Draft plan Means of sharing information Identify PIOs Standards Request for action by council: All Town Council members, the mayor, and all department heads complete the free FEMA NIMS training within a designated period of time (possibly 6 months from today?). Saltville Planning Commission, Minutes for 1 22/25 Recording Member for Mecting: Matt Prater Members Present: Suzanne Abramson, David Buchanan, John Carter, Marlene Henderson, Matt Prater Members Absent: Tyler Arnold Non-Members Present: Cheri Fullen, Cecille Rosenbaum, Ryan White, Jennifer Burgess Meeting began at 6:00 PM. The group heard a request for property setbacks by Jennifer Burgess, aided by Ryan White. Buchanan moved to approve these setbacks. Prater seconded. The vote in favor of the motion was unanimous. Abramson made a motion to approve the previous meeting's minutes. Henderson seconded. All voted yea but Buchanan, who abstained (reason: absent at previous meeting). Carter made a motion to contact Tyler Arnold concerning membership on commission. Buchanan seconded. The vote in favor of the motion was unanimous. Carter made a motion to set the commission at five members. Prater seconded for discussion, then rescinded. Carter then made a motion to defer to Town Council on membership decisions. Buchanan seconded. The vote in favor of the motion was unanimous. Prater made a motion to set standing times for planning commission meetings as the 4th Wednesday of the month at 6PM (barring extenuating circumstances). Carter seconded. The vote in favor ofthe motion was unanimous. Buchanan made a motion to review state planning codes and for members to bring draft plan outlines to the next meeting. Abramson seconded. The vote in favor of the motion was unanimous. The meeting adjourned at 7:15 PM, with the next mecting set for 6PM on February 26th Town of Saltville Water, Sewer, and Refuse Committee Meeting March 3, 2025 6:00 P M Present: R.B. Henderson, Jacky Colston, Mike Maiden, Gary Kelly, Julie Loggins, Gary Johnson-EMS, Rick Moore-EMS R.B. Henderson welcomed all to the meeting. Items discussed: New Electric Motor installed on booster pump at Cardwell Town Well A new Booster Pump has been ordered for Cardwell Town Well. (14-16 weeks out) The cost for the motor and pump is approximately $20,000 Discussion for spare well pump for Cardwell Town Well. Town crew has been installing new meters for commercial accounts SCADA update Committee members will be visiting well sites and tanks in the near future and will also visit sewer stations. Committee members will make a list of what items they believe that are "necessity" and another list of"wish list" items. The Committee requested information on how and where the Capital Improvements funds that are collected monthly are utilized and if they are in a separate account. At the April 7th meeting the Committee will tour the well sites and tanks. Meeting ended at 8:00 PI M Monthly Report of EMS, Inc. Water/Wastewater Operations to the Town ofSaltville Town Council on March 11, 2025 Prepared by: Gary L. Johnson EMS, INC. ENVIRONMENTAL MANAGEMENT SERVICES EMS, Inc. Monthly Report to The Town of Saltville March 2025 Council Meeting 1. Wastewater Treatment a. DEQ report for February 2025 has been submitted b. Inflow/Infiltration C. Allison Gap Pump Station d. Davis Valley Distillery Discharge 2. Water Treatment a. All VDH monthly reports have been submitted for February 2025 b. Cardwell Well Booster Pump Motor C. Cardwell Well Pump Backup d. Water System Generators e. Security Fencing (Wells/Water Tanks) 3. Water Distribution System a. SCADA supervisory control and data acquisition ) b. Water Tank Inspection C. Phase 1 Water Project d. Residential and Commercial Water Meters 4. Miscellaneous March 6, 2025 To: Tiffany Wilson, Environmental Inspector C: Cecile Rosenbaum, Town Manager Re: Town of Saltville Water Use Report for February 2025 Water sold to Town customer, gallons 2,795,316 Water sold to Smyth County, galions 1,867,439 Water sold to Washington County, gallons 1,069,000 Extra 3,779 Total water sold, gallons 5,735,534 Flushing 5,000 Fire Department Leaks and overflows 700,000 Pool Total Water Accounted For 6,440,534 Total water pumped, gallons 17,403,723 Difference (water unaccounted for), gallons 10,963,189 Water unaccounted for % 63.0 gart Gary L.Johnson License No. 1955001203 SIDA Report for February 11, 2025 Bank Balance as of January 31, 2025 - $444,839.59 Includes 2024 Enbridge Royalty payment - $133,324.79 Includes USC Saltville Brine Royalty payment - $189,856.92 Outstanding check to Town (Old Town Shop Demo )- $4,932.28 Outstanding check for Project Q - $5,000 Current bank balance of $434,907.31 Certificates of Deposit - $323, 091.89 Outstanding Obligations - Line of Credit (Old Town Shop) $114,134.48 Wellness Center HVAC - $46,000 SCATA Water/Sewer - $36,000 Residual bank balance - $274,736.51 Income Pizza Plus Lease - $500 per month (5 months) - $2,500 Shooting range Mortgage . $2,500 quarterly (2 quarterly payments) - $5,000 Showground mortgage $3,300 biannually (1 biannual payments) - $3,300 Rent of Hartwood Lot to Slurry Paving (Late March- early April) - $500 Total Income for remainder of fiscal year - $11,300 Projected Fiscal Year 2024-2025 Balance $286,036.51 SIDA Report for March 11, 2025 Bank Balance as of. January 31, 2025 - $444,839.59 Northfork: Sportsman Mortgage Payment - $2,500.00 Pizza Plus Rental Payment - $500.00 Smyth County EDA Project Q Option Payment - $2,500.00 Slurry Paving Payment for Parking during paving project - $500.00 Outstanding check to Town (Old Town Shop Demo) $4,932.28 Outstanding check for Project Q- - $5,000 Current bank balance of $440,907.31 Certificates of Deposit - $324,288.30 Outstanding Obligations Line of Credit (Old Town Shop) - $114,134.48 Weliness Center HVAC - $46,000 SCATA - Water/Sewer - $36,000 Residual bank balance - $244,772.83, Income Pizza Plus Lease - $500 per month (4 months) - $2,000 Shooting range Mortgage - $2,500 quarterly (1 quarterly payment) - $2,500 Showground mortgage - $3,300 biannually (1 biannual payments) - $3,300 Total Income for remainder of fiscal year $7,800 Projected Fiscal Year 2024-2025 Balance - $252,572.83 Public Works Report January 2025 Weter/Wastewater Water leak on 4th Ave This month we have had two sewer leaks on the forced main on Henrytown Rd one on January 13th and the other on January 28th This month we have had multiple callouts for frozen water, if the meter was frozen, we thawed and placed insulation in the meter box. Replaced a few residential meters that failed during freezing temperatures Water leak in Edgewood We began the replacement of the commercial water meters; North Fork manor was completed on January 29th with more scheduled to be completed within the next few weeks. Bullding/Grounds Renovations to town hall were completed this month Christmas decorations were removed and placed into storage the first of the month Multiple snow events this month which required road treatment by our contractor. Town crews removed snow from parking lots and sidewalks Found that water is still getting into the basement of the library, the sump pump has failed and was replaçed. GeneralMaintenence Fidelity who maintains our generators performed their bi-annual inspection this month with a few repairs being made to the generators. Our John Deere 1023E tractor was taken to Meade Tractor for warranty work and has been returned. Purchased a 2005 GMC c7500 dump truck at the equipment auction on January 25th Miscellaneous Attended a class hosted by VRWA in St. Paul, VA on January 16"h containing information about community relations as it pertains to the water and sewer services. SALTV LLE Public Works Report February 2025 Water/Westewater Installed three commercial meters this month including Food Country, Clarks Pharmacy and the Wellness Center. Installed two residential water meters that were not completed by the previous contractor Sewer leak on Henrytown Rd Excavated the site where the sewer pump station will be located to find the gravity line and force main Multiple small water leaks throughout town, these were all repaired Booster pump motor at Cardwell Town well site was replaced with a new motor and the old one will be rebuilt for a backup Sewer blockage on Quarry Rd Sewer blockage at the lift station on Henrytown Rd Bullding/Grounds With substantial amounts of rain this month we experienced flooding in multiple areas The spillway at the wellfields was opened to full capacity on Friday February 7th We had to close Palmer Ave in front of Food Country due to high water Multiple storm drains were cleared of debris Litter pickup throughout town Mowing equipment has been repaired and serviced for the upcoming season Backfilled multiple sites at Elizabeth Cemetery Multiple snow events this month which required snow removal GeneralMalntenance Xylem repaired and serviced the temporary sewer pumps on Allison Gap Rd Replenished our gravel supply SALTV LLE Serviced the dump truck Miscellaneous The department attended a CPR and first aid class this month Completed inventory of water/sewer maintenance parts Chief's Report January Febuary 2025 1. The two new police vehicles should already be in by the time this report is detivered. Scheduled date 2/6/25. There was a programing issue with radios that caused the last delay. 2. The five Covert cameras are currently being intalled by Public Works. Locations have been discussed with the Mayor and Town Manager. 3. The geese round up and cost should probably be added to next years budjet thoughts. 4. Complaints on buzzards are still coming in. The Town had a permit in 2012-13? But it didn't really help the situation. 5. The police Department worked several motor vehicle crashes due to weather from mid January to beginning of February. 6. Chief and Asst. Chief attended Woolly Day January 30th February 21st thru February 28th Stats for Police Department PATROL MILES 758 OUT OF TOWN MILES 53 COMPLAINTS ANSWERED - 27 TRAFFIC CITATION - 5 ACCIDENTS WORKED - 1 NO. CHARGED - 0 HRS ON FOOT PATROL 4 HRS ON INVESTIGATION - 13 HOURS IN MEETINGS 3 INÇIDENT REPORTS -7 DOA REPORTS - 2 TOWN ERRANDS - 2 TIME SPENT - 2 HRS PATROL HOURS - 49 OFFICE TIME - 32 TRAINING HOURS - 150 HOURS VERBAL WARNINGS 7 VEHICLES STOPPED - 11 Fire Chief's Report 3/11/25 Calls for the month of February 2025: Town Calls -9, County Calls - 7, Automatic Aid Calls - 5, Total Calls - 21 Financial reports included Assisted in the efforts to remove the water from Palmer Ave We had our annual pancake brunch - Even though the weather wasn'tthe best, we still had several come out and support us -We would like to extend our thanks to everyone that continues to support us - We would like to thank Mayor Fullen and Councilwoman Abramson for their help. We had a Valentine's Day photo event that went well. 2 1 2 o 6 u 4 4 a 2 1 - o o o o a 9 11 7 d 6 s 4 4 N 2 - o o o o 8 Saltville Volunteer Fire Department Mutual Aid Report by Date 1/1/2025 . 1/31/2025 Mutual aid received - 1 Date Incldent # Incident Type Departments Apparatus Personne! 1/18/2025 817360 322 Motor vehicle accident with injuries 0 0 0 Automatic aid received . 1 Date Incident # Incldent Type Departments Apparatus Personne! 1/8/2025 816552 111 Building fire 0 0 0 Mutual aid given - 10 Date Incident # incldent Type 1/2/2025 816006 311 Medical assist, assist EMS crew 1/2/2025 815951 311 Medical assist, assist EMS crew 1/5/2025 816254 611 Dispatched & canceled ent route 1/12/2025 816825 311 Medical assist, assis! EMS crew 1/15/2025 817160 311 Medical assist, assst EMS crew 1/23/2025 817803 700 False alarm or false call, other 1/27/2025 818128 311 Medical assisi, assist EMS crew 1/27/2025 818146 311 Medical assist, assist EMS crew 1/30/2025 818397 311 Medical assist, assis EMS crew 1/30/2025 818434 311 Medical assist, assisi EMS crew Automatic aid given - 1 Date Incident # incldent Type 1/16/2025 817246 611 Dispatched & canceled en roule Other aid given 2 Date Incident # Incldent Type 1/5/2025 816277 324 Molor vehicle accident with noi injurles. 1/5/2025 816283 324 Motory vehicle accident withn no Injuries. Page 1 Report generated by Fire Station Sofware, LLC wwaitresatonsahar.com 2/4/2025 000000 0o % s e 6 0 0 o 5 - Town of Saltville, VA Financial Report Updated on March 7,2025 * *** Below is a list of checking/savings accounts that the Town holds with Truist Bank: I. Muck Dam Fund $ 11,686.00 2. Highway Maintenance Fund 4.66 3. Steets & roads discretionary acct 585.43 4. Town of Saltville (no designation) 154.94 5. Perpetual Fund (Cemetery Acct.) 14,274.34 6. Police restitution acct 4,143.55 7. Police state forfeiture acct 510.20 8. Brownfields Acct 453.00 9. Sewer Project Phase 1 52.32 10. VRA Debt Service Reserve Fund 58,000 11. ARPA acct 1,079 12. Town of Saltville (no designation) 14,599.65 13. UDAG Acct 9,110.04 14. Salt Housing Rehab Acct 22,038.95 15. Federal forfeiture acct 13,042.78 16. Playground Acct 8,570.68 17. General Fund (operating acct) 368,292.30 18. MRPDC Loan Acct 633.46 19. CDBG Acct 2,486.07 20. E Tickets (Blue Line Solutions) 5,648.96 21. Town of Saltville (no designation) 14,599.65 22. Saltville Fire Department 1,884.10 Certificates of Deposit CD#9531 1,218.61 CD#9728 17,077.45 CD#9760 15,847.00 CD#9024 25,058.44 CD#9744 149,975.00 Loans/Lines of Credit with Bank of Marion 1. Line of Credit (water meter project) $600,000.00 $596,961.68 Principal on 1 3/ 25 $15, 794.20 accrued interes! which needs t0 be paid Kemsmiedempinet: $39,000 Payoff is $8,896.26 and paid infull 3. Loan for Fire Department Fire Truck $66,000 Payoff is $8,305.00 100 days pas! due 4. Loan Fire Department Fire Truck $126,500 Annual payment due of$17,395.29 6.25% interest rate 125 month lerm 5. Loan Fire Department Equipment $117,320 Annual payment due of811,732 10 annual payments VRA Loans and Rural Development 1. Rural Development loan $434,427.52 balance 2. Rural Development loan $ 66,180.70 balance 3. Rural Development loan $ 75,629.20 balance 4. Rural Development loan $226,887.71 balance 5. Rural Development loan $301,341.65 balance 6. VRA loan $744,745.74 balance 7. Mount Rogers PDC S8 88,800.00 balance SALTVILLE Town Managers Report February 11, 2025 Council Meeting Financial Items > I have emailed the invoices we have received for the Cardwell Town pump failure to Mount Rogers PDC. I will let you know if they are able to help us out with any funding. On the Council agenda you find an approval of the Accounts Payable listing for the month of January 2025. I will ask Council to vote to approve the listing each month moving forward. > I plan to start digging into the budget in the coming weeks with the input from the budget committee. You will see a very different budget than in years past. My goal is to provide supporting documentation for each line item in expense. Construction Proiects > VDH WSL 025-18 (Water line and radio read meter installation) I am happy to report that we have installed 3 meters as of this report and they are Northfork Manor Apartments, Northwood High School, and the Wellness Center. Food Country and the Pharmacy are scheduled for Monday, February 10, 2025. We have already seen a big increase at the apartments as the meter 1S now fully functional. > UPDATE - The town received approval of our credit review and got the go ahead from VRA to proceed with this project. I am waiting on Shawn Utt, County Administrator, to sign the letter and get it back to me. We will be meeting soon to get this project moving. > Public Works is planning to continue with meter replacements as weather allows. > UPDATE Webster Day, Bond Counsel, has completed the drafts oft the bond documents. > DEQ C-5151740 (line replacement ofthe aerial stream crossing) NOW PUMP STATION PROJECT > UPDATE - This project has also passed the credit review and has been approved for bid. > The 2 rented pumps continue to operate at the treatment plant at a cost of$5,000 a month. UPDATE - The 2 temporary pumps continue to cause issues but as ofWednesday, February 5, 2025 they have been repaired. > On Wednesday, Maintenance staff met with Les Sutherland at the site and began digging to find the gravity line. Les had thought we might be able to construct the station inside the fencing but that is now not the case due to a multitude of unavoidable hazards in the area. The crew did locate the gravity line about 5:00 on Wednesday evening. Les now has measurements he needs to move forward with pump station design. Rural Development water/sewer (water and sewer improvements) > II haven't had official notice or a conversation, but I have had several folks tell me that this project, which was approved in May of 2020, is in jeopardy. I have tried all I can to continue to assemble the information requested, but it is my understanding that frequent changes in management in Saltville, and rumors ofinstability, are creating concerns. This project could mean a great deal to the improvement of our water/sewer infrastructure, and I would really hate to see us lose it. UPDATE - I have not had any additional information regarding parity and I have spoken with Webster Day, Bond Counsel on several occasions. VDH WSL 007-23 (Lead line inventory and line replacement) > UPDATE - I have no new updates on this project. - I confirmed that the report was submitted by Crossroads in October and nothing further has happened with this project. Brownsfield Old Town Shop A UPDATE - The barrels deemed hazardous waste have been picked up and removed from the site. I understand that there is a Phase 2 to this project that I was unaware of. I think it involves the testing of soil samples. I will keep you posted. Miscellaneous items At the January Council meeting, you authorized the purchase of a dump truck at the upcoming Abingdon Auto Auction. Hunter found a truck and made the purchase. The truck was $14,800. We have the title, and it is tagged and has a current inspection sticker. The Maintenance staff seems to be very pleased with the truck. We are hopeful that we may have a plow and spreader that might fit it should we need it in the future. The cost of the truck came from the maintenance funds we receive from the state. > So far, we have paid Lundy's a total of$23,307.50 for snow removal. I hope the winter weather is over, but they are on standby should we need them. December and January were rougher winter months than we have seen in a several years. I took this amount from our line item for maintenance funds. Regarding the Library building we learned that the sump pump in the basement of the library was not working SO we ordered a new pump ($180) and it has now been installed. Hunter reported the basement was dry the last time he was down there. We are still planning on getting quotes for gutter replacement. > Ia attended the first Smyth 12 meeting of 2025, and each locality is gearing up for budget. Mr. Martin from Chilhowie noted that we should expect a request from him to assist with maintenance of the Bonham house which is the location ofthe Smyth County Chamber. > I also attended the manager's meeting at the Mount Rogers Planning District Commission and the budget was the main topic there as well. SALTVILLE Town Managers Report March 11, 2025 Council Meeting Financial Items > Ihate to start my report on a negative note, but I wanted to advise Council that I have had a conversation with the auditors at BosticTucker about the status of our 2023 write up report. I was informed that it would be May, at best, before they had a chance to discuss our audit and tell me what they still need from the town to assemble the report. I am very disappointed and took away from the conversation that we are essentially, "not a priority". Ihave spoken with the Town Attorey, and he advises we can try to find another auditor if we do not have a current contract. I don't think we have one, but the challenge is finding a group to take it on. > I have emailed the invoices we have received for the Cardwell Town pump failure to Mount Rogers PDC. I will let you know if they are able to help us out with any funding. UPDATE MRPDC provided the town a check in the amount of$50,000 for assistance with the financial burden caused by the November pump failure. I think we can all agree that this was a very unexpected gift and greatly appreciated. > I have signed the paperwork with Bank ofMarion to renew our $600,000 line ofcredit. It required us to make an interest payment of $8,800 and that has been done. In addition, we have paid the final payment on the loan for a dump truck that was taken out in 2019. We thought this was for the trash truck, but it turned out to be a dump truck. > On the Council agenda you find an approval ofthe Accounts Payable listing for the month of February 2025. You will also find in your packet each month listing of the town's banking accounts with current balances. A Budget meetings have started, and we have met with the Police Department and plan to meet with Public Works the week of March 10th. think meeting with the department heads to discuss their budgets is a beneficial approach to finding out needs and prioritizing projects. Construction Projects > VDH WSL 025-18 (Water line and radio read meterinstallation) This project has been put out for bid and the deadline is Thursday, March 13, 2025. Thus far, the engineers are telling me only one bid package has been picked up SO we are concerned that we might not get a company to bid on the project. Keep your fingers crossed sO we can move this project forward. I am happy to report that we have installed the commercial meters at Food Country and the Pharmacy and staffis currently working on getting the meter at Dollar General installed. UPDATE - The town received approval of our credit review and got the go ahead from VRA to proceed with this project. Shawn Utt, the County Administrator, has signed off on the letter and we will be meeting soon to get this project moving. > Public Works is planning to continue with meter replacements as the weather allows. > DEQ C-5151740 (line replacement oft the aerial stream crossing) - NOW PUMP STATION PROJECT > UPDATE - Nothing new to report this month, but I expect we will be making some progress on this very soon. This project has also passed credit review and has been approved for bid. The 2 rented pumps continue to operate at the treatment plant at a cost of$5,000 a month. Rural Development water/sewer (water and sewer improvements) > Ihaven't! had official notice or a conversation, but I have had several folks tell me that this project, which was approved in May of 2020, is in jeopardy. I have tried all I can to continue to assemble the information requested, but it is my understanding that frequent changes in management in Saltville, and rumors ofi instability, are creating concerns. This project could mean a great deal to the improvement of our water/sewer infrastructure, and I would really hate to see us lose it. UPDATE - I - have not had any additional information regarding parity except to say that Crossroads has spoken to RD staff, and it is still in review stage. VDH WSL 007-23 (Lead line inventory and line replaçement) > UPDATE I have no new updates on this project. - I confirmed that the report was submitted by Crossroads in October and nothing further has happened with this project. Brownsfield Old Town Shop > UPDATE - the soil sample testing has been completed as of this past week. A group out of West Virginia was on site for 2 days taking samples. Personnel > We are currently interviewing for patrol officer positions, and I expect Chief Lynch can provide an update on this as well. > We have hired someone to serve as front office clerk and Tammy Woodward is going to be taking on the duties ofthe Clerk position as well as more Treasurer duties and assisting me with personnel and payroll. You will also see the installation of a second window in the lobby of the building. Tammy has requested that window SO she can handle tax payments'inquiries and cemetery questions and all things non water/sewer bill related there SO we can keep the traffic flowing. Miscellaneous items > I met with 2 representatives from Olin Corporation regarding their ongoing site maintenance in town, They are including me in the quarterly citizen meetings they have, and I plan to meet with their local rep to get a full tour of the sites. > Iwas advised by Rick Moore with EMS that we had a concerning issue with a booster pump motor, and we were able to order a replacement motor and Boggs has installed the new part. It is now working well. After consulting with the Monday morning water/sewer group we feel it is in our best interest to proceed with ordering a new booster pump to have on hand in case we lose a pump. I am proceeding with that order. > Ia attended the Smyth 12 meeting this month in Marion and the baseball league planning to play in Marion this summer dominated the conversation. A I have had an update from David Rose with Davenport & Associates regarding our finançial analysis and it appears that they will have some information to present in the next 2 weeks. I will put this on the agenda for Council possibly at the. April meeting. > We have had an updated phone system installed at Town Hall, thanks to Tammy's hard work, and it is actually saving us money on our monthly installment payment. > I have sent Paul Cassell a Memorandum ofUnderstanding from Smyth County relative to the tower site at Edgewood. Once Paul gives me the go ahead, I will have that on the agenda for approval. > I am pleased to report that the Rec Building has been cleaned out by the streets/roads crew and the only items left appear to be an accumulation ofLittle League uniforms, helmets, etc. I hope to get those evaluated and removed as well. > I çan confirm that we have received $25,000 from Smyth County which is our 2024/2025 appropriation. Mayors Report February 11th - 2025 Icontinue to work daily at Town Hall, attended my first meeting of the Smyth 12 in Marion with Cecile Rosenbaum. I have finalized all committees and meetings have begun. facilitated the Chief of Police Advisory Committee from application review to interviews. I have attended all weekly water meetings. represented the Town at the Woolly Breakfast. Counciwoman Abramson and served breakfast. lasked Woolly the important question "Will there be six more weeks of bad weather", to which she responded by nodding her head to indicate yes. The first meeting ofthe newly formed Saltville Business Roundtable was a success. In attendance were town business owners, as well as, Sarah Gillespie and Bailey King from the Smyth County Chamber of Commerce. I was contacted by Smyth County Commonwealths Attorney Phillip Blevins and asked to become a member of a his newly formed Triad Organization. This organization will consist of leaders across Smyth County working closely with law enforcement to help bring programing and awareness to our senior population. We will be able to protect our seniors, by increasing awareness of scams and frauds targeting seniors, strengthen communication between law enforcement and senior communities, and educate seniors on local and state resources available in Smyth County. Our first meeting will be on February 18th MAYORS REPORT I continue to work daily at Town Hall. I continue to work on a new policies and procedure manual for the Wave Pool. € continue to have meetings with the Budget Committee. offered my help as needed during the recent flood event. I have stayed in contact with George Holley doing the work on the Wellness HVAC units. Work should be finished shortly. The second meeting of the Saltville Business Roundtable went well. A representative of Congressman Griffith attended the meeting and offered his help. Cecile and I will be meeting with him on March 11th. have reached out to a Pool Company to see if they will come and evaluate the condition of the Wave Pool.