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LAWRENCEVILLE TOWN COUNCIL CALL TO ORDER ROLL CALL PUBLIC HEARING MINUTES OF PREVIOUS MEETING APPROVAL OF AGENDA LAWRENCEVILLE EDA Fire and Emergency Services– Scott Martin, Chairman Personnel –H. B. Brockwell, Jr. – Chairman Police – Dora Hardy - Chairman WELLNESS COMMISSION REPORTS CORRESPONDENCE / ANNOUNCEMENTS UNFINISHED BUSINESS |
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April 26, 2016
CALL TO ORDER Mayor William Herrington called the special called meeting of the Lawrenceville Town Council to order at 6:00 p.m. on April 25, 2016. The purpose of the called meeting was to discuss the possibility of a partnership with the County of Brunswick to save the DMV Select. ROLL CALL Roll was called; Present: Mayor William Herrington; Council Members: Joyce Bland, H. B. Brockwell, Jr., Dora Hardy and Scott Martin. Also present: Town Manager, C. J. Dean, Town Clerk, Wanda Johnson and the press. Absent: Council Members Martha Myers, Robert F. Pecht, III, and Alice B. Talbert. POSSIBLE PARTNERSHIP WITH THE COUNTY OF BRUNSWICK TO SAVE DMV SELECT Mayor Herrington reported that the Commissioner of Revenue advised the Board of Supervisors that it is her intent to close the DMV Select that is located in and/or provides services to the residents of Brunswick County effective June 30, 2016. Mayor Herrington and Mr. Dean met with County representatives regarding the DMV Select. The Board of Supervisors advises that this circumstance comes as a total surprise to them and that it is their intent to retain the services offered by DMV Select and keep it open in Brunswick County. In accordance with that objective, the Board of Supervisors has approached the Town with the following proposal: That the County and the Town enter into a joint venture agreement to fund the DMV Select office in Brunswick County. The following information is currently known regarding the proposed agreement: 1. The site of the DMV Select will be the first floor of the Old Bank/School Board building on Main Street owned by the County. 2. The estimated annual cost for the DMV Select office is $60,000 which includes the salary for two employees, benefits, annual operation expenses and set up cost of the office. 3. The proposal calls for the following income streams to fund the project: a. $20,000 return from the state for the DMV Select services b. $20,000 investment from the County c. $20,000 investment from the Town 4. The employees for DMV Select will be County employees and therefore subject to the supervision and control of the County. 5. Funding will continue into perpetuity. DMV representatives were in town yesterday to review the building setup and indicated it would meet DMV specifications. The revenue from DMV services would go to operating expenses. The town would not receive any revenue from the DMV Select. It is currently proposed that this will be an annual investment. The Board of Supervisors would like a response as soon as possible to avoid a lapse in services. There was much discussion concerning the proposal. It was the consensus of council that it would like for the DMV Select to continue operating in town. There was discussion as to where the town could find $20,000 in the budget for the town’s investment. There is great concern that the proposed budget is very tight this year. It was suggested that the finance committee meet and review the proposal and the budget. On motion by Mr. Brockwell, seconded by Ms. Hardy and carried by all ayes, Town Council voted to table a decision regarding the Board of Supervisors proposal for a joint venture agreement to fund the DMV Select office until the next regular scheduled council meeting. ADJOURNMENT There being no further business to come before Council, a motion was made by Mr. Martin, seconded by Ms. Hardy and unanimously carried to adjourn the called meeting. William Herrington, Mayor
Wanda Johnson, Clerk
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April 12, 2016
CALL TO ORDER Mayor William Herrington called the regular meeting of the Lawrenceville Town Council to order at 7:30 p.m. on April 12, 2016. ROLL CALL Roll was called; Present: Mayor William Herrington; Council Members: Joyce Bland, H. B. Brockwell, Jr., Dora Hardy, Scott Martin, Martha Myers, Robert F. Pecht, III, and Alice B. Talbert. Also present: Town Attorney, W. C. Outten, Jr., Town Manager, C. J. Dean, Police Chief, Everette Gibson, Town Clerk, Wanda Johnson, Lezlie Green, Abbe Thomas, Winston Brewer, Pastor Ron Joyner, citizens and the press. Absent: Council Member, Robert F. Pecht III. APPROVAL OF MINUTES A motion was made by Mr. Martin to approve the minutes of the regular meeting on March 8, 2016, as received, suspend the reading and file. This was seconded by Mrs. Talbert and carried by all ayes. APPROVAL OF AGENDA The agenda was approved as presented. LAWRENCEVILLE EDA Mr. Martin reported that the Lawrenceville EDA met on April 5, 2016. Mr. Dean attended the meeting and reported on the Peebles building. Work on the new roof is now completed. Mr. Dean continues to work on the request for a grant extension. Wendy Wright has worked on letters that were sent out to 65 developers regarding the building. Work on the website is coming along. Mayor Herrington reported that five responses have been received from interested developers and there has been one site visit to date. The EDA agreed to spend $500 on a structural engineer report for the Peebles building. RECOGNITION OF CITIZENS ABBE THOMAS AND WINSTON BREWER Abbe Thomas, a member of Elm Acres, and Winston Brewer, a member of Brunswick Dixie Youth League, addressed council concerning the condition of E. Church St. Ms. Thomas said it is the road going down the hill to Elm Acres and the ballpark and she understands that the town owns it. It has big holes in it and has become a hazard. Ms. Thomas shared pictures of the holes in the street. Ms. Thomas stated that Elm Acres has been in use since the 1950’s and the historic ballpark was built in 1933. Mr. Brewer stated that the ballpark is in use every night and weekends from the second week in March until the end of June. They requested that council have the holes in the street repaired and to consider making the street two lanes wide and paving it to the bottom of the hill. Mayor Herrington referred the request to the Street, Lights and Cemetery Committee and asked for a recommendation at the next council meeting. PASTOR RON JOYNER, WHLQ 105.5 FM Pastor Joyner shared a flyer containing information about the community oriented radio station licensed in Lawrenceville. Mrs. Joyner presented a gift bag to each council member. The station presents Christian gospel, talk, music and ministry programs. LEZLIE GREEN, COMMONWEALTH’S ATTORNEY Mrs. Green presented a letter to council regarding the parking space that is assigned to her. She explained that former Mayor and Police Chief Doug Pond assigned the spot to her 18-20 years ago when she had to drive between the courthouse and her office, then on Windsor Avenue. She stated that she does not feel entitled to reserved parking, but has come to appreciate the security that it affords. She often works late, being the last person working in the courthouse, and the space is within ten yards of the back door. She thanked council for taking her concerns into account. MAYOR’S REPORT There was no report at this time. REPORT OF TOWN ATTORNEY There was no report. REPORT OF TOWN MANAGER DOWNTOWN PROJECT UPDATE Mr. Dean reported that the website should be live in thirty days. The structural review for the Peebles building is scheduled tomorrow. A couple of facades are not finished. We need more good weather. Mr. Dean, Mayor Herrington and Wendy Wright participated in a telephone conference call today with Ashleigh Zincone and Deborah Gosney of Southside Planning District Commission and representatives from DHCD regarding the Peebles building. DHCD is concerned that the town has requested a six month extension on the grant. DHCD expects the town to have a sales contract on the Peebles building. The building was purchased with grant funds in the amount of $125,000. The town will have to pay that amount back to DHCD if grant requirements are not met. Mayor Herrington stated that the options are: 1. Sell to a developer. 2. Turn the building over to a developer who would agree to put low to moderate income housing in the building. 3. The town could develop the building itself. 4. Pay the $125,000 back to the government. If the town pays the $125,000 back, it is no longer under the grant obligations. PROPOSED FY 2016-2017 BUDGET PRESENTATION A copy of the proposed budget is in the packet. Mr. Dean presented the proposed budget and assumptions for FY 2016-2017. It includes a 10% water rate adjustment. This would be the first adjustment since July 2010. If the proposed budget is adopted, a change in the water rate ordinance would be required. There is no tax rate increase. This is a fluid process and the budget can be changed. The proposed budget needs to be approved to be advertised for a public hearing at the May council meeting. Mayor Herrington stated that he asked for a line item for the office of the Mayor with a dollar amount beside it. It is not in this budget. ADVERTISE FY 2016-2017 BUDGET FOR PUBLIC HEARING On motion by Mr. Martin, seconded by Mr. Brockwell and carried by all ayes, Town Council voted to advertise the proposed FY 2016-2017 Budget as presented for a public hearing at the Town Council meeting on the second Tuesday in May. The budget will be printed in summary form prior to the next meeting. DRAFT WASTEWATER PRETREATMENT PROGRAM Mr. Dean reported that Dominion’s connection to the wastewater system triggered the need for a wastewater pretreatment program. B & B Consultants drew up a plan and DEQ is reviewing it at this time. This is for information only tonight. A public hearing may have to be held at a later date. The town would issue a permit to Dominion. There would be a cost to the customer and the customer would have to pay for the pretreatment of the wastewater. TASTE OF BRUNSWICK FESTIVAL AD On motion by Mrs. Talbert, seconded by Mr. Brockwell and carried by all ayes, Town Council voted to purchase a full page ad in the 2016 Taste of Brunswick Festival program at a cost of $300. DELINQUENT TAX LIST Mr. Dean requested that the delinquent tax list be included in the packet so council could see the list of taxes due. Approximately $7,000 has been collected since the second notice letters were sent out. Some of the properties on the list contribute to blight in town and Mr. Dean would like to focus on the blighted properties and tackle two items at once, taxes due and blight. Mr. Outten advised that we have ordinances that address blight. The reality is that the town would likely go in the hole to remove the blight. You would have to pay someone to do the work, get a lien on the property and then not necessarily collect the fees and lien for the cost of the work. Mr. Outten advised that we have done the first step with the Clerk/Treasurer writing letters. The next step is a letter from the Town Attorney followed by possible judicial action. On motion by Mr. Martin, seconded by Mrs. Talbert and carried by all ayes, Town Council voted, as recommended by Mr. Outten, that 1. Mrs. Johnson will continue to monitor the response to the letters for sixty days; 2. Follow this with a letter from Mr. Outten to still delinquent individuals; 3. Still delinquent tax accounts may be subject to tax liens/judicial action. FINANCE The public hearing on the budget has been set. Mr. Martin thanked Mr. Dean for a fine job. FIRE AND EMERGENCY SERVICES Mr. Martin reported that the fire department responded to 31 calls in March. Of the 31, 4 were in the town limits and 27 were outside the town limits. Mr. Martin stated there is a request in the packet for the LVFD to use the airport on June 18, 2016, from 8 a.m. to 5 p.m. for its third annual cornhole tournament. On motion by Mr. Martin, seconded by Ms. Hardy and carried by all ayes, Town Council voted to approve the use of the airport by the LVFD on June 18, 2016. PERSONNEL Mr. Brockwell reported that Mr. Dean is working on some issues internally. We are also getting ready for sprucing up for spring. POLICE Ms. Hardy stated that there is a report in the packet. PROPERTY & EQUIPMENT Mr. Brockwell reported that the property identified in the budget is needed. Maintenance is becoming an issue on some of the other property. The town has received one estimate on the floor of the Southern States building. We are waiting for a second estimate. The cost of about $22,000 is included in the budget. STREETS, LIGHTS & CEMETERY Mrs. Bland reported that the parking issue will be revisited following Mrs. Green’s comments tonight. Mr. Outten reported that he has had a conversation regarding parking with the Clerk of the Circuit Court. He was not able to attend tonight. Mr. Dean asked for the Streets, Lights and Cemetery and the Personnel committees to stay for a meeting following the council meeting tonight. Mrs. Talbert asked if a letter has been sent out regarding the parking. It has been drafted but not sent out. Mr. Outten will review the letter and it will be brought back to the May meeting. TOWN DEVELOPMENT The Christmas decorations and banners are not in the proposed budget as a line item at this time. The committee will continue to gather information for the budget. WATER/WASTEWATER There will not be a committee meeting following the council meeting tonight. A June public hearing for the water rate adjustment that is in the proposed budget will be discussed at the next meeting. SAFETY The reports are in the packet. HOUSING CODE ENFORCEMENT Mrs. Bland reported that she spoke with Mr. Outten and he advised that we have the procedures in place to take care of the building on N. Main St. The town ordinance refers to a building inspector or personnel to determine if the building is a public safety or health hazard. Mr. Dean advised that the town has an agreement with the county to use the county building inspector for the inspections upon written request. Mrs. Bland reported that three more blighted properties have come to her attention. They are at Second and High, High and Church and the old Lawrenceville Primary School. PARKS/RECREATION There was no report. COLLEGE/COMMUNITY LIAISON Mayor Herrington reported that he, Mr. Dean and Chief Gibson met with representatives from the Pension Benefits Guaranty Corporation and J. P. Morgan. The PBGC indicated to them that it is the owner of the property once known as Saint Paul’s College. The PBGC has not recorded a deed but believes it has sufficient documents to show ownership. The representative from J. P. Morgan is the lead contact regarding the property. There is a CBRE company representative on grounds dealing with day to day upkeep of the property. The intent is to maintain the property to get maximum return when it is sold. They indicated that they would consult with the town to see if a proposed use comports with a use that the town could support. The PBGC is talking to a group interested in using it as a retreat or conference center. The PBGC said the town could expect a call every two weeks to keep it abreast of the situation. AIRPORT COMMISSION There was no additional report. LAWRENCEVILLE PLANNING COMMISSION Mrs. Bland reported that she was not able to attend the comprehensive plan meeting. Mr. Dean reported that several committee meetings were held. Topics included transportation, infrastructure and downtown. They are looking at what we have and how to make it a clearer, concise working tool. The Southside Planning District Commission is working with the town on this. We expect to have a draft this month, a public session in May and a public hearing in June. Mayor Herrington reported that the County is working on its comprehensive plan. The Town made it a point to include the County on the Town’s committee. The County did not reciprocate. CORRESPONDENCE/ANNOUNCEMENTS There is an invitation in the packet to attend the SOL Family Success Day at James Solomon Russell Middle School on Saturday, April 16, 2016, from 10:00 a.m. to 12 noon. The Spring Festival and Brickyard 5 Miler will be held Saturday, April 16, 2016. The municipal elections will be held Tuesday, May 3, 2016. Mrs. Bland, Ms. Hardy, Mr. Martin and Mr. Pecht are on the ballot for re-election. CONSIDERATION OF ACCOUNTS A motion was made to pay the bills as presented, in the amount of $85,063.34, and charge to the proper accounts. This was made by Mr. Martin, seconded by Mr. Brockwell and carried by all ayes. ADJOURNMENT There being no further business to come before Council, a motion was made by Ms. Hardy, seconded by Mr. Martin and carried by all ayes to adjourn the meeting. William Herrington, Mayor
Wanda Johnson, Clerk
_______________________________________________________________________________________________________________________
March 8, 2016
CALL TO ORDER Mayor William Herrington called the regular meeting of the Lawrenceville Town Council to order at 7:30 p.m. on March 8, 2016. ROLL CALL Roll was called; Present: Mayor William Herrington; Council Members: Joyce Bland, H. B. Brockwell, Jr., Dora Hardy, Scott Martin, Martha Myers, Robert F. Pecht, III, and Alice B. Talbert. Also present: Town Manager, C. J. Dean, Police Chief, Everette Gibson, Town Clerk, Wanda Johnson and the press. Absent: Town Attorney, W. C. Outten, Jr. APPROVAL OF MINUTES A motion was made by Mr. Pecht to approve the minutes of the regular meeting on February 9, 2016, as received, suspend the reading and file. This was seconded by Mrs. Talbert and carried by all ayes. A motion was made by Mr. Pecht to approve the minutes of the special called meeting on February 29, 2016, as received, suspend the reading and file. This was seconded by Mrs. Talbert and carried by all ayes. APPROVAL OF AGENDA The agenda was approved with the addition of Parking Issues on Court St. under New Business. LAWRENCEVILLE EDA Mr. Martin reported that the Town Council and Lawrenceville EDA participated in a joint called meeting on February 29, 2016, to discuss the development of the Peebles Building. Wendy Wright and C. J. Dean have been working on the grant requirements. Letters have been drafted to send to potential developers regarding the building. Mr. Martin talked to a contractor about the building and will look into information on tax credits. Mrs. Wright was thanked for her efforts on the project. RECOGNITION OF CITIZENS There were no citizens desiring to speak. MAYOR’S REPORT Mayor Herrington reported that he attended the ballet sponsored by the ArtBank last week. He thanked the ArtBank for its continuing efforts to bring arts performances to our community. There was very good attendance. The Town is one of the named sponsors and there are two tickets available to be used by council members for each performance. Mayor Herrington reported that the letter in support of the Governor’s proposal to set up a fund to be available for towns without grocery stores to provide access to healthy foods has been forwarded to Mrs. Tyler, our Representative to the House of Delegates and to Senator Ruff, our State Senator. The bill is coming up for consideration soon. Mayor Herrington thanked Mary Jo Fields of the Virginia Municipal League for attending and covering the Brunswick Stew Day at the Capitol. An article was written for VML’s Virginia Town and City magazine. Mayor Herrington reminded everyone that budget requests must be submitted by March 15, 2016. Everyone was asked to look at the information from the web designer and respond with any comments. REPORT OF TOWN ATTORNEY There was no report. REPORT OF TOWN MANAGER DOWNTOWN PROJECT UPDATE The façade projects are ongoing. Questions regarding the Peebles Building grant requirements have been submitted to DHCD. On Cue Digital Marketing submitted time and cost information: video = $1550, brochure = $650, police department website = $1250. The police department website is a stand-alone site and is not part of the original grant. Funding for website maintenance will need to be added to the budget. It was the consensus of Town Council to move forward with the updates as estimated by On Cue. There is an opportunity for a Virginia Tourism grant that is due by April 1, 2016. That might provide funds to help with the cost of brochures. WATER UTILITY RATE SETTING A Draper Aden Water and Sewer Rate Dashboard report is in the packet. It indicates how Lawrenceville utility rates compare to others in their study. Mr. Dean attended a meeting on rate setting. Information on adjusting rates is in the packet. Lawrenceville last updated utility rates on July 1, 2010. Rates will need to be adjusted to deal with budget deficits in the upcoming budget year. VIRGINIA COMMISSION FOR THE ARTS GRANT The application for the Virginia Commission for the Arts Local Government Challenge Grant is due before April 1, 2016, for the 2016-2017 fiscal year. In the past, the Town has applied for a $500 grant. The grant provides $500 and the Town provides a matching $500. The funding benefits the local ArtBank program. On a motion by Mr. Brockwell, seconded by Mrs. Talbert and carried by all ayes, Town Council voted to approve the grant application and continue the support for the ArtBank at the same level of $500 from the grant and $500 from the Town. BUDGET REQUESTS/COMMITTEE MEETINGS The deadline for budget requests is March 15, 2016. The finance committee continues to work on a draft budget. A draft budget is presented in April for a public hearing in May and adoption in June. SPRING CLEAN UP WEEK APRIL 4-8, 2016 On a motion by Mr. Brockwell, seconded by Mrs. Talbert and carried by all ayes, Town Council voted to set the week of April 4-8, 2016, as Spring Clean Up Week. SMALL BUSINESS CLASS A free Small Business Seminar will be presented on Wednesday, March 16, 2016, at Southside Virginia Community College. SAINT PAUL’S COLLEGE The pension fund group still does not own the college property as far as we know now. FINANCE Mr. Pecht reported that the Finance Committee met with Denise Williams, CPA, and discussed the final audit report for the year ended June 30, 2015. Mr. Pecht stated that the Town received a clean audit and a clean opinion. He also stated that Mr. Dean did a great job on the Management’s Discussion and Analysis. On motion by Mr. Pecht, seconded by Mr. Martin and carried by all ayes, Town Council voted to accept the annual financial audit report for the year ended June 30, 2015, as received. FIRE AND EMERGENCY SERVICES Mr. Martin reported that the fire department responded to 26 calls in February. Of the 26, 5 were in the town limits and 21 were outside the town limits. Mr. Martin reported that the finance committee discussed the fire department’s request for an additional budget line item in the amount of $5,500 for a clothing allowance. The committee will continue to look at the request. There are issues to review with the Town’s CPA. PERSONNEL Mr. Brockwell reported that the personnel committee met on February 24, 2016, and discussed a possible 3% raise for employees. The committee also discussed possibly implementing water/sewer license steps for water/sewer salaries. POLICE Ms. Hardy stated that there is a report in the packet. Chief Gibson has requested that the white 1996 Ford Explorer be put into surplus equipment. PROPERTY & EQUIPMENT On motion by Mr. Brockwell, seconded by Ms. Hardy and carried by all ayes, Town Council voted to declare the 1996 Ford Explorer a surplus vehicle. The data sheet is being completed for the Peebles building and it was requested that data sheets be completed for any property that the Town has available to be marketed. The Southern States building floor issues were discussed. The floor issue needs to be taken care of before the electrical issues are addressed. STREETS, LIGHTS & CEMETERY Mrs. Bland reported that the meeting with the garden club was cancelled as the garden club decided not to start a project at this time. TOWN DEVELOPMENT Mr. Brockwell reported that Mr. Dean obtained prices on Christmas decorations and banners. The committee was shocked at the prices. A wreath for a street light is $400 and a bow for the wreath is $65. Seasonal banners would also be a very expensive project. Model buildings, like those in a Blackstone park, were discussed. At this time, the committee is still gathering information for the budget. WATER/WASTEWATER There will be a committee meeting following the council meeting. Letters were sent out regarding water test results as required by the Health Department. Re-testing is occurring at this time. Hurt and Proffitt will be working on water engineering services for disinfection by-products reduction. Lead and copper samples are scheduled later this month. SAFETY The reports are in the packet. HOUSING CODE ENFORCEMENT Mrs. Bland reported that the committee met and thinks the best solution is to meet with Mr. Outten and draft our own ordinance to deal with issues. PARKS/RECREATION Mrs. Talbert reported that the committee discussed little model buildings for one or both of the parks. They do not have cost estimates at this time. COLLEGE/COMMUNITY LIAISON There was no additional report. AIRPORT COMMISSION The Lawrenceville Lions Club will hold the Annual Seafood Feast on May 4, 2016. The Lawrenceville Volunteer Fire Department will hold the Annual Cornhole Tournament on June 18, 2016. LAWRENCEVILLE PLANNING COMMISSION Mrs. Bland reported that the committee met on the comprehensive plan. There are quite a few things that need to be done. There will be a full report at the next meeting. Mr. Dean reported that the County will be re-writing its comprehensive plan and the kick-off meeting for that is March 29, 2016. CORRESPONDENCE/ANNOUNCEMENTS There is a thank you card in the packet from BVRS Charter, Life & Auxiliary Members. CONSIDERATION OF ACCOUNTS A motion was made to pay the bills as presented, in the amount of $81,787.74, and charge to the proper accounts. This was made by Mr. Pecht, seconded by Mrs. Talbert and carried by all ayes. NEW BUSINESS – PARKING ISSUE ON COURT STREET Mr. Martin expressed concerns about county employees parking on Court Street. He suggested that the county employees be encouraged to park in county parking lots and leave the street spaces available for use by business and courthouse customers. Following discussion, the matter was referred to the Streets, Lights & Cemetery Committee for a recommendation to Council at the next meeting. ADJOURNMENT There being no further business to come before Council, a motion was made by Ms. Hardy, seconded by Mrs. Talbert and carried by all ayes to adjourn the meeting. William Herrington, Mayor Wanda Johnson, Clerk _________________________________________________________________________________________________________________________
February 29, 2016
CALL TO ORDER Mayor William Herrington called the special called meeting of the Lawrenceville Town Council to order at 3:00 p.m. on February 29, 2016. The purpose of the called meeting was to discuss the development of the Peebles building. ROLL CALL Roll was called; Present: Mayor William Herrington; Council Members: Joyce Bland, H. B. Brockwell, Jr., Dora Hardy, Scott Martin, Robert F. Pecht, III, and Alice B. Talbert. Also present: Town Attorney, W. C. Outten, Jr., Town Manager, C. J. Dean and Town Clerk, Wanda Johnson. Lawrenceville Economic Development Authority Members Present: Tarek Ibrahim, Caren Brown Peterson, Katharine Samford and Wendy Wright. Absent: Council Member Martha Myers and LEDA Member Rodney Elmore. DEVELOPMENT OF THE PEEBLES BUILDING Mr. Dean provided background information on the downtown grant that the Town applied for in 2008. The project included downtown building facades, the back parking lot and the Peebles building. When the grant was written, it included purchasing the Peebles building with the intention of putting it back into use. It was not understood at the time that it was a grant requirement that someone had to be in the building by the end of the grant period. At the beginning of the grant period there was talk of Saint Paul’s College locating a bookstore and café in the building. A plan of development and feasibility analysis had also been completed in support of a mixed use mixed income development for the Sledge & Barkley and Peebles Buildings. During the grant period there has been a downturn in the economy and Saint Paul’s College closed. The Town transferred ownership of the Peebles building to the Lawrenceville Economic Development Authority. The management and marketing of the building became the responsibility of the LEDA. A representative from DHCD attended a meeting in Lawrenceville and toured the Peebles building on February 18, 2016. HUD is pressing the DHCD to see that all buildings acquired through a grant have an end user. The DHCD wants a developer for the Peebles building by June 1, 2016. If there is no developer by that date, a letter requesting an extension must be submitted to DHCD by June 1, 2016, with proof of efforts made to meet the building use requirement. At this time, the grant deadline is June 30, 2016. The grant was awarded to the Town. The Town would have to pay back the purchase cost of the Peebles building in the amount of $125,000 if the grant requirements are not met. The DHCD will consider an extension request but expects to see demonstrated efforts such as advertising the property in the Richmond area. The DHCD also considers the status of other projects in the area such as the County’s Silver Trail project and the Town’s Southern States building. These projects have not met their goals at this time. There were discussions and suggestions concerning the Peebles building. The LEDA owns the building and Town Council wants the LEDA to take the lead on marketing the property. The Virginia Economic Development Partnership data sheets need to be completed. It was suggested that the Brunswick County School Board, Southside Virginia Community College and Fort Pickett be contacted to inquire if any one of them might be interested in the building. It was also suggested that the developer involved in renovating an old Emporia bank building be contacted. Mr. Dean will request clarification from DHCD if any of the following actions would satisfy the grant requirements: Selling the building. Establishing apartments upstairs while continuing to market the downstairs. Use of the building as a craft mall on weekends. The LEDA will contact developers and run ads in newspapers. There was discussion to possibly run ads in Richmond, Roanoke and Norfolk. The LEDA will assemble a portfolio to document the efforts that the LEDA and Town are making to meet the grant requirements regarding the Peebles building. ADJOURNMENT There being no further business to come before Council, a motion was made by Mr. Martin, seconded by Mrs. Talbert and unanimously carried to adjourn the called meeting. William Herrington, Mayor
Wanda Johnson, Clerk
__________________________________________________________________________________________________________________________
February 9, 2016
CALL TO ORDER Mayor William Herrington called the regular meeting of the Lawrenceville Town Council to order at 7:30 p.m. on February 9, 2016. ROLL CALL Roll was called; Present: Mayor William Herrington; Council Members: Joyce Bland, H. B. Brockwell, Jr., Dora Hardy, Scott Martin, Martha Myers, Robert F. Pecht, III, and Alice B. Talbert. Also present: Town Attorney, W. C. Outten, Jr., Town Manager, C. J. Dean, Police Chief, Everette Gibson, Town Clerk, Wanda Johnson, Fire Chief, Justin Thomas, Mike Thomas, David Ward, Zack Gibson, Matthew Berry, Allison Propst, Kimberly Martin, Darlene Ferguson, Starr Phipps, citizens and the press. Absent: none. APPROVAL OF MINUTES A motion was made by Mr. Pecht to approve the minutes of the regular meeting on January 12, 2016, as received, suspend the reading and file. This was seconded by Mrs. Talbert and carried by all ayes. APPROVAL OF AGENDA The agenda was approved as presented. LAWRENCEVILLE EDA Mr. Martin reported that he was not able to attend the EDA meeting on February 2, 2016, due to the death of his father. The repairs to the roof of the Peebles building have been completed. The grant was extended and a plan for the use of the building must be presented within 180 days. APPOINTMENTS TO EDA The Lawrenceville Economic Development Board recommended that Tarek Ibrahim and Rodney Elmore each be reappointed to the EDA for a new four year term beginning March 2016. A motion was made by Scott Martin, seconded by Mrs. Talbert and carried by all ayes to appoint Tarek Ibrahim and Rodney Elmore to the EDA for a four year term beginning March 2016, as recommended by the EDA. RECOGNITION OF FIREFIGHTERS Mayor Herrington and Mr. Martin presented certificates of recognition to Fire Chief Justin Thomas and Firefighters Kevin Pair, Allison Propst and David Ward for saving the life of a resident who was trapped in a fire at Pinecrest Apartments. RECOGNITION OF CITIZENS JUSTIN THOMAS, CHIEF, LVFD Chief Thomas requested that Town Council add a line item to the budget for Contributions to Fire Calls. This would be a small token of $3.00 per call to each fire department member to improve recruitment and retention in LVFD. He presented suggested guidelines for the contributions. Mr. Martin, Chairman of the Fire and Emergency Services Committee will meet with Mr. Thomas to gather more information regarding the request. DARLENE FERGUSON, SECRETARY, BVRS, INC. Darlene Ferguson requested that Town Council continue the practice and custom of waiving the cost of Town Decals for volunteer charter and life members and auxiliary members of the Brunswick Volunteer Rescue Squad, Inc. even though the BVRS has been dissolved. Members of BVRS served the County for 47 years. A list of members impacted was presented indicating a total of 45 residents, of which 39 are residents of the County, 5 are residents of Lawrenceville and 1 is a resident of Alberta. The number will not increase. There was discussion by Council that this has been in the budget and will affect 5 BVRS members in the Town of Lawrenceville. It was the consensus of Town Council to continue to waive the purchase cost of one town decal per BVRS member per year. The eligible members indicated on the list for the Town of Lawrenceville are Darlene Ferguson, JoAnn Mayton, Charles Vaughan, Brenda Adcock and Nancy Arthur. STARR PHIPPS, COORDINATOR, BRUNSWICK LITERACY COUNCIL, INC. Starr Phipps provided information about the Brunswick Literacy Council, Inc. and the services it provides to residents of Lawrenceville and Brunswick County. It is scheduled to start a literacy program at the Meherrin River Regional Jail in February. Brunswick Literacy Council, Inc. is requesting funding from the Town of Lawrenceville in the amount of $5,000 for this fiscal year. The Literacy Council is requesting $10,000 from the County of Brunswick for next fiscal year. The Finance Committee will review the request and report back to Town Council. ANGEL LOWELL, BRUNSWICK COUNTY RESIDENT Angel Lowell was present to thank the LVFD firefighters for rescuing her family’s dog when it fell in a pond in January. She called 911 and Everette Gibson, Zack Gibson and Matthew Berry responded and saved the dog. She thanked them for being positive role models and said they had such an impact on her son that he wants to be in the fire department one day. MAYOR’S REPORT Mayor Herrington acknowledged the passing of Mr. Grady Martin, a long time superintendent of Brunswick County Public Schools and a former member of the Lawrenceville Town Council and EDA. Mayor Herrington extended congratulations to Mayor Don Dugger and the residents of Brodnax for being awarded $1,000,000 from the Governor’s office to improve and extend water and wastewater services. Mayor Herrington reported that he was informed by the Pension Benefit Guaranty Board that the papers to transfer Saint Paul’s College to the PBGC have been executed. The papers have not been filed in the County yet. Mayor Herrington reported that the Brunswick County Public Schools has received a grant to improve education for preschoolers. The Town has been asked to partner with them in executing the grant. The terms and conditions will be provided later. Mayor Herrington reported that the Governor introduced an item in the budget bill before the state legislature to put aside $10,000,000 over the next two years to be available for Towns without grocery stores to provide access to healthy foods. VML asked for a letter in support of the legislation and shared a copy of a letter from the Town of Crewe. A motion was made by Mr. Pecht to send a letter in support of the Governor’s budget proposal to establish grocery stores in rural areas. The motion was seconded by Mr. Brockwell and carried by all ayes. Mayor Herrington and Mr. Dean will draft a letter. REPORT OF TOWN ATTORNEY There was no report. REPORT OF TOWN MANAGER DOMINION VIRGINIA POWER UPDATE Mr. Dean reported that the final meeting was held with Dominion and the project update in this packet will be the last. The work is 97.2% complete. The town received the final installment of the water/sewer connection payment from Dominion on February 1, 2016. DOWNTOWN PROJECT UPDATE A Downtown project meeting is scheduled for February 18, 2016. A state representative will attend and will be escorted to tour the Peebles building. Members of the EDA will attend also. Work on the website is coming along. Façade projects are ongoing. Atlas and Tonya Wright’s building will be the next facade. There is a little money left that could handle a couple of buildings. Church and government buildings are not eligible. There is a presentation of before and after pictures in the packet of facades that have been completed. In the last two weeks, two engineering firms have looked at the floor and basement of the Southern States building. We will be getting estimates from contractors on the floor and basement. WATER UTILITY RATE SETTING An article on water utility rate setting is in the packet for review. VIRGINIA COMMISSION FOR THE ARTS GRANT The application for the Virginia Commission for the Arts Local Government Challenge Grant is due before April 1, 2016, for the 2016-2017 fiscal year. It offers a matching grant of up to $5000. In the past, the Town has applied for a $500 grant. The grant provides $500 and the Town provides a matching $500. The funding benefits the local ArtBank program. Mr. Dean asked Council if it wants to increase the amount or keep it at $500. A decision will be made at the next meeting. BUDGET REQUESTS/COMMITTEE MEETINGS The deadline for budget requests is March 15, 2016. Set your committee meetings for budget planning and let Mr. Dean know your budget requests. A draft budget is presented in April for a public hearing in May and adoption in June. LAKE COUNTRY AD/LEISURE MEDIA 360 Mr. Dean reported that Peggy Overstreet emailed him with information on the cost of an ad in the upcoming Lake Country magazine. Mr. Dean commented that the Town has purchased an ad in the magazine for the last couple of years and yet they do not include the Town of Lawrenceville name on the front cover with other towns. Following a discussion, it was the consensus of Town Council that there will not be a response to the request for an ad. ENGINEER’S CONTRACT FOR DISINFECTION BY-PRODUCTS REDUCTION Mr. Dean reported that interviews were held last week for an engineer for the grant awarded by the health department and previously approved and accepted by Town Council. Hurt & Proffitt, Inc. was the successful applicant. Mr. Dean asked Town Council to authorize the signing of the contract between the Town and Hurt & Proffitt, Inc. The total cost is $35,000 for services to include complete water system model, evaluate necessary water system improvements, evaluate other possible ways to reduce system water age, prepare all findings in a report format to VDH and conduct a water audit/water balance summary and prepare findings in a report format. The Town Attorney has reviewed the contract. VDH approved the procurement procedure and contract form. On a motion made by Mr. Brockwell, seconded by Mr. Pecht and carried by all ayes, Town Council voted to authorize the signing of the contract between the Town and Hurt & Proffitt, Inc. for water engineering services for disinfection by-products reduction. SAINT PAUL’S COLLEGE STUDENT CENTER Mr. Dean reported that it was announced at the IDA meeting tonight that the County and IDA will close on the student center tomorrow. FINANCE Mr. Pecht reported that the audit report for FY2015 was received today. We are not prepared to approve it tonight. It will be reviewed with the finance committee before approval at the March meeting. There were new requirements this year. Mr. Pecht asked everyone to review the report and be sure to read the management report written by Mr. Dean. Mr. Pecht asked that committees get their budget requests in by March 15, 2016. FIRE AND EMERGENCY SERVICES Mr. Martin reported that the fire department responded to 29 calls in January. Of the 29, 5 were in the town limits and 24 were outside the town limits. Mr. Martin commented that the firefighters are heroes in our community and he is truly proud of them. PERSONNEL Mr. Brockwell asked the personnel committee members to plan to meet on February 24, 2016, at 5:30 p.m. Mr. Dean will share information he has about personnel needs. POLICE Ms. Hardy stated that there is a report in the packet. Chief Gibson reported on the use of the John Deere UTV over the past year that included: monitored the Tobacco Heritage Trail, National Night Out, assisted with missing persons and transported injured persons from wooded areas. PROPERTY & EQUIPMENT The VML Property Schedule is in the packet. It shows what the Town owns and insures. Mr. Brockwell stated that the committee will meet on February 24, 2016. STREETS, LIGHTS & CEMETERY Mrs. Bland reported that the committee will meet with the garden club on February 29, 2016, at 2:00 p.m. TOWN DEVELOPMENT Mr. Brockwell reported that there has been discussion about a matching grant possibility. The committee will meet on February 24, 2016, at 2:00 p.m. WATER/WASTEWATER There will be a committee meeting following the council meeting. SAFETY The reports are in the packet. Mr. Brockwell commended our departments for covering every day and specialty items. HOUSING CODE ENFORCEMENT Mrs. Bland reported that she met with Mr. Outten and he provided information that she then shared with the committee. Mrs. Bland commented that we may need to add to the Code. The committee will review the information and report at the next meeting. PARKS/RECREATION Mrs. Talbert reported that the committee met and discussed some ideas for the parks. They will have a report at the next meeting. COLLEGE/COMMUNITY LIAISON There was no additional report. AIRPORT COMMISSION There is a request in the packet from the Lawrenceville Lions Club to use the Lawrenceville Airport on May 4, 2016, from 4:00 p.m. to 7:00 p.m. for the 34th Annual Seafood Feast. All insurance, ABC permits and requirements of the zoning permit will be adhered to as required by the County of Brunswick. On a motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes Town Council to approve the use of the Lawrenceville Airport as requested by the Lawrenceville Lions Club. LAWRENCEVILLE PLANNING COMMISSION There was no report. CORRESPONDENCE/ANNOUNCEMENTS There was no additional correspondence. A Relay for Life information packet on the table was provided by Mrs. Talbert. CONSIDERATION OF ACCOUNTS A motion was made to pay the bills as presented, in the amount of $71,225.41, and charge to the proper accounts. This was made by Mr. Pecht, seconded by Mrs. Talbert and carried by all ayes. UNFINISHED BUSINESS Mayor Herrington commented that the Town Retreat was held in January and some items on the list were addressed and some were not. Mr. Brockwell commented that quite a few of the items are being addressed in committees. We need to make sure the right committees get the items on the list. Following discussion, Mayor Herrington said he will check on dates for a follow-up meeting. NEW BUSINESS Mr. Martin commented that we are truly blessed to live in a small town. He thanked Town Council and the EDA for the cards and flowers and said his father would be truly humbled. ADJOURNMENT There being no further business to come before Council, a motion was made by Ms. Hardy, seconded by Mr. Pecht and carried by all ayes to adjourn the meeting. William Herrington, Mayor
Wanda Johnson, Clerk
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January 12, 2016
CALL TO ORDER Mayor William Herrington called the regular meeting of the Lawrenceville Town Council to order at 7:30 p.m. on January 12, 2016. ROLL CALL Roll was called; Present: Mayor William Herrington; Council Members: Joyce Bland, H. B. Brockwell, Jr., Dora Hardy, Scott Martin, Martha Myers, Robert F. Pecht, III, and Alice B. Talbert. Also present: Town Attorney, W. C. Outten, Jr., Town Manager, C. J. Dean, Police Chief, Everette Gibson, Town Clerk, Wanda Johnson, Kimberly Martin, citizens and the press. Absent: none. APPROVAL OF MINUTES A motion was made by Mr. Pecht to approve the minutes of the regular meeting on December 8, 2015, and the minutes of the retreat on January 6, 2016, as received, suspend the reading and file. This was seconded by Mr. Martin and carried by all ayes. APPROVAL OF AGENDA The agenda was approved as presented. LAWRENCEVILLE EDA Mr. Martin reported that the next EDA meeting will be held February 2, 2016. He also reported that the retreat was positive. He will be discussing some ideas with the Mayor and we will be working on several bullet points for the coming year. RECOGNITION OF CITIZENS Mayor Herrington stated that residents would be allowed three minutes each to address council if anyone wished to speak. No one spoke. MAYOR’S REPORT Mayor Herrington reported that the retreat was held on January 6, 2016. We did not get to complete all the items. A draft planning document has been put together and distributed to council for review. REPORT OF TOWN ATTORNEY There was no report. REPORT OF TOWN MANAGER DOMINION VIRGINIA POWER UPDATE Mr. Dean reported that he and Randy Lynch met with Dominion about their water usage. Previously the contractor was controlling the water usage. Dominion will control the water usage going forward and will provide a projection of water usage each Wednesday. The next meeting will be January 25, 2016. The ten million gallon tank is empty now. It is expected that it will be refilled in April as it is primarily used in the summer to cool down the plant. DOWNTOWN PROJECT UPDATE A six month extension has been granted on the project. The deadline is now June 30, 2016. Papers were signed today for the Southern Touch building façade. Fifteen facades have been completed. The website is being updated and the cost is included in the downtown grant. BUDGET REQUESTS/COMMITTEE MEETINGS Please set your committee meetings for budget planning and let Mr. Dean know your budget requests. A draft budget is presented in April for a public hearing in May and adoption in June. VRA VIRGINIA POOLED FINANCING PROGRAM The application deadline for the spring 2016 VPFP financing is February 5, 2016. Let Mr. Dean know if there are any projects to be considered. PROGRESS ’16 AD A proposed full page ad for the Progress ’16 newspaper supplement was in the packet. A motion was made by Mr. Pecht to purchase the full page ad at a cost of $400. The motion was seconded by Mr. Brockwell and carried by all ayes. COMPREHENSIVE PLAN STEERING COMMITTEE A steering committee was proposed to work on the comprehensive plan rewrite. It includes county officials so that when the County rewrites its plan, the County and Town plans will mesh. A motion was made by Mr. Pecht to approve the steering committee as presented. The motion was seconded by Mr. Martin and carried by all ayes. Committee members are Joyce Bland, John Miller, Cynthia Pecht, Cherrill Robertson, Michael Redman, William Herrington, C. J. Dean, Everette Gibson, John R. Jones, Sr. Rodney Elmore, Percy Bunch, Charlette Woolridge and Leslie Weddington. FINANCE Mr. Pecht asked that committees get their budget requests in. The personnel committee needs to look at needs that were brought up in the retreat with Dominion coming on line and with administrative needs. The budget will be challenging this year as we wait to see where we come out with Dominion. The auditor continues to work on the audit report as complex changes in regulations are complicating the work. We expect to have the audit by the February meeting. FIRE AND EMERGENCY SERVICES Mr. Martin reported that the fire department responded to 26 calls in December. Of the 26, 3 were in the town limits and 23 were outside the town limits. The fire department cooked a stew last weekend. The fire department stood by for a steam blow at Dominion. They hope to receive a donation for their time there. PERSONNEL Mr. Brockwell asked the personnel committee members to let Mr. Dean know when they can meet week after next. The personnel committee needs to put numbers with needs and forward the information to the finance committee. POLICE Ms. Hardy stated that there is a report in the packet. Chief Gibson reported that DCJS has approved the police department for VSTOP grant funding for calendar years 2016, 2017 and 2018. The grant provides funding for one officer to work on crimes against women. This will be the Town’s fifth year participating in the program. PROPERTY & EQUIPMENT Mr. Brockwell stated that the committee will meet following the personnel committee meeting. STREETS, LIGHTS & CEMETERY The street light on the corner at the Perry’s building has been hit for the fourth time. The committee was asked to consider not replacing the street light at that location. TOWN DEVELOPMENT There was no additional report. WATER/WASTEWATER There will be a committee meeting following the council meeting. SAFETY The reports are in the packet. HOUSING CODE ENFORCEMENT Mr. Dean reported that he is in contact with the owner, and her family, of 314 Sixth Avenue and they are working to get that property taken down. There still has been no response from the owner of 418 N. Main Street. Mr. Dean will be working with the Town Attorney to determine legal actions that may be taken regarding that property. Mr. Dean would like the committee to look at other properties in town and the process available under Code and make a recommendation on properties that the committee identifies. There is no easy fix and there is a frustrating process to follow. The Mayor asked Mrs. Bland to make a report at the next council meeting. PARKS/RECREATION Mrs. Talbert reported that Peebles Park has been cleaned up really well. The work on that park was outsourced. COLLEGE/COMMUNITY LIAISON There was an auction of the Saint Paul’s Student Center building and the bank bought it back. The Mayor expressed concerns about the college property as it is dark and there is no protection there. He reported that the pension fund group was told they cannot enter the property until they take it over. It is not known when they will take over. The town doesn’t know who is in charge of the property. The town does not have a legal responsibility to the property. The roads on the college property are private roads. Chief Gibson offered that town officers will ride through and check on the property when they are on patrol. It was suggested that a letter should be written to the pension fund asking them to come to a council meeting and make a report to council. Ms. Hardy asked about water service to the church on the campus. Mr. Dean advised that one water meter feeds the campus and the church. He has been in contact with a church representative and provided the church with a connection estimate and advised that the church should hook up a separate water line. The church will need to pay a connection fee and hire a contractor to make the connection. AIRPORT COMMISSION There was no report. LAWRENCEVILLE PLANNING COMMISSION There was no additional report. CORRESPONDENCE/ANNOUNCEMENTS Mr. Dean reported that long time town employee Eddie Hall is in and out of work because his wife is in the hospital. She is not doing well at all. Mr. Dean will let council know of any news. CONSIDERATION OF ACCOUNTS A motion was made to pay the bills as presented, in the amount of $67,396.70, and charge to the proper accounts. This was made by Mr. Pecht, seconded by Mr. Martin and carried by all ayes. ADJOURNMENT There being no further business to come before Council, a motion was made by Mr. Brockwell, seconded by Mr. Martin and carried by all ayes to adjourn the meeting. William Herrington, Mayor
Wanda Johnson, Clerk
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January 6, 2016
COUNCIL RETREAT Mayor William Herrington scheduled a council retreat to be held at the VCU Massey Cancer Research Center at 221 N. Main Street on Wednesday, January 6, 2016, at 6:00 p.m. The press was notified of the retreat and a notice was posted at the town office. Mayor Herrington opened the retreat. Roll was taken. Present: Mayor William Herrington; Council Members: Dora Hardy, Scott Martin, Martha Myers, Robert F. Pecht, III, and Alice B. Talbert. Also present: Town Manager, C. J. Dean, Town Clerk, Wanda Johnson, Rebecca Akers and Dottie Akers-Pecht. Absent: Joyce Bland, H.B. Brockwell, Jr., Town Attorney, W. C. Outten, Jr. and Police Chief, Everette Gibson. Mayor Herrington invited council to this retreat to openly and candidly discuss matters involving the town for the upcoming year. A variety of topics were discussed. Business incentives need to be reviewed and the process streamlined for new business sites. The appearance of the town and town facilities were discussed. Improvements have been accomplished such as the new parking lot and lighting. Other needs to be addressed are the town office parking lot, power washing the town office, and cleaning the streets and gutters. It was suggested that street conditions need to be improved. VDOT owns and maintains the streets in town. There is concern about a VDOT requirement that pavement is to be replaced if a street cut is made for a sewer repair. The population would have to be more than 3500 before the town could take over the street maintenance. TTHM results are still above 80 on the line to the town shop. There is no price on looping that water line yet. The possibility of privatizing garbage collection and purchasing a street sweeper was discussed. A sign or banner for the council chamber was mentioned. More street light banners are needed. Mayor Herrington distributed 2016 Lawrenceville calendars with town events noted. He was concerned that a basketball game was scheduled the same night as the Christmas parade last month. The Virginia Enterprise Zone State Incentives were discussed. The Mayor and Town Manager will learn more about the incentives. The owner of the Circle K property has a new tenant with plans to open the business in February. They plan to bring Subway back. There was discussion concerning the Saint Paul’s College property. A foreclosure sale on the student center is scheduled for Friday. The college still has delinquent water bills for the main campus and a residential property. The Southern States building was shown to the FeedMore Corporation. FeedMore is looking to locate a food distribution center in Southside and this building is a good possibility provided the floor can be repaired. Mayor Herrington discussed the guidebook “(Re) Building Downtown – A Guidebook for Revitalization” that he had sent to council members. Some goals and objectives of the comprehensive plan were discussed. Moderate income housing is needed in town. The possibility of using the top floor of the Peebles building for apartments was mentioned. The grant requirements for the Peebles building are not clear yet. Ordinance amendments need to be considered to address blighted property. The housing enforcement committee needs to identify problem houses and prioritize properties to be declared blighted. Commercial development was discussed and how state and local incentives might be used to attract business. The personnel committee needs to evaluate all departments for employee staffing needs. A budget for those needs should be forwarded to the finance committee for budget preparation. There was discussion concerning Dominion Power drawing water Christmas Eve night into Christmas Day. The water plant was not expecting this drawdown and heavy rain compounded issues with rebuilding the water supply. The Town would like to improve its relationship with the County. Mayor Herrington closed the retreat. William Herrington, Mayor
Wanda Johnson, Clerk
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December 8, 2015
CALL TO ORDER Mayor William Herrington called the regular meeting of the Lawrenceville Town Council to order at 7:30 p.m. on December 8, 2015. ROLL CALL Roll was called; Present: Mayor William Herrington; Council Members: Joyce Bland, H. B. Brockwell, Jr., Dora Hardy, Scott Martin, Martha Myers, Robert F. Pecht, III, and Alice B. Talbert. Also present: Town Attorney, W. C. Outten, Jr., Town Manager, C. J. Dean, Police Chief, Everette Gibson, Town Clerk, Wanda Johnson, Delegate Roslyn Tyler, Rufus Tyler, Welton Tyler, Andrew Condlin, Gwen McMillan, Clinton McMillan, Jr., George R. Smith, Lawanda Fisher, Dr. Charlette Woolridge, Brenda Herrington, Brady Talbert, citizens and the press. Planning Commission Members Present: Joyce Bland, John Miller, Cynthia Pecht, Michael Redman and Cherrill Robertson. Absent: none. APPROVAL OF MINUTES A motion was made by Mr. Pecht to approve the minutes of the regular meeting on November 10, 2015, as received, suspend the reading and file. This was seconded by Mr. Brockwell and carried by all ayes. A motion was made by Mr. Pecht to approve the minutes of the called meeting on December 2, 2015, as received, suspend the reading and file. This was seconded by Mr. Brockwell and carried by all ayes. APPROVAL OF AGENDA A motion was made by Mr. Pecht to approve the agenda as presented. This was seconded by Mr. Brockwell and carried by all ayes. JOINT PUBLIC HEARING – REZONING CASE #2014-1 T’S ENTERPRISE, LLC CONDITIONAL ZONING APPLICATION The Lawrenceville Planning Commission and Lawrenceville Town Council joint public hearing was declared open. This time had been advertised for a joint public hearing on the request by T’s Enterprise for a conditional rezoning of property located at 125, 129, 133 College View Drive, tax parcel number 52-37-G in the Town of Lawrenceville. The applicant seeks to rezone the property from Public Open Space/Institutional (POS) to Multi-Family (R-3). Mr. Dean presented the application to be heard. As described in the legal notice, the applicant seeks rezoning for the approximate 1.51 acre lot with three existing apartment buildings. The applicant offered proffers as conditions for the rezoning: the property shall be developed and maintained in conformity with the conceptual plan, no more than twelve dwelling units may be located on the property, parking shall be provided at a minimum of two parking spaces per each dwelling unit, any access into the property from Church Street shall include two signs, one for ingress and one for egress to reference “SLOW/CAUTION CHILDREN AT PLAY”. Mr. Condlin, attorney for the applicant, reviewed the application and proffers and responded to questions from planning commission and council members. Gwen McMillan, President of the Brunswick County Chapter of the NAACP, spoke in support of the rezoning application. She said staff meets the children arriving at the childcare center. She also stated that the apartments will provide housing for people in the area and benefit the citizens of Brunswick County. Clinton McMillan, Jr., Commander of American Legion Post 65, endorsed what Mr. Tyler is trying to do. He stated Mr. Tyler is willing to invest his money and this is good for Lawrenceville and Brunswick County to bring the buildings back to life. George R. Smith, a resident of Brunswick County, spoke in favor of the application and asked that the rezoning request be approved. He said housing is needed in Lawrenceville and it was a win-win situation for the Town of Lawrenceville and Brunswick County. Lawanda Fisher stated that she is a certified parent educator and that two of the greatest concerns of young parents are suitable housing and suitable childcare. She is in support of the apartments and has no concerns about the childcare facility. Her grandson attends and staff meets the children when they arrive. She asked that the application be approved to provide suitable housing. Welton Tyler stated that he is the manager of T’s Enterprise and believes making an investment in Brunswick County is making an investment in home. He will invest his money to support and improve the Town and County. He asked for approval of the application. Rufus Tyler stated that he is a partner in T’s Enterprise. He said he was educated at SVCC. He envisions that someone could live in the apartments, have a child in the childcare center and attend SVCC. He asked for consideration and support of the application. Mr. Pecht asked if in the event something happened with the college property, would Mr. Tyler work with the new entity. Welton Tyler responded that if a college comes back and wanted to purchase the apartments, he would be happy to sell to them. He stated he would not have a problem with that. Welton Tyler is a partner and manager of T’s Enterprise. Rufus Tyler is a partner and there is also a partner in Maryland. Ms. Pecht closed the Planning Commission Public Hearing. Mayor Herrington called for any other questions. Hearing none, he closed the Town Council Public Hearing. The Planning Commission will reconvene in another meeting room to deliberate. The Commission will return to the Council meeting to report if they have a recommendation tonight. LAWRENCEVILLE EDA Mr. Martin reported that the minutes of the December 1, 2015, EDA meeting are in the additional packet. The EDA would like a copy of the final use permit for the Tobacco Heritage Trial Park. The roof repair at the Peebles building began today. The Bloom building will be checked also as there is a small leak there. Interviews were held regarding the website development. The next EDA meeting will be held February 2, 2016. RECOGNITION OF CITIZENS Mayor Herrington stated that residents would be allowed three minutes each to address council if anyone wished to speak. Gwen McMillan invited council members to the NAACP Christmas Social. It will be held Saturday, December 19, 2015, at 4:00 p.m. at the First Baptist Church Fellowship Hall. Clinton McMillan asked if Town Council and the EDA have ever considered the rundown condition of buildings in town and the cost to repair them. He suggested a video could be made of the buildings for a historic record, and then they could be demolished and start over. Mayor Herrington introduced Brady Talbert. He is a 2nd Class Rank member of Boy Scout Troop 221. Brady is completing the requirements to earn a citizenship community merit badge. The requirements include attending a town council meeting and completing eight hours of community service. MAYOR’S REPORT Mayor Herrington welcomed new council member Martha Myers to her first regular town council meeting. Mrs. Myers was appointed to fill the unexpired term of Esther Sanderson. Mayor Herrington thanked the Chamber of Commerce for sponsoring the Christmas parade and commended the time, energy and effort of Ms. Wright and the organizations that worked with her on the parade. A list of the current committee assignments is in the packet. Mayor Herrington asked council members to review the list and let him know by the end of the year if there are any suggestions for changes to the committees or assignments to the committees. For instance, a Health and Wellness Committee might be added. The Town was advised today that the foreclosure sale of the Saint Paul’s College Student Center has been postponed until January 6, 2016. Mayor Herrington commented that the Town has roughly thirty days to make a decision if Town Council wants to entertain the possibility of purchasing the student center or college or both. REPORT OF TOWN ATTORNEY There was no report. Mr. Dean’s report will be later as he is meeting with the planning commission at this time. FINANCE Mr. Pecht reported that the audit is running behind as the fixed assets were more involved this year and also the auditor had an illness and death in the family. We hope to have the audit by the January meeting. FIRE AND EMERGENCY SERVICES Mr. Martin reported that the fire department responded to 23 calls in November. Of the 23, 1 was in the town limits and 22 were outside the town limits. The LVFD Annual Banquet and Christmas Dance were held last Saturday. Mr. Martin installed the officers and spoke on heroes. Chief Gibson received the award for Firefighter of the Year. Mayor Herrington congratulated Chief Gibson. Chief Gibson expressed appreciation for the support of the council members that attended. PERSONNEL Mr. Brockwell reported that he asked Mr. Dean to look into a possible internship program with the agribusiness program at SVCC. It could help with parks and recreation. POLICE Ms. Hardy stated that there is a report in the packet. Chief Gibson had planned a presentation for tonight, but it has been postponed as two officers have sick children and could not attend. PROPERTY & EQUIPMENT Mr. Brockwell requested that our property and equipment be reviewed with our insurance carrier. STREETS, LIGHTS & CEMETERY Materials are being ordered in preparation for installing a water line in Oakwood Cemetery. It may be spring before the work will be completed. TOWN DEVELOPMENT Mr. Brockwell has reviewed the Town business incentives. The ones currently on the books add up to about $1100 - $1200 per year. These can be of assistance to businesses and we will continue to review. Mr. Brockwell responded to Mr. McMillan’s concerns about buildings in town. The Town has looked at these buildings many times. The private building owners have to take care of their property before the Town gets involved. Mayor Herrington commented that the Town has a grant façade program that some owners took advantage of but a lot of owners did not. Mayor Herrington also stated that he is in the office at least five hours a day. Anyone is welcome to come and talk to him. WATER/WASTEWATER Mr. Brockwell reported that he and Mr. Dean have discussed the possibility of working with the community college on a program to assist our new water and wastewater employees to obtain certificates. There will be a committee meeting following the council meeting. PLANNING COMMISSION RECOMMENDATION ON REZONING APPLICATION Ms. Pecht reported that the Planning Commission recommendation to Town Council is for approval of the rezoning application submitted by T’s Enterprise. TOWN COUNCIL VOTE ON REZONING APPLICATION #2014-1 A motion was made by Mr. Brockwell to approve the rezoning application submitted by T’s Enterprise LLC as recommended by the Lawrenceville Planning Commission. This was seconded by Ms. Hardy and carried by all ayes. SAFETY The reports are in the packet. HOUSING CODE ENFORCEMENT Mr. Dean reported that he continues to work with the property owners. The owner of 314 Sixth Avenue may voluntarily demolish that property. There has been no response from the owner of 418 N. Main Street. The owner resides in Florida and has not accepted the certified mail from the town. REPORT OF TOWN MANAGER DOMINION VIRGINIA POWER UPDATE Mr. Dean reported that there was no meeting this month. The first gas turbine was fired on December 3. The Health Department is scheduled to inspect the water plant tomorrow. Once the Town receives the certificate to operate, we can submit a final payment request to Dominion. The tanks are full now. DOWNTOWN PROJECT UPDATE The façade improvements continue. The former Lawrenceville Glass building will probably see the most significant building change. On Cue, a website company out of Richmond will work to update the Town’s website. Please make any suggestions as the new website is in development now. The roof is being replaced on the Peebles building. NOTICE OF VIOLATION TTHM The Lawrenceville water system exceeded the limit for TTHM. The fourth quarter average was 0.088 mg/L. The limit is 0.080 mg/L. This is a new test site at the town shop on a dead end line. The Town is working with B & B to correct this issue. The age and temperature of the water causes higher TTHM levels. We may need to loop a line or flush the lines. The Town is required to send out notices of the violation by December 18, 2015. The health department requires specific language be used in the notice. Mr. Dean will work with Ms. Allen to also have the information in the newspaper in an easier to understand message. PARKS/RECREATION A flag has been put up in the park. COLLEGE/COMMUNITY LIAISON There was no additional report. AIRPORT COMMISSION The airport has a new tractor. Mr. Pecht thanked Supervisor Harrison for overseeing the painting project at the airport. LAWRENCEVILLE PLANNING COMMISSION There was no additional report. CORRESPONDENCE/ANNOUNCEMENTS A notice from Shentel of pricing and lineup changes is in the packet. The VML 2016 Day at the Capitol will be held on January 27, 2016. Mr. Steve Yerta sent an email thanking Mr. Dean, a Town Police Officer and the ladies in the office for being helpful and providing a map and directions when he came to the Town Office for assistance. The VML 2016 Finance Forum will be held in Richmond on January 6, 2016. The updated committee assignments list is in the packet. CONSIDERATION OF ACCOUNTS A motion was made to pay the bills as presented, in the amount of $151,818.38, and charge to the proper accounts. This was made by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes. ADJOURNMENT There being no further business to come before Council, a motion was made by Mr. Brockwell, seconded by Ms. Hardy and carried by all ayes to adjourn the meeting. William Herrington, Mayor
Wanda Johnson, Clerk
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December 2, 2015
CALL TO ORDER Mayor William Herrington called the special called meeting of the Lawrenceville Town Council to order at 1:30 p.m. on December 2, 2015. The meeting was held at the Lawrenceville Town Shop. The purpose of the called meeting was to discuss the proposed grant request by the Town on behalf of Global Education Solutions and Beijing Channel Consulting to the Tobacco Revitalization Commission. ROLL CALL Roll was called; Present: Mayor William Herrington; Council Members: Joyce Bland, H. B. Brockwell, Jr., Scott Martin, Martha Myers, Robert F. Pecht, III, and Alice B. Talbert. Also present: Town Manager, C. J. Dean, Police Chief, Everette Gibson, Town Clerk, Wanda Johnson, Mable Brewer and Randy Lynch. Absent: Council Member Dora Hardy and Town Attorney W. C. Outten, Jr. PROPOSED GRANT REQUEST #3136 TO THE TOBACCO REGION REVITALIZATION COMMISSION Mayor Herrington reported that the issue relates to Grant Request #3136 that was forwarded to the tobacco commission for a grant purported to be submitted by the Town of Lawrenceville for a feasibility study in the amount of $50,000. An organization requested the Town to assist them regarding a feasibility study for a Chinese immersion program at the Saint Paul’s College property. The organization was advised to forward a copy of the grant to Town Council and then Town Council would let them know if they could support it. They were told that Town Council would have to meet and vote on the request to support the application. Mr. Dean reported that he learned Monday morning that the application was submitted by the company in Chicago. It was sent in Mr. Dean’s name, unknown by him and without review by Town Council. The Commission advised Mr. Dean that the application is extremely undeveloped and premature for consideration by the Commission. Also, reports/studies and K-12 education are low priorities and do not generally receive a staff recommendation. The Commission asked if the Town would want to give consideration to the application being withdrawn. Town Council discussed the matter. A motion was made by Mr. Brockwell, seconded by Mrs. Talbert and carried by all ayes, that Town Council request withdrawal of grant application #3136. Mr. Dean will send a letter to the tobacco commission requesting withdrawal of the application. ADJOURNMENT There being no further business to come before Council, a motion was made by Mrs. Talbert, seconded by Mr. Martin and unanimously carried to adjourn the meeting. William Herrington, Mayor Wanda Johnson, Clerk ____________________________________________________________________________________________________________________________
November 10, 2015
CALL TO ORDER Mayor William Herrington called the regular meeting of the Lawrenceville Town Council to order at 7:30 p.m. on November 10, 2015. ROLL CALL Roll was called; Present: Mayor William Herrington; Council Members: Joyce Bland, H. B. Brockwell, Jr., Dora Hardy, Scott Martin, Robert F. Pecht, III, and Alice B. Talbert. Also present: Town Attorney, W. C. Outten, Jr., Town Manager, C. J. Dean, Police Chief, Everette Gibson, Town Clerk, Wanda Johnson, Martha Myers, Timothy Myers, citizens and the press. Absent: none. APPROVAL OF MINUTES A motion was made by Mr. Pecht to approve the minutes of the regular meeting on October 13, 2015, as received, suspend the reading and file. This was seconded by Mrs. Talbert and carried by all ayes. APPROVAL OF AGENDA The agenda was approved with the addition of Water Line Estimate under Streets, Lights & Cemetery. LAWRENCEVILLE EDA Mr. Martin reported on the Bloom building that the HVAC unit had to be replaced, the Phase II renovations are completed and a lift chair was installed. An open house and ribbon cutting ceremony was held on November 6, 2015, for the VCU Massey Cancer Center. The Peebles building roof is scheduled to be repaired. The EDA is working to obtain more information on the grant requirement deadline for the Peebles building. The website development is included in the same grant. The annual audit is complete. The next EDA meeting will be held December 1, 2015. RECOGNITION OF CITIZENS Mayor Herrington stated that residents would be allowed three minutes each to address council if anyone wished to speak. No one spoke. MAYOR’S REPORT Mayor Herrington thanked the Town, Police Department, Fire Department and Chamber of Commerce for sponsoring the “Spooktacular Ghosts, Ghouls & Goblins Gathering” Halloween event. Phil Gilson was thanked for creating a Christmas ornament representing the Town of Lawrenceville to be placed on the Governor’s Christmas tree. The glass ornament features Lawrence the horse and was provided at no cost to the Town. The VCU Massey Cancer Center grand opening was held last Friday. The Town and EDA were recognized and thanked during the celebration. A Veterans Day ceremony will be held at the Lawrenceville Fire Station on Wednesday, November 11, 2015, at 11:00 a.m. The Alberta Christmas Parade will be held on Saturday, December 5, 2015, at 2:00 p.m. The Lawrenceville Town Council has been invited to ride together in the parade. Please let the Mayor know if you will be able to participate. Dominion Power has filed a notice of intent to seek a rate hike of $1.26 per 1000 kWh in 2016. Information was provided on the Local Workforce Investment Area. Brunswick County is located in the South Central LWIAVIII. Last month it was reported that Circle K would cease operations because the lessee indicated that a lease agreement had not been reached with the owner. The owner contacted the Mayor and advised that there was no negotiation. The owner is actively recruiting someone to take over the property as a convenience store. There was discussion concerning the need to reevaluate the Town incentive program to make it more attractive to attract business and to keep a business from leaving. It needs to be clear and direct. It was reported that Mr. Dean met with state officials last week on the grant requirements for the Peebles building. There are still questions and Mr. Dean will continue to work with the State on this. REPORT OF TOWN ATTORNEY There was no report. REPORT OF TOWN MANAGER DOMINION VIRGINIA POWER UPDATE Mr. Dean stated that the monthly progress report is in the packet. Dominion plans to fire the first gas turbine in November or December. Two weeks later the second will be fired and then two weeks after that, the third will be fired. The water use will go up once all three turbines are online. DOWNTOWN PROJECT UPDATE Contracts have been signed for façade improvements for the former Lawrenceville Glass building and the Brunswick Times Gazette building. There are three potential sites outstanding. The engineer is working to get those owners within budget. The Town will need an extension of the December 31, 2015, deadline. Progress is being made, but there is still work to be done on the facades and the website. Interviews will be held on November 24, 2015, for a website developer. DISINFECTION BY-PRODUCTS REDUCTION GRANT Mr. Dean reported that the Office of Drinking Water has offered the Town a planning grant, not to exceed $33,000, for Disinfection By-products Reduction. It requires a $2,000 match from the Town and the services of an engineer. On motion by Mr. Brockwell, seconded by Mr. Pecht and carried by all ayes, Town Council voted to approve the acceptance of the grant as presented and the $2,000 match. BOUNDARY LINE ADJUSTMENT Mr. Dean reported that he shared the boundary line adjustment proposal with County staff. The feedback was that they did not feel that the Board of Supervisors could support the Town in this proposal. This would only take in Town owned lots in the area of the water plant and no residents would be involved in the boundary adjustment. Mr. Outten will look into any other process that the Town could pursue without the approval of the County. 2015 DRAPER ADEN WATER/SEWER RATES STUDY Mr. Dean shared a copy of the 2015 Draper Aden Water/Sewer Rates Study in the packet. Participants are asked to report on a 5,000 gallon monthly water bill for comparison purposes. The last time that the Town of Lawrenceville increased rates was in 2010. A rate analysis study is used to determine when or if the rates should be increased. COMPREHENSIVE PLAN UPDATE A series of meetings will be scheduled for the work on the comprehensive plan update. We hope to have it completed in six months. ALBERTA WATER SYSTEM Required routine water sampling for lead and copper was conducted on the Town of Alberta water system. Two homes were found to have amounts that exceeded the limit for lead. The copper results were good. The health department requires that customers on the Alberta system be sent a letter with specific language informing them of the results. FINANCE Mr. Pecht reviewed the financial statement in the packet. The unknown now is the Dominion revenue. We will be more comfortable if the Dominion water/sewer revenues are near our projection. The Town might look at a modest water/sewer rate increase. FIRE AND EMERGENCY SERVICES Mr. Martin reported that the fire department responded to 19 calls in October. Of the 19, 0 were in the town limits and 19 were outside the town limits. The 2016 slate of officers for the Lawrenceville Volunteer Fire Department is in the packet. On motion by Mr. Martin, seconded by Mr. Brockwell and carried by all ayes, Council voted to approve the slate of officers as presented. Chief-Justin Thomas, Deputy Chief-Chad Whitlow, Assistant Chief-Everette L. Gibson, Captain-Zack Gibson, Lieutenant-Open, 1st Lieutenant-Open, President-Everette L. Gibson, Vice President-Zack Gibson, Secretary-Allison Propst, Treasurer-Allison Propst. The LVFD Annual Banquet and Christmas Dance will be held Saturday, December 5, 2015. PERSONNEL Mr. Brockwell reported that the bonuses were budgeted and a Christmas Bonus proposal in the total amount of $13,250 for 2015 is in the packet. On motion by Mr. Brockwell, seconded by Mrs. Talbert and carried by all ayes, Town Council approved the 2015 Christmas Bonus as presented. The annual Christmas luncheon for employees and council members will be held on December 2, 2015. POLICE Ms. Hardy stated that there is a report in the packet. Officer Tracey Beets received an award for his excellence in alcohol detection for 2015. The award was presented by VASAP at its awards banquet in September. PROPERTY & EQUIPMENT There was no report. STREETS, LIGHTS & CEMETERY Mrs. Bland reported that there has been a request for a water line in Oakwood Cemetery. Water is needed for beautification efforts. The Town provided a cost estimate of $6,363.55. There is already a water line in Oakwood Park Cemetery. The perpetual care fund would not pay for the water line. On motion by Mrs. Bland, seconded by Ms. Hardy and carried by all ayes, Town Council voted to approve the installation of the water line in Oakwood Cemetery at the Town’s expense. There will be a short committee meeting following the council meeting. TOWN DEVELOPMENT There was no additional report. WATER/WASTEWATER There will be a committee meeting following the council meeting. SAFETY Mr. Brockwell commented that there is a report in the packet and that they do a good job of keeping safety at the forefront. The topic in this report is not talking on cell phones while driving. There was discussion that if this is not already in the employee manual, it should become a part of it. HOUSING CODE ENFORCEMENT Mr. Dean reported that he is working with the property owners. Demolition plans have not progressed any further. Mr. Brockwell advised he was approached by an individual interested in part time work on Town Code enforcement. PARKS/RECREATION Prices are still being obtained for park maintenance at Peebles Park. A flag needs to be put on the pole. COLLEGE/COMMUNITY LIAISON It was reported that Anthony Watts has a proposal for a Chinese immersion study program on the Saint Paul’s College property. He is requesting a letter of support from Town Council to apply for Tobacco Grant funds to study program feasibility. The application would not be in the Town’s name. Discussion followed and it was the consensus of council that there was not enough information at this time to provide a letter of support for the application by Mr. Watts. It was also reported that there was a meeting two weeks ago with Dr. Dianne Suber regarding a proposed use for the college property. Dr. Charlette Woolridge would like to meet on November 16, 2015, to discuss findings regarding Dr. Suber’s proposal. Mayor Herrington will check on the time for that meeting. AIRPORT COMMISSION There was no report. LAWRENCEVILLE PLANNING COMMISSION There was no additional report. CORRESPONDENCE/ANNOUNCEMENTS The Veterans Day Celebration will be held Wednesday, November 11, at 11:00 a.m. The Employee Christmas Luncheon will be held Wednesday, December 2, at 12 noon. The Lawrenceville Christmas Parade will be held Friday, December 4, at 7:30 p.m. The Santa Breakfast will be held Saturday, December 5, 8:30 – 10:00 a.m. The LVFD Annual Banquet and Christmas Dance will be held Saturday, December 5, 6:00 p.m. The Mayors and Managers Annual Dinner Meeting will be held at Historic Boyd Tavern in Boydton, VA on Wednesday, December 9, at 6:00 p.m. REQUEST FOR FUNDS FOR PARADE On motion by Mr. Pecht, seconded by Mr. Brockwell and unanimously carried, Town Council voted to allocate funds not to exceed $500 for bands for the Christmas parade. CONSIDERATION OF ACCOUNTS A motion was made to pay the bills as presented, in the amount of $74,490.38, and charge to the proper accounts. This was made by Mr. Pecht, seconded by Mrs. Talbert and carried by all ayes. BRUNSWICK COUNTY SCHOOL SYSTEM-INVOICE REIMBURSEMENT REQUEST The school system financial director sent invoices for supplies purchased due to the boil water notice and requested reimbursement for these invoices. Town Council asked Mr. Dean to consult with VML regarding the request. Mr. Dean reported that VML advised they do not feel it would be proper for the Town to pay the invoices. Town Council authorized Mr. Dean to write a letter to the school system advising that the Town will not pay the invoices. APPOINT DISTRICT 2 COUNCIL MEMBER Mr. Martin reported that District 2 Council Members Brockwell, Martin and Pecht recommend that Town Council appoint Martha Myers to Town Council to fill Mrs. Sanderson’s unexpired term. That term ends on June 30, 2018. Mrs. Myers lives in District 2 at 401 S. Main Street. On motion by Mr. Martin, seconded by Mr. Brockwell and carried by all ayes, Town Council voted to appoint Martha Myers as a Council Member in District 2 to fill Esther Sanderson’s unexpired term. Mrs. Myers must take the oath of office and be sworn in at the Brunswick County Circuit Court Clerk’s Office before the December council meeting. There being no further business to come before Council, a motion was made by Ms. Hardy, seconded by Mrs. Talbert and carried by all ayes to adjourn the meeting. William Herrington, Mayor Wanda Johnson, Clerk _____________________________________________________________________________________________________________________________
October 13, 2015
CALL TO ORDER Mayor William Herrington called the regular meeting of the Lawrenceville Town Council to order at 7:30 p.m. on October 13, 2015. ROLL CALL Roll was called; Present: Mayor William Herrington; Council Members: Joyce Bland, H. B. Brockwell, Jr., Dora Hardy, Scott Martin, Robert F. Pecht, III, and Alice B. Talbert. Also present: Town Attorney, W. C. Outten, Jr., Town Manager, C. J. Dean, Police Chief, Everette Gibson, Town Clerk, Wanda Johnson, Delegate Roslyn Tyler, Rufus Tyler, Welton Tyler, Andrew Condlin, Bernard Jones, Phil Gilson, Bill Hudson, Cynthia Pecht, Brenda Herrington, citizens and the press. Absent: Esther Sanderson. APPROVAL OF AGENDA The agenda was approved as presented. APPROVAL OF MINUTES A motion was made by Mr. Martin to approve the minutes of the regular meeting on September 8, 2015, as received, suspend the reading and file. This was seconded by Mr. Brockwell and carried by all ayes. LAWRENCEVILLE EDA Mr. Martin reported that there are no EDA minutes tonight. There will be a called meeting on October 14, 2015, at 3:00 p.m. regarding the Peebles building. On November 6, 2015, VCU Massey Cancer Center will hold an open house and ribbon cutting ceremony at 2:00 p.m. RECOGNITION OF CITIZENS Mayor Herrington stated that residents would be allowed three minutes each to address council if anyone wished to speak. MICHAEL NASH, DMV LAW ENFORCEMENT LIAISON, HIGHWAY SAFETY OFFICE Mr. Nash announced that he was here to present an award to the Lawrenceville Police Department for winning the highest percentage, 92%, of safety belt usage in the state. He commended the police department and our citizens for receiving the award for the 2015 Click It or Ticket campaign. CLOSED SESSION-MOTION TO ENTER THE CLOSED MEETING “Mr. Mayor, I move the Lawrenceville Town Council enter into a closed meeting pursuant to the provisions of Section 2.2-3711 of the Code of Virginia, 1950, as amended for the purpose of discussing legal matters.” Motion: Mr. Pecht. Second: Ms. Hardy. Roll call vote: Mrs. Bland, aye; Mr. Brockwell, aye; Ms. Hardy, aye; Mr. Martin, aye; Mr. Pecht, aye; Mrs. Sanderson, absent; Mrs. Talbert, aye. MOTION TO EXIT A CLOSED MEETING AND RECONVENE IN OPEN SESSION “Mr. Mayor, I move the closed meeting be adjourned and the Lawrenceville Town Council convene again in open session.” The motion was made by Mr. Pecht, seconded by Mr. Martin and carried by all ayes. CERTIFICATION “Be it resolved to the best of my knowledge (i) only public business matters exempted from open meeting requirements, under Section 2.2-3711 of the Code of Virginia, 1950, as amended, and (ii) only such public business matters as were identified in the motion by which the closed meeting was convened were heard, discussed or considered in the meeting.” Motion: Mr. Pecht. Second: Mr. Brockwell. Roll call vote: Mrs. Bland, aye; Mr. Brockwell, aye; Ms. Hardy, aye; Mr. Martin, aye; Mr. Pecht, aye; Mrs. Sanderson, absent; Mrs. Talbert, aye. REZONING APPLICATION #2014-1 – WELTON TYLER Mr. Brockwell made a motion that based on independent counsel’s advice that the application is flawed and improper and does not comply with the law at this time; that Town Council not take action on the application in its current form. The motion was seconded by Mr. Martin. The motion carried by a vote of four to two. MAYOR’S REPORT Mayor Herrington congratulated the Meherrin Regional Library on 75 years of service to the community. The VML “If I Were Mayor” Essay Contest is open to all 7th Grade students. Information has been forwarded to the 7th grade classes in the county. The Virginia Conflict of Interests Act has been updated. A handout from the VML Mayors Institute was shared with council members. A “Spooktacular Ghosts, Ghouls & Goblins Gathering” Halloween event is planned for Friday, October 30, 2015, at 5:30 p.m. The Halloween parade will convene in the parking lot for hotdogs and treats. The event is sponsored by the Town, Chamber of Commerce, Police Department, Fire Department and Mayfield Recreation Center. Mayor Herrington asked Council for $200 for the event. On motion by Mr. Brockwell, seconded by Mrs. Talbert and carried by all ayes, Council voted to contribute an amount not to exceed $200 to the Halloween event. The VCU Massey Cancer Center, Brunswick Health Ambassadors and Hampton University will conduct a research study on hypertension among black males in Southside Virginia and Brunswick County. A group of Chinese investors was interested in Saint Paul’s College. That attempt at purchase has not moved forward. There is a group from the United States that has filed a letter of interest and paid a deposit. That group has requested to meet with Town Council and stakeholders in the community. A meeting will be held on Thursday, October 22, 2015, at 12 noon in the Town Offices. Circle K will cease operations on October 23, 2015. The lease is up and will not be renewed. This is the second food operation to close this year. There was discussion about this and the McDonald’s closing. It was the consensus of Town Council to hold a Town Hall meeting. REPORT OF TOWN ATTORNEY Mr. Outten read a letter from Esther Sanderson announcing her resignation from Town Council as a Council Member for District 2 effective September 30, 2015. On motion by Mr. Brockwell, seconded by Mr. Martin and carried by all ayes, Town Council voted to accept Mrs. Sanderson’s resignation with regret. Mr. Pecht noted Mrs. Sanderson’s positive contributions and service to the town. A resolution will be prepared recognizing her service on Town Council. Mr. Outten read Section 2-33. Vacancies– of the Town Code. Mr. Outten asked District 2 Council Members Brockwell, Martin and Pecht to recommend a person to fill Mrs. Sanderson’s unexpired term. That term ends on June 30, 2018. The recommended person must live in District 2. There is a 45 day window for Town Council to appoint a person to fill the vacancy. REPORT OF TOWN MANAGER DOMINION VIRGINIA POWER UPDATE Mr. Dean stated that the monthly progress report is in the packet and the Dominion project is 88% complete. The number of employees is decreasing as work is completed. DOWNTOWN PROJECT UPDATE The contract for Phase III of the building façade improvements has been signed. It includes the former Lawrenceville Glass building and Brunswick Times Gazette. There is a letter in the packet from DHCD regarding the Peebles building. The letter indicates that if the Peebles building is not converted to benefit low-to-moderate income persons by December 31, 2015, then the grant funds used to purchase the building will have to be repaid to DHCD. There is some contention between the letter and the contract and Mr. Dean is working to get clarification. The Town is also requesting an extension of the December 31, 2015, deadline as the project is not complete. There is still work to be done on the facades and the website. The EDA will meet tomorrow to discuss the Peebles building. Mayor Herrington asked that a copy of the contract be provided to him and council members on Wednesday. DOWNTOWN SIDEWALK GRANT APPLICATION AND RESOLUTION Mr. Dean reported that there is new funding available through VDOT and the Transportation Alternatives Program. A public hearing on MAP-21 will be held Friday, October 16, 2015, at 2:00 p.m. The streets committee met and has recommended the North Main Street project area as priority 1. On motion by Mr. Brockwell, seconded by Mrs. Talbert and carried by all ayes, Town Council voted to adopt the North Main Street Project Resolution as presented. COMPREHENSIVE PLAN UPDATE PROPOSAL The Southside Planning District Commission submitted a proposal to update the Town’s existing Comprehensive Plan at an estimated cost of $15,705. This includes staff, materials and up to ten workshops. On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Town Council voted to approve the proposal from the Southside Planning District Commission. BOUNDARY LINE ADJUSTMENT Mr. Dean asked Town Council to review the map in the packet that indicates Town owned lots that are proposed for a boundary line adjustment. This would only take in Town owned lots in the area of the water plant, Butler and Lawrenceville Brick properties that the Town has acquired. No residents would be involved in the boundary adjustment. This is for information only at this time. The Town will have to work with the County and hold public hearings on the matter. This does need to be done prior to the Comprehensive Plan update. EAST COAST GREENWAY Mr. Dean reported that about 40 bike riders were on the Tobacco Heritage Trail last Tuesday participating in the East Coast Greenway bike ride. SOUTHSIDE ELECTRIC COOPERATIVE LIVING The Cooperative Living magazine featured an article on the Tobacco Heritage Trail and High Bridge Trail State Park. FINANCE Mr. Pecht reviewed the financial statement in the packet. We do expect to use reserves this year due to more debt service. If the projected Dominion revenue is correct, we should be in good shape. The expenses are about equal to this time last year. We will have to closely monitor the meals tax with the closing of Subway and McDonald’s. FIRE AND EMERGENCY SERVICES Mr. Martin reported that the fire department responded to 33 calls in September. Of the 33, 2 were in the town limits and 31 were outside the town limits. PERSONNEL Randy Lynch is back at work after being on sick leave. POLICE Ms. Hardy stated that there is a report in the packet. The police department participated in the DEA Drug Take Back initiative and collected about 30 pounds of prescription medications. The dog confinement period was September 14, 2015, through September 18, 2015. Brunswick County Animal Control had no problems and no dogs were picked up. There are plans to hold a confinement period twice a year. PROPERTY & EQUIPMENT Mr. Brockwell reported that the Town was prepared for the bad weather if the recent hurricane had actually hit here. STREETS, LIGHTS & CEMETERY There will be a meeting following the council meeting regarding a cemetery issue. TOWN DEVELOPMENT There was no report. WATER/WASTEWATER There will be a committee meeting following the council meeting. SAFETY Mr. Brockwell commented that there is a report in the packet. HOUSING CODE ENFORCEMENT Mr. Dean reported that he sent out notices for three properties. The house at 314 Sixth Avenue burned last year. The property owner called but has not submitted any plans for the property in writing. On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Town Council voted to proceed with the process of demolition of the house at 314 Sixth Avenue. Mr. Dean will work with the Town Attorney on the protocol for the demolition. A notice was sent for 418 N. Main Street. The deadline to reply to the notice is October 16, 2015. A notice was sent for 618 Third Avenue. The owner of that property responded. He has paid delinquent accounts that were owed to the town and he has cut the grass. PARKS/RECREATION Mrs. Talbert reported that bids are being obtained for park maintenance at Peebles Park. COLLEGE/COMMUNITY LIAISON There was no additional report. AIRPORT COMMISSION Mr. Pecht reported that the new tractor and bush hog should arrive next week. The county will put in a card reader so that fuel can be purchased 24/7. A movie was filming at the airport last week. LAWRENCEVILLE PLANNING COMMISSION There was no additional report. CORRESPONDENCE/ANNOUNCEMENTS There is a schedule of VML Regional Suppers in the packet. A flu shot clinic will be held at the Town Office on Friday, October 16, 2015, from 2:00 – 3:00 p.m. for employees and council members. The Halloween Parade Event will be held on Friday, October 30, 2015, at 5:30 p.m. Brunswick County School System-Invoice Reimbursement Request – The school system financial director sent invoices for supplies purchased due to the boil water notice and requested reimbursement for these invoices. Town Council will take the request under advisement. Mr. Dean was asked to consult with VML regarding the request. The request is to be on the November agenda. CONSIDERATION OF ACCOUNTS A motion was made to pay the bills as presented, in the amount of $159,184.54, and charge to the proper accounts. This was made by Mr. Pecht, seconded by Mrs. Talbert and carried by all ayes. HEAL CITY RECOGNITION Mrs. Bland reported that the Town of Lawrenceville was recognized during the VML Conference for passing a HEAL resolution for the Healthy Eating Active Living Cities and Towns Campaign. A certificate of recognition was presented for the Town. ADJOURNMENT There being no further business to come before Council, a motion was made by Ms. Hardy, seconded by Mrs. Talbert and carried by all ayes to adjourn the meeting. William Herrington, Mayor Wanda Johnson, Clerk _____________________________________________________________________________________________________________________
September 8, 2015
CALL TO ORDER Mayor William Herrington called the regular meeting of the Lawrenceville Town Council to order at 7:30 p.m. on September 8, 2015. ROLL CALL Roll was called; Present: Mayor William Herrington; Council Members: Joyce Bland, H. B. Brockwell, Jr., Dora Hardy, Scott Martin, Robert F. Pecht, III, Esther Sanderson and Alice B. Talbert. Also present: Town Attorney, W. C. Outten, Jr., Town Manager, C. J. Dean, Police Chief, Everette Gibson, Town Clerk, Wanda Johnson, Chief Water Plant Operator, Randy Spence, Susie Lucy, Water Plant Operator, Chuck Martin, Delegate Roslyn Tyler, Rufus Tyler, Welton Tyler, Andrew Condlin, Bernard Jones, Charlette Woolridge, Phil Gilson, Bill Hudson, citizens and the press. Absent: none. APPROVAL OF MINUTES A motion was made by Mr. Martin to approve the minutes of the regular meeting on August 11, 2015, as received, suspend the reading and file. This was seconded by Mrs. Talbert and carried by all ayes. APPROVAL OF AGENDA Special Recognition for Employees was added to follow Lawrenceville EDA. Rezoning Application – Welton Tyler was moved from Unfinished Business to follow Report of Town Attorney. RECOGNITION OF CITIZENS Mayor Herrington stated that residents would be allowed three minutes each to address council if anyone wished to speak. No one spoke. LAWRENCEVILLE EDA Mr. Martin reported that the minutes of the August 11, 2015, EDA meeting are in the packet. Howerton Construction has completed Phase II of the renovations to the VCU building. The HVAC system was replaced in the VCU building. The Peebles building insurance claim has been paid. The next meeting will be October 6, 2015. SPECIAL RECOGNITION FOR EMPLOYEES Chief Water Plant Operator Randy Spence and Water Plant Operator Chuck Martin were present and recognized for receiving awards for both the Water Fluoridation Quality Award and the Bronze Water Treatment Plant Performance Award for Excellence in Granular Media Filtration. Water Plant Operator David Seward, who was not able to attend the meeting, also received the awards. Mr. Brockwell read letters of congratulations from Delegate Roslyn Tyler and Congressman Robert Hurt. The water plant operators were each presented with copies of the awards, letters and a restaurant gift certificate. CLOSED SESSION-MOTION TO ENTER THE CLOSED MEETING “Mr. Mayor, I move the Lawrenceville Town Council enter into a closed meeting pursuant to the provisions of Section 2.2-3711 of the Code of Virginia, 1950, as amended for the purpose of discussing legal matters.” Motion: Mr. Pecht. Second: Mr. Martin. Roll call vote: Mrs. Bland, aye; Mr. Brockwell, aye; Ms. Hardy, aye; Mr. Martin, aye; Mr. Pecht, aye; Mrs. Sanderson, aye; Mrs. Talbert, aye. MOTION TO EXIT A CLOSED MEETING AND RECONVENE IN OPEN SESSION “Mr. Mayor, I move the closed meeting be adjourned and the Lawrenceville Town Council convene again in open session.” The motion was made by Mr. Pecht, seconded by Mrs. Bland and carried by all ayes. CERTIFICATION “Be it resolved to the best of my knowledge (i) only public business matters exempted from open meeting requirements, under Section 2.2-3711 of the Code of Virginia, 1950, as amended, and (ii) only such public business matters as were identified in the motion by which the closed meeting was convened were heard, discussed or considered in the meeting.” Motion: Mr. Pecht. Second: Mr. Martin. Roll call vote: Mrs. Bland, aye; Mr. Brockwell, aye; Ms. Hardy, aye; Mr. Martin, aye; Mr. Pecht, aye; Mrs. Sanderson, aye; Mrs. Talbert, aye. MAYOR’S REPORT Mayor Herrington had no additional report. REPORT OF TOWN ATTORNEY Mr. Outten advised that he had no further report. REZONING APPLICATION #2014-1 – WELTON TYLER On motion by Mr. Brockwell, seconded by Ms. Hardy and carried by all ayes, Town Council voted to defer action at this time and seek independent zoning counsel to review this zoning application in its entirety and make a recommendation to Town Council. REPORT OF TOWN MANAGER DOMINION VIRGINIA POWER UPDATE Mr. Dean stated that the monthly progress report is in the packet and the Dominion project is 80% complete. Steam turbine pictures are in the report. Dominion is not using much water now. The Town has received payment for the first water bill. DOWNTOWN PROJECT UPDATE Mr. Dean reported that the bid opening report for Phase III of the building façade improvements is in the packet. Mr. Dean asked Council to award the bid in the amount of $47,168.17 to R. F. Howerton Construction, Inc., as recommended by B & B Consultants. On motion by Mrs. Sanderson, seconded by Mrs. Talbert and carried by all ayes, Town Council voted to award the low bid of $47,168.17 to R. F. Howerton Construction, Inc. for Phase III of the building façade improvements. TEA-21 PHASE II SIDEWALKS Mr. Dean reported that VDOT will come out and look at the proposed sidewalks the middle of the month. FINANCE ADOPTION OF 2015 TAX RELIEF RESOLUTION Pursuant to Ordinance #06-01 adopted by Town Council on January 10, 2006, the Town is required by law to set the rate of tax relief at a level that is anticipated to exhaust the PPTRA relief funds provided by the Commonwealth in the amount of $39,560.51. On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Town Council approved the tax relief resolution at 89% for tax year 2015 as presented and authorized the Town Clerk to sign the resolution. Mr. Pecht commented that we need to keep an eye on the Dominion revenue. We do not expect much more until April when the water usage is expected to increase. FIRE AND EMERGENCY SERVICES Mr. Martin reported that the fire department responded to 28 calls in August. Of the 28, 2 were in the town limits and 26 were outside the town limits. Chief Gibson announced that the fire department will participate in the fire competition to be held in Crewe on Saturday, September 19, 2015. Mr. Brockwell reported that the surplus van was placed on the Public Surplus website and has had a good response. The bid is over $2000 now and closes on September 14, 2015. PERSONNEL The water plant employees were recognized tonight for awards received. They have done a fantastic job. POLICE Ms. Hardy stated that there is a report in the packet. Ms. Hardy read the dog confinement period notice. The dog confinement period is September 14, 2015, through September 18, 2015. Brunswick County Animal Control will monitor the confinement period. Notices have been placed throughout the community and in the newspaper. A dog on a line is considered confined. A dog inside an invisible fence is also considered to be confined. PROPERTY & EQUIPMENT There was no additional report. STREETS, LIGHTS & CEMETERY There was no report. TOWN DEVELOPMENT There was no report. WATER/WASTEWATER There was no additional report. There will not be a committee meeting following the council meeting. SAFETY Mr. Brockwell commented that there are reports in the packet. HOUSING CODE ENFORCEMENT Mr. Dean reviewed a report on a problem property located at 418 North Main Street. It included pictures, a summary of taxes and fees owed and recommendations to notify the owner of public safety violations and pending demolition. A lien would need to be placed on the property for costs incurred for permits and demolition. On motion made by Mrs. Sanderson, seconded by Mrs. Talbert and carried by all ayes, Town Council voted to send a notice to the owner of 418 North Main Street for pending declaration of public safety violations and pending demolition. Mr. Dean also reported that abandoned vehicles can be covered by a tarp and be in compliance with the current ordinance. Council might want to review this. PARKS/RECREATION DRAFT PARK RESERVATION FORM Mrs. Talbert reported that a new draft park reservation form is in the packet. The Tobacco Heritage Trail Park committee and the Parks/Recreation committee have reviewed the reservation form. This is intended for a large event. The security/clean-up deposit of $200.00 is fully or partially refundable at the sole discretion of the Town depending on the condition of the park at the end of the event. On motion by Mrs. Talbert, seconded by Mrs. Bland and carried by all ayes, Town Council voted to approve the Parks and Facilities Reservation Request Form. COLLEGE/COMMUNITY LIAISON There was no report. AIRPORT COMMISSION Mr. Pecht reported that the annual airport invoice for the town’s one third share of airport expenses is $16,763.16. It includes costs for obstruction removal and painting hangars. The bill is included in the bills list to be approved. LAWRENCEVILLE PLANNING COMMISSION Mayor Herrington commented that the committee needs to review the comprehensive plan. Mr. Dean reported that the Southside Planning District Commission can write comprehensive plans now. He will get a cost estimate. CORRESPONDENCE/ANNOUNCEMENTS A 9-11 Commemorative Ceremony will be held on Friday, September 11, 2015, 6:00 p.m. to 8:00 p.m. at the Brunswick Dixie Youth League Ball Fields. The 2015 VML Annual Conference will be held October 4-6, 2015, at the Richmond Marriott. The deadline for registration is September 18, 2015. Relay for Life will hold a Luminaria Ceremony in the new parking lot on Sunday, September 20, 2015, at 6:30 p.m. CONSIDERATION OF ACCOUNTS A motion was made to pay the bills as presented, including the airport bill, in the amount of $75,039.97 and charge to the proper accounts. This was made by Mr. Pecht, seconded by Mrs. Sanderson and carried by all ayes. EXECUTIVE MANSION HOLIDAY TREE ORNAMENT Phil Gilson, glassblower, presented a sun catcher ornament to be submitted for the Executive Mansion Holiday Tree. He also presented a pitcher and a flask. The design features a horse. Mr. Gilson will not bill for the items. ADJOURNMENT There being no further business to come before Council, a motion was made by Ms. Hardy, seconded by Mrs. Sanderson and carried by all ayes to adjourn the meeting. William Herrington, Mayor Wanda Johnson, Clerk ______________________________________________________________________________________________________________________ August 11, 2015
CALL TO ORDER Mayor William Herrington called the regular meeting of the Lawrenceville Town Council to order at 7:30 p.m. on August 11, 2015. ROLL CALL Roll was called; Present: Mayor William Herrington; Council Members: H. B. Brockwell, Jr., Dora Hardy, Robert F. Pecht, III, and Alice B. Talbert. Also present: Town Attorney, W. C. Outten, Jr., Town Manager, C. J. Dean, Town Clerk, Wanda Johnson, Welton Tyler, Rufus Tyler, Andrew Condlin, citizens and the press. Absent: Council Members Joyce Bland, Scott Martin, and Esther B. Sanderson. APPROVAL OF MINUTES A motion was made by Mr. Pecht to approve the minutes of the regular meeting on July 14, 2015, as received, suspend the reading and file. This was seconded by Mrs. Talbert and carried by all ayes. APPROVAL OF AGENDA Green Acres Project – was added under Report of Town Attorney Rezoning Application – Welton Tyler was moved from Unfinished Business to follow Mayor’s Report. LAWRENCEVILLE EDA There was no report. RECOGNITION OF CITIZENS Mayor Herrington stated that residents would be allowed three minutes each to address council if anyone wished to speak. No one spoke. MAYOR’S REPORT NATIONAL NIGHT OUT Mayor Herrington congratulated the Sheriff’s Department, Police Department and Chamber of Commerce for hosting a successful National Night Out last Tuesday. RECOGNITION OF WATER TREATMENT PLANT STAFF Mayor Herrington announced that the presentation to recognize the water treatment plant staff would be postponed until the September meeting. There was an emergency at the plant this afternoon and they are still working. REZONING APPLICATION #2014-1 – WELTON TYLER Mayor Herrington stated that at the July meeting, Town Council received a report in response to the Lawrenceville Planning Commission’s report on Mr. Tyler’s rezoning application. This evening we were due to come to a resolution. Mayor Herrington thought Town Council would seek an opinion from our Counsel. Our Counsel was not clear on that. Mayor Herrington stated that in his opinion, Town Council should formally seek an opinion from our Town Attorney. On motion by Mr. Pecht, seconded by Mrs. Talbert and carried by all ayes, Town Council voted to seek a legal opinion from our Town Attorney on the Welton Tyler rezoning application. Mr. Outten advised that he would have an opinion to Town Council two weeks prior to the next council meeting. REPORT OF TOWN ATTORNEY RESOLUTION FOR ACCEPTANCE OF DOC PROPERTY Mr. Outten advised that Town Council needs to adopt a resolution to accept the DOC property where the prison booster station and ground water tank are located. We have a draft of a deed and he will prepare a resolution. On motion by Mr. Brockwell, seconded by Mr. Pecht and carried by all ayes, Town Council voted to adopt a resolution as prepared by Mr. Outten to accept the 0.94 acres DOC property and authorized the Mayor and Clerk to sign the resolution. GREEN ACRES PROJECT Mr. Outten reported that in 2007, Brunswick County entered into a rehabilitation project in the Green Acres area. The County obtained easements to improve Green Acres Road and Lincoln Street and these were deeded to the Town. The County is asking that the Town transfer Lawrenceville’s interest in the parcels to the County. This must be done in order for VDOT to take over maintenance of Green Acres Road and Lincoln Street from the County. On motion by Mr. Brockwell, seconded by Mrs. Talbert and carried by all ayes, Town Council authorized the Mayor to sign the deed to transfer the Town’s interest in the Green Acres parcels to the County. Mr. Outten advised that there is no need for a closed session tonight. REPORT OF TOWN MANAGER DOMINION VIRGINIA POWER UPDATE Mr. Dean stated that the monthly progress reports are in the packet. The work at the water plant is 99.5% complete. A subcontractor working at the Meherrin River intake was killed as the result of an electrical accident. All investigations show that it was a complete accident. Everything is wired as it should be and installed correctly. The power has been off and there has been some delay of the project. Dominion did complete filling the 10 million gallon tank. A bill is being prepared and we are learning the process Dominion requires for it to be sent electronically. DOWNTOWN PROJECT UPDATE Mr. Dean reported that the work on Phase II has wrapped up. B & B is working with owners interested in Phase III. We hope to get that done before winter. It will be about 15 facades, with corner buildings counting as 2 facades. This is for private businesses only. Funds cannot be used for government owned buildings. TEA-21 PHASE II Mr. Dean reported that the effort to get approval for an alternate plan to use Phase II funds is moving forward. We are proposing to add sidewalks from E. E. Vaughan to the bridge, South St. and New St. If there are enough funds, we would also add Sharp St. VDOT FUTURE SIDEWALK GRANT A VDOT grant is available for new areas. This is for 80% grant and a 20% match that could be used for sidewalks, underground phone and electric lines and/or pedestrian crossings. SPDC would assist with the application. The deadline to apply is November 1, 2015. Mr. Dean would like to meet with a committee to identify possible areas. A public hearing will be required at some point. It was the consensus of council to pursue the grant. Mayor Herrington referred the matter to the Town Development Committee. FINANCE Mr. Pecht commented that a reprinted financial report is in the add packet. This adds the headings and corrects an entry of $125.54 for 2015 Taxes that was not adding in. Mr. Pecht also advised that the entry of $343,284.18 as revenue should be reclassified to a wash. There is a variation in salary amounts due to there being three pay periods in July 2015 versus two pay periods in July 2014. FIRE AND EMERGENCY SERVICES Ms. Hardy reported that the fire department responded to 28 calls in July. Of the 28, 4 were in the town limits and 24 were outside of the town limits. Ms. Hardy thanked the fire department, emergency services and police department for participating in National Night Out. PERSONNEL Mr. Brockwell reported that Randy Lynch is out on sick leave. He thanked Mr. Dean for maintaining efficiency even while the supervisor is out. POLICE Ms. Hardy reported that, in his report Chief Gibson thanked all who made National Night Out a resounding success. Ms. Hardy also reported that Chief Gibson is working with County Animal Control to schedule a dog confinement period as authorized by the Town Code, Article II, Section 14-36. This may be held sometime in September. PROPERTY & EQUIPMENT Mr. Brockwell reported that he and Mr. Dean are reviewing the surplus property procedure to make sure we have a good handle on that. Mr. Brockwell would also like for a VA SCAN data sheet to be completed for property that the Town and/or LEDA owns. He stated that this will be time consuming. STREETS, LIGHTS & CEMETERY Mrs. Talbert reported that Relay for Life will hold a Luminaria Ceremony in the new parking lot on Sunday, September 20, 2015, at 6:30 p.m. This was postponed from the regular Relay for Life due to threatening weather. TOWN DEVELOPMENT Mr. Brockwell reported that he had an opportunity at National Night Out to walk around and see how nice everything is now that the parking lot project has been completed. He hopes the town will have more activities at the parking lot and at Rails to Trails. WATER/WASTEWATER Mr. Brockwell commented that Mr. Dean cannot be commended enough for how well he handles the day to day things that come up. There will be a committee meeting following the council meeting. SAFETY Mr. Brockwell commented that there is a report in the packet. HOUSING CODE ENFORCEMENT Mr. Pecht commented that he would like to get the Housing Code Enforcement active again once we complete some of the current projects. Mayor Herrington asked Mr. Pecht to contact Chairperson Joyce Bland to see about convening a committee meeting before the next council meeting. PARKS/RECREATION DRAFT PARK RESERVATION FORM Mrs. Talbert reported that a new updated draft park reservation form is in the add packet. The Lion’s Club requested additional time to review it before council acts on it. There was also discussion about the use of alcohol and fees and/or deposits. Council Members were asked to review the form and make any suggestions before the next meeting. COLLEGE/COMMUNITY LIAISON Mayor Herrington reported that he has had no response from letters he has written to the president of St. Paul’s College. Mr. Dean reported that he had a brief conversation with Pete Stith. Mr. Stith told him they are in negotiations and hope to have a big announcement soon. There was discussion concerning the large water bill owed by the college and water leaks that have not been repaired. It was the consensus of council that Mr. Dean should discuss collection of the water bill owed with Mr. Outten and that Mr. Dean send a letter regarding the past due account and water leaks to Saint Paul’s College. Also, Saint Paul’s Chapel has obtained an estimate for a separate water connection from the college. AIRPORT COMMISSION Mr. Pecht reported that the airport billing was just received today. He will review the expenses and report on it at the next meeting. LAWRENCEVILLE PLANNING COMMISSION There was no report. CORRESPONDENCE/ANNOUNCEMENTS There is a letter in the packet from Columbia Gas regarding its conservation and ratemaking efficiency plan. CONSIDERATION OF ACCOUNTS A motion was made to pay the bills as presented in the amount of $84,603.39 and charge to the proper accounts. This was made by Mr. Pecht, seconded by Mrs. Talbert and carried by all ayes. NEW BUSINESS Mr. Pecht inquired about surplus equipment that might be donated. Mr. Brockwell advised that this has been researched and it does not qualify as a donation to a non-profit organization. CLOSED SESSION There was no need for a closed session. ADJOURNMENT There being no further business to come before Council, a motion was made by Ms. Hardy, seconded by Mr. Brockwell and carried by all ayes to adjourn the meeting. William Herrington, Mayor Wanda Johnson, Clerk __________________________________________________________________________________________________________________________ July 14, 2015 CALL TO ORDER ROLL CALL Absent: Council Member Esther B. Sanderson. APPROVAL OF MINUTES APPROVAL OF AGENDA LAWRENCEVILLE EDA RECOGNITION OF CITIZENS REZONING APPLICATION #2014-1 – WELTON TYLER MAYOR’S REPORT TOBACCO HERITAGE TRAIL GRASS FARMERS MARKET REPORT OF TOWN ATTORNEY REPORT OF TOWN MANAGER DOWNTOWN PROJECT UPDATE ALBERTA REGIONAL UTILITY PROJECT UPDATE BRUNSWICK COUNTY INVOICE-POLICE FINES REVERSION DOMINION VIRGINIA POWER IUP TEA-21 PHASE II FINANCE FIRE AND EMERGENCY SERVICES PERSONNEL POLICE PROPERTY & EQUIPMENT STREETS, LIGHTS & CEMETERY TOWN DEVELOPMENT SENSUS WATER METER PURCHASE-ALBERTA There will not be a committee meeting following the council meeting. SAFETY HOUSING CODE ENFORCEMENT PARKS/RECREATION PEEBLES PARK-COLLEGE PARK IDEA/MAINTENANCE COLLEGE/COMMUNITY LIAISON AIRPORT COMMISSION LAWRENCEVILLE PLANNING COMMISSION CORRESPONDENCE/ANNOUNCEMENTS National Night Out is Tuesday, August, 4, 2015, from 6:00 – 8:00 p.m. in the newly renovated parking lot. The Brunswick Chamber of Commerce Annual Picnic Dinner is Wednesday, August 12, 2015. Please make your reservation on or before August 3, 2015. The Executive Mansion has requested that each locality submit one hand-crafted ornament for its holiday tree. VML is assisting with this request. VML must be notified by July 30, 2015, if the town plans to participate. The ornament must be submitted to VML by November 1, 2015. Mr. Dean will discuss this with our local glass blower, Mr. Gilson. CONSIDERATION OF ACCOUNTS UNFINISHED BUSINESS NEW BUSINESS CLOSED SESSION – LEGAL MATTER MOTION TO EXIT A CLOSED MEETING AND RECONVENE IN OPEN SESSION CERTIFICATION ADJOURNMENT William Herrington, Mayor Wanda Johnson, Clerk ______________________________________________________________________________________________________________________ June 9, 2015 CALL TO ORDER Mayor William Herrington called the regular meeting of the Lawrenceville Town Council to order at 7:30 p.m. on June 9, 2015. ROLL CALL Roll was called; Present: Mayor William Herrington; Council Members: Joyce Bland, Scott E. Martin, Robert F. Pecht, III, Esther B. Sanderson and Alice B. Talbert. Also present: Town Attorney, W. C. Outten, Jr., Town Manager, C. J. Dean, Police Chief, Everette Gibson, Town Clerk, Wanda Johnson, Jimmy Johnson, Phil Gilson, Lisa Lambert, Bill Hudson, citizens and the press. Absent: Council Members H. B. Brockwell, Jr. and Dora Hardy. APPROVAL OF MINUTES A motion was made by Mr. Pecht to approve the minutes of the regular meeting on May 12, 2015, as received, suspend the reading and file. This was seconded by Mrs. Talbert and carried by all ayes. APPROVAL OF AGENDA There were no additions to the agenda. LAWRENCEVILLE EDA Mr. Martin reported that the minutes of the June 2, 2015, meeting are in the packet. The Boy Scouts landscaped around the flag pole at the Tobacco Heritage Trail Park. Howerton Construction has begun phase 2 for the renovations at 221 N. Main St. Work is continuing with the insurance company for repairs to the Peebles building due to water damage. Planning continues for a website development and EDA email account. A grand opening for the VCU Massey Cancer Center is tentatively set for July 10, 2015. The next EDA meeting will be held on August 11, 2015. RECOGNITION OF CITIZENS Jimmy Johnson, owner of Lawrenceville radio station WHLQ, 105.5, addressed Council concerning the rental of the radio tower on Fifth Avenue. Mr. Johnson was present at the May meeting to request a reduction in the monthly rent or to possibly purchase the tower. Mr. Dean reported that research continues to determine ownership of the tower and locate a copy of the lease agreement. It is said that the Lawrenceville Volunteer Fire Department owns the tower. Mr. Pecht stated that a decision would have to come from the fire department if they own the property. Chief Gibson is also president of the LVFD. He said he will call a fire meeting to meet with Mr. Johnson and discuss the tower. MAYOR’S REPORT RESOLUTION TO PARTICIPATE IN THE HEAL CITIES & TOWNS CAMPAIGN Mayor Herrington presented a resolution to be adopted in order for the Town to participate in Virginia’s HEAL program. On a motion by Mr. Pecht, seconded by Mrs. Talbert and carried by all ayes, Town Council voted to adopt the Healthy Eating Active Living Resolution setting forth the commitment of the Town of Lawrenceville to promote a healthy community. The Mayor and Clerk were authorized to sign the resolution. There are two types of grants available. One is a $500 planning grant to start a program. The other is an implementation grant in the amount of $5,000-$9,000 for a specific investment and project. The deadline for submissions is June 25, 2015. REPORT OF TOWN ATTORNEY DELINQUENT REAL ESTATE TAX LIST Mr. Outten reported that the Town staff did a good job of putting together the list of delinquent real estate tax properties. He reviewed the process for selling property for taxes due. It is a drawn out and expensive procedure involving notices to the mailing address, physical address, a printed notice of publication and, for values above $50,000, a title search. Mr. Outten also met with the county treasurer regarding this as there are often county taxes owed on the properties as well as the town taxes. Mrs. Maitland advised that on about half the properties sold the county comes out on the plus side, but half don’t break even after expenses. Mr. Outten reported that it will be a couple months before a decision can be made whether or not to proceed with sales. BUTLER LUMBER PROPERTY Mr. Outten reported that a Level 1 Environmental Study has been completed on the Butler property and it is clean. It is the Butler office and plant site of 12 acres +/- and it is adjacent to the water plant. The Town is in a position to proceed with a decision on whether to accept the Butler family gift of this property or not. Mr. Pecht asked if there are any related expenses. Mr. Outten advised that the Town might want a survey of the property at some point. On motion by Mr. Pecht, seconded by Mrs. Sanderson and carried by all ayes, Town Council voted to accept the gift of the Butler office and plant property, 12 acres +/-. Mr. Outten will notify the Butler family that Town Council will accept the property and prepare a deed of gift. REPORT OF TOWN MANAGER DOMINION VIRGINIA POWER UPDATE Mr. Dean stated that the monthly progress reports are in the packet and work at Dominion is really coming together. There was a meeting with Dominion representatives today and they toured the water plant, water booster station and the wastewater treatment plant. As of today, the estimated start date for using water is August 1st. The new generator was tested and it will run the water plant. The new filter is supplying half the water and the old filter is supplying half. DOWNTOWN PROJECT UPDATE Mr. Dean reported that the work on facades is ongoing at Pino’s. The architect is working with businesses for Phase III. If you know of any possible businesses, let them know to apply. It is a matching grant program. Forms have been given to Mr. Samford for the old Perry’s building. ALBERTA REGIONAL UTILITY PROJECT UPDATE Mr. Dean reported that the Alberta project is wrapping up. The engineer went over the punch list today. The project has been a great success, solving I & I problems and reducing water treatment needs. ENTERPRISE ZONE RESOLUTION Mr. Dean reviewed information for the proposed joint enterprise zone application by the counties of Brunswick and Mecklenburg. A draft copy of the incentives and a draft resolution are in the packet. The DHCD encourages a joint zone. Mr. Dean stated that we need a strong application and asked Town Council to support the application. On motion by Mr. Pecht, seconded by Mrs. Talbert and carried by all ayes, Town Council voted to adopt the Enterprise Zone Resolution and incentives as presented. The resolution represents a firm commitment by the Town of Lawrenceville to support the application and incentives. The Mayor, Manager and Clerk were authorized to sign the resolution. Mr. Pecht suggested that there be public education so that everyone knows of the availability and benefits of the program. ROXANNE THOMPSON RAILROAD STREET Mr. Dean reported that he and the Mayor met with Mrs. Thompson yesterday regarding her property on Railroad Street. They provided her with a copy of a letter written to her in February 2014, which explained the zoning application procedure needed to process her request. A copy of that letter is also in the packet. EXPLORE MAGAZINE AD Mr. Dean presented a refreshed color copy of a proposed ad for the Explore Magazine. Mayor Herrington will be writing a letter for the magazine. Mrs. Sanderson commented that the bottom picture looks vacant and needs more people. We will look for a picture with more people for the ad. TASTE OF BRUNSWICK FESTIVAL AD On motion by Mr. Pecht, seconded by Mrs. Sanderson and carried by all ayes, Town Council voted to purchase a full page ad in the Taste of Brunswick Festival program at the cost of $300. EXECUTIVE MANSION HOLIDAY ORNAMENT REQUEST Information is in the packet regarding the request from the Executive Mansion for holiday tree ornaments representing Virginia towns, cities and counties. This will be discussed further at the July meeting. BOIL WATER FOLLOW-UP Mr. Dean reported that it was not necessary to boil water for the full 72 hours. We learned from the experience and found some things that we could do better next time. Mayor Herrington reported that the school system was concerned about providing water for students. Food Lion donated two pallets of drinking water for the schools. Mayor Herrington will write a letter of appreciation to Food Lion. SOUTHERN STATES BUILDING IMPROVEMENTS UPDATE Mr. Dean reported that the state has not closed out all the paperwork yet, but it will be done soon. Once the project is closed out, the two year clock starts on requirements that the town must meet to fulfill grant obligations. FINANCE-FORMAL ADOPTION OF FY 2015-2016 BUDGET Mr. Pecht stated that the FY 2015-2016 Budget must be adopted. It was first presented in April, advertised and then a public hearing was held in May with no public comment. On motion by Mr. Pecht, seconded by Mrs. Sanderson and carried by all ayes, Town Council voted to adopt the FY 2015-2016 Budget as advertised. A roll call vote was taken: Mrs. Bland, aye; Mr. Brockwell, absent; Ms. Hardy, absent; Mr. Martin, aye; Mr. Pecht, aye; Mrs. Sanderson, aye; Mrs. Talbert, aye. CREEDLE, JONES & ALGA AUDITOR LETTER Mr. Pecht reviewed the audit engagement letter from Creedle, Jones & Alga that was in the packet. On motion by Mr. Pecht, seconded by Mr. Martin, and carried by all ayes, Town Council voted to engage Creedle, Jones & Alga for the audit for FY 2014-2015. The Mayor and Manager were authorized to sign the engagement letter. FIRE AND EMERGENCY SERVICES Mr. Martin reported that the fire department responded to 19 calls in May. Of the 19, 2 were in the town limits and 17 were outside of the town limits. The fire department participated in the first back feed to the Dominion power plant. The LVFD will sponsor the Second Annual Cornhole Tournament at the airport on Saturday. Mr. Martin was congratulated on his recent marriage. PERSONNEL Mrs. Sanderson reported that Mr. Dean will be hiring a few folks over the next thirty days or so. Mayor Herrington asked the personnel committee to recommend a way to recognize the water plant operators for the awards they received last month. POLICE The regular monthly report is in the packet. PROPERTY & EQUIPMENT There was no report. STREETS, LIGHTS & CEMETERY There was no report. TOWN DEVELOPMENT Mrs. Sanderson reported that she spoke to a business owner who might be moving to a new location in town but will not close. WATER/WASTEWATER The reports are in the packet. There will not be a committee meeting following the council meeting. SAFETY The report is in the packet. HOUSING CODE ENFORCEMENT There was no report. PARKS/RECREATION DRAFT PARK RESERVATION FORM Mrs. Talbert reported that there is a new draft of a park use policy in the packet. Please review it and let Mr. Dean know of any suggestions before the next meeting. COLLEGE/COMMUNITY LIAISON Mayor Herrington reported that he heard last month that the Pension Benefit Guaranty Corporation (PBGC) would assume control of the college property on June 1st. Now they are not in a position to do that. They will let us know when that changes. The property has not been sold or changed hands as far as he knows. Mayor Herrington said there has been a mention of the Town and County purchasing the student center. He said it is just talk right now. Mr. Outten commented that there is a $2 million dollar lien against the college property. AIRPORT COMMISSION Mr. Pecht asked everyone to support the LVFD at the cornhole tournament on Saturday. You can still sign up to play or just come out and watch. It is a lot of fun. Mr. Pecht reported that the Sheriff’s Department and Regional Jail did a beautiful job painting the hangar. It looks really good. They hope to get the lettering back in a couple of months. LAWRENCEVILLE PLANNING COMMISSION There was no report. ANNOUNCEMENTS The FY 2015-2016 notice of Town Council meeting dates is in the packet. Mrs. Talbert provided information on a photo shoot celebrating cancer survivors. It is sponsored by the Brunswick Relay for Life and the Cancer Research and Resource Center of Southern Virginia, Lawrenceville. Photos of survivor participants will be posted in the windows of downtown Lawrenceville businesses. The Brunswick Relay for Life will be held on Saturday, June 20, 2015. A tournament will be held June19-23 at the ballpark in Lawrenceville. CONSIDERATION OF ACCOUNTS A motion was made to pay the bills as presented in the amount of $99,913.08 and charge to the proper accounts. This was made by Mr. Pecht, seconded by Mrs. Talbert and carried by all ayes. UNFINISHED BUSINESS There was no unfinished business. NEW BUSINESS APPOINTMENT OF TOWN ATTORNEY On motion by Mrs. Talbert, seconded by Mr. Pecht and carried by all ayes, Town Council voted to appoint W. Curtis Outten, Jr. as Town Attorney for the term July 1, 2015 – June 30, 2016. APPOINTMENT OF TOWN MANAGER On motion by Mr. Pecht, seconded by Mr. Martin and carried by all ayes, Town Council voted to appoint C. J. Dean as Town Manager for the term July 1, 2015 – June 30, 2016. APPOINTMENT OF TOWN SERGEANT On motion by Mr. Martin, seconded by Mr. Pecht and carried by all ayes, Town Council voted to appoint Everette Gibson as Town Sergeant for the term July 1, 2015 – June 30, 2017. APPOINTMENT OF TOWN CLERK/TREASURER On motion by Mr. Pecht, seconded by Mrs. Talbert and carried by all ayes, Town Council voted to appoint Wanda Johnson as Town Clerk/Treasurer for the term July 1, 2015 – June 30, 2017. CLOSED SESSION There was no need for a closed session. ADJOURNMENT There being no further business to come before Council, a motion was made by Mr. Martin, seconded by Mrs. Talbert and carried by all ayes to adjourn the meeting. William Herrington, Mayor Wanda Johnson, Clerk __________________________________________________________________________________________________________________________ May 12, 2015 CALL TO ORDER ROLL CALL Absent: Council Members Dora Hardy and Esther B. Sanderson. PUBLIC HEARING- FY 2015-2016 BUDGET APPROVAL OF MINUTES APPROVAL OF AGENDA LAWRENCEVILLE EDA RECOGNITION OF CITIZENS MAYOR’S REPORT SOL testing is this week at the elementary and middle schools and we wish the students good luck. Testing at the high school will be later. The Mayor reported that he and Mr. Dean attended the Southern Virginia New Economy Summit held in South Hill last week. Secretary of Commerce Maurice Jones was the featured speaker. On the second day, Brunswick’s Chef Angie and her baking class prepared and presented dessert. Mayor Herrington and Mr. Dean will work together on a list to promote this region as a tourist region. We need to think more regional in planning and identify and use all assets in economic planning. REPORT OF TOWN ATTORNEY REPORT OF TOWN MANAGER DOWNTOWN PROJECT UPDATE ALBERTA REGIONAL UTILITY PROJECT UPDATE SOUTHERN STATES BUILDING IMPROVEMENTS UPDATE McDONALD’S CLOSING VDOT ASPHALT REGULATION FINANCE - TENTATIVE ADOPTION OF THE 2015-2016 BUDGET Mr. Pecht reported that our current budget is about on target. FIRE AND EMERGENCY SERVICES PERSONNEL POLICE The regular monthly report is in the packet. PROPERTY & EQUIPMENT STREETS, LIGHTS & CEMETERY TOWN DEVELOPMENT ENTERPRISE ZONE WATER/WASTEWATER BRONZE 2014 WATER TREATMENT PLANT PERFORMANCE AWARD Mr. Dean reported that the water plant continues to meet and exceed expectations. Mayor Herrington thanked Mr. Dean and commended the water plant operators. Mayor Herrington commented there should be some award or incentives for the operators. There will be a committee meeting following the council meeting. SAFETY HOUSING CODE ENFORCEMENT PARKS/RECREATION COLLEGE/COMMUNITY LIAISON Mayor Herrington reported that he is aware through conversations with someone at the Pension Benefit Guaranty Corporation (PBGC), which holds liens against the property known as Saint Paul’s College that they intend to assume control of the college property no later than May 30th of this year. PBGC has provided funds for the college to keep the property in repair and provide security through the month of May. AIRPORT COMMISSION Scraping and painting of the hangar is underway. Mr. Zubrod has not been able to meet regarding the airports due to a death in the family. He does want to meet to discuss the airports further. LAWRENCEVILLE PLANNING COMMISSION ANNOUNCEMENTS There is a letter in the packet from Liz Povar with the VEDP advising that Governor McAuliffe will designate May as Business Appreciation Month. There is also information in the packet regarding the Virginia State Parks Mobile App that you can get on your phone. There is an opportunity to purchase a banner/advertisement that can be displayed in the cell phone app. This is for information only to let council know the opportunity is out there. CONSIDERATION OF ACCOUNTS UNFINISHED BUSINESS NEW BUSINESS There was discussion about the program. Mr. Pecht said the Lion’s Club has mentioned a biking program. He also commented that we have a start with health improvement with VCU-Massey in the community. Mayor Herrington shared health rankings for Brunswick County from the Robert Wood Johnson Foundation. Brunswick is 103 out of 133 for length of life health outcome and 128 out of 133 for health factors prediction of future health. A motion was made by Mr. Pecht for the Town to join and participate in the Commonwealth’s HEAL Campaign. This was seconded by Mrs. Talbert and carried by all ayes. Mayor Herrington advised that the Brunswick Health Ambassadors have agreed to work with the Town to pursue a grant for HEAL. CLOSED SESSION ADJOURNMENT William Herrington, Mayor Wanda Johnson, Clerk April 14, 2015 CALL TO ORDER Mayor William Herrington called the regular meeting of the Lawrenceville Town Council to order at 7:30 p.m. on April 14, 2015. ROLL CALL Roll was called; Present: Mayor William Herrington; Council Members: H. B. Brockwell, Jr., Dora Hardy, Scott E. Martin, Robert F. Pecht, III and Alice B. Talbert. Also present: Town Attorney, W. C. Outten, Jr., Town Manager, C. J. Dean, Police Chief, Everette Gibson, Town Clerk, Wanda Johnson, Roxanne Gee Thompson, Wendy Nash, John Zubrod, Phil Gilson, Brenda Herrington, citizens and the press. Absent: Council Members Joyce Bland and Esther B. Sanderson. APPROVAL OF MINUTES A motion was made by Mr. Brockwell to approve the minutes of the regular meeting on March 10, 2015, as received, suspend the reading and file. This was seconded by Mr. Pecht and carried by all ayes. APPROVAL OF AGENDA A request by Lawrenceville Volunteer Fire Department to use the airport on June 13, 2015, was added to the agenda. LAWRENCEVILLE EDA Mr. Martin reported that the Peebles building is now under the control of the EDA and will be marketed. Mr. Brockwell reported that the schematics for the building have been obtained from the school board and will be forwarded to the EDA. RECOGNITION OF CITIZENS Roxanne Gee Thompson addressed Council regarding property she owns on Railroad Street. She stated that some years ago during a renovation project on Railroad Street; a burned house that she owned was removed. Service pipes were also removed from her property during the renovation project. She has since bought adjoining property and now owns one acre there. She is requesting that approval for a single wide home be grandfathered for that location and also that her pipes be replaced. She would like to move back to Railroad Street. Ms. Thompson also requested that Town Council instruct the police department to stop sitting on her aunt’s private property to run radar. She stated that Chief Gibson had told her they were on VDOT right of way. Ms. Thompson discussed several concerns about Park Street where she currently lives. She stated that a street light is out, there is trash there and the police do not patrol there often. Mayor Herrington advised that Council will be in touch with her. Wendy Nash addressed Council to follow up on parking concerns she brought to the March council meeting. She and business owner Monica Stith have talked and now have a better understanding of the parking needs of each other’s business. They would like to have two 15 minutes parking spaces in front of the old Perry’s building. They want to work together with each other and the Town and police for this to be a positive and not a negative. MECKLENBURG-BRUNSWICK REGIONAL AIRPORT COMMISSION John Zubrod, Chairman of the Mecklenburg-Brunswick Regional Airport Commission gave a presentation on the airport and provided a copy for council. The commission is reaching out to towns that do not currently participate and are offering a one-time deal for the town to join the commission for $2000 and get one seat on the board in return. They would like a decision by July 1. Mr. Brockwell thanked Mr. Zubrod for the report. This is not in the proposed budget at this time; a decision has not been made yet. Mr. Pecht commented that the town has a commitment to the Lawrenceville-Brunswick Airport and he would like to have a conversation on the crossover between the airports and work together on some things. The matter was referred to the airport committee. MAYOR’S REPORT Mayor Herrington reported that this is Clean Up Week in Lawrenceville. The Brickyard 5 Miler Run and Spring Festival are Saturday. The Viper Half Marathon is next Saturday. REPORT OF TOWN ATTORNEY Mr. Outten reported that he is reviewing a list of delinquent real estate tax properties and it is not economically feasible to bring a tax suit against all of them due to the cost. We will pare down the list and proceed with a report at the next meeting. There is a need for a short closed session to discuss property acquisition. REPORT OF TOWN MANAGER DOMINION VIRGINIA POWER UPDATE Mr. Dean stated that the monthly update reports are in the packet and work is progressing nicely at the water plant. The tie-in for the new clear well is expected to be April 28 and there will have to be a planned boil water notice for three days during the disinfection period. The boil water notice will be issued by radio, newspaper, Facebook and the automatic dialer. Mr. Dean stated that our small crew at the water plant has been doing a great job and working long hours and weekends during the project. DOWNTOWN PROJECT UPDATE Mr. Dean reported that the parking lot punch list is almost done. The final change order has been signed. There is a meeting on the facades next week. ALBERTA REGIONAL UTILITY PROJECT UPDATE Mr. Dean reported that the majority of manholes are complete. The pump stations are complete. A few manholes may be added and done out of our budget. SOUTHERN STATES BUILDING IMPROVEMENTS UPDATE The occupancy permit has been issued for the Southern States Building. The bathrooms are ready. The last payment has been made to Kenbridge Construction Co. LEASE AGREEMENT WITH THE LAMAR COMPANY Mr. Dean recommended that Council authorize a lease agreement with the LAMAR Company for $600 per year for five years. On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Town Council voted to approve the lease agreement as recommended and the Mayor and/or the Town Manager to sign the lease. SPRING CLEAN UP WEEK This week, April 13-17, is Spring Clean Up Week. BRUNSWICK TIMES GAZETTE ADVERTISING On motion by Ms. Hardy, seconded by Mr. Brockwell and carried by all ayes, Town Council voted to purchase a 3.25 x 3 inch ad for $42.60 to be printed in the April 22, 2015, newspaper in honor of Administrative Professionals Day. On motion by Mr. Brockwell, seconded by Mrs. Talbert and carried by all ayes, Town Council voted to purchase a full page ad for $500 to be printed in the Explore Brunswick magazine. ALBERTA WATER TESTING Mr. Dean reported that there will be a notice of violation to the Alberta water system due to the levels of haloacetic acids. This is a disinfection by-product that has occurred since the addition of the water tank at the regional jail. The Town has submitted an operational report to the state with the assistance of B & B. No action is needed at this time. FINANCE PROPOSED BUDGET PRESENTATION FY 2015-2016 Mr. Pecht stated that the proposed budget needs to be approved to be advertised for a public hearing at the May council meeting. A copy of the proposed budget is in the packet. Mr. Dean presented the proposed budget and assumptions for FY 2015-2016. Mr. Pecht discussed the debt service. There is a deficit in the proposed budget of $34,649.36, showing the use of reserves if needed. ADVERTISE FOR PUBLIC HEARING FY 2015-2016 BUDGET On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Town Council voted to advertise the proposed FY 2015-2016 Budget as presented for a public hearing at the Town Council meeting on the second Tuesday in May. The budget will be printed in summary form for two weeks prior to the next meeting. FIRE AND EMERGENCY SERVICES Mr. Martin reported that the fire department responded to 27 calls in March. Of the 27, 4 were in the town limits and 23 were outside of the town limits. Mr. Martin recognized the outstanding job done by the town and county for the funeral of former Fire Chief Robert Peebles. LVFD REQUEST TO USE AIRPORT On motion by Mr. Martin, seconded by Mr. Pecht and carried by all ayes, Town Council approved the request by the Lawrenceville Volunteer Fire Department to use the airport on June 13, 2015, for their second annual cornhole tournament. PERSONNEL There was no report. POLICE REPORT ON DOWNTOWN PARKING Ms. Hardy stated that the report is in the packet. Ms. Hardy also reported that the committee met with the Chief after the last council meeting regarding the parking complaint. Chief Gibson checked with police departments in towns similar to the size of ours. A few of the ideas were: parking boot, new meters, no enforcement. The committee recommends that letters be written to business/building owners/renters and advise them in writing of the town parking policies. It was suggested that in light of the new comments by Wendy Nash tonight that there should be additional study for a resolution to the problem at the next meeting. PROPERTY & EQUIPMENT There was no report. STREETS, LIGHTS & CEMETERY Mr. Martin stated that the committee needs to meet with Chief Gibson on the requested 15 minute parking spaces. TOWN DEVELOPMENT INCENTIVES FOR BUSINESSES Mr. Brockwell reported that a copy of the current business incentives is in the packet. This was approved some time ago. He asked council members to look at it and make suggestions to possibly update the incentives. ENTERPRISE ZONE Mr. Dean reported that he spoke to Dr. Woolridge regarding the Enterprise Zone. She is aware of this important issue and is looking at Virginia Growth Alliance for a possible regional approach. WATER/WASTEWATER There will not be a committee meeting following the council meeting. SAFETY The report is in the packet. Mr. Brockwell commented that the departments do a good job. HOUSING CODE ENFORCEMENT Mr. Pecht commented that there are funds in the budget for part-time enforcement work. PARKS/RECREATION DRAFT PARK RESERVATION FORM Mrs. Talbert reported that there is a draft copy of a park use policy in the packet. She asked council members to look at it and make suggestions at the next meeting. She also reported that there will be a park committee meeting Wednesday at 5:00 p.m. at the Town Office. COLLEGE/COMMUNITY LIAISON Mr. Pecht reported that there has been no information from Saint Paul’s College. Mayor Herrington reported that a representative for the college has been invited to the council meeting for three months with no response. Mr. Brockwell suggested that we continue to invite a representative to the meeting. AIRPORT COMMISSION LAWRENCEVILLE LIONS CLUB REQUEST On motion by Mr. Brockwell, seconded by Mr. Martin and carried, Town Council voted to approve the request from the Lawrenceville Lions Club to use the airport on May 6, 2015, for the 33rd Annual Seafood Feast. Mr. Pecht abstained. HANGAR REPAIRS AND PAINTING Mr. Pecht provided information on the hangar repairs. Dominion is donating $9875 for paint, supplies, signage and replacement of one door. Inmate crews will perform the repairs. The total local share (both Town and County) is $8309. The Town’s 1/3 share of the total would be $2770. On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Town Council approved the payment of the Town’s 1/3 share of the cost in the amount of $2770. LAWRENCEVILLE PLANNING COMMISSION There was no report. ANNOUNCEMENTS There is a flyer in the packet for the New Economy Summit to be held at The Colonial Theatre in South Hill on May 6 and 7. Mayor Herrington encouraged council members to attend if at all possible. Mr. Dean announced a program titled “Building the Foundation for Your Small Business” to be held on April 22, 2015, at the John J. Cavan Workforce Center. CONSIDERATION OF ACCOUNTS A motion was made to pay the bills as presented in the amount of $82,252.85 and charge to the proper accounts. This was made by Mr. Pecht, seconded by Mrs. Talbert and carried by all ayes. CLOSED SESSION-MOTION TO ENTER THE CLOSED MEETING “Mr. Mayor, I move the Lawrenceville Town Council enter into a closed meeting pursuant to the provisions of Section 2.2-3711 of the Code of Virginia, 1950, as amended for the purpose of discussing property acquisition.” Motion: Mr. Pecht. Second: Mr. Brockwell. Roll call vote: Mrs. Bland, absent; Mr. Brockwell, aye; Ms. Hardy, aye; Mr. Martin, aye; Mr. Pecht, aye; Mrs. Sanderson, absent; Mrs. Talbert, aye. MOTION TO EXIT A CLOSED MEETING AND RECONVENE IN OPEN SESSION “Mr. Mayor, I move the closed meeting be adjourned and the Lawrenceville Town Council convene again in open session.” The motion was made by Mr. Pecht, seconded by Mr. Martin and carried by all ayes. CERTIFICATION “Be it resolved to the best of my knowledge (i) only public business matters exempted from open meeting requirements, under Section 2.2-3711 of the Code of Virginia, 1950, as amended, and (ii) only such public business matters as were identified in the motion by which the closed meeting was convened were heard, discussed or considered in the meeting.” Motion: Mr. Pecht. Second: Mr. Martin. Roll call vote: Mrs. Bland, absent; Mr. Brockwell, aye; Ms. Hardy, aye; Mr. Martin, aye; Mr. Pecht, aye; Mrs. Sanderson, absent; Mrs. Talbert, aye. ADJOURNMENT There being no further business to come before Council, a motion was made by Ms. Hardy, seconded by Mrs. Talbert and carried by all ayes to adjourn the meeting. _______________________________________________________________________________________________________________________________ March 10, 2015 CALL TO ORDER Mayor William Herrington called the regular meeting of the Lawrenceville Town Council to order at 7:30 p.m. on March 10, 2015. ROLL CALL Roll was called; Present: Mayor William Herrington; Council Members: Joyce Bland, H. B. Brockwell, Jr., Dora Hardy, Scott E. Martin, and Alice B. Talbert. Also present: Town Attorney, W. C. Outten, Jr., Town Manager, C. J. Dean, Police Chief, Everette Gibson, Town Clerk, Wanda Johnson, Bernard Jones, Wendy Nash, Vivian Taylor, Teya Whitehead, Brenda Herrington, citizens and the press. Absent: Council Members Robert F. Pecht, III and Esther B. Sanderson. APPROVAL OF MINUTES A motion was made by Mr. Martin to approve the minutes of the regular meeting on February 10, 2015, as received, suspend the reading and file. This was seconded by Mr. Brockwell and carried by all ayes. APPROVAL OF AGENDA There were no additions to the agenda. LAWRENCEVILLE EDA Mr. Martin reported that the Town is in the process of transferring the Peebles building to the EDA to be marketed. RECOGNITION OF CITIZENS Wendy Nash addressed Council regarding concerns she has about parking in front of her business, Sally and Sonny’s Florist, and elsewhere on the street. She stated that the two hour parking limit should be enforced or the signs taken down. She also stated that she would like a designated 15 minute pick up parking space. Mayor Herrington asked the police committee to meet regarding the parking concerns and then make a recommendation to Town Council. Vivian Taylor introduced Teya Whitehead, new employee at the VCU Massey Cancer Research & Resource Center. Ms. Whitehead provided information on three upcoming programs. Brunswick Ladies Coping Together will meet on March 12, 2015. There will be a volunteer certification training for the Look Good Feel Better program on March 16, 2015. A You & Your Health Summit will be held on March 28, 2015. Information was provided in the packet from the Mecklenburg Brunswick Regional Airport as previously requested by Mr. Brockwell. A representative was not present. Mr. Brockwell stated there was no need for the committee to meet. The information provided identified issues and categories of users. It becomes a budget item to be considered now. A representative may be invited to attend a future council meeting. Dr. Pete Stith was not present to report on Saint Paul’s College. MAYOR’S REPORT Mayor Herrington reported that the farmer’s market committee met for the second time. They are still working on issues before a presentation will be made to Council. Mayor Herrington also reported on the recent passing of Dr. James A. Russell, Jr., a former President of Saint Paul’s College and the grandson of Saint Paul’s College founder, James Solomon Russell. REPORT OF TOWN ATTORNEY Mr. Outten advised that he had no report. REPORT OF TOWN MANAGER DOMINION VIRGINIA POWER UPDATE Mr. Dean stated that the monthly update reports from Dominion, B & B and Timmons are in the packet. The work is moving right along. Mr. Dean advised Council that the Town will have to issue a boil water notice sometime after mid-April. This will be a planned event to tie the new system into the old system at the water plant. The new system will have to be decontaminated and two samples will have to be taken 24 hours apart. DOWNTOWN PROJECT UPDATE Mr. Dean reported that the contractor should begin façade work soon now that the weather has broken. Work continues on punch list items for the parking lot. ALBERTA REGIONAL UTILITY PROJECT UPDATE Mr. Dean reported that an extensive report is in the packet. The monthly project meeting will be held this Thursday. The project is running as expected. They are also videoing sewer lines looking for any other problems. SOUTHERN STATES BUILDING IMPROVEMENTS UPDATE The occupancy permit has not been issued for the Southern States Building due to a problem with the water line from the street. PRISON PUMP STATION Mr. Dean reported that Delegate Tyler introduced House Bill 2255 to convey the 0.94 acre parcel from the Department of Corrections to the Town. It has gone to the Governor for his signature. He also reported that the 150HP pump has been hooked up and is outperforming expectations. The generator is also working. The work is on target for our goals. BUDGET REQUESTS FOR 2015-2016 Mr. Dean asked that everyone get their requests in for the 2015-2016 budget. This is a fluid process. LEASE AGREEMENT WITH THE LAMAR COMPANY Mr. Dean reported to Council that when the Town purchased the Lawrenceville Brick property it included the billboard on the right between Temple’s and the creek going out of town. A draft lease agreement is in the packet but more due diligence is needed to determine if the rates are competitive. We will have more information next month. SPRING CLEAN UP WEEK Town Council approved the week of April 13-17, 2015, to be set as Spring Clean Up Week. SMALL TOWN AND MERCHANT PROGRAM Mr. Dean encouraged anyone that can to attend the Small Town and Merchant Program scheduled to be held on March 18, 2015, at 6:30 p.m. at Brian’s Steakhouse in South Hill. Supper will be provided. DELINQUENT TAXES Town Council agreed for the Town Attorney to review delinquent tax accounts and determine the appropriate collection action for past due real estate taxes. ENTERPRISE ZONE Mayor Herrington asked Mr. Dean about the enterprise zone meeting. Mr. Dean reported that a State DHCD official explained the benefits and paperwork process for the enterprise zone designation. State legislature has limited the number of enterprise zones available. The current Joint Enterprise Zone for Brunswick County and the Town of Lawrenceville will expire December 31, 2015. Applications will be due sometime in June for the new zone. The application must be submitted by the County. Town Council instructed the Mayor and Town Manager to offer any assistance we could to help the County with the application and to let the County know how important the zone is to economic development. Businesses within the Town have benefitted from the enterprise zone in the past. It also has the potential to assist with the redevelopment of Saint Paul’s College. FINANCE Mr. Pecht was absent but had asked Mr. Dean to report for him that we are running a little ahead of last year’s budget as we had paid some loans ahead. Next year may be a little tougher as the new payment schedules begin. FIRE AND EMERGENCY SERVICES Mr. Martin reported that the fire department responded to 34 calls in February. Of the 34, 3 were in the town limits and 31 were outside of the town limits. Work continues on grants and budget proposals. PERSONNEL Mr. Brockwell reported that the committee has given the Town Manager some information for work on the budget. POLICE Ms. Hardy stated that the report is in the packet. Ms. Hardy requested that the committee stay and meet with the Chief following the council meeting. Mr. Dean reported that the two surplus police vehicles were sold on the public surplus website for just over $10,000 total. He thanked Mr. Brockwell for suggesting the public surplus website. PROPERTY & EQUIPMENT This was covered in the police report. STREETS, LIGHTS & CEMETERY There was no report. TOWN DEVELOPMENT Mr. Brockwell reported that he had met with Mrs. Sanderson and Mr. Dean. Another meeting is scheduled for March 24, 2015, to discuss issues and incentives for a potential business for the Southern States Building. OATS Virginia is in discussion with the Town for the use of this property. The business uses horses for therapy. WATER/WASTEWATER There will not be a committee meeting following the council meeting. SAFETY The report is in the packet. HOUSING CODE ENFORCEMENT There was no report. PARKS/RECREATION Mrs. Talbert reported that the committee is working on rules and regulations for use of the parking lot. They hope to have something ready for the next meeting. COLLEGE/COMMUNITY LIAISON Mayor Herrington reported that Mr. Stith was supposed to attend the council meeting. The Mayor will reach out again to Mr. Stith and request a status report on Saint Paul’s College. AIRPORT COMMISSION There was no report. LAWRENCEVILLE PLANNING COMMISSION There was no report. ANNOUNCEMENTS There were no additional announcements. CONSIDERATION OF ACCOUNTS A motion was made to pay the bills as presented in the amount of $101,084.96 and charge to the proper accounts. This was made by Mr. Martin, seconded by Mr. Brockwell and carried by all ayes. TYLER REQUEST FOR REZONING EXTENSION Mr. Tyler made a request through an email for a 60-90 extension on the rezoning request for the Saint Paul’s apartment units. A copy of the email is in the packet. A motion was made by Mr. Brockwell to grant Mr. Tyler’s request for an extension of 90 days to complete his rezoning request. The motion was seconded by Ms. Hardy and carried by all ayes. EDA APPOINTMENT-SCOTT MARTIN Mr. Martin has agreed to serve another term on the EDA. A motion was made by Ms. Hardy to reappoint Scott Martin to a four year term on the Lawrenceville Economic Development Authority. The motion was seconded by Mrs. Talbert and carried. Mr. Martin abstained. VML REGIONAL SUPPER SCHEDULE VML will host seven regional suppers in the spring of 2015. A schedule of the dates, locations and topics is in the packet. Hopefully someone from Council can attend a meeting. Mayor Herrington is interested in the Economic Development meeting to be held in Rocky Mount, VA on April 16, 2015. There being no further business to come before Council, a motion was made by Mr. Brockwell, seconded by Mr. Martin and carried by all ayes to adjourn the meeting. William Herrington, Mayor Wanda Johnson, Clerk _______________________________________________________________________________________________________________________________ February 10, 2015 CALL TO ORDER Mayor William Herrington called the regular meeting of the Lawrenceville Town Council to order at 7:35 p.m. on February 10, 2015. ROLL CALL Roll was called; Present: Mayor William Herrington; Council Members: Joyce Bland, H. B. Brockwell, Jr., Dora Hardy, Scott E. Martin, Robert F. Pecht, III, and Alice B. Talbert. Also present: Town Attorney, W. C. Outten, Jr., Town Manager, C. J. Dean, Police Chief, Everette Gibson, Town Clerk, Wanda Johnson, participants in the seventh grade essay contest, Burt Whisman, Bernard Jones, Dora Wynn, Brenda Herrington, Justin Thomas, citizens and the press. Absent: Council Member Esther B. Sanderson. RECOGNITION OF ESSAY CONTEST PARTICIPANTS Mayor Herrington recognized the seventh grade essay contest participants. VML sponsored the “If I Were Mayor” contest and 52 students from the middle school participated. A pizza party was held prior to the council meeting and each student was presented with a certificate signed by the Mayors of Alberta, Brodnax and Lawrenceville. APPROVAL OF MINUTES A motion was made by Mr. Pecht to approve the minutes of the regular meeting on January 13, 2015, as received, suspend the reading and file. This was seconded by Mr. Brockwell and carried by all ayes. APPROVAL OF AGENDA There were no additions to the agenda. Mayor Herrington changed the order and moved Recognition of Citizens ahead of Lawrenceville EDA. RECOGNITION OF CITIZENS Willie “Burt” Whisman, III, a representative from People, Inc., addressed council regarding a proposal by People, Inc. to purchase and rehabilitate Brunswick Manor Apartments located on Union Street. People, Inc. is a non-profit organization located in Abingdon, VA, interested in preserving affordable housing stock. They plan to purchase the property and seek tax credits to upgrade the property to modern code. The rent structure would not change. Currently all forty units are occupied and there is a waiting list. People, Inc. will apply to the VHDA 2015 competitive round. VHDA will send a letter asking the Town to verify the need of the project. The 2015 deadline to apply is March 6. If they are not successful in 2015, they would try again next year. A resolution has been drafted to designate the Brunswick Manor Apartments, located at 300 Union Street, Lawrenceville, VA, as a revitalization area. On motion by Mr. Pecht, seconded by Mr. Brockwell, and carried by all ayes, Council voted to adopt the resolution designating Brunswick Manor Apartments as a Revitalization Area and authorized the Mayor to sign the resolution. LAWRENCEVILLE EDA Mr. Martin reported that the minutes of the February 3, 2015, were included in the packet. Mr. Martin also reported that he was reappointed to the EDA, extending his term four years. The EDA is interested in the Town transferring the Peebles building to the EDA to be marketed. On motion by Mr. Pecht, seconded by Mr. Brockwell, and carried by all ayes, Town Council voted to transfer the Peebles building property to the Lawrenceville EDA. The EDA will try to utilize the VirginiaScan forms to market vacant buildings. MAYOR’S REPORT Mayor Herrington provided a Mayor’s report in the additional packet. Mayor Herrington thanked Congressman Hurt for inviting him to be his guest at the State of the Union Address. February is heart month. Mayor Herrington distributed red ribbons to council members to be worn as support for heart month. The VCU Massey Cancer Center and the Brunswick Health Ambassadors will sponsor a health summit on March 28, 2015, at Brunswick High School. A flyer is in the packet. Also in the packet, there is a report, the 2014 “County Health Rankings & Roadmaps”. The Viper Running Club of the United Kingdom and the Tobacco Heritage Trail have partnered to schedule a ½ marathon to be run on the Tobacco Heritage Trail from Brodnax to Lawrenceville on April 25, 2015. The organizers would like to have a festival at the end of the run. Plans are still being developed. This is a week after the Brunswick Spring Festival. The Town, Chamber of Commerce, local Cooperative Extension Office and several residents are working together to organize a Farmer’s Market to be located in downtown Lawrenceville. The Town is in discussions to with the Brunswick Garden Club to beautify the gateway signs entering town and possibly other projects. Mayor Herrington requested that the Parks and Recreation Committee meet to develop a set of rules and regulations regarding the use of the parking lot behind the stores on Main and Hicks Streets for events and activities. The Mayor provided a copy of the 2008 Downtown Revitalization Plan in the package for Council to review. He suggested that Council start thinking about new projects and ideas as we approach the development of the 2015-16 budget. Mayor Herrington asked that the Town Development Committee review the new business incentive program for possible updates and clarification and make a recommendation to Council. Mayor Herrington received a response to his letter to HUD asking HUD to confirm a newspaper story that indicated that the complaint filed with HUD against the Town of Lawrenceville had been dismissed. The response coming from HUD clearly states that the matter had been dismissed and that no further action would be taken on the matter. A copy of the letter is in the packet. REPORT OF TOWN ATTORNEY Mr. Outten advised that he had no report. Mr. Outten asked if a dedication ceremony had been held for the Bloom building. The plaque is on the building and a ceremony needs to be planned. REPORT OF TOWN MANAGER DOMINION VIRGINIA POWER UPDATE Mr. Dean stated that there is a monthly update report in the packet. An Industrial User Wastewater Discharge Permit will be required in order for Dominion to discharge into the sewer system. The first page of the draft permit is in the packet. PRISON PUMP STATION The new generator is in. The new power service is underground and a new pump is being installed. Some water use could possibly begin in May. DOWNTOWN PROJECT UPDATE Mr. Dean reported that façade work will not begin until March due to the weather. Five or six more buildings might be rehabbed. ALBERTA REGIONAL UTILITY PROJECT UPDATE Mr. Dean reported that he attended the monthly Alberta project meeting. The Alberta water meters are not compatible with the Lawrenceville system. This causes extra work and time each month. The cost to replace the meters would be $87,000 to $90,000 not including installation. The town does not have the funds in hand and no grant is available to replace the meters. SOUTHERN STATES BUILDING IMPROVEMENTS UPDATE The Southern States Building inspection is scheduled for Friday. BUDGET REQUESTS FOR 2015-2016 Mr. Dean asked that everyone get their requests in for the 2015-2016 budget. BRUNSWICK MANOR APARTMENT COMPLEX The resolution was approved earlier in the meeting. Mr. Dean commented that the work would be mostly shingles and interior work. There may not be much of a tax increase. PUBLIC SURPLUS The police cars have been placed on the surplus website. An ad will also be placed in the paper that the vehicles are for sale on the website. The deadline for bids is February 24, 2015. VIRGINIA DEPARTMENT OF HEALTH-HAA5 LETTER Mr. Dean reported that the Alberta water system tests exceeded the limits for Haloacetic Acids (HAA5) and failed to meet a reporting requirement. A draft letter is in the packet. It will be finalized and mailed out. This only affects people served by the tank in Alberta. B & B is assisting with efforts to correct the issue. FINANCE Mr. Pecht requested that any budget needs be submitted. He also commented that we are running a bit ahead of this time last year. The increased sales tax levels are due to the Dominion project and we cannot count on those funds going forward. FIRE DEPARTMENT CREDIT CARD On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Council voted to approve a credit card for the fire department. A credit card with a $2,000 credit limit is approved to be added under the current town master credit card account with First Citizens Bank. Cards may be issued to the Lawrenceville Volunteer Fire Department Chief, Kevin Pair and President, Everette Gibson. The bill for the credit card is to be reviewed by the Town Manager. FIRE AND EMERGENCY SERVICES Mr. Martin reported that the fire department responded to 27 calls in January. Mr. Martin also reported that he attended the fire meeting last night and gathered data on the budget needs of the fire department. These include the need to update an older fleet, door maintenance, paint, kitchen improvements, air packs and radios. Everette Gibson and Justin Thomas will work on a grant package and fund raisers are also planned to help with these needs. PERSONNEL There was no additional report. POLICE Ms. Hardy stated that the report is in the packet. Chief Gibson would like to meet with the committee on budget needs. Chief Gibson also reported that the department is in baby steps of becoming accredited. A software program was purchased to assist in this process. PROPERTY & EQUIPMENT Mr. Brockwell suggested that the property insurance list be used to identify property that might be in need of replacement. STREETS, LIGHTS & CEMETERY TEA-21 GRANT PHASE 2 Mrs. Bland reported that the committee met regarding the TEA-21 funds. Questions that came up will be forwarded to the proper officials for more information. TOWN DEVELOPMENT There was no report. WATER/WASTEWATER There will not be a committee meeting following the council meeting. SAFETY The report is in the packet. HOUSING CODE ENFORCEMENT There was no report. PARKS/RECREATION There was no report. The committee will meet to develop rules and regulations for use of the parking lot. COLLEGE/COMMUNITY LIAISON Mr. Pecht did not have a report. Mayor Herrington reported that he and Pete Stith, President of Saint Paul’s College, were in attendance at a meeting this past Saturday. During that meeting, Mr. Stith reported that the college would run out of money by March 1st. He did not indicate any decision to sell or not to sell to interested parties. AIRPORT COMMISSION Mr. Pecht state that he was pleased to report that the obstructions are down and that the VA Dept. of Aviation said the permit is in the mail. Mr. Pecht thanked Bernard Jones for cutting down some of the last obstructions. Mr. Pecht also commented that it might be possible to reopen the grass strip and that Dominion is renting a hangar. LAWRENCEVILLE PLANNING COMMISSION There was no report. ANNOUNCEMENTS There were no announcements. CONSIDERATION OF ACCOUNTS A motion was made to pay the bills as presented in the amount of $67,854.21and charge to the proper accounts. This was made by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes. There being no further business to come before Council, a motion was made by Mr. Martin, seconded by Ms. Hardy and carried by all ayes to adjourn the meeting. William Herrington, Mayor Wanda Johnson, Clerk ______________________________________________________________________________________________________________________________ January 13, 2015 CALL TO ORDER ROLL CALL APPROVAL OF MINUTES APPROVAL OF AGENDA LAWRENCEVILLE EDA RECOGNITION OF CITIZENS MAYOR’S REPORT REPORT OF TOWN ATTORNEY REPORT OF TOWN MANAGER DOWNTOWN PROJECT UPDATE ALBERTA REGIONAL UTILITY PROJECT UPDATE SOUTHERN STATES BUILDING IMPROVEMENTS UPDATE PRISON PUMP STATION TEA-21 GRANT PHASE 2 BUDGET REQUESTS FOR 2015-2016 REZONING LETTER TO MR. TYLER PROGRESS ‘15 FINANCE FIRE AND EMERGENCY SERVICES PERSONNEL POLICE PROPERTY & EQUIPMENT STREETS, LIGHTS & CEMETERY TOWN DEVELOPMENT WATER/WASTEWATER SAFETY HOUSING CODE ENFORCEMENT PARKS/RECREATION COLLEGE/COMMUNITY LIAISON AIRPORT COMMISSION Mayor Herrington reported that the Mecklenburg-Brunswick Regional Airport Commission has been asked to provide membership information to Town Council prior to making a presentation at a council meeting. LAWRENCEVILLE PLANNING COMMISSION ANNOUNCEMENTS CONSIDERATION OF ACCOUNTS There being no further business to come before Council, a motion was made by Mr. Brockwell, seconded by Mr. Martin and carried by all ayes to adjourn the meeting. William Herrington, Mayor ____________________________________________________________________________________________________________________________ December 9, 2014 CALL TO ORDER ROLL CALL Absent: Council Member Esther B. Sanderson. APPROVAL OF MINUTES APPROVAL OF AGENDA LAWRENCEVILLE EDA RECOGNITION OF CITIZENS MAYOR’S REPORT Mayor Herrington reported that VML sponsored an If I Were Mayor essay contest open to all Virginia students enrolled in the seventh grade. More than 52 students from the Middle School participated. He thanked Alfreda Reynolds for her enthusiastic support. The three mayors in the county will put their heads together to recognize the students that participated. VML will select regional winners from around the state and one statewide winner will be selected. REPORT OF TOWN ATTORNEY REPORT OF TOWN MANAGER DOWNTOWN PROJECT UPDATE ALBERTA REGIONAL UTILITY PROJECT UPDATE SOUTHERN STATES BUILDING IMPROVEMENTS UPDATE PRISON PUMP STATION SPDC COMPREHENSIVE ECONOMIC DEVELOPMENT STRATEGY UPDATE PROJECTS THAT THE TOWN HAS UNDERTAKEN RECENTLY SHENTEL PRICE ADJUSTMENT NOTIFICATION MECKLENBURG-BRUNSWICK REGIONAL AIRPORT COMMISSION DECLARE SURPLUS PROPERTY Mr. Dean wished everyone a Merry Christmas. PLANNING COMMISSION REPORT - REZONING CASE #2014-1 Mr. Brockwell thanked the Lawrenceville Planning Commission for the hard work they have done. Mrs. Bland stated that it was suggested in the planning commission meeting that the applicant could withdraw the application in order to make up deficiencies in the application and then resubmit it. The planning commission had to make a recommendation in thirty days which would end on December 12, 2014. Mr. Outten advised that the Town does not have to take action on the application tonight. Mr. Outten also advised that the Town does not have to accept the recommendation of the planning commission. Welton Tyler addressed council stating he proposes to make a substantial investment in this project and that it would be a win-win situation for everyone, St. Paul’s College, the town, the county and citizens. The Town would receive tax revenues, water and sewer connection fees and revenues and improvement to the community. Mr. Tyler stated that the SPC Board of Trustees said the buildings are apartments and that he thinks they are apartments. He said he had read the comprehensive plan and it calls for providing opportunity for housing. This project would provide opportunity for housing. He stated he needs support from council on the rezoning. He is not asking for incentives. He said he is investing his own money and asked that council keep an open mind and approve the rezoning request. Mr. Tyler stated it is not possible to move the buildings that are too close together and he stated a site plan is not required for existing buildings. He said he appreciates council’s time and wishes they would pass the rezoning. A letter was distributed to council from The Improvement Association. The letter stated that the association strongly supports the proposed rezoning application. Mr. Pecht stated he feels strongly about the timing of the rezoning. A bigger use of the campus is uncertain and the campus is hugely important to the town. He recommends that the request be tabled. Mr. Pecht said he appreciates Mr. Tyler’s efforts. Mayor Herrington asked that council receive the report from the Lawrenceville Planning Commission. On motion by Mr. Pecht, seconded by Mr. Brockwell and carried, Town Council voted to receive the Lawrenceville Planning Commission report on the rezoning request. On motion by Mr. Martin, seconded by Ms. Hardy and carried by all ayes, Town Council voted to table the rezoning application for further review. There was discussion concerning the time frame for action by town council. The planning commission had to act within thirty days. There is no time deadline for action by town council. On motion by Ms. Hardy, seconded by Mrs. Bland and carried, Town Council voted to write Mr. Tyler and allow a period of 90 days from the date of the letter for the applicant to correct any deficiencies in the application. Mr. Brockwell voted no. FINANCE FIRE AND EMERGENCY SERVICES PERSONNEL POLICE PROPERTY & EQUIPMENT STREETS, LIGHTS & CEMETERY TOWN DEVELOPMENT WATER/WASTEWATER SAFETY HOUSING CODE ENFORCEMENT PARKS/RECREATION COLLEGE/COMMUNITY LIAISON AIRPORT COMMISSION ANNOUNCEMENTS CONSIDERATION OF ACCOUNTS ADJOURNMENT William Herrington, Mayor ________________________________________________________________________________________________________________________ November 18, 2014 CALL TO ORDER Mayor William Herrington called the regular meeting of the Lawrenceville Town Council to order at 7:30 p.m. on November 18, 2014. ROLL CALL Roll was called; Present: Mayor William Herrington; Council Members: H. B. Brockwell, Jr., Dora Hardy, Scott E. Martin, Robert F. Pecht, III, and Alice B. Talbert. Also present: Town Attorney, W. C. Outten, Jr., Town Manager, C. J. Dean, Police Chief, Everette Gibson, Town Clerk, Wanda Johnson, Welton Tyler, Rufus Tyler, Dr. Millard “Pete” Stith, Cyliene Montgomery, Rachael Lewis, Gene Wiley, Bill Hudson, Norbie Nelson, Charles Hall, Tommy Johnson and Sylvia Allen. Absent: Council Members Joyce D. Bland and Esther B. Sanderson. Planning Commission Members Present: Michael Redman, Cherrill Robertson and Cynthia Pecht. Planning Commission Members Absent: Joyce D. Bland and John Miller. JOINT PUBLIC HEARING – REZONING CASE #2014-1 As this time had been advertised for a joint public hearing on the request by Welton Tyler for a rezoning of property located at 125, 129, 133 College View Drive, Mayor Herrington declared the public hearing open. Mr. Tyler seeks to rezone the property from Public Open Space/Institutional (POS) to Multi-Family (R-3). Welton Tyler addressed council stating he has a contract to purchase the three apartment buildings from St. Paul’s College. He asked that council approve the request to rezone the property to residential. He wants to use the buildings for apartments. Cynthia Pecht inquired about a site plan and the current condition of the property. Mr. Tyler stated there are twelve units, total, in three buildings. There are two bedroom apartments with 1 ½ baths. The apartments need work done. Mr. Tyler said he has worked with Sam Carroll, an engineer, on a site plan for an entrance. He said Mr. Carroll said a site plan would only be needed for a new entrance. Rufus Tyler will allow Welton Tyler to use an existing right of way entrance beside the existing day care center. Mr. Outten said site plans are usually required for new construction. These are existing buildings built for apartments as their original use. The buildings would have to be repaired before an occupancy permit would be issued. Mr. Brockwell asked Mr. Tyler when the property was put under contract. Mr. Tyler said the bid was in April and he is waiting to close. Dr. Millard “Pete” Stith, President of St. Paul’s College, speaking on behalf of the SPC Board of Trustees, encouraged Town Council and the Planning Commission to approve the application to rezone. Dr. Stith said students lived in the apartments until St. Paul’s College closed. He stated that the outside brick is good, work is needed inside. He also stated that the student housing was in an educational setting. The private apartment use needs rezoning. Dr. Stith said the sale of the apartments would be a revenue source for the college. Mr. Pecht commented that making a zoning change is a major change and questioned if this would be considered “spot zoning”. Mr. Pecht also expressed concern that if it was rezoned, then the college was restored to an educational facility, how would this mesh with the comprehensive plan. Dr. Stith said the Board does not think it would be a negative impact or interfere with the campus. Mr. Martin asked about the property being close to St. Andrew’s Episcopal Church. Dr. Stith said that in the past the apartment residents have had respect for the church. Cyliene Montgomery, a town resident, spoke in support of the rezoning application. Norbie Nelson stated he has concerns about this issue. He said he got out and looked at the buildings and thinks they need more than cosmetic work. He questioned if the rezoning would mesh with the educational status of the school. He expressed concern about noise, people in and out, parking, and access for security, fire and rescue personnel. He is opposed to the rezoning request. Gene Wiley stated that he is not a town resident and is not speaking for or against. He did ask how the zoning could be changed without first amending the comprehensive plan. Rachael Lewis stated she lives in town and asked council and the planning commission to think outside the box. She said she sees someone who wants to do something to improve the community and it could also bring tax revenue. Mr. Dean stated that a parking lot with 32 parking spaces is proposed and shown on the plat. There being no further comments, Mayor Herrington declared the public hearing closed. APPROVAL OF MINUTES A motion was made by Mr. Brockwell to approve the minutes of the regular meeting on October 14, 2014, as received, suspend the reading and file. This was seconded by Mr. Pecht and carried by all ayes. APPROVAL OF AGENDA There was an addition to the agenda under Commission Reports, Airport, HBB Option Contract for Purchase of Real Property. LAWRENCEVILLE EDA Mr. Martin reported that the EDA met on October 7, 2014, and a copy of the minutes is in the packet. RECOGNITION OF CITIZENS No residents asked to speak. MAYOR’S REPORT Mayor Herrington thanked the Lawrenceville Volunteer Fire Department for hosting the Halloween event and also for providing the location for the Veterans Day event. Mayor Herrington reported that VDOT has successfully repaired the drainage line near the funeral home. He thanked them for the repair of a serious problem. Mayor Herrington stated that he withdraws the proposal for a pocket park. REPORT OF TOWN ATTORNEY Mr. Outten advised that he had no additional report. REPORT OF TOWN MANAGER As the Town Manager is still out with the planning commission, council will continue with the agenda. Mr. Dean will give his report when he returns. FINANCE Mr. Pecht reported that the Finance Committee met with Denise Williams, CPA, and discussed the audit report. Mr. Pecht stated that we received a clean opinion. He also stated that Mrs. Williams was very complimentary of Mr. Dean and the great job he did on the Management’s Discussion and Analysis. Mr. Pecht stated that part of the total net position increase is from Dominion connection fees. There was major refinancing to accommodate the Dominion project to increase capacity. The town charges just enough utility fees to cover expenses. On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Town Council voted to accept the annual audit report as received. FIRE AND EMERGENCY SERVICES Mr. Martin reported that the fire department responded to 27 calls in October. A report is in the packet. The 2015 slate of officers for LVFD is in the packet. On motion by Mr. Martin, seconded by Mr. Pecht and carried by all ayes, Town Council voted to accept the slate of officers for 2015 as presented by the fire department. The Lieutenant position is still open and will be filled at a future monthly business meeting. Mr. Martin thanked everyone; they are a great bunch of people. PERSONNEL Mr. Brockwell reported that the bonuses were budgeted and a Christmas Bonus proposal in the total amount of $13,000 for 2014 is in the packet. On motion by Mr. Brockwell, seconded by Mrs. Talbert and carried by all ayes, Town Council approved the 2014 Christmas Bonus as presented. POLICE Ms. Hardy stated that the report is in the packet. PROPERTY & EQUIPMENT Mr. Brockwell commented that our staff does an excellent job keeping the equipment maintained and running. STREETS, LIGHTS & CEMETERY Mr. Dean will report on the parking lot project. TOWN DEVELOPMENT – CAWS, INC. LEASE PROPOSAL Mrs. Talbert reported that the committee was not in favor of the lease proposal presented by CAWS. The committee did not want to set a precedent of allowing, for example, free rent, free utilities and a free sign. Mr. Brockwell stated that he concurs with Mrs. Talbert. He stated he thinks CAWS does good work but it would not be in the best interest of the town to provide rent, utilities and insurance. Mr. Brockwell suggested that the Southern States building might be a good location when it is completed. Mayor Herrington expressed concern that a written proposal was submitted and no one from the committee or council discussed it with the proponents. Mr. Outten advised that a vote is not needed, that the committee discharged its duty to review the proposal. WATER/WASTEWATER There will be a committee meeting following the council meeting. SAFETY Mr. Brockwell encourages the departments to continue monthly meetings and commented that VML provides helpful safety information. HOUSING CODE ENFORCEMENT There was no report. PARKS/RECREATION There was no report as Mayor Herrington withdrew his request. COLLEGE/COMMUNITY LIAISON There was no report. AIRPORT COMMISSION RESOLUTION- ACCEPTANCE OF AVIGATION, HAZARD EASEMENT AND PAYMENT Mr. Pecht reviewed the proposed resolution and the summary of obstruction mitigation actions as prepared by Russell Slayton. This is a summary of actions taken to acquire property interests for the approach flight path serving the Lawrenceville-Brunswick Regional Airport. On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Town Council voted to adopt the avigation resolution as presented: Town Council accepts 1/3 undivided interest in the easement; approves payment to HBB Properties the sum of $5000, which sum will be appropriated by the County; authorizes the execution of the option contract; and authorizes the Mayor or Town Manager to execute and deliver any and all documents necessary. Roll call vote: Mrs. Bland, absent; Mr. Brockwell, aye; Ms. Hardy, aye; Mr. Martin, aye; Mr. Pecht, aye; Mrs. Sanderson, absent, Mrs. Talbert, aye. HBB OPTION CONTRACT FOR PURCHASE OF REAL PROPERTY On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Town Council voted to authorize and approve the Mayor, Town Manager and/or Clerk to sign the option contract for purchase of real property from HBB Properties, LLC as presented. Four copies are to be signed. ANNOUNCEMENTS The Employee Christmas Luncheon will be held Wednesday, December 3 at 12 noon. The Lawrenceville Christmas Parade will be held Friday, December 5 at 7:30 p.m. The Santa Breakfast will be held at Elm Acres on Saturday, December 6, 8:30 – 10:00 a.m. LVFD Annual Banquet and Christmas Dance, Saturday, December 6, 6:00 p.m. Mayor and Managers Annual Dinner Meeting, Alberta, Wednesday, December 10, 6:00 p.m. REQUEST FOR FUNDS FOR PARADE On motion by Mr. Brockwell, seconded by Mr. Pecht and unanimously carried, Town Council voted to allocate funds not to exceed $500 for bands for the Christmas parade. LAWRENCEVILLE PLANNING COMMISSION Cynthia Pecht reported on behalf of the Planning Commission regarding the Tyler rezoning application. Ms. Pecht stated that the commission has thirty days from the date of receipt of the application, which was November 12, 2014, to make a decision. The Planning Commission will have a decision by the December 9, 2014, Town Council meeting. DOMINION VIRGINIA POWER UPDATE Mr. Dean stated that the monthly update report is in the packet. The project is moving along. The work at the water plant is about 50% complete. DOWNTOWN PROJECT UPDATE Mr. Dean reported that rock is in place in the parking lot and they are putting up poles. They hope to begin paving next Monday, weather permitting. ALBERTA REGIONAL UTILITY PROJECT UPDATE Mr. Dean reported that there is an update in the packet. The project is off to a slow start. They plan to add a second crew after Thanksgiving. SOUTHERN STATES BUILDING IMPROVEMENTS UPDATE Mr. Dean reported that the shingles are almost finished. They ran out of shingles and had to get more. PUBLIC SURPLUS PROPOSAL Mr. Dean reported on a Public Surplus online auction system. Mr. Brockwell commented that he is in favor of participating on the Public Surplus site. Town Council authorized Mr. Dean to participate on the Public Surplus online auction system website. PRISON PUMP STATION Mr. Dean reported that there is a simple drawing of the prison pump station lot in the packet. The Town will ask for a larger area to be donated by the Department of Corrections. TABERNACLE OF ZION Mr. Dean reported there is a copy of a memo and a picture in reference to a storm water issue on Sixth Avenue that affects the Tabernacle of Zion parking lot. The picture shows the parking lot entrance, orange barrels and dirt deposits from run off. A gardener has plowed through a VDOT ditch and water runs off the garden onto the Tabernacle of Zion parking lot. The Town has talked to VDOT and VDOT has talked to the property owner. Mr. Brockwell looked at this today and he thinks if the garden ditch is corrected, this would be taken care of. Tommy Johnson reported that the Maintenance Superintendent is trying to talk to the owner of the garden to give him an opportunity to harvest the garden. VDOT will re-establish the ditch line and re-establish proper drainage. Once the ditch is re-established this will correct the run off to the parking lot. Mr. Johnson advised that commercial and residential property owners are responsible for their own driveway entrances subject to VDOT permit requirements. SPDC COMPREHENSIVE ECONOMIC DEVELOPMENT STRATEGY UPDATE Mr. Dean asked that council have suggestions in by next month. Mr. Pecht said Mr. Dean has done a great job over the years recommending to Town Council what needs to be done. Mr. Brockwell commented that in order to get grants, the projects need to be in the CED Strategy. BEACHES TO BLUEGRASS An executive summary of the Beaches to Bluegrass Trail Master Plan is in the packet. Mr. Dean commented that the Lawrenceville section is the centerpiece of the Route 58 corridor. ROANOKE RIVER RAILS TO TRAILS Mr. Dean reported that the Roanoke River Rails to Trails is making an effort to purchase rail right-of- way in the Town of Lawrenceville and Brunswick County and requires a resolution of support from the Town. A proposed resolution is in the add packet. Mr. Dean asked that this be adopted with the addition of “and the Lawrenceville Comprehensive Plan” to the fourth paragraph. On motion by Mr. Brockwell, seconded by Mrs. Talbert and carried by all ayes, Town Council voted to adopt the amended resolution in support of Rails to Trails. MECKLENBURG BRUNSWICK REGIONAL AIRPORT Mr. Dean reported there is a copy of a letter from the Mecklenburg Brunswick Regional Airport inviting the town to participate in a lunch meeting. The airport commission is looking for other communities in the region to become member organizations. This is for information only at this time. STRUCTURE FIRE PROPERTY SIXTH AVENUE Mr. Dean reported that the owner of property that was damaged by fire has asked that the town take the structure down. The owner does not have insurance on the property. This will be considered further. No action is required tonight. CONSIDERATION OF ACCOUNTS A motion was made to pay the bills as presented in the amount of $97,059.06 and charge to the proper accounts. This was made by Mr. Pecht, seconded by Mrs. Talbert and carried by all ayes. CHURCH AND DAVIE ST. PROJECT Mayor Herring reported that another meeting was held on a possible project for the Church and Davie Street Area. There was considerable community support for the project at a meeting last month and SPDC will move forward to put together a proposal for that area. ADJOURNMENT There being no further business to come before Council, Mayor Herrington adjourned the meeting. William H. Herrington, Mayor Wanda E. Johnson, Clerk _________________________________________________________________________________________________________________________ October 14, 2014 CALL TO ORDER ROLL CALL Absent: Council Members H.B. Brockwell, Jr., Esther B. Sanderson, and Town Clerk, Wanda Johnson. APPROVAL OF MINUTES APPROVAL OF AGENDA LAWRENCEVILLE EDA RECOGNITION OF CITIZENS MAYOR’S REPORT Mayor Herrington also reported that the Town of Lawrenceville, along with the Towns of Alberta, Brodnax and the County of Brunswick will host a celebration in honor of all Veterans on Tuesday, November 11th, 2014 at 11:00a.m., at the Lawrenceville Fire Station. Mayor Herrington asked Mr. Pecht to give an update on the meeting he attended in reference to the Smart Beginnings. The mission is to increase preschool access and provide additional training with mentors for current teachers through the expansion grant. Mr. Pecht added that several “Big Corporation’s” were involved in this much needed support for early education. REPORT OF TOWN ATTORNEY DOMINION VIRGINIA POWER UPDATE DOWNTOWN PROJECT UPDATE SOUTHERN STATES BUILDING IMPROVEMENTS UPDATE RESOLUTION OF GOVERNING BODY OF THE TOWN OF LAWRENCEVILLE FACADE IMPROVEMENTS-PHASE II FAIR HOUSING RESOLUTION NOVEMBER MEETING FALLS ON VETERANS DAY Mr. Dean thanked everyone for their thoughts and concerns on the passing of his mother. FIRE AND EMERGENCY SERVICES PERSONNEL POLICE PROPERTY & EQUIPMENT STREETS, LIGHTS & CEMETERY TOWN DEVELOPMENT WATER/WASTEWATER SAFETY HOUSING CODE ENFORCEMENT PARKS/RECREATION COLLEGE/COMMUNITY LIAISON AIRPORT COMMISSION LAWRENCEVILLE PLANNING COMMISSION CONSIDERATION OF ACCOUNTS CLOSED SESSION-MOTION TO ENTER THE CLOSED MEETING MOTION TO EXIT A CLOSED MEETING AND RECONVENE IN OPEN SESSION CERTIFICATION BANK FRANCHISE TAX DEED OF EXCHANGE LAWRENCEVILLE BRICK INC. ADJOURNMENT William Herrington, Mayor Patti Lewis, Clerk ______________________________________________________________________________________________________________________September 9, 2014
CALL TO ORDER Mayor William Herrington called the regular meeting of the Lawrenceville Town Council to order at 7:30 p.m. on September 9, 2014. ROLL CALL Roll was called; Present: Mayor William Herrington; Council Members: Joyce D. Bland, H. B. Brockwell, Jr., Dora Hardy, Scott E. Martin, Robert F. Pecht, III, Esther B. Sanderson and Alice B. Talbert. Also present: Town Attorney, W. C. Outten, Jr., Town Manager, C. J. Dean, Police Chief, Everette Gibson, Town Clerk, Wanda Johnson, Charles Hall, Tommy Johnson, citizens and the press. APPROVAL OF MINUTES A motion was made by Mr. Brockwell to approve the minutes of the regular meeting on August 12, 2014, suspend the reading and file. This was seconded by Mr. Martin and carried by all ayes. APPROVAL OF AGENDA There were no additions or corrections to the agenda. LAWRENCEVILLE EDA Mr. Martin reported that the minutes of the August 12, 2014, EDA meeting are in the packet. Some members of the EDA attended a meeting with Virginia Tourism and the Department of Housing and Community Development to discuss working with absent building owners, marketing small business and revitalization in town. RECOGNITION OF CITIZENS Geraldine Lipscomb, President of the Can Do Civic and Social Club, addressed council. The club is centered in the Cedar Grove community, but their purpose is to help Lawrenceville and the county as a whole. Mrs. Lipscomb shared some of their recent activities. The club has adopted schools and provided school supplies, adopted cancer patients, sponsored a gang and drug awareness seminar and last week distributed book bags to 400 students. Ruth Thomas of 808 First Avenue and Lucinda Coleman of 801 First Avenue were present. Ruth Thomas addressed council concerning a sewer problem she has had for two years with sewage backing up in her home. Her best efforts as a homeowner to correct the problem have not been successful. She said that others in her community have also had this problem. She stated that the infrastructure is failing and asked for help for the homeowners in her community. Mayor Herrington said council will take the matter under review and get back to her. MAYOR’S REPORT Mayor Herrington publicly thanked Mayor Robert Hayes and the Town Council of Alberta for hosting a thank you dinner for Town of Lawrenceville officials. Alberta officials expressed appreciation for the smooth transition of the Alberta water system to the Town of Lawrenceville. Mayor Herrington advised council members that the Lawrenceville Planning Commission members have been contacted and there is a tentative plan to meet with the citizens’ advisory group on September 15. He is waiting for a couple of other names for the advisory group. Also, Southside Planning District Commission will assist with the review of the comprehensive plan and rezoning update. REPORT OF TOWN ATTORNEY Mr. Outten advised that a closed session will be needed at the end of the council meeting to discuss contractual matters. DOMINION VIRGINIA POWER UPDATE Mr. Dean stated that the monthly update report is in the packet. The work at the water plant is about 26% complete. He also advised that there is a project estimate in the packet for a change order in the amount of $70,368.25 for the Cattail Dr. and S. Hicks St. project. This will include transferring services over to the new line and removing the existing line. There are funds in the contingency plan to cover this. DOWNTOWN PROJECT UPDATE A lot of dirt has been hauled away from the parking lot. There will be one-way traffic on the street while the project area is paved on Thursday and Friday. Light fixtures will be installed in the parking lot after paving. The conduit has already been pulled. A pre-bid meeting is scheduled tomorrow for more façade work. ALBERTA REGIONAL UTILITY PROJECT UPDATE Mr. Dean reported that H. G. Reynolds Co., Inc. had the low base bid for the project. We have worked with B & B Consultants to save about $60,000. This is Alberta’s project so Lawrenceville does not have to approve the bid. Mr. Dean would like authorization for the Town of Lawrenceville to provide up to $70,000 to complete the Alberta project. Mr. Pecht and Mr. Dean think this can work with contingency funds. A motion was made by Mr. Brockwell, seconded by Mr. Pecht and carried by all ayes to use Lawrenceville funds, not to exceed $70,000, to complete the Alberta project. SOUTHERN STATES BUILDING IMPROVEMENTS UPDATE Mr. Dean reported that the project began on Monday. The cost was trimmed by $7500-$8000. Hopefully, the building can be completed by the first of the year. A half marathon is scheduled to be held on the trail on April 25, 2015, ending in Lawrenceville. Mr. Pecht stated that the report on Facebook that there will be free beer is not correct. There will not be free beer by law. DRAPER ADEN 26TH ANNUAL REPORT The report shows how Lawrenceville compares to the region based on participant responses. Only three localities in the state have lower wastewater rates. NOVEMBER MEETING FALLS ON VETERANS DAY A decision will be made at the October meeting on when to hold the November council meeting. The regular scheduled meeting date in November is Veteran’s Day, a town holiday. Mr. Dean thanked everyone for their thoughts and concerns on the passing of his mother. WINDSOR AVENUE Mr. Brockwell asked about the water issue on Windsor Ave. Tommy Johnson reported that VDOT had to develop a scope of work and request bids on the job. Bids are due on September 15th and VDOT hopes to award the bid on September 17th. FINANCE – TAX RELIEF RESOLUTION 2014 The Town is required by law to set the rate of tax relief at a level that is anticipated to exhaust the PPTRA relief funds provided by the Commonwealth in the amount of $39,560.51. On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Town Council approved the tax relief resolution at 93% as presented in the packet and authorized the Town Clerk to sign the resolution. Mr. Pecht commented that the early payment of $343,345.36 on Series 2014 C is the difference in the surplus/deficit from last year to this year. Taking that into consideration, the budget is on schedule. FIRE AND EMERGENCY SERVICES Mr. Martin reported that the fire department responded to 14 calls in August. A report is in the packet. Charles Hall reported that the fire department will participate in a fire competition at Centennial Park in South Hill on September 20th and invited everyone to attend. There will be a parade at 10:00 and competition from 1:00 until 5:00. PERSONNEL The report is in the packet. POLICE Ms. Hardy stated the report is in the packet. Chief Gibson reported that the DEA drug take back is set for September 27th from 10:00 – 2:00 at the Town Office. This will be advertised. Drugs that are collected will be turned over to the DEA for disposal. Chief Gibson also reported that he is a member of a motorcycle club that will be holding a benefit ride for the Brunswick Museum on October 4th. The Blue Steel Motorcycle Club members are all law enforcement officers. PROPERTY & EQUIPMENT There was no report. STREETS, LIGHTS & CEMETERY There was no report. TOWN DEVELOPMENT Mrs. Sanderson commented that Mr. Dean had covered everything. WATER/WASTEWATER There will be a committee meeting after the council meeting. Mr. Brockwell commented that the Draper Aden report is good news and shows that we are getting a good bargain. SAFETY The reports are in the packet. HOUSING CODE ENFORCEMENT There was not report. PARKS/RECREATION Mrs. Talbert reported that she and Mr. Dean met concerning the Pocket Park proposal. They looked at it and talked to several citizens about it. There are concerns about people coming in from the south and how they would get into the parking lot. The recommendation is that it stay a one-way street at this time. They will meet again and may have more at the next council meeting. There is a pedestrian entrance beside the library. Mr. Dean said it will be brick work with lighting. Mayor Herrington expressed concern that it is a narrow walkway. Mr. Brockwell commented that he had guests visit in town. They were very complimentary of the park and the improvements at E. E. Vaughan. COLLEGE/COMMUNITY LIAISON There has been no new information from St. Paul’s College. AIRPORT COMMISSION There was no report. LAWRENCEVILLE PLANNING COMMISSION The planning commission will meet on September 15th. CORRESPONDENCE/ANNOUNCEMENTS A webinar will be held on the Conflict of Interests Act on September 25, 2014, from 10:00 – 11:30 a.m. It is co-sponsored by VML and there is no charge to participate. You may register by e-mail to the address at the bottom of the flyer that is in the packet. CONSIDERATION OF ACCOUNTS A motion was made to pay the bills as presented in the amount of $129,513.24 and charge to the proper accounts. This was made by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes. NEW BUSINESS Mrs. Sanderson thanked members of council for the plant and cards sent when her mother passed. Mrs. Johnson reported that a date will be set for flu shots to be given at the Town Office as we have done in the past. CLOSED SESSION-MOTION TO ENTER THE CLOSED MEETING “Mr. Mayor, I move the Lawrenceville Town Council enter into a closed meeting pursuant to the provisions of Section 2.2-3711 of the Code of Virginia, 1950, as amended for the purpose of discussing contractual matters, potential property acquisition and a tax refund matter.” Motion: Mr. Pecht. Second: Mr. Brockwell. Roll call vote: Mrs. Bland, aye; Mr. Brockwell, aye; Ms. Hardy, aye; Mr. Martin, aye; Mr. Pecht, aye; Mrs. Sanderson, aye; Mrs. Talbert, aye. MOTION TO EXIT A CLOSED MEETING AND RECONVENE IN OPEN SESSION “Mr. Mayor, I move the closed meeting be adjourned and the Lawrenceville Town Council convene again in open session.” The motion was made by Mr. Pecht, seconded by Ms. Hardy and carried by all ayes. CERTIFICATION “Be it resolved to the best of my knowledge (i) only public business matters exempted from open meeting requirements, under Section 2.2-3711 of the Code of Virginia, 1950, as amended, and (ii) only such public business matters as were identified in the motion by which the closed meeting was convened were heard, discussed or considered in the meeting.” Motion: Mr. Pecht. Second: Mrs. Talbert. Roll call vote: Mrs. Bland, aye; Mr. Brockwell, aye; Ms. Hardy, aye; Mr. Martin, aye; Mr. Pecht, aye; Mrs. Sanderson, aye; Mrs. Talbert, aye. ADJOURNMENT There being no further business to come before Council, a motion was made by Ms. Hardy, seconded by Mrs. Talbert and carried by all ayes to adjourn the meeting. William Herrington, Mayor Wanda E. Johnson, Clerk September 18, 2014 CALL TO ORDER Mayor William Herrington called the special meeting of the Lawrenceville Town Council to order at 6:00 p.m. on September 18, 2014. The purpose of this called meeting is to propose property acquisition. ROLL CALL Roll was called; Present: Mayor William Herrington; Council Members: Joyce D. Bland, Dora D. Hardy, Scott E. Martin, Robert F. Pecht, III , Esther B. Sanderson and Alice B. Talbert. Also present: Town Manager C. J. Dean, Police Chief, Everette Gibson and Clerk, Patti Lewis. Absent: Council Member H. B. Brockwell, Jr., Town Attorney, W. C. Outten, Jr., and Town Clerk, Wanda Johnson. CLOSED SESSION- MOTION TO ENTER THE CLOSED MEETING “Mr. Mayor, I move that the Lawrenceville Town Council enter into a closed meeting pursuant to the provisions of Section 2.2-2711 of the Code of Virginia, 1950, as amended for the purpose of discussing property acquisition.” Motion: Mr. Pecht. Second Mrs. Bland. Roll call vote: Mrs. Bland, aye; Mr. Brockwell, absent; Ms. Hardy; aye; Mr. Martin, aye; Mr. Pecht, aye; Mrs. Sanderson, aye; and Mrs. Talbert, aye. MOTION TO EXIT A CLOSED MEETING AND RECONVENE IN OPEN SESSION “Mr. Mayor, I move that the closed meeting be adjourned and the Lawrenceville Town Council convenes again in open session.” The motion was made by Mr. Pecht, seconded by Mrs. Talbert and carried by all ayes. CERTIFICATION “Be it resolved to the best of my knowledge (i) only public business matters exempted from open meeting requirements, under Section 2.2-3711 of the Code of Virginia, 1950, as amended, and (ii) only such public business matters as were identified in the motion which the closed meeting was convened were heard, discussed or considered in the meeting.” Motion: Mr. Pecht, Second: Ms. Hardy. Roll call vote: Mrs. Bland, aye; Mr. Brockwell, absent; Ms. Hardy, aye; Mr. Martin, aye; Mr. Pecht, aye; Mrs. Sanderson, aye; and Mrs. Talbert, aye. PROPERTY ACQUISTION A motion was made by Mrs. Sanderson to offer the bid of $45,000.00 (forty five thousand dollars and zero cents) to purchase the subject property: Parcel 2: 65+/- Acres Shown as Tax Map #-52 Section 20, The motion was seconded by Ms. Hardy. Roll call vote: Mrs. Bland, aye; Mr. Brockwell, absent; Ms. Hardy, aye; Mr. Martin, aye; Mr. Pecht, abstain; Mrs. Sanderson, aye; and Mrs. Talbert, abstain. ADJOURNMENT There being no further business to come before Council, a motion was made by Mrs. Sanderson, seconded by Ms. Hardy and carried by all ayes to adjourn the meeting. William Herrington, Mayor Patti Lewis, Clerk ______________________________________________________________________________________________________________________________ August 12, 2014 CALL TO ORDER Mayor William Herrington called the regular meeting of the Lawrenceville Town Council to order at 7:30 p.m. on August 12, 2014. ROLL CALL Roll was called; Present: Mayor William Herrington; Council Members: Joyce D. Bland, H. B. Brockwell, Jr., Dora Hardy, Scott E. Martin, Robert F. Pecht, III and Alice B. Talbert. Also present: Town Attorney, W. C. Outten, Jr., Town Manager, C. J. Dean, Town Clerk, Wanda Johnson, Charles Hall, Jeff Davis, Cheryl Ann Wilson-Sprinkle, Charles Parker, Brenda Herrington, Tommy Johnson, citizens and the press. Absent: Esther B. Sanderson. Mayor Herrington announced that the air conditioner is not working tonight and apologized for the heat and the fan running. APPROVAL OF MINUTES A motion was made by Mr. Pecht to approve the minutes of the regular meeting on July 8, 2014, suspend the reading and file. This was seconded by Mr. Brockwell and carried by all ayes. APPROVAL OF AGENDA On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, the agenda was approved as presented. LAWRENCEVILLE EDA Mr. Martin was not able to attend the EDA meeting today and had no report. Mayor Herrington reported that renovations on the Bloom building are going fine and completion is expected by September 1st. RECOGNITION OF CITIZENS Mayor Herrington welcomed Charles Parker, grandson of Sylvia Allen. Nancy Watson and Connie Rasner, ladies from CATS were present. Mrs. Watson reported on activities of the group that formed in November 2012. The group traps feral cats, has them neutered and then releases them. The group relies on donations to fund the program. Jeff Davis spoke on behalf of Imperial Broadcasting, the new owner of the radio station in town. The offices of the radio station have been relocated to the second floor of the Perkinson Building. 105.5 is a news talk radio format similar to WRVA. Upgrades are also being made to the tower site on Cattail Drive. Cheryl Ann Wilson-Sprinkle, CEO and Chairperson of Caring Arms Will Support, spoke to council about the senior lifelong learning center that is currently located in the Chicago Building on St. Paul’s Campus. A membership fee is charged and participants can choose what they would like to learn. They are pro education to keep minds fresh and learning. They also provide work skills training, assistance with resumes and computers are available for job searches at no charge. MAYOR’S REPORT Mayor Herrington thanked the organizers for a successful National Night Out event. He reported that 27 residents signed up for the Brunswick Alert system during the event. A very successful geocaching event was held on the Tobacco Heritage Trail. People came from miles around to participate in the event using GPS to find things hidden on the trail. The Town Council of Alberta has invited members of the Lawrenceville Town Council and staff to attend an appreciation dinner at Louise’s Restaurant on August 27, 2014. Please RSVP by August 22, 2014. News outlets are still contacting the town regarding the proposal to house Unaccompanied Alien Children at St. Paul’s College. It was the subject of a Washington Post digital story line on July 25th. Registration information is in the packet for the 2014 VML Annual Conference to be held October 5-7 in Roanoke. Mayor Herrington reported that he attended the VML newly elected officials event. It was a great event to learn about duties and responsibilities. 2008 COMPREHENSIVE PLAN Mayor Herrington sent out two sections of the comprehensive plan to council members. The plan should be reviewed every five years. He requested that each council member submit the name of a person to serve on a citizen committee to assist with the review of the comprehensive plan. Mr. Outten advised that the Lawrenceville Planning Commission makes the final recommendation on the plan to the Lawrenceville Town Council for adoption. Mayor Herrington asked council members to submit names by August 18. His goal is to have a report by the January 2015 council meeting. Mr. Brockwell commented that the comprehensive plan provides the foundation for grant applications and is important to where we will go in the future. Mr. Pecht commented that he was impressed that many things that are in the current plan have been done or projects are moving in that direction. EMPLOYEE MANUAL Mayor Herrington reported that he has looked at the employee manual that is dated August 1994. It should be reviewed and necessary updates made. Outside resources may be required to assist with this. Mayor Herrington referred the review of the manual to the Personnel committee. POCKET PARK Mayor Herrington proposed that the rarely used street between the old Star Value and old Dollar General be closed and a pedestrian pocket park be created there. It would provide a walkway from the parking lot. A preliminary sketch is available. He turned the proposal over to the Parks and Recreation committee and asked for a report at the next council meeting. REPORT OF TOWN ATTORNEY There was no additional report. DOMINION VIRGINIA POWER UPDATE Mr. Dean stated that the color update report is in the packet. The work at the water plant is progressing. The water line is moving along. The work on Hicks St. is almost done. All of this is part of the Dominion project. DOWNTOWN PROJECT UPDATE A notice, as drafted by the Mayor, about the street closing is in the packet. Mr. Dean reported that surprises were found today. A telephone conduit in clay was found and it has to be supported so it will not break. The next meeting is scheduled for Friday. ALBERTA REGIONAL UTILITY PROJECT UPDATE Mr. Dean reported that there is not enough grant money for the phase 2 bid as received. We will be working with B & B Consultants to figure this out. SOUTHERN STATES BUILDING IMPROVEMENT BID Mr. Dean reported that the pre-construction meeting was held today and we are a little over budget. Small changes may have to be made to the plans. Under the grant requirements, eight new jobs must be created when the project is completed. NORFOLK SOUTHERN RAILWAY LEASE There has been no response to the town’s counter offer. RIVER RECREATION WORKSHOP SEPTEMBER 17 & 18, 2014 Information about the workshop is in the packet. The Department of Conservation and Recreation is requesting that all towns near the river attend this workshop. It is possible that a canoe livery could locate in Lawrenceville. The workshop will be held in South Hill and is limited to the first 100 people that register. WINDSOR AVENUE Mr. Dean reported that there are pictures in the packet of the interior of the drainage pipe on Windsor Ave. There is also a letter from Thomas Hawthorne, VDOT Richmond District Administrator, in the additional packet. VDOT ran a camera through the pipe and found that a smaller pipe had been installed within the state’s storm drain pipe. There is a backup of debris in this smaller pipe. VDOT has contracted with a company to vacuum out the existing pipe line as a temporary fix. VDOT is in the process of obtaining materials and permits to replace the pipe. VDOT is asking the town to share in the cost of replacing the pipe. Tommy Johnson reported on behalf of VDOT that the attempt to vacuum out the pipe failed and VDOT will proceed with emergency repairs. Mr. Pecht stated that he thinks this could be negotiated. He would like to see a breakdown of the costs. Mr. Brockwell stated that there are also other issues throughout town and that dialogue must be continued. Mayor Herrington will have the finance committee meet with VDOT on this project. Another meeting can be set to address other issues. BOY SCOUT TROOP Mr. Dean reported that a group of 15 Boy Scouts left San Francisco, CA on June 8th riding bicycles to Virginia Beach, VA. They are staying in Boydton tonight and will be staying with local Boy Scouts in the Lawrenceville area tomorrow night. FINANCE Mr. Pecht commented that this is the first report of the new fiscal year. On page 9 of 10, debt service shows a large payment of $343,345.36 on Series 2014 C in the first month. The $250,000 transfer in revenue went toward that payment. This will wash out as the old loan payment of $339,000 was paid half in December and half in June each year. $28,250 from the private prison water payment goes toward this payment each month. This is also the first month of monthly water bills. Considering these changes the budget is running close to last year. The plan is when funds begin to come in from Dominion water revenue; they will be saved in the same way. FIRE AND EMERGENCY SERVICES Mr. Martin reported that the fire department responded to 16 calls in July. A report is in the additional packet. He also thanked everyone who worked behind the scenes on National Night Out. PERSONNEL The report is in the packet. POLICE Ms. Hardy stated the report is in the packet. Chief Gibson is on vacation this week. Ms. Hardy thanked Town Council and the Police Department for the flowers and music box they sent for the birth of her daughter Lanora. PROPERTY & EQUIPMENT Mr. Brockwell commented that the staff has done an excellent job adapting to problems that have come up with all the different projects going on this summer. STREETS, LIGHTS & CEMETERY There is no chair at this time. Mr. Martin commented that work on the parking lot and Church St. project continues. TOWN DEVELOPMENT Mr. Brockwell commented that we have heard a lot tonight about different programs or projects including the comprehensive plan, radio station, CAWS, CATS and the EDA. We are slowly developing. WATER/WASTEWATER There will be a short committee meeting after the council meeting. SAFETY Mr. Brockwell stated that the staff is doing a great job. HOUSING CODE ENFORCEMENT There was not report. PARKS/RECREATION Mrs. Talbert and Mr. Dean will meet concerning the Pocket Park proposal. COLLEGE/COMMUNITY LIAISON Mr. Pecht reported that he and Mayor Herrington met with Mr. Stith of St. Paul’s College. Mr. Stith reported to them that individuals are interested in purchasing the property but no money has been exchanged. They are continuing efforts to attract an educational institution. Mayor Herrington secured contact information for the primary lienholder, the pension fund. He has spoken to them and is keeping in touch. AIRPORT COMMISSION Mr. Pecht reported that a letter was written requesting an extension of the deadline for obstruction removal. Russell Slayton has been hired as a special attorney to deal with that issue. Mr. Pecht advised that the town’s one third share of the airport bill is $10,168.91 and it is included in the bills list to be approved. LAWRENCEVILLE PLANNING COMMISSION There was no report. CORRESPONDENCE/ANNOUNCEMENTS Please RSVP for the Alberta Dinner. CONSIDERATION OF ACCOUNTS A motion was made to pay the bills as presented in the amount of $95,225.45 and charge to the proper accounts. This was made by Mr. Pecht, seconded by Mr. Martin and carried by all ayes. There will be a ribbon cutting at 10:00 a.m. on Friday for a counseling service at 112 Hicks St. It will be located in the building with Real Tree. ADJOURNMENT There being no further business to come before Council, a motion was made by Mr. Brockwell, seconded by Ms. Hardy and carried by all ayes to adjourn the meeting. William Herrington, Mayor Wanda E. Johnson, Clerk July 8, 2014CALL TO ORDER ROLL CALL Absent: Joyce D. Bland and Dora Hardy. PUBLIC HEARING –AMENDING TOWN ORDINANCE SEC 78-65 & 78-66 AMENDMENT OF TOWN ORDINANCE SEC 78-65 & 78-66 APPROVAL OF AGENDA LAWRENCEVILLE EDA RECOGNITION OF CITIZENS Pastor Rogers of Tower of Deliverance Church on New Street stated he was present for the new mayor’s first meeting. MAYOR’S REPORT REPORT OF TOWN ATTORNEY DOMINION VIRGINIA POWER UPDATE DOWNTOWN PROJECT UPDATE ALBERTA REGIONAL UTILITY PROJECT UPDATE SOUTHERN STATES BUILDING IMPROVEMENT BID NORFOLK SOUTHERN RAILWAY LEASE FINANCE FIRE AND EMERGENCY SERVICES Mayor Herrington commented that the situation at Saint Paul’s College is “iffy” and that a comment was made that SPC might walk away in November. Mayor Herrington thinks the town should be in discussion with SPC regarding police and fire services and he wants the fire committee to be part of that discussion. Mr. Outten advised that the college is private property and the town is not obligated to protect private property. The Town does not know if the property has been auctioned off. Mr. Pecht commented that he wished the college would be more forthcoming with information. Mayor Herrington would like to be prepared earlier rather than later for what might need to be done by the Town. PERSONNEL POLICE PROPERTY & EQUIPMENT STREETS, LIGHTS & CEMETERY TOWN DEVELOPMENT WATER/WASTEWATER SAFETY HOUSING CODE ENFORCEMENT PARKS/RECREATION COLLEGE/COMMUNITY LIAISON AIRPORT COMMISSION LAWRENCEVILLE PLANNING COMMISSION CORRESPONDENCE/ANNOUNCEMENTS Latecomers to the meeting stated that they are not residents but they have come to see the Mayor on behalf of Dr. Umar Johnson. Valerie from Portsmouth and Candace from Newport News would like to set up a meeting with the Mayor. Mayor Herrington will speak with them after the council meeting. CONSIDERATION OF ACCOUNTS CLOSED SESSION-MOTION TO ENTER THE CLOSED MEETING
CERTIFICATION NORFOLK SOUTHERN RAILWAY LEASE The annual National Night Out is Tuesday, August 5, 2014. The next council meeting will be Tuesday, August 12, 2014. ADJOURNMENT William Herrington, Mayor Wanda E. Johnson, Clerk ____________________________________________________________________________________________________________ June 13, 2014 CALL TO ORDER President of Council, Robert F. Pecht, III, called the special called meeting of the Lawrenceville Town Council to order at 5:00 p.m. on June 13, 2014. The purpose of the called meeting is to discuss Saint Paul’s College and to adopt Resolutions of Recognition. ROLL CALL Roll was called; Present: H. B. Brockwell, Jr., Dora D. Hardy, Harry Holman, Scott E. Martin and Robert F. Pecht, III. Also present: Town Attorney, W. C. Outten, Jr., Town Manager, C. J. Dean, Police Chief, Everette Gibson, Town Clerk, Wanda Johnson, William Herrington, Alice Talbert, Bernard Jones, citizens and the press. Absent: Mayor Douglas R. Pond and Council Members Joyce D. Bland and Esther B. Sanderson. RESOLUTIONS OF RECOGNITION Mr. Pecht stated that the resolutions presented at the regular meeting on June 10, 2014, must be formally adopted. On motion by Mr. Brockwell, seconded by Mr. Martin and carried by all ayes, Town Council voted to adopt the resolutions of recognition effective June 10, 2014, honoring J. Grady Martin, Harry S. Holman and Douglas R. Pond. SAINT PAUL’S COLLEGE PROPOSAL TO ENTER INTO AN AGREEMENT WITH THE FEDERAL GOVERNMENT TO HOUSE UNACCOMPANIED ALIEN CHILDREN (UAC) Mr. Pecht stated that there was not enough time to call a joint meeting with the Board of Supervisors. He wants the public to understand the timeline in which town officials learned of the proposal. He said the town was blindsided, with no local input and no local involvement. He stated that council is not opposed to the project itself at this time because there is limited information on it. The process in which the federal government and the Board of St. Paul’s College signed a contract that significantly impacts the community with no local involvement is appalling. Mr. Pecht said that on June 4, 2014, St. Paul’s College (SPC) President Millard D. “Pete” Stith met with Town Manager C. J. Dean, Police Chief Everette Gibson and Fire Chief Kevin Pair and advised them that SPC was considering housing UAC on the SPC campus. On June 10, 2014, Mayor Pond was contacted by the Richmond Times-Dispatch about a proposal that SPC was considering housing children. Mayor Pond had no comments and did not know any details. An article ran on the front page of the Richmond Times-Dispatch on June 12, 2014, stating the children could begin arriving by July 1st if an agreement is reached. Mayor Pond has moved and was out of town so Mr. Pecht went to see Mayor-elect Bill Herrington. An appointment was made for Mr. Herrington, Mr. Pecht and Mr. Dean to meet with Mr. Stith at 5:30 p.m. on June 12, 2014. Mr. Stith advised them that a five month lease had been signed without any community involvement. The lease could be extended. The college would receive $180,000 per month. Children aged 10-17 years old could be housed on the campus. Questions were raised about health, zoning and building concerns. Today, June 13, 2014, Homeland Security met with our local police, Mr. Dean and Mr. Pecht to talk about security. Other activities will go on this weekend on campus. This meeting was called today to get the timeline out of what the Town knew and when. Supervisor Bernard Jones commented that he went to the county government office on June 12 to sign papers. While in the office, he saw Mr. Stith who was there to meet with County Administrator Dr. Charlette Woolridge and ask for a letter of support for the project. Mr. Jones stated that Mr. Stith was told the county did not have enough information and they would like to visit a site and get citizen support for the project. Mr. Brockwell commented that our police department, fire department and staff will work diligently to make this go smoothly. Mr. Pecht also said that however this comes down; the town will do everything it can to ensure public safety. Mr. Pecht said the town has been advised that education would be provided at the facility and that there would be no impact on the county schools. Also, healthcare screenings and vaccinations are occurring as children come in to the system and this will continue. The children would be here for 20-30 days and receive counseling. Children would have supervised activities and would not be walking the streets. PUBLIC COMMENTS Wendy Nash commented that she worked in a detention center for 15 years and things can happen. There are a lot of issues. Chief Gibson said when he spoke with Homeland Security he was told there would be armed guards on campus 24 hours a day. He was also assured that there would not be any jurisdictional issues with local police, fire and EMS. Katherine Capps asked why the children could not be placed in the vacant Brunswick Correctional Center. Mr. Herrington commented the children cannot be placed in a prison or detainer facility. The classifications are not clear as to refugees or detainees. Mr. Pecht commented that the classifications also confuse the zoning issues. VML has been contacted for input on this also. Nancy Watson asked if we could work through the courts to delay this. Mr. Pecht said the possibility could be explored. Mr. Brockwell stated the public can contact elected officials at state and federal levels. Our staff will work to make this as stress-free as possible. Mark Green commented that this is a slap in the face and the public should have been notified, but what about the possibility that it will provide a couple hundred jobs. He said adequate security and supervision needs to be maintained. Dave Rasner said he is a citizen of Lawrenceville and lives on Windsor Avenue. He commented that he is extremely stressed out about the federal government overpowering the local government. He asked about possible violation of zoning issues. Mr. Pecht said zoning was put in place to protect property owners and a change in the use of the college property should follow proper zoning procedures. Nancy Watson asked about health and building codes. How will they get the buildings ready? The State Fire Marshall is coming on Monday to inspect the property. Pam Thomas expressed concern that the children would be walking the streets. Homeland Security has advised that they have had problems with only 1% of the children. There will be 1 staff member for every 6 children. ADJOURNMENT A motion was made by Mr. Brockwell, seconded by Mr. Martin and unanimously carried to adjourn the meeting. Mr. Brockwell urged everyone to contact local officials and express their concerns. Mr. Pecht thanked everyone for attending the meeting. Robert F. Pecht, III, President of Council Wanda E. Johnson, Clerk __________________________________________________________________________________________________________________ June 10, 2014 CALL TO ORDER Mayor Douglas R. Pond called the regular meeting of the Lawrenceville Town Council to order at 7:30 p.m. on June 10, 2014. ROLL CALL Roll was called; Present: Mayor Douglas R. Pond; Council Members: Joyce D. Bland, H. B. Brockwell, Jr., Dora D. Hardy, Harry Holman, Scott E. Martin and Robert F. Pecht, III. Also present: Town Attorney, W. C. Outten, Jr., Town Manager, C. J. Dean, Police Chief, Everette Gibson, Town Clerk, Wanda Johnson, Delegate Roslyn Tyler, Rufus Tyler, Sharon Pond, Laura Skinner, Grayson Skinner, J. Grady Martin, Peggy Martin, Kay Outten, William Herrington, Alice Talbert, citizens and the press. Absent: Esther B. Sanderson. RESOLUTIONS OF RECOGNITION Mayor Pond read a Resolution of Recognition honoring J. Grady Martin for his service on the Lawrenceville Economic Development Authority from February 2012 until December 2013 as well as his previous service on the Lawrenceville Town Council. Mr. Scott Martin then presented the resolution to Mr. Grady Martin. Mayor Pond read a Resolution of Recognition honoring Harry S. Holman for his service on the Lawrenceville Town Council from September 1, 2006, until his term ends on June 30, 2014. Mayor Pond then presented the resolution to Mr. Holman. President of Council, Robert F. Pecht, III, read a Resolution of Recognition honoring Douglas R. Pond for thirty-nine years of service to the Town of Lawrenceville. Since 1975, Mr. Pond has served as Police Officer, Chief of Police, Town Manager and Mayor. Mayor Pond announced in January that he would not seek re-election and would retire at the end of his current term. Mr. Pecht then presented the resolution to Mayor Pond. RESOLUTIONS PRESENTED BY DELEGATE ROSLYN TYLER Delegate Roslyn Tyler presented House Joint Resolution No. 424 to W. Curtis Outten, Jr. commending him for his service as attorney for the Town of Lawrenceville for fifty years and as an expression of the General Assembly’s gratitude and appreciation for his dedicated service to the Town of Lawrenceville and the Commonwealth. Delegate Roslyn Tyler presented House Joint Resolution No. 441 to Douglas R. Pond commending him on the occasion of his retirement from public service and as an expression of the General Assembly’s congratulations and appreciation for his dutiful service to the citizens of the Town of Lawrenceville. APPROVAL OF MINUTES A motion was made by Mr. Holman to approve the minutes of the regular meeting on May 13, 2014, suspend the reading and file. This was seconded by Mr. Brockwell and carried by all ayes. APPROVAL OF AGENDA There were no changes to the agenda. LAWRENCEVILLE EDA A copy of the June 3, 2014, minutes is in the packet. Mr. Martin reported that a lease between the EDA and VCU Massey has been executed. RECOGNITION OF CITIZENS No one requested to address town council. MAYOR’S REPORT Mayor Pond commented that it is a bittersweet evening for him. He has been involved with the town and in service to its citizens for most of his adult life and appreciates the opportunity to contribute to the town. REPORT OF TOWN ATTORNEY There was no additional report. DOMINION VIRGINIA POWER UPDATE Mr. Dean stated that the Dominion and B & B reports are in the packet. The project is on schedule and in budget. DOWNTOWN PROJECT UPDATE Mr. Dean reported that there is a meeting tomorrow at 3:00 p.m. The project is ready for final grading to begin. ALBERTA REGIONAL UTILITY PROJECT UPDATE Mr. Dean reported that construction has gone very well. The Town of Lawrenceville began treating Alberta sewer last Friday and that is also going well. HISTORICAL OVERLAY-ARCHITECTURE REVIEW BOARD Mr. Dean asked Town Council to begin thinking about appointing an architecture review board for the Historic Overlay. DOWNTOWN FAÇADE PROJECT There will be a Downtown Revitalization Project meeting with DHCD and Main Street participating on June 11, 2014, at 5:30 p.m. VML INSURANCE PROGRAM BYLAW AMENDMENT Mr. Dean advised Town Council that an amended and updated VMLIP Member Agreement and Bylaws must be executed and returned to VMLIP by July 1, 2014. On motion by Mr. Brockwell, seconded by Mr. Pecht and carried by all ayes, Town Council voted to adopt and authorize the signing of the amended and updated VMLIP Member Agreement and Bylaws to continue participation in the insurance pool. VRS RESOLUTION Mr. Dean reported that two years ago VRS offered localities the option of a certified rate or an alternate rate every biennium. By July 1, 2014, the town must adopt a resolution approving the rate for the FY 2015-2016 biennium. Mr. Dean recommended the town adopt the rate certified at 10.57% by the VRS Board of Trustees. On motion by Mr. Brockwell, seconded by Mr. Pecht and carried by all ayes, Town Council voted to adopt a resolution electing to pay the certified rate of 10.57% for the FY 2015-2016 biennium. CENTRAL VIRGINIA CRIMINAL JUSTICE ACADEMY RESOLUTION CHARTER AMENDMENT Mr. Dean reported that the CVCJA has requested that the town adopt a resolution approving the amended and updated Charter Agreement of the CVCJA. On motion by Mr. Brockwell, seconded by Mr. Martin and carried by all ayes, Town Council voted to adopt a resolution approving the amended Charter Agreement of the Central Virginia Criminal Justice Academy. LETTER CONCERNING STATE BUDGET Mr. Dean included a letter in the packet providing information on the impact of state budget deliberations and how they could affect local governments. FINANCE-FORMAL ADOPTION OF FY 2014-2015 BUDGET Mr. Pecht stated that the FY 2014-2015 Budget must be adopted. It was first presented in April, advertised and then a public hearing was held in May with no public comment. On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Town Council voted to adopt the FY 2014-2015 Budget as advertised. A roll call vote was taken: Mrs. Bland, aye; Mr. Brockwell, aye; Ms. Hardy, aye; Mr. Holman, aye; Mr. Martin, aye; Mr. Pecht, aye; Mrs. Sanderson, absent. CREEDLE, JONES & ALGA AUDITOR LETTER Mr. Pecht reviewed the audit engagement letter and information from Creedle, Jones & Alga that was in the packet. On motion by Mr. Pecht, seconded by Mr. Brockwell, and carried by all ayes, Town Council voted to engage Creedle, Jones & Alga for the audit for FY 2013-2014. Mr. Pecht also commented that the budget is running about even for the current year. FIRE AND EMERGENCY SERVICES Mr. Martin stated that the report is in the additional packet. The fire department responded to 23 calls in May. The LVFD will host the first annual cornhole tournament on June 28, 2014, at the airport. Chief Kevin Pair reported: the Brunswick Dixie Youth League presented the department with a plaque for sponsorship of a team; $2300 was raised through a bucket drive; Chief Gibson is a new full member of the department; the department will work at the Pork Festival on Wednesday as a fundraiser; the cornhole tournament will be June 28; the department will assist Elm Acres with a rib cook off on August 2; general contractor Eddie Hood has installed new LED lights in the bays; the department recently received a VA State Forestry grant for hose, a smothering agent and hand tools; Ted Smith is an associate member of the department; the department has several father/son members in the department. Chief Pair also stated that at a future meeting he would like to demonstrate the turnout equipment needed and the cost of it by fully outfitting a fire department member during a council meeting. PERSONNEL The report is in the packet. POLICE The report is in the packet. Chief Gibson thanked Mayor Pond for hiring him when Mayor Pond was then Chief of Police. PROPERTY & EQUIPMENT Mr. Brockwell commented that the staff does an excellent job of maintaining town equipment and property. Town Council appreciates this. STREETS, LIGHTS & CEMETERY REQUEST TO CHANGE STREET NAME Mr. Holman reported that he met with Mr. Grimstead. The committee that Mr. Grimstead represents agreed with the suggestion that College Drive be changed to James Solomon Russell Drive instead of changing Plank Road. College Drive would be more visible, it passes the house that James Solomon Russell lived in and it is totally on St. Paul’s College campus. As the road is on private property, the town cannot change the name. Mr. Outten advised that Town Council could pass a resolution in support of the effort of citizens to seek the name change of the road. On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Town Council voted to adopt a resolution, to be prepared by Mr. Outten, in support of the request to change the name of College Drive to James Solomon Russell Drive. TOWN DEVELOPMENT Mr. Brockwell commented that Doug Pond will be missed. The town has had a champion Mayor leading the way in Town Development. Mr. Brockwell thanked Mr. Herrington for taking over for Mayor Pond. WATER/WASTEWATER A water committee meeting will be held following the council meeting tonight. SAFETY The report is in the packet. Mr. Brockwell commented that the departments do an excellent job. HOUSING CODE ENFORCEMENT There was no report. The town hopes to hire a part-time code enforcement officer next fiscal year. PARKS/RECREATION There was no report. COLLEGE/COMMUNITY LIAISON Mayor Pond reported that he received a call from the Richmond Times Dispatch today in reference to a possible plan for the St. Paul’s College campus which will generate a lot of discussion in Lawrenceville. There is discussion at St. Paul’s concerning the possible housing of Unaccompanied Alien Children (UAC). A fact sheet from the U. S. Department of Human Services, Administration for Children and Families, Office of Refugee Resettlement, Unaccompanied Alien Children Program dated December 2013, is in the additional packet tonight. AIRPORT COMMISSION The Fire Department First Annual Cornhole fundraiser will be held at the airport on June 28th from noon until 5:00 p.m. Registration begins at 10:30 a.m. LAWRENCEVILLE PLANNING COMMISSION There was no report. CORRESPONDENCE/ANNOUNCEMENTS VML NEWLY ELECTED OFFICIALS CONFERENCE There is information in the packet regarding the conference to be held by VML. The deadline to register is June 18, 2014. FY 2014-2015 TOWN COUNCIL MEEETING DATES The list of Town Council meeting dates for the coming fiscal year is in the packet. COMMUNITY MEMORIAL HEALTHCENER REQUEST FOR SUPPORT There is a letter in the additional packet from Community Memorial Healthcenter requesting a letter of support from the Town of Lawrenceville for the construction of a replacement hospital. CMH will be entering into a formal affiliation with VCU Health System in July 2014. Part of this affiliation agreement calls for the construction of a new acute care hospital to replace the existing 1954 facility. On motion by Mr. Brockwell, seconded by Mr. Pecht and carried by all ayes, Town Council voted to authorize the Mayor to write and sign a letter to the State Health Commissioner in support of COPN Application VA-8109 submitted by Community Memorial Healthcenter. CONSIDERATION OF ACCOUNTS A motion was made to pay the bills as presented in the amount of $87,992.51 and charge to the proper accounts. This was made by Mr. Pecht, seconded by Mr. Martin and carried by all ayes. APPOINTMENT OF TOWN ATTORNEY On motion by Mr. Brockwell, seconded by Mr. Martin and carried by all ayes, Town Council voted to appoint W. Curtis Outten, Jr. as Town Attorney for the term July 1, 2014 – June 30, 2015. APPOINTMENT OF TOWN MANAGER On motion by Mr. Brockwell, seconded by Ms. Hardy and carried by all ayes, Town Council voted to appoint C. J. Dean as Town Manager for the term July 1, 2014 – June 30, 2015. ADJOURNMENT There being no further business to come before Council, a motion was made by Mr. Brockwell, seconded by Mr. Pecht and carried by all ayes to adjourn the meeting. Douglas R. Pond, Mayor Wanda E. Johnson, Clerk ______________________________________________________________________________________________________________ May 13, 2014 CALL TO ORDER Mayor Douglas R. Pond called the regular meeting of the Lawrenceville Town Council to order at 7:45 p.m. on May 13, 2014. The meeting was delayed so that Mr. Outten and Mr. Dean could speak to bond counsel and clarify a late afternoon change to the resolution for the bond sale/refinancing. ROLL CALL Roll was called; Present: Mayor Douglas R. Pond; Council Members: Dora D. Hardy, H. B. Brockwell, Jr., Harry Holman, Scott E. Martin and Robert F. Pecht, III. Also present: Town Attorney, W. C. Outten, Jr., Town Manager, C. J. Dean, Police Chief, Everette Gibson, Town Clerk, Wanda Johnson, William Herrington, Brenda Herrington, Alice Talbert, citizens and the press. Absent: Joyce D. Bland and Esther B. Sanderson. PUBLIC HEARING – BOND SALE/REFINANCING As this time had been advertised for a public hearing on the proposed bond sale and refinancing, Mayor Pond declared the public hearing open. Mr. Dean gave a summary of the bond sale, explaining that the funds would be used to complete the water treatment plant project, the water line to the Meherrin River, the downtown parking lot project and refinance/restructure debt for various projects. Mr. Dean has prepared spreadsheets showing current debt, current payments and projected Dominion Virginia Power revenues. Mr. Pecht commented that the Series 2014A Bond is locked in for seven years, the Series 2014B Bond is locked in for ten years and the Series 2014C Bond will be paid in five years. He stated that the Dominion Virginia Power fees should take care of the five years of higher debt. The reserve fund could be used if necessary. There was no public comment. Mr. Outten stated that it appears to be in proper form. The late change troubled him as the resolution that everyone had an opportunity to review before the meeting stated in section 5 that the maximum interest after seven years would be 4.5%. The late change indicated that the maximum interest after seven years would be 10%. This does fall after the guaranteed rate for seven years, so it could be refinanced at that point. Mayor Pond closed the public hearing. PUBLIC HEARING- FY 2014-2015 BUDGET As this time had been advertised for a public hearing on the proposed FY2014-2015 Budget, Mayor Pond declared the public hearing open. There was no public comment on the budget. Mayor Pond closed the public hearing. APPROVAL OF MINUTES A motion was made by Mr. Martin to approve the minutes of the regular meeting on April 8, 2014, suspend the reading and file. This was seconded by Mr. Brockwell and carried by all ayes. APPROVAL OF AGENDA There were no changes to the agenda. LAWRENCEVILLE EDA There was no regular meeting this month. It was reported that we are close to an agreement on the Bloom building. The plaque that will be placed on the building is ready. RECOGNITION OF CITIZENS Alice Talbert reminded everyone that Relay for Life will be held Saturday, May 17th from 12 noon to 12 midnight, rain or shine. The survivors’ reception will be 5:00 to 6:30 p.m. Mayor Pond thanked Mrs. Talbert for her work with Relay for Life. Mrs. Talbert then left to attend another event. MAYOR’S REPORT Mayor Pond welcomed Mayor-Elect Bill Herrington and Mrs. Herrington. Mayor Pond reported that he attended the ROTC Military Ball at the high school on Saturday night. It was a very nice event. REPORT OF TOWN ATTORNEY Mr.. Outten had no additional report. DOMINION VIRGINIA POWER UPDATE Mr. Dean stated that there is a color update report in the packet. The report indicates 530 employees on April 28, 2014. There will be a groundbreaking ceremony on Friday at 11:00. DOWNTOWN PROJECT UPDATE Mr. Dean reported that most of the storm piping is in. They are waiting on additional structures so that grading can begin. ALBERTA REGIONAL UTILITY PROJECT UPDATE Mr. Dean reported that there is 800 feet of pipe to go between the MRRJ and the Alberta WWTP. It should be completed in 45-60 days. The anticipated date for Lawrenceville to take over from Alberta is July 1st. July will be the first month for Lawrenceville to begin monthly billing and to begin billing Alberta customers. DOWNTOWN FAÇADE PROJECT DHCD and Main Street will be in town on June 11, 2014, to try to get more businesses to participate in the downtown façade program. There is no flyer yet. The tentative meeting time is 5:30 – 7:30 at the municipal building. TOTARO DISTRICT PRECINCT Mr. Dean reported that the County will hold a public hearing to move the Totaro District Voting Precinct from the St. Paul’s Student Center to Totaro Elementary School. It is the Totaro District Precinct, not a Town Precinct. FINANCE-BOND SALE/REFINANCING RESOLUTION On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Town Council voted to adopt the Resolution of the Town Council of the Town of Lawrenceville, Virginia, Authorizing the Issuance and Sale of Certain Obligations of the Town Related to New Infrastructure Projects, the Refunding of Certain Obligations of the Town, and Approving the Execution and Delivery of Certain Documents Prepared in Connection Therewith, and authorizing the Mayor, Town Manager and/or Town Clerk to sign the necessary documents. The Roll Call Vote: Mrs. Bland, absent; Mr. Brockwell, yes; Ms. Hardy, yes; Mr. Holman, yes; Mr. Martin, yes; Mr. Pecht, yes; Mrs. Sanderson, absent. FINANCE-TENTATIVE ADOPTION OF THE FY 2014-2015 BUDGET Mr. Pecht reviewed the budget assumptions for the proposed FY2014-2015 Budget as listed in the packet. There are no water, sewer, garbage or tax rate increases planned. There is no increase in health insurance premiums. Proposed monthly billing takes effect. Town of Alberta customers become Lawrenceville customers. The Town refinances some debt. Work on various projects continues. There is a proposed increase in the pay for the Mayor and Council Members for the first time in over 26 years. The Mayor’s pay will increase from $75 to $150 per month and Council Member’s pay will increase from $50 to $100 per month. It includes a 3% raise for employees and the hiring of a part-time office staff. Mr. Pecht commented that the office has been working with only two people for almost a year, when previously there had been 2 ½ to 3 people working in the office. We will also begin monthly utility billing. The Hazardous Duty Retirement for police officers might cause a change in the budget. The analysis has not been received yet. There is an increase for housing code enforcement. There will be increases in power costs and chemicals due to DVP and the Alberta pump stations. On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Town Council voted to tentatively adopt the FY 2014-2015 Budget as presented. It is anticipated that the budget will be formally adopted at the June meeting. FIRE AND EMERGENCY SERVICES The April fire report is in the packet. PERSONNEL The report is in the packet. POLICE The report is in the packet. Chief Gibson reported that a Rural Development Grant Application has been submitted for police cruisers, equipment for cruisers and for rescue/police equipment for use on the Tobacco Heritage Trail. PROPERTY & EQUIPMENT There was no report. STREETS, LIGHTS & CEMETERY REQUEST TO CHANGE STREET NAME Mr. Holman reported that he conducted research and that the committee met concerning the request to rename Plank Road. The committee found that Plank Road has individual homes on it and that all addresses would have to be changed for these homes and residents. The committee proposes that College Drive could be changed to James Solomon Russell Drive instead. College Drive would be more visible, it passes the house that James Solomon Russell lived in and there are no individual homes on it. REQUEST FOR PARKING ON COURT STREET Mr. Holman reported that there are a limited number of spaces available on Court Street. The committee recommends that reserved spaces be limited to elected officials. TOWN DEVELOPMENT Mr. Brockwell suggested that everyone should go and look at the parking lot project. Mayor Pond commented that a lot of work has been done at the Tennek Realty building where the new florist has opened. WATER/WASTEWATER On Thursday, charges will be placed and a large rock will be cracked for removal at the water plant project. A water committee meeting will be held following the council meeting tonight. SAFETY The report is in the packet. Mr. Brockwell requested that the departments include a summary of all safety meetings held this year in the next packet. HOUSING CODE ENFORCEMENT The proposed 2014-2015 Budget includes funds for a part-time code enforcement officer. PARKS/RECREATION A bike ride is planned for May 24th from LaCrosse to Lawrenceville on the trail. They will eat lunch in Lawrenceville, and then transport the bikes back to LaCrosse. COLLEGE/COMMUNITY LIAISON There was no additional report. AIRPORT COMMISSION The Lion’s Seafood Festival was held and a number of Dominion officials attended. The Fire Department Corn Hole fundraiser will be held on June 28th. LAWRENCEVILLE PLANNING COMMISSION There was no report. CORRESPONDENCE/ANNOUNCEMENTS There is a thank you letter from Mr. Outten in the packet. There are two letters from Shentel regarding channel changes. CONSIDERATION OF ACCOUNTS A motion was made to pay the bills as presented in the amount of $160,013.95 and charge to the proper accounts. This was made by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes. ADJOURNMENT There being no further business to come before Council, a motion was made by Mr. Brockwell, seconded by Ms. Hardy and carried by all ayes to adjourn the meeting. Douglas R. Pond, Mayor Wanda E. Johnson, Clerk ___________________________________________________________________________________________________ April 8, 2014 CALL TO ORDER Mayor Douglas R. Pond called the regular meeting of the Lawrenceville Town Council to order at 7:30 p.m. on April 8, 2014. ROLL CALL Roll was called; Present: Mayor Douglas R. Pond; Council Members: Joyce D. Bland, Dora D. Hardy, Harry Holman, Scott E. Martin, Robert F. Pecht, III and Esther B. Sanderson. Also present: Town Attorney, W. C. Outten, Jr., Town Manager, C. J. Dean, Police Chief, Everette Gibson, Town Clerk, Wanda Johnson, Outten family members, VML representative, Steve Mulroy, Charles Hall, citizens and the press. Absent: H. B. Brockwell, Jr. APPROVAL OF MINUTES A motion was made by Mr. Martin to approve the minutes of the regular meeting on March 11, 2014, suspend the reading and file. This was seconded by Mrs. Sanderson and carried by all ayes. APPROVAL OF AGENDA The Resolution of Recognition was moved up to follow the approval of the agenda. RESOLUTION OF RECOGNITION Mayor Pond read a Resolution of Recognition honoring Town Attorney, W. C. Outten, Jr. for fifty years of service to the Town of Lawrenceville. A motion was made by Mr. Pecht to adopt the resolution honoring Mr. Outten. This was seconded by Mr. Martin and carried by all ayes. Mayor Pond then presented the resolution to Mr. Outten. REPORT OF TOWN ATTORNEY Mr. Outten stated he had no formal report. He thanked everyone for the resolution and the anniversary celebration. Mr. Outten excused himself from the meeting to spend time with his family while they are here in town. VML/VACO PRESENTATION Steve Mulroy presented an overview of the VML/VACo Finance Program. The Fixed Rate Loan Program enables the town to obtain competitive rates through a governmental authority established exclusively for VML/VACo. The preliminary plan of finance is for $8,836,000 to refinance/restructure current debt and issue new debt for various projects not completely funded by grants. This includes the water plant expansion and downtown parking lot project. VML/VACo will present the quotes to Town Council for authorization to proceed. The first step is to authorize a public hearing for the May meeting to consider a resolution for financing. If approved at the May meeting, funds could be available two to three weeks later. RECOGNITION OF CITIZENS No one requested to address Town Council. REQUEST TO CHANGE STREET NAME Mayor Pond moved this request up from the Street Committee. James Grimstead spoke on behalf of the James Solomon Russell Commemoration Committee to request that the town change the name of Plank Road to James Solomon Russell Road. The committee request is to honor James Solomon Russell who established the Industrial and Normal School which was later renamed St. Paul’s College. Mayor Pond stated that the town does not have a policy in place for renaming a street. He obtained a sample copy of the County application. The request will be referred to the Street Committee. LAWRENCEVILLE EDA A copy of the LEDA April minutes is in the additional packet. Mr. Martin reported that new members Tarek Ibrahim and Rodney Elmore were introduced at the April meeting. The EDA also discussed the 313 High St. and 221 N. Main St. properties. Mayor Pond reported that the plaque for the Bloom building should be ready in a few weeks. MAYOR’S REPORT Mayor Pond commented that bids on St. Paul’s College are due to Motley Auction by 3:00 p.m. on April 9, 2014. The bids are subject to acceptance by the College Board of Trustees. Mayor Pond reported that it was in the paper this morning that Community Memorial Healthcenter in South Hill will affiliate with VCU Health System. DOMINION VIRGINIA POWER UPDATE Mr. Dean stated the update reports are in the packet. The report indicates four hundred employees at the end of the month. Most are commuting. The water plant and water line to the river projects are progressing. DOWNTOWN PROJECT UPDATE Mr. Dean reported that work should begin on the parking lot in the next couple of weeks. The finish date will probably be extended due to rain dates. ALBERTA REGIONAL UTILITY PROJECT UPDATE Mr. Dean reported that the next project meeting is scheduled for Thursday. The Town of Alberta needs a signed easement from the IDA. It was sent to the IDA several weeks ago and has to be reviewed by their attorney. FY 2014-2015 BUDGET Mr. Dean reviewed the proposed 2014 -2015 Budget and assumptions as presented in the packet. There are no water, sewer, garbage or tax rate increases proposed. It includes consideration for the additional expense for hazardous duty retirement for police officers. This requires an actuarial study that takes 45-60 days to complete. On motion by Mr. Martin, seconded by Mr. Pecht, and carried by all ayes, Town Council voted to authorize the Town Manager to proceed with an actuarial study for hazardous duty benefits for the police officers at a cost not to exceed $2000. SPRING CLEAN UP WEEK APRIL 14-18 Spring Clean Up Week has been set for April 14-18 leading up to the Spring Festival and Brickyard 5-Miler on April 19. HOUSEHOLD HAZARDOUS WASTE & ELECTRONIC RECYCLING This collection and recycling event will be held on April 19 between the hours of 9:00 a.m. and 2:00 p.m. in the parking lot behind the county government building. EASEMENT FOR DOMINION POWER UNDERGROUND LINE TO MEHERRIN RIVER On motion by Mr. Pecht, seconded by Mrs. Sanderson and carried by all ayes, Town Council voted to authorize the Mayor and/or the Town Manager to sign the right of way agreement for the Dominion Power new underground line to the Meherrin River. TOBACCO HERITAGE TRAIL A ribbon cutting will be held on Tuesday, April 22, 2014, at 11:00 a.m. at the Evans Creek Trailhead to open the newest segment of the Tobacco Heritage Trail. A reception will follow at the Elm Acres Club. FINANCE Mr. Pecht thanked C. J. Dean, Wanda Johnson and staff for getting the budget together. The finance committee met and went through the proposed budget line by line. The committee recommends that the proposed budget be advertised as presented for a public hearing at the May meeting. We can still look at the hazardous duty retirement for the police officers when the study is done. Changes between now and June are allowable. ADVERTISE FOR PUBLIC HEARING FY 2014-2015 BUDGET On motion by Mr. Pecht, seconded by Mrs. Sanderson and carried by all ayes, Town Council voted to advertise the proposed 2014-2015 FY Budget as presented for a public hearing at the May meeting. ADVERTISE FOR PUBLIC HEARING BOND SALE/REFINANCING On motion by Mr. Pecht, seconded by Mr. Martin and carried, Town Council voted to advertise the VML/VACo finance proposal in the amount of $8,836,000 as presented for a public hearing at the May meeting. Voting aye: Mrs. Bland, Ms. Hardy, Mr. Holman, Mr. Martin and Mr. Pecht. Mrs. Sanderson abstained. FIRE AND EMERGENCY SERVICES The February and March fire reports are in the packet. There is also a report regarding the Firefighter I class taught by Buddy Hyde at Brunswick High School. Charles Hall expressed concern about the location of the fire hydrants on the new line to Dominion Power. Mayor Pond suggested that the fire department meet with Mr. Dean and Mr. Hyde concerning the hydrants. PERSONNEL The report is in the packet. POLICE The report is in the packet. Chief Gibson expressed appreciation for council looking into the hazardous duty retirement plan. PROPERTY & EQUIPMENT There was no report. STREETS, LIGHTS & CEMETERY REQUEST FOR PARKING ON COURT STREET The request was referred to the streets committee. TOWN DEVELOPMENT ECONOMIC DEVELOPMENT BRANDING A Brand Recommendations report from Arnett Muldrow is in the packet. There is also an invitation to the unveiling of the branding on Monday, April 14, 2014, from 4:30 to 6:30 p.m. On motion by Mrs. Sanderson, seconded by Mr. Holman, and carried by all ayes, Town Council voted to accept the report from Arnett Muldrow and adopt the use of the modern design incorporating a tobacco leaf and other ideas for promoting the community. WATER/WASTEWATER There is a letter in the packet from Saint Paul’s College that is the response to the Town’s request for more information. The request and response will be discussed in the water committee meeting to be held following the council meeting tonight. SAFETY The report is in the packet. HOUSING CODE ENFORCEMENT The proposed 2014-2015 Budget includes funds for a part-time code enforcement officer. PARKS/RECREATION Roses will be planted in the park in the next few weeks. COLLEGE/COMMUNITY LIAISON There was no additional report. AIRPORT COMMISSION Approvals were granted at the last meeting for the annual festivals. LAWRENCEVILLE PLANNING COMMISSION There was no report. CORRESPONDENCE/ANNOUNCEMENTS There were no announcements. CONSIDERATION OF ACCOUNTS There was discussion concerning the street lights invoice. The street lights were delivered earlier than expected and payment will be due before the financing is complete. We need to consult the auditor and determine if the Town can borrow funds from a different Town account and repay that account when financing is complete. A motion was made to pay the bills as presented in the amount of $255,687.67 and charge to the proper accounts. This was made by Mr. Pecht, seconded by Mrs. Sanderson and carried by all ayes. The street lights invoice accounts for $181,737.00 of the total. ADJOURNMENT There being no further business to come before Council, a motion was made by Mr. Martin, seconded by Ms. Hardy and carried by all ayes to adjourn the meeting. Douglas R. Pond, Mayor Wanda E. Johnson, Clerk ________________________________________________________________________________________________ March 11, 2014 CALL TO ORDER Mayor Douglas R. Pond called the regular meeting of the Lawrenceville Town Council to order at 7:30 p.m. on March 11, 2014. ROLL CALL Roll was called; Present: Mayor Douglas R. Pond; Council Members: Joyce D. Bland, H. B. Brockwell, Jr., Dora D. Hardy, Harry Holman, Scott E. Martin, Robert F. Pecht, II and Esther B. Sanderson. Also present: Town Manager, C. J. Dean, Police Chief, Everette Gibson, Town Clerk, Wanda Johnson, Justin Thomas, citizens and the press. Absent: Town Attorney, W. C. Outten, Jr. PUBLIC HEARING – AMENDING ORDINANCE SECTION 78-65 AND 78-66 As this time had been advertised for a public hearing on proposed amendments to ordinance 78-65 and 78-66 that would allow the Town to begin billing for water and sewer services on a monthly basis, Mayor Pond declared the public hearing open. Mayor Pond explained that the amendment of the ordinance will allow the Town to go to a monthly billing system and enable a smooth transition when Lawrenceville begins billing for Alberta. Alberta is currently on a monthly cycle. The current Lawrenceville bill will be cut in half. The rates will remain the same. The minimum user level will be cut in half from 4000 gallons to 2000 gallons. Monthly billing will also help identify any water leaks earlier. There was no public comment. A motion was made by Mr. Brockwell and seconded by Mr. Holman to conclude the public hearing. Mayor Pond closed the public hearing. ADOPTION OF AMENDMENTS TO ORDINANCE SECTION 78-65 AND 78-66 A motion was made by Mr. Brockwell and seconded by Mr. Martin to adopt the amended Ordinance Sections 78-65 and 78-66 as presented in the package and to be effective as of June 1, 2014. June will be a two month bill. July will be the first one month bill. A Roll Call Vote was taken. Joyce D. Bland, aye. H. B. Brockwell, Jr., aye. Dora Hardy, aye. Harry Holman, aye. Scott Martin, aye. Robert F. Pecht, III, aye. Esther B. Sanderson, aye. The motion carried to adopt the ordinance. APPROVAL OF MINUTES A motion was made by Mr. Brockwell to approve the minutes of the regular meeting on February 11, 2014, suspend the reading and file. This was seconded by Mr. Martin and carried by all ayes. APPROVAL OF AGENDA The agenda was amended to include two additional requests to use the airport under the Airport Commission report. The Lion’s Club Seafood Festival on May 7, 2014, and the Lawrenceville Volunteer Fire Department’s First Annual Corn Hole Tournament on June 28, 2014. LAWRENCEVILLE EDA Mr. Martin reported that the EDA recommends Tarek Ibrahim, owner of Pino’s Restaurant, to fill the unexpired term of Leroy Jolly. On motion by Mr. Brockwell, seconded by Mr. Holman and carried by all ayes, Town Council voted to appoint Tarek Ibrahim to the Lawrenceville EDA to fill the unexpired term of Leroy Jolly effective March 2014 to March 2017. RECOGNITION OF CITIZENS No one requested to address the Town Council. MAYOR’S REPORT Mayor Pond commended the guys at the shop for the work they have done clearing the streets after the recent snow events. Mayor Pond reported that he attended the ribbon cutting and tour at the remodeled courthouse. TOWN ATTORNEY REPORT There was no report. DOMINION VIRGINIA POWER UPDATE Mr. Dean stated the update reports are in the packet. One generator has been delivered. Another is due to come in this week or next. DOWNTOWN PROJECT UPDATE Mr. Dean reported that work has been completed on the first façade, the Brunswick Insurance Agency building. Work on the Hometown Furniture/Fancy Frog building is currently underway. The Somers did not include the awning in their project. Work will begin on the back parking lot in the next couple of weeks. ALBERTA REGIONAL UTILITY PROJECT UPDATE Mr. Dean reported that the next project meeting is scheduled for Thursday. The Jail and IDA have given approval for easements. We are waiting for documentation. The Alberta flow has decreased a bit already from taking care of manhole covers and cracked pipes. FY 2014-2015 BUDGET Mr. Dean stated that all requests for the 2014 -2015 Budget should be turned in. A budget will be presented at the next meeting. FINANCE Mr. Pecht asked that everyone get any budget requests in. He would like to schedule finance committee meetings and have as much input as possible on the budget preparation. The budget has to be ready in April to advertise a public hearing for the May meeting. It must be approved in June. Mr. Pecht reviewed the financial statement and commented that we are running fairly close to the budget. FIRE AND EMERGENCY SERVICES A monthly report was not submitted. The fire department requested to use the airport on June 28, 2014, for a fundraiser, the first annual corn hole tournament. On motion by Mr. Martin, seconded by Mr. Brockwell, and carried by all ayes, Town Council voted to allow the Lawrenceville Volunteer Fire Department to use the airport on June 28, 2014, contingent upon the approval of the Board of Supervisors and the Airport Commission, and upon obtaining the required insurance. PERSONNEL The report is in the packet. POLICE The report is in the packet. Chief Gibson reported that Officer Stith conducted a self-defense class last Saturday with seven people participating. PROPERTY & EQUIPMENT There was no report. STREETS, LIGHTS & CEMETERY There was no report. TOWN DEVELOPMENT Mrs. Sanderson commented that they are not ready to present anything on the Economic Development Branding at this meeting. WATER/WASTEWATER There is a letter in the packet from Saint Paul’s College requesting a reduction in water bills until they can obtain other funding. Mr. Dean has prepared a draft letter in response to this request. The request was tabled until next month. Further information will be requested before a decision is made. The request will also be discussed in the water committee meeting to be held following the council meeting tonight. SAFETY The report is in the packet. Mr. Brockwell suggested that Mr. Dean have the departments conduct safety meetings on working in heat as warmer weather is on the way. HOUSING CODE ENFORCEMENT There was no report. Mayor Pond asked if the budget could allow for a Housing Code Enforcement Officer. Mr. Brockwell recommended that Mr. Dean forward a job description to the council members. Perhaps a part-time officer could be considered in the budget preparation. PARKS/RECREATION There was a meeting recently. More work is scheduled to begin in the next month. Mayor Pond commented that the Cat Ladies might want to use the park for a stew. COLLEGE/COMMUNITY LIAISON Auction signs have popped up at college properties. There will be an auction sometime in April. There is a video clip taken by a drone that shows the property and area in a good light. It is on the Motley’s Auction website. AIRPORT COMMISSION Requests have been received to use the airport for the VA Beef and Dairy Festival on April 5, 2014, and for the 32nd Annual Seafood Feast on May 7, 2014. On motion by Mr. Brockwell, seconded by Mr. Martin, and carried by all ayes, Town Council voted to allow the uses as requested contingent upon the approval of the Board of Supervisors and the Airport Commission, and upon obtaining the required insurance. LAWRENCEVILLE PLANNING COMMISSION There was no report. CORRESPONDENCE/ANNOUNCEMENTS There were no announcements. CONSIDERATION OF ACCOUNTS A motion was made to pay the bills as presented in the amount of $95,942.40 and charge to the proper accounts. This was made by Mrs. Sanderson, seconded by Mr. Brockwell and carried by all ayes. ADJOURNMENT There being no further business to come before Council, a motion was made by Mr. Martin, seconded by Mrs. Sanderson and carried by all ayes to adjourn the meeting. Douglas R. Pond, Mayor Wanda E. Johnson, Clerk _________________________________________________________________________________________________ February 11, 2014 CALL TO ORDER Mayor Douglas R. Pond called the regular meeting of the Lawrenceville Town Council to order at 7:30 p.m. on February 11, 2014. ROLL CALL Roll was called; Present: Mayor Douglas R. Pond; Council Members: Joyce D. Bland, H. B. Brockwell, Jr., Dora D. Hardy, Harry Holman, Scott E. Martin, Robert F. Pecht, II and Esther B. Sanderson. Also present: Town Attorney, W. C. Outten, Jr., Town Manager, C. J. Dean, Police Chief, Everette Gibson, Town Clerk, Wanda Johnson, Bill Herrington, Charles Hall, citizens and the press. APPROVAL OF MINUTES A motion was made by Mr. Martin to approve the minutes of the regular meeting on January 14, 2014, and the special called meeting on February 4, 2014, suspend the reading and file. This was seconded by Mrs. Bland and carried by all ayes. AGENDA There were no additions or corrections to the agenda. LAWRENCEVILLE EDA On motion by Mr. Brockwell, seconded by Mr. Pecht and carried by all ayes, Town Council voted to make the following appointments to the LEDA Board of Directors: Rodney Elmore to fill the unexpired term of Grady Martin through March 2016; and Wendy Wright and William “Bill” Herrington to new four year terms beginning March 2014, and running through March 2018. One seat remains open. The board will submit a recommendation for the seat at the next council meeting. Chairman of the EDA, William “Bill” Herrington, presented an activities update to council. The Town has transferred five properties to the LEDA. Three have been sold or gifted for the benefit of the town, one is under negotiation for rent and one is under evaluation. All audits are current and properly filed. Appointments to the board have been made and vacancies filled tonight. The EDA requests that the Town Council formally recognize Mr. Grady Martin for his service to the EDA and the Town. Mr. Martin resigned from the LEDA due to health reasons. The EDA monies have grown and the EDA requests input from Council on how to assist the Town with this money. The EDA has approved the purchase of a plaque for the Bloom building as the family requested. The current EDA Board members are Caren Brown-Peterson, Leroy Jolly, Scott Martin, Katharine Samford, Wendy Wright and Bill Herrington. RECOGNITION OF CITIZENS No one requested to address the Town Council. MAYOR’S REPORT Mayor Pond reported that he received a letter from Delegate Tommy Wright thanking him for the letter asking for support of a hydrilla treatment project at Lake Gaston. Mayor Pond reported that Tristan Sadler has placed a box in the lobby for his Eagle Scout project to collect flags for proper disposal. Mayor Pond reported that he received an email from Nathaniel Redman regarding the business he is opening in the old Blue Piano location. The Heritage Antique Shop will open soon. TOWN ATTORNEY REPORT There was no additional report. APPROVAL TO ADVERTISE UTILITY BILLING ORDINANCE CHANGE Mr. Dean asked that Town Council approve a public hearing for the purpose of changing the Town Ordinance to allow monthly utility billing. On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Town Council approved to advertise a public hearing regarding the billing cycle, an additional minimum category and to establish a date for the changes. The public hearing will be held at the next Town Council meeting. DOMINION VIRGINIA POWER UPDATE Mr. Dean stated the update reports are in the packet. The contracts were awarded at the called meeting on February 4, 2014. DOWNTOWN PROJECT UPDATE Mr. Dean reported that work has started on the Brunswick Insurance Agency building. Work will begin on the Hometown Furniture/Fancy Frog building in the next thirty days. Work will begin on the back parking lot as weather permits. ALBERTA REGIONAL UTILITY PROJECT UPDATE Mr. Dean reported that the next update meeting is scheduled for Thursday at 2:30 p.m. Castle Heights was the low bidder on the project. As soon as the sewer line is complete, Lawrenceville can take on the Alberta system. FY 2014-2015 BUDGET Mr. Dean stated that all requests for the 2014 -2015 Budget should be in at the next meeting. FINANCE Mr. Pecht asked that everyone be thinking about capital budget requests as soon as possible. The budget has to ready in April to schedule a public hearing for the May meeting. It must be approved in June. Mr. Pecht reviewed the financial statement and commented that the private prison paid twice in the month of January. Other than that, we are running fairly close to the budget. FIRE AND EMERGENCY SERVICES Mr. Martin commented that Lt. Whitlow submitted the report that is in the packet. Twenty-four of the twenty-seven calls were out of town, but in the district or for mutual aid. PERSONNEL The report is in the packet. POLICE The report is in the packet. PROPERTY & EQUIPMENT There was no report. STREETS, LIGHTS & CEMETERY There was no report. TOWN DEVELOPMENT An Economic Development Branding slideshow will be presented in the meeting room next door after the council meeting adjourns. WATER/WASTEWATER There will not be a committee meeting following adjournment of the council meeting. SAFETY The report is in the packet. Mr. Brockwell commented that the departments did an excellent job on the monthly meetings. HOUSING CODE ENFORCEMENT There was no report. PARKS/RECREATION There was no report. COLLEGE/COMMUNITY LIAISON There was no report. AIRPORT COMMISSION There was no report. LAWRENCEVILLE PLANNING COMMISSION There was no report. CORRESPONDENCE/ANNOUNCEMENTS Friends of the Trail will meet on March 1, 2014, to plan the ribbon cutting tentatively set for April. The ArtBank will present a performance by the Celtibillies on Saturday at 7:00 p.m. at Brunswick High School. It is sign up time for the Brunswick Dixie Youth League. Applications are available at Benchmark Bank. CONSIDERATION OF ACCOUNTS A motion was made to pay the bills as presented in the amount of $52,777.79 and charge to the proper accounts. This was made by Mr. Pecht, seconded by Mr. Martin and carried by all ayes. ADJOURNMENT There being no further business to come before Council, a motion was made by Mr. Brockwell, seconded by Mr. Pecht and carried by all ayes to adjourn the meeting. Douglas R. Pond, Mayor Wanda E. Johnson, Clerk ______________________________________________________________________________________________________ February 4, 2014 CALL TO ORDER Mayor Douglas R. Pond called the special called meeting of the Lawrenceville Town Council to order at 5:00 p.m. on February 4, 2014. The purpose of the called meeting is to award the contracts for the water distribution system improvements for the water treatment plant expansion and also the water treatment plant expansion from 2.0 mgd to 3.0 mgd. ROLL CALL Roll was called; Present: Mayor Douglas R. Pond; Council Members: H. B. Brockwell, Jr., Dora D. Hardy, Harry Holman, Scott E. Martin and Robert F. Pecht, II. Also present: Town Manager, C. J. Dean, Police Chief, Everette Gibson and Town Clerk, Wanda Johnson. Absent: Council Members Joyce D. Bland and Esther B. Sanderson and Town Attorney, W. C. Outten, Jr. WATER DISTRIBUTION SYSTEM IMPROVEMENTS FOR WATER TREATMENT PLANT EXPANSION Mr. Dean reported that bids were opened on Monday, January 15, 2014, at 2:30 p.m. for the water distribution system improvements for the water treatment plant expansion. This project is for the water lines only. B & B Consultants, Inc. reviewed the bids and evaluated the ability of the low bidder to perform the work. B & B recommends that the award be made to Virginia Carolina Paving for the amount of $1,237,628.00 based on the Total Base Bid. On motion by Mr. Pecht, seconded by Mr. Brockwell and unanimously carried, Town Council voted to award the contract for the water distribution system improvements for the water treatment plant expansion to the low bidder, Virginia Carolina Paving, for the amount of $1,237,628.00 based on the Total Base Bid. WATER TREATMENT PLANT EXPANSION FROM 2.0 MGD TO 3.0 MGD Mr. Dean reported that the bids were opened on Friday, January 20, 2014, at 2:00 p.m. for the water treatment plant expansion from 2.0 mgd to 3.0 mgd. B & B Consultants, Inc. reviewed the bids and evaluated the ability of the low bidder to perform the work. B & B recommends that the award be made to T. A. Loving Co. for the amount of $5,341,000.00 based on the Total Base Bid plus Alternate No. 1. On motion by Mr. Pecht, seconded by Mr. Holman and unanimously carried, Town Council voted to award the contract for the water treatment plant expansion from 2.0 mgd to 3.0 mgd. to the low bidder, T. A. Loving Co. for the amount of $5,341,000.00 based on the Total Base Bid plus Alternate No. 1. FINANCING FOR DOWNTOWN PROJECT AND WATER PLANT Mr. Dean provided information on the additional financing needs for the water lines and back parking lot projects. He reviewed probable costs and contingencies that will not be covered by Dominion project funds or grants. A preliminary financial analysis has been received from VML/VACO Finance. No action was taken by Council. ADJOURNMENT There being no further business to come before Council, a motion was made by Mr. Brockwell, seconded by Ms. Hardy and unanimously carried to adjourn the meeting. Douglas R. Pond, Mayor Wanda E. Johnson, Clerk _______________________________________________________________________________________________________ January 14, 2014 CALL TO ORDER Mayor Douglas R. Pond called the regular meeting of the Lawrenceville Town Council to order at 7:30 p.m. on January 14, 2014. ROLL CALL Roll was called; Present: Mayor Douglas R. Pond; Council Members: H. B. Brockwell, Jr., Dora D. Hardy, Harry Holman, Scott E. Martin and Robert F. Pecht, II. Also present: Town Attorney, W. C. Outten, Jr., Town Manager, C. J. Dean, Police Chief, Everette Gibson, Town Clerk, Wanda Johnson, Boy Scout members, citizens and the press. Absent: Council Members Joyce D. Bland and Esther B. Sanderson. APPROVAL OF MINUTES A motion was made by Mr. Martin to approve the minutes of the regular meeting on December 10, 2013, suspend the reading and file. This was seconded by Mr. Holman and carried by all ayes. AGENDA There were no additions or corrections to the agenda. LAWRENCEVILLE EDA The EDA did not meet in January. The building at 221 North Main Street now belongs to the Town. The deed has been recorded. RECOGNITION OF CITIZENS Mayor Pond recognized the Boy Scout delegation present tonight. Mayor Pond also reported that a Boy Scout has placed a flag collection box in the town office as his Eagle Scout project. MAYOR’S REPORT Mayor Pond recognized Bishop Rogers who was uplifted to the position of Bishop of Tower of Deliverance Church in a service held last Saturday in Richmond. Mayor Pond attended the service. Mayor Pond reported that he talked to Carl Wright, VFW member, about the possible relocation of the VFW monuments. Possible alternate sites mentioned tonight were the town lot at the corner of Park and Windsor and Peebles Park. Mayor Pond commented that the only obligation the Town has regarding the building at 221 North Main Street is to install a plaque designating it as the Morris A. Bloom Building. He obtained quotes from Edmonds Printing for an 8” x 10” aluminum plaque, $287.00 and an 8”x 10” bronze plaque, $373.00. Both would include raised letters. The Lawrenceville Volunteer Fire Department is cooking a Brunswick stew Saturday morning. TOWN ATTORNEY REPORT There was no additional report. DOMINION VIRGINIA POWER UPDATE Mr. Dean reported that there will be a bid opening on Wednesday at 2:30 for the water lines project. Also, there will be a bid opening on Friday at 2:00 for the water plant project itself. There will be a called meeting to award the contracts. DOWNTOWN PROJECT UPDATE – AWARD CONTRACT – SPRING CITY ELECTRIC Mr. Dean reported that one bid was received from the factory, Spring City Electric, in the amount of $181,737.00, to deliver 53 lamp posts and 53 luminaire for several projects Downtown. A motion was made by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes to accept the bid from Spring City Electric as presented for lights for the Downtown projects. PROPERTY AT 221 NORTH MAIN STREET – TRANSFER DEED TO LEDA Mr. Dean asked for the deed to 221 North Main Street to be transferred to the LEDA. On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Town Council agreed to have the Town Attorney draw up the deed to transfer the property at 221 North Main Street to the LEDA. Mr. Outten asked whose expense it would be to install the plaque. Mr. Martin, council member and a member of the LEDA stated that he thought the LEDA should pay for the plaque. ALBERTA REGIONAL UTILITY PROJECT UPDATE Mr. Dean reported that bids came in to Alberta on Monday, January 13, 2014, for sewer lines and manholes for the Alberta Utility Project. Castle Heights was the apparent low bidder. The IDA approved the necessary easement tonight. The work should occur in the next sixty days or so. The grant funds flow through the Town of Alberta. AUTHORIZATION TO SOLICIT BIDS FOR FINANCING FOR DOWNTOWN PROJECT AND WATER PLANT Mr. Dean reported that Dominion Power funds will not fully fund the water lines and back parking lot projects. On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Town Council authorized Mr. Dean to solicit bids for financing the balance of these projects. ROANOKE RIVER RAILS-TO-TRAILS, INC. ANNUAL REPORT A copy of the 2013 Annual Report will be reprinted in its entirety and distributed to Town Council members. FINANCE Mr. Pecht reported that when financing bids are received and we know what we need, a finance committee meeting will be held. Mr. Pecht reviewed the financial statement and commented we are on target and running very close to last year at this time. At the next meeting we will begin talking about budget planning for 2014-2015. FIRE AND EMERGENCY SERVICES The report is in the packet. There were a total of 17 calls in December. A stew will be cooked on Saturday. PERSONNEL The report is in the packet. POLICE Ms. Hardy welcomed Chief Gibson back. Chief Gibson included copies of current Town code sections regarding dogs in his report as there have been inquiries in the past few weeks about a leash law. Mr. Brockwell commented that the inclusion of code sections could be the standard format when issues are reported. It was reported that New Year’s Eve was very quiet. PROPERTY & EQUIPMENT There was no report. STREETS, LIGHTS & CEMETERY There was no report. TOWN DEVELOPMENT Mr. Brockwell reported that he and Mr. Holman met with Mr. Dean and reviewed the Economic Development Branding slideshow. Mr. Brockwell asked that this slideshow presentation be included in the called meeting so that all council members can view it. WATER/WASTEWATER There will be a committee meeting following adjournment of the council meeting. SAFETY The report is in the packet. Mr. Brockwell commented that the departments did a very good job and to continue the good work. HOUSING CODE ENFORCEMENT There was no report. PARKS/RECREATION There was no report. COLLEGE/COMMUNITY LIAISON Mayor Pond reported that the Saint Paul’s College property has been advertised on Motley’s Auction and Realty Group website for an auction sale, the date to be determined. AIRPORT COMMISSION Mr. Pecht reported that the commission met on Monday, January 13, 2014. Regulations have changed regarding obstruction rules. LAWRENCEVILLE PLANNING COMMISSION There was no report. CORRESPONDENCE/ANNOUNCEMENTS There was no correspondence. CONSIDERATION OF ACCOUNTS A motion was made to pay the bills as presented in the amount of $119,097.86 and charge to the proper accounts. This was made by Mr. Pecht, seconded by Mr. Martin and carried by all ayes. This includes grant invoices in the amount of $62,185.60. NEW BUSINESS Mayor Pond announced that he will not be in a position to run for Mayor in the May election this year. Candidates must file by March 4, 2014, for the May 2014 election. Mayor Pond congratulated Mr. Outten on his fiftieth anniversary tonight as Town Attorney. ADJOURNMENT There being no further business to come before Council, a motion was made by Mr. Pecht, seconded by Ms. Hardy and carried by all ayes to adjourn the meeting. Douglas R. Pond, Mayor Wanda E. Johnson, Clerk _________________________________________________________________________________________________________ December 10, 2013 CALL TO ORDER Mayor Douglas R. Pond called the regular meeting of the Lawrenceville Town Council to order at 7:30 p.m. on December 10, 2013. ROLL CALL Roll was called; Present: Mayor Douglas R. Pond; Council Members: Joyce D. Bland, H. B. Brockwell, Jr., Dora D. Hardy, Scott E. Martin and Robert F. Pecht, II. Also present: Town Attorney, W. C. Outten, Jr., Town Manager, C. J. Dean, Assistant Chief, B. N. Newcomb, Town Clerk, Wanda Johnson, Cemetery Trustee, Alice Talbert and the press. Absent: Council Members Harry Holman and Esther B. Sanderson, Police Chief, Everette Gibson and Accounting Clerk, Patti Lewis. PUBLIC HEARING – ELECTION REDISTRICTING As this time had been advertised for a public hearing on a proposed ordinance by which representation in the Town Council will be reapportioned by adjusting Election District boundaries within the Town, Mayor Pond declared the public hearing open. Mr. Outten gave an overview of the change in the past from a general election district to two districts. Now at every census the town must comply with the one man, one vote rule. The last census required a slight boundary adjustment moving a few voters from District 1 to District 2. The legal description is included in the ordinance. Attorney Russell Slayton and Town Manager C. J. Dean worked on the ordinance. Mr. Outten stated he sees no problem to get the redistricting approved if Town Council adopts the ordinance. Mr. Pecht asked about the slight change. Mr. Dean pointed to the map and indicated the changed area. The map is a part of the ordinance. There was no public comment. Mayor Pond closed the public hearing. PUBLIC HEARING – JOINT POWERS ASSOCIATION AGREEMENT ORDINANCE As this time had been advertised for a public hearing on a proposed ordinance that would allow the Town to participate in a Joint Powers Association Agreement, Mayor Pond declared the public hearing open. Mr. Dean explained that the adoption of the ordinance will allow the Town to participate in a joint association through which the Town could buy insurance through the Virginia Municipal League Insurance Programs. This is the least expensive option to purchase disability insurance. Town Council voted to opt out of the VRS Long Term Disability Program at the November 26, 2013, called meeting. Mr. Pecht commented that this would only be used for disability insurance at this time. There was no public comment. Mayor Pond closed the public hearing. ADOPTION OF ELECTION REDISTRICTING ORDINANCE A motion was made by Mr. Pecht and seconded by Mr. Brockwell to adopt the Election Redistricting Ordinance as presented. A Roll Call Vote was taken. Joyce D. Bland, aye. H. B. Brockwell, Jr., aye. Dora Hardy, aye. Harry Holman, absent. Scott Martin, aye. Robert F. Pecht, III, aye. Esther B. Sanderson, absent. The motion carried to adopt the ordinance. Once the ordinance is properly attested by the Clerk, it will be forwarded to the appropriate organization. ADOPTION OF JOINT POWERS ASSOCIATION AGREEMENT ORDINANCE Mr. Outten commented that participation in the association would enable the Town to be consistent with VML as a provider for its insurance. A motion was made by Mr. Brockwell to adopt the Joint Powers Association Agreement Ordinance as presented. This was seconded by Mr. Pecht and carried by all ayes. APPROVAL OF MINUTES – REGULAR MEETING NOVEMBER 12, 2013 A motion was made by Mr. Brockwell to approve the minutes of the regular meeting on November 12, 2013, suspend the reading and file. This was seconded by Mr. Martin and carried by all ayes. APPROVAL OF MINUTES – CALLED MEETING NOVEMBER 26, 2013 A motion was made by Mr. Pecht to approve the minutes of the special called meeting on November 26, 2013, suspend the reading and file. This was seconded by Mr. Brockwell and carried by all ayes. AGENDA There were no additions or corrections to the agenda. LAWRENCEVILLE EDA The minutes for the December 3, 2013, EDA meeting are in the packet. Mr. Outten reported that the deed is prepared and ready and the building has been appraised at 221 North Main Street. RECOGNITION OF CITIZENS There were no citizen comments. MAYOR’S REPORT There is a copy of a letter in the packet that Mayor Pond sent to Bank of America thanking them for having the clock repaired. The Brunswick High School Football team will play in the State Championship in Salem on Saturday. TOWN ATTORNEY REPORT There was no additional report. DOMINION VIRGINIA POWER UPDATE Mr. Dean reported that the B & B progress report is in the packet. The pre-bid meeting for the water plant expansion was held today. Contractors from Virginia, North Carolina, Tennessee and Ohio participated. The pre-bid meeting for the water line will be held tomorrow. DOWNTOWN PROJECT UPDATE Mr. Dean reported that there is a letter in the packet from B & B recommending that the bid for the Parking and Site Improvements be awarded to Harold Collins Clearing & Grading for the amount of $607,649.35 based on the Total Base Bid including Alternates No. 1 and No. 2 plus Change Order No. 1. Mr. Dean also discussed the estimate from Old Dominion Lighting Associates in the amount of $186,262.00. This would provide lighting for all the projects. The total cost for the parking lot project, street lights, tree removal and including refinancing Dream 2000, is $917,718.17. The Town would need to borrow $578,133.17 that is not covered by grant funds. Mr. Dean advised that the lights will take 10-12 weeks to get here and the project needs to be wrapped up in June. Mr. Pecht commented that the downtown improvements would be more attractive and hopefully draw folks to Town. Mr. Pecht stated he thinks the debt is manageable. Mr. Brockwell concurred with Mr. Pecht. He commented there is some grant money available now and this is all designed to improve the community. Mr. Brockwell made a motion to accept the bid and award the contract to Harold Collins Clearing & Grading for the amount of $607,649.35 based on the Total Base Bid including Alternates No. 1 and No. 2 plus Change Order No. 1. The motion was seconded by Ms. Hardy and carried by all ayes. OLD DOMINION LIGHTING There was additional discussion concerning the estimate from Old Dominion Lighting. The Town has purchased the same style of lights from the same company since the Dream 2000 project. Mr. Outten advised the Town needs to bid out the street lights. VERIZON WORK ESTIMATE 8781 8P0M9LU A motion was made by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes to authorize Mr. Dean to sign the Verizon work order agreement and pay $20,800 advance payment to relocate poles and service lines on the back parking lot. TREE REMOVAL BIDS Mr. Dean advised that Worley Bird’s Tree Service was the low bidder to remove two trees as part of the Downtown Project Easement agreements. A motion was made by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes to award the tree removal bid in the amount of $7,000 to Worley Bird’s Tree Service. ECONOMIC DEVELOPMENT BRANDING Town branding meetings are being held this week. COMPREHENSIVE ECONOMIC DEVELOPMENT STRATEGY There was discussion concerning possible updates to the CEDS list for 2014. The 2013 list included the Water Treatment Plant Expansion, Wastewater Treatment Plant Expansion, Turntable Park and Downtown Revitalization projects. APPRAISAL OF 221 N. MAIN STREET A copy of the certified appraisal of 221 N. Main St. is in the packet. The appraised value is $30,000. The county assessment of the property is $51,900. SAMPLE RESOLUTION FOR BILLS WITH LOCAL FISCAL IMPACT There was discussion concerning the sample Local Fiscal Impact Resolution. It was agreed to insert Town of Lawrenceville and adopt the resolution. A motion was made by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes to adopt the Local Fiscal Impact Resolution with Town of Lawrenceville inserted in the resolution. FINANCE – BUDGET AMENDMENT STREETS RESURFACING AND PAVEMENT There was discussion that the Streets Resurfacing line item had a budget of $5,000 and $12,000 has already been spent. Mr. Dean recommended taking $10,000 out of Street Capital and putting it in Streets Resurfacing. A motion was made by Mr. Pecht to amend the budget line items for Streets Resurfacing and Pavement to $15,000 and Street Capital to $40,000. The motion was seconded by Mr. Martin and carried by all ayes. Mr. Pecht reviewed the financial statement and commented we are running close to last year’s numbers. FIRE AND EMERGENCY SERVICES The report is in the packet. Mr. Martin reported that the parade on Friday night was well attended. Also, the Fire Department Dinner and Dance was very nice. Andy Walker retired from the Fire Department. PERSONNEL The report is in the packet. POLICE Ms. Hardy stated that the report is in the packet. Mayor Pond commented that Elm Acres has been the cause of public safety concerns over several months. The Police Chief has discussed this with the Mayor and has set up a meeting with the Board of Elm Acres. PROPERTY & EQUIPMENT There was no report. STREETS, LIGHTS & CEMETERY - VFW REQUEST Mrs. Talbert gave a report on behalf of the Cemetery Trustees regarding the VFW request to relocate its monument and marker to either Oakwood Park or Oakwood Cemetery. Due to an ordinance prohibiting above ground monuments, the Trustees cannot approve the request to relocate the monument to Oakwood Park Cemetery. The site indicated in Oakwood Cemetery is not appropriate due to the slope of the land creating an unsuitable site for a grave or a monument. The Trustees referred the request to Town Council. Town Council discussed the matter and stated additional time is needed to study the request. Mayor Pond will contact one of the VFW members about finding an alternate location for the monument. TOWN DEVELOPMENT There was no report. WATER/WASTEWATER There was no report. SAFETY The report is in the packet. Mr. Brockwell commented that the staff is doing a good job. HOUSING CODE ENFORCEMENT There was no report. PARKS/RECREATION The ribbon cutting ceremony at the Tobacco Heritage Trail Park was well attended. COLLEGE/COMMUNITY LIAISON There was no report. AIRPORT COMMISSION Mr. Pecht reported that Mr. Hawthorne, the new liaison and Mr. Sykes, the new part-time employee have started at the airport. LAWRENCEVILLE PLANNING COMMISSION There was no report. CORRESPONDENCE/ANNOUNCEMENTS VIRGINIA CAROLINA FOREST PRODUCTS - There is a copy of a letter in the packet from Virginia Carolina Forest Products, Inc. thanking Mrs. Joan Moore and Mr. C. J. Dean for helping them obtain water and sewage at their facility on Western Mill Rd. SHENTEL - There is a letter in the packet from Shentel giving formal notice of lineup and pricing changes in its Lawrenceville, VA cable television system on or after January 2, 2014. CONSIDERATION OF ACCOUNTS A motion was made to pay the bills as presented in the amount of $82,994.67 and charge to the proper accounts. This was made by Mr. Pecht, seconded by Mr. Martin and carried by all ayes. ADJOURNMENT There being no further business to come before Council, a motion was made by Mr. Brockwell, seconded by Ms. Hardy and carried by all ayes to adjourn the meeting. Douglas R. Pond, Mayor Wanda E. Johnson, Clerk _____________________________________________________________________________________________________ November 26, 2013 CALL TO ORDER Mayor Douglas R. Pond called the special called meeting of the Lawrenceville Town Council to order at 5:00 p.m. on November 26, 2013. ROLL CALL Roll was called; Present: Mayor Douglas R. Pond; Council Members: Joyce D. Bland, H. B. Brockwell, Jr., Dora D. Hardy, Scott E. Martin and Robert F. Pecht, II. Also present: Town Attorney, W. C. Outten, Jr., Town Manager, C. J. Dean and Town Clerk, Wanda Johnson. Absent: Harry Holman and Esther B. Sanderson, Council Members. SPECIAL CALLED MEETING/LOCAL DISABILITY PROGRAM OPTIONS The purpose of the Special Called Meeting was to consider the Virginia Local Disability Program with VRS or a VMLIP alternative option from VML. Mr. Dean reviewed the available options. His recommendation is to opt out of the VRS Virginia Local Disability Program. This will require a resolution. Mr. Dean further recommended that the Town adopt an ordinance to approve the Joint Powers Association Agreement. This will enable the Town to join the Virginia Local Government Insurance Association and implement coverage with the VML Insurance Program Paid Leave Solution. Mr. Dean recommends participating in the alternative plan offered by VML. Mr. Outten advised that he has reviewed the ordinance and paperwork. RESOLUTION TO OPT OUT OF VRS VLDP On motion by Mr. Brockwell, seconded by Mr. Martin and carried by all ayes, Town Council voted to adopt the resolution to opt out of the VRS Virginia Local Disability Program. ADVERTISE PUBLIC HEARING On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Town Council voted to advertise a public hearing to be held on December 10, 2013, to consider the adoption of an ordinance, Approving Joint Powers Association Agreement. ADJOURNMENT There being no further business to come before Council, the meeting was adjourned. Douglas R. Pond, Mayor Wanda E. Johnson, Clerk _____________________________________________________________________________________________ November 12, 2013 CALL TO ORDER Mayor Douglas R. Pond called the regular meeting of the Lawrenceville Town Council to order at 7:30 p.m. on November 12, 2013. ROLL CALL Roll was called; Present: Mayor Douglas R. Pond; Council Members: Joyce D. Bland, H. B. Brockwell, Jr., Dora D. Hardy, Harry S. Holman, Scott E. Martin and Robert F. Pecht, II. Also present: Polly Cole, Town Manager, C. J. Dean, Police Chief, Everette Gibson, Town Clerk, Wanda Johnson, Accounting Clerk, Patti Lewis, Alice Talbert and the press. Absent: Esther B. Sanderson, Council Member and Town Attorney, W. C. Outten, Jr. APPROVAL OF MINUTES A motion was made by Mr. Holman to approve the minutes of the previous meeting, suspend the reading and file. This was seconded by Mr. Brockwell and carried by all ayes. AGENDA There was an addition to the agenda under Fire and Emergency Services to approve the fire department officers for 2014. LAWRENCEVILLE EDA There was no report from the EDA. It was reported by Mr. Dean that Mr. Outten is working on the proposed donation of the building at 221 North Main Street. RECOGNITION OF CITIZENS Mayor Pond recognized Polly Cole from the VCU Massey Cancer Center and the Cancer Resource Center of Southern Virginia. The CRC in Lawrenceville is currently located on the Saint Paul’s Campus. Mayor Pond and Mr. Dean recently met with Ms. Cole and Dr. Houlihan and showed them the old Peebles building as a possible new site for the CRC. Ms. Cole spoke to council about the current services and programs offered. She also shared her thoughts on expanded services that could be offered at a larger site. Possibilities include a cancer resource room, a wig salon, a place for cancer prevention resources and research. She would like to see other departments from VCU come out and offer screenings also. Mayor Pond suggested that VCU representatives let Mr. Dean know what they need and possibly work out a lease agreement. MAYOR’S REPORT – 17th STREET MARKETPLACE STEW COOKOFF Mayor Pond reported that he assisted the CATS group in cooking a stew at the 17th Street Marketplace event. He reported that 102 cats have been spayed and neutered so far. Mayor Pond also saw former Lawrenceville resident Doug Smith at the event. TOBACCO HERITAGE TRAIL PARK There will be a park meeting on Thursday, November 14, 2013, at 5:30 p.m. GHOLSON BRIDGE RESOLUTION RESPONSE There is a response letter in the packet from VDOT Commissioner Gregory A. Whirley. REPORT OF TOWN ATTORNEY There was no report. DOMINION VIRGINIA POWER UPDATE Mr. Dean reported that updates are in the packet including minutes from the quarterly meeting and B & B’s construction schedule. DOWNTOWN PROJECT UPDATE Mr. Dean reported that the contractor has not provided a price on the storm water pipe across Hwy. 46. He is not ready to make a recommendation at this time. ECONOMIC DEVELOPMENT BRANDING Town branding meetings will be held on December 2, 3, and 4th. ALBERTA COMMUNITY DEVELOPMENT BLOCK GRANT Copies of a letter from the IDA and the Town’s response are in the packet. B & B has designed the gravity sewer line. Easements are needed from the IDA and the Meherrin River Regional Jail. SHARP STREET LEASE An updated lease between the Town of Lawrenceville and Mid-Atlantic Broadband is in the packet. This tightens up the previous lease and includes attachments that were missing. On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Town Council voted to authorize the Mayor and/or Manager to sign the lease agreement with Mid-Atlantic Broadband. TOWN ELECTION REDISTRICTING Russell Slayton has prepared maps for the required election redistricting. On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Town Council voted to advertise a public hearing on the redistricting to be held on the next regular meeting date, December 10, 2013. VIRGINIA LOCAL DISABILITY PROGRAM The Virginia Retirement System is offering the Virginia Local Disability Program. VML has offered an alternative leave program. The deadline to select a program and return enrollment materials is December 2, 2013. There are good and bad points to each program. Mr. Dean asked the Personnel Committee to look at this and make a decision before December 2, 2013. VDOT TRAFFIC ALERT VDOT announced possible delays near the Route 46/Christanna Hwy. bridge over the Meherrin River on Wednesday, November 13, from 10:00 a.m. to 3:00 p.m. as crews will be blasting rock near the Meherrin River. Drivers can expect delays from ten minutes to an hour as crews remove any fallen debris from travel lanes. BANK OF AMERICA The clock at the Bank of America is working again and looks nice. Be sure to thank them for repairing the clock. DOWNTOWN PROJECT There is a need to relocate some power lines and poles for Verizon, Virginia Power and cable. Verizon has proposed an easement agreement for $20,800. The Town Attorney has suggested that the Mayor and Manager negotiate the best agreement possible. HIGH STREET PROPERTY The Town owns a 45’ x 140’ lot at 313 High Street. It is tax map #52A8-2-3-11A. Mr. Dean reported that there may be an opportunity to sell this lot. He would like for council to turn this lot over to the EDA. On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Town Council voted to authorize the transfer of the property to the EDA. DOMINION POWER Power will be off on a portion of Court Street on Thursday, November 14, for the transfer of a power line. Farm Bureau, Clerk of Court and the Courthouse will be without power for a while. FINANCE Mr. Pecht reported that the Finance Committee met with Denise Williams, CPA, and discussed the audit report. Mr. Pecht stated that we received a clean opinion, there were no material weaknesses. He also commented that Mr. Dean does a great job on the Management’s Discussion and Analysis. Mr. Pecht stated that part of the total net position increase is from Dominion connection fees that will go to the water plant expansion. The town charges just enough to meet expenses. Mr. Pecht complimented former treasurer Mrs. Talbert, Mrs. Johnson, Mrs. Lewis and Mr. Dean on an excellent job. On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Town Council voted to accept the annual audit report as presented. FIRE AND EMERGENCY SERVICES Mr. Martin stated that there has been no report in the packet for a couple of months now and he will speak to Chief Pair. The 2014 slate of officers is in the additional packet. On motion by Mr. Martin, seconded by Mr. Brockwell and carried by all ayes, Town Council voted to accept the slate of officers for 2014 as presented by the fire department. An invitation to the Annual Fire Department Dinner and Dance is in the packet. Mayor Pond reported that the fire department might be submitting some ideas to council for recruitment for daytime. PERSONNEL The report is in the packet. A Christmas Bonus proposal in the total amount of $12,750 for 2013 is in the packet. This is the same as last year and the amount was included in the budget. On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Town Council approved the 2013 Christmas Bonus as presented. POLICE Ms. Hardy stated that the report is in the packet. It was also reported that Chief Gibson will be out for at least three weeks for surgery. A new Dodge car is in service with Officer Moody driving it. The Brunswick Volunteer Rescue Squad has picked up the old Impala. PROPERTY & EQUIPMENT There was no report. STREETS, LIGHTS & CEMETERY There was no report. TOWN DEVELOPMENT Mayor Pond and Mr. Dean have a meeting at Saint Paul’s College to discuss future possibilities for the campus and hope to generate a positive direction. WATER/WASTEWATER The water/wastewater committee will meet immediately following the council meeting. SAFETY The report is in the packet. Mr. Brockwell asked that the safety report be made a standing report in the packet. HOUSING CODE ENFORCEMENT A building was torn down as part of the parking lot project. PARKS/RECREATION There will be a Tobacco Heritage Trail Park meeting Thursday at 5:30 p.m. There will be discussion about the THT logo to be painted on the E. E. Vaughan building. A substantial completion meeting for the trail is scheduled for Wednesday at 10:00 a.m. The VFW might be selling their building and might want to move the memorial to the park. COLLEGE/COMMUNITY LIAISON There was no report. AIRPORT COMMISSION Mr. Pecht reported that Brad Lambert is the new citizen member of the commission. LAWRENCEVILLE PLANNING COMMISSION There was no report. CORRESPONDENCE/ANNOUNCEMENTS Employee Christmas Luncheon, Wednesday, December 4, 12 noon Mayors and Managers Annual Dinner Meeting hosted by Lawrenceville, Wed., Dec. 4, 7:00 p.m. Lawrenceville Christmas Parade, Friday, December 6, 7:30 p.m. Santa Breakfast, Saturday, December 7, 8:30 – 10:00 a.m. Fire Department Dinner and Dance, Saturday, December 7 REQUEST FOR FUNDS FOR PARADE On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Town Council voted to pay up to $500 for bands for the Christmas parade. CONSIDERATION OF ACCOUNTS A motion was made to pay the bills as presented in the amount of $118,485.15 and charge to the proper accounts. This was made by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes. ADJOURNMENT There being no further business to come before Council, a motion was made by Mr. Brockwell, seconded by Mr. Pecht and carried by all ayes to adjourn the meeting. Douglas R. Pond, Mayor Wanda E. Johnson, Clerk ___________________________________________________________________________________________________ October 8, 2013 CALL TO ORDER Mayor Douglas R. Pond called the regular meeting of the Lawrenceville Town Council to order at 7:30 p.m. on October 8, 2013. ROLL CALL Roll was called; Present: Mayor Douglas R. Pond; Council Members: Joyce D. Bland, H. B. Brockwell, Jr., Dora D. Hardy, Harry S. Holman, Scott E. Martin, Robert F. Pecht, III and Esther Sanderson. Also present: Town Attorney, W. C. Outten, Jr., Town Manager, C. J. Dean, Police Chief, Everette Gibson, Town Clerk, Wanda Johnson, Accounting Clerk, Patti Lewis, J. R. Thomas and the press. APPROVAL OF MINUTES A motion was made by Mr. Holman to approve the minutes of the previous meeting, suspend the reading and file. This was seconded by Mr. Brockwell and carried by all ayes. AGENDA There were no additions or corrections to the agenda. LAWRENCEVILLE EDA Mr. Martin reported that a report is in the additional packet tonight. There was no quorum for a meeting, therefore there are no minutes. The property at 106 Hicks St. has been sold. A copy of the audit has been furnished to the Town Clerk. RECOGNITION OF CITIZENS Mayor Pond recognized J.R. Thomas. Mr. Thomas is working on his citizenship badge as part of the Eagle Scout requirements. Roxanne Thompson was not present. MAYOR’S REPORT – MAIN STREET BUILDING Mayor Pond reported that Irving Scherr and the Bloom family are interested in donating a building on North Main Street to the town. The family would like a plaque attached to the building identifying it as the Morris A. Bloom building. It has recently housed the photography shop and art studio. Mayor Pond reported he checked the building during the rain and found no issues except a damp spot in a corner near a window. Discussion concerning the offer followed. On motion by Mr. Martin, seconded by Mr. Holman and carried by all ayes, Town Council voted to accept the donation of the building pending proper legal research, an appraisal and agreed to place a plaque on the building. The property is located at 221 North Main St. RESOLUTION – BEACHES TO BLUEGRASS TRAIL Mayor Pond reported that the Beaches to Bluegrass Trail is a proposed statewide, shared-use trail that will connect the Cumberland Gap to the Atlantic Ocean through southern and southwestern Virginia. There is no financial commitment requested, only support of the concept. On motion by Mr. Pecht, seconded by Mrs. Sanderson and carried by all ayes, Town Council voted to authorize the Mayor to sign the Beaches to Bluegrass resolution. RESOLUTION- GHOLSON BRIDGE Mayor Pond reported that the Gholson Bridge on Route 715 has been targeted for replacement. It is the oldest surviving multi-span metal truss bridge and is on the Virginia Landmarks Register and the National Register of Historic Places. On motion by Mr. Brockwell, seconded by Mr. Martin and carried by all ayes, Town Council voted to authorize the Mayor to sign the resolution opposing the demolition, replacement or abatement of the Route 715 Gholson Bridge in Brunswick County. REPORT OF TOWN ATTORNEY There was no report. DOMINION VIRGINIA POWER UPDATE Mr. Dean reported that updates are in the packet. He also passed around a packet of pictures from the trip to the Warren County Power Station. DOWNTOWN PROJECT UPDATE Mr. Dean reported a list of contractors from the bid opening for the parking and site improvements is in the packet. He is not prepared to make a recommendation at this time. There are a few issues to clear up with VDOT. Harold Collins Clearing & Grading is the apparent low bidder. There was a quote for street lights for the projects included in the packet. Most of the cost would be the Town’s expense as in-kind for the projects/grants. The number of lights for the projects might change. He hopes to have more firm numbers at the next meeting. TOBACCO HERITAGE TRAIL PARK The gazebo is in place in the park. The benches arrived today. ECONOMIC DEVELOPMENT BRANDING AWARD A copy of the RFP is in the packet. Mr. Dean reported that the Town received proposals from two firms. Arnett Muldrow & Associates bid $9,600.00. Glerin Business Resources, Inc. bid $28,200.00. The staff recommends that Town Council award the contract to Arnett Muldrow & Associates. On motion by Mr. Brockwell, seconded by Mrs. Sanderson and carried by all ayes, Town Council voted to accept the proposal from Arnett Muldrow & Associates in the amount ALBERTA COMMUNITY DEVELOPMENT BLOCK GRANT DHCD awarded a grant to the Town of Alberta for the Alberta Regional Utility Consolidation Project. SPDC will be assisting Alberta with the grant. Lawrenceville is working with the state to determine how to move forward with Lawrenceville taking over the Alberta system. The next management team meeting is scheduled for October 15, 2013, at the Alberta Town Office. LYTTLE CONSTRUCTION Lyttle Utilities Construction recently repaired the Brooks Crossing pump station. Rainwater and groundwater were getting in the pump station in between the sections. Now the pump only runs every fifth day. This has prepared the pump station for flow that will be generated by Dominion Power. Lyttle also slip-lined the pipe under the concrete slab at the town office. FINANCE Mr. Pecht reported that we received the draft audit. Mr. Dean is working on the MDA. We hope to get the completed audit back before the November meeting. Mr. Pecht also reviewed the current financial statement. He commented that Mrs. Williams has been helpful to the staff with the internal reporting and working with the software program. FIRE AND EMERGENCY SERVICES Mr. Martin stated that there is no report. Mayor Pond reported that there is a new Suburban in the fire department. PERSONNEL The report is in the packet. POLICE Reports are in the packet. It was reported that a victim of a recent break-in had complimented the police. PROPERTY & EQUIPMENT There was no report. STREETS, LIGHTS & CEMETERY There was no report. TOWN DEVELOPMENT Mrs. Sanderson commented this has already been covered. There is no additional report. WATER/WASTEWATER The water/wastewater committee will meet immediately following the council meeting. SAFETY The report is in the packet. COLLEGE/COMMUNITY LIAISON There was no report. AIRPORT COMMISSION Mr. Pecht reported that two people have been hired for part-time positions. Mr. Hawthorne, an active pilot, was hired as part-time liaison. Mr. Sykes was hired as part-time weekend attendant. A new automatic weather operating system (AWOS) is in operation at the airport. LAWRENCEVILLE PLANNING COMMISSION There was no report. CORRESPONDENCE/ANNOUNCEMENTS The Taste of Brunswick Stew Festival will be held Saturday, October 12, 2013. The Halloween Parade will be held on Thursday, October 31, 2013. Mrs. Johnson asked for donations for the treat bags for the children. CONSIDERATION OF ACCOUNTS A motion was made to pay the bills as presented in the amount of $123,789.64 and charge to the proper accounts. This was made by Mr. Pecht, seconded by Mrs. Sanderson and carried by all ayes. UNFINISHED BUSINESS Mr. Pecht reported that Mr. Thomas wrote a letter to the editor regarding Med Flight landing at the airport and the value of the facility. J. R. Thomas inquired about the Brunswick Volunteer Rescue Squad and the work on its by-laws. Mr. Martin responded that he has not worked with the rescue squad on that but he could ask about it. Mr. Thomas stated he had tried to join and was told they were re-writing the by-laws. ADJOURNMENT There being no further business to come before Council, a motion was made by Mr. Brockwell and seconded by Mrs. Sanderson to adjourn and carried by all ayes. Douglas R. Pond, Mayor Wanda E. Johnson, Clerk ____________________________________________________________________________________________________ September 10, 2013 CALL TO ORDER Mayor Douglas R. Pond called the regular meeting of the Lawrenceville Town Council to order at 7:30 p.m. on September 10, 2013. ROLL CALL Roll was called; Present: Mayor Douglas R. Pond; Council Members: Joyce D. Bland, H. B. Brockwell, Jr., Dora D. Hardy, Harry S. Holman, Scott E. Martin and Robert F. Pecht, III. Also present: Town Manager, C. J. Dean, Police Chief, Everette Gibson, Officer Tracey Beets, Town Clerk, Wanda Johnson, Accounting Clerk, Patti Lewis and the press. Absent: Esther B. Sanderson, Council Member and Town Attorney, W. C. Outten, Jr. APPROVAL OF MINUTES A motion was made by Mr. Brockwell to approve the minutes of the previous meeting, suspend the reading and file. This was seconded by Mr. Martin and carried by all ayes. AGENDA There were no additions or corrections to the agenda. LAWRENCEVILLE EDA Mr. Martin reported that there is a serious buyer interested in the Day Spa building. That person is in discussion with a lender. RECOGNITION OF CITIZENS Mayor Pond recognized the press. MAYOR’S REPORT Mayor Pond welcomed new Police Officer Tracey Beets. Office Beets has five years’ experience in law enforcement and 12 years’ experience in the army. He served two tours in Iraq. REPORT OF TOWN ATTORNEY There was no report. DOMINION VIRGINIA POWER UPDATE Mr. Dean reported that updates are in the packet. Work is 75% complete on the water plant expansion. DOWNTOWN PROJECT UPDATE - AWARD FAÇADE PROJECT Mr. Dean reported a letter is in the packet from B & B Consultants. B & B recommends that the building façade project award be made to the apparent low bidder, Harold Collins Clearing & Grading for the amount of $29,150 based on the Total Base Bid plus Change Order No. 1.On motion by Mr. Pecht, seconded by Mr. Brockwell, and carried by all ayes, Town Council approved for Mayor Pond and/or Mr. Dean to sign the award documents. TOBACCO HERITAGE TRAIL PARK The rock foundation is in place for the gazebo. The gazebo should be in town this week. HOUSING NEEDS GRANT LETTER Mr. Dean advised that this project had to be changed as the state said it was too soon to do another project on Railroad Street. The area selected is the Church Street, Davie Street and Plank Road Project area. A letter will be sent to DHCD regarding this project area. ENGINEERING CONTRACT WASTEWATER TREATMENT PLANT There was discussion about the contract for the wastewater treatment plant expansion project. Tobacco money was approved for the project with a 10% town match required in the amount of $48,000. On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Town Council approved for the contract with B & B Consultants, Inc. to be signed by the Mayor, Town Manager, Treasurer, and/or Attorney. 2013 WATER RATE SURVEY The 2013 survey of rates for 5,000 gallons of water in and out of towns was reviewed. Lawrenceville is still at the lower end of the reported rates. There was also discussion about the connection fees and capital recovery charges. The Lawrenceville connection fee is $400 in town plus labor and materials and $600 out of town plus labor and materials. RETAINER FOR ELECTRICIAN Mr. Dean presented a retainer agreement for a certified electrician as prepared by Mr. Outten. The agreement provides that Hood Electric will be on call as needed for $200 per month. The $200 fee would be applied to the first three hours of work in that month. Mr. Hood has already submitted a certificate of insurance. Mr. Hood has not reviewed the agreement at this time. On motion by Mr. Brockwell, seconded by Mr. Martin and carried by all ayes, Town Council approved the retainer agreement as prepared by Mr. Outten and authorized the Town Manager to sign the agreement if it is approved by Mr. Hood. FINANCE – TAX RELIEF RESOLUTION 2013 The Town is required by law to set the rate of tax relief at a level that is anticipated to exhaust the PPTRA relief funds provided by the Commonwealth in the amount of $39,560.51. On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Town Council approved the tax relief resolution at 95% as presented in the packet and authorized the Town Clerk to sign the resolution. Mr. Pecht reviewed the corrected financial statement on the table tonight. Part of the difference from last year is the reimbursement received for storm damages that were expended in the previous year. Mr. Pecht commented we are pretty much on course. Mr. Pecht thanked Mr. Dean, Mrs. Johnson and Mrs. Lewis for the work on the statement. The CPA, Mrs. Williams has helped find a few things in the software program to make it easier also. FIRE AND EMERGENCY SERVICES Mr. Martin stated that the report is in the additional packet. The fire department answered twenty calls; five in town and fifteen outside the town limits. Mr. Brockwell commented that the calls were probably in the service area if not actually in the town limits. PERSONNEL The report is in the packet. POLICE Reports are in the packet. Ms. Hardy welcomed Officer Tracey Beets. Chief Gibson introduced Officer Beets. He comes to Lawrenceville from the Emporia Police Department. He has just completed his first three day cycle. PROPERTY & EQUIPMENT Mr. Brockwell reported that there is a letter in the packet from the Brunswick Volunteer Rescue Squad requesting that a surplus 2005 Chevrolet Impala be donated to the rescue squad. Mr. Brockwell made a motion, seconded by Mr. Holman, to transfer the title for the 2005 Impala to the Brunswick Volunteer Rescue Squad. After discussion, Mr. Brockwell made an amended motion to declare the 2005 Chevrolet Impala as surplus property and the transfer be made to the BVRS subject to the approval of this process by Town Attorney, Mr. Outten. The amended motion was seconded by Mr. Martin and carried by all ayes. STREETS, LIGHTS & CEMETERY There was no report. TOWN DEVELOPMENT Mayor Pond commented that the Clubhouse Grill seems to be busy and that the BBQ is good. WATER/WASTEWATER There was much discussion regarding a draft memorandum of understanding that the IDA wants executed before a residential customer is allowed to connect to the wastewater line on Christanna Highway that is owned by the IDA. A motion was made by Mr. Brockwell, seconded by Mr. Pecht and carried by all ayes, to authorize the Mayor to sign the memorandum of understanding allowing a resident to hook to the county line, contingent upon the approval of Mr. Outten and the water/wastewater committee and provided there are no substantial changes to the document. The water/wastewater committee will meet immediately following the council meeting. SAFETY The report is in the packet. COLLEGE/COMMUNITY LIAISON The congregation of the St. Paul’s Memorial Chapel has permission to continue to use the chapel. AIRPORT COMMISSION Mr. Pecht reported that the airport is in a state of transition. They are on the verge of hiring two people. The airport will be attended on Friday, Saturday and Sunday. Mr. Pecht thanked Mr. Dean for the town providing 37 man hours to help get the grass cut as there had been complaints about the tall grass. CORRESPONDENCE/ANNOUNCEMENT A flu shot clinic will be held at the town office on Friday, October 4, 2013, at 2:30 p.m. The town will pay for employees and council members. Any others will pay for their own at a cost of $35.00 each. Please sign up by Friday, September 27, 2013. CONSIDERATION OF ACCOUNTS A motion was made to pay the bills as presented in the amount of $90,538.94 and charge to the proper accounts. This was made by Mr. Pecht, seconded by Mr. Martin and carried by all ayes. ADJOURNMENT There being no further business to come before Council, a motion was made by Mr. Brockwell and seconded by Mr. Pecht to adjourn and carried by all ayes. Douglas R. Pond, Mayor Wanda E. Johnson, Clerk ___________________________________________________________________________________________________ August 13, 2013 CALL TO ORDER Mayor Douglas R. Pond called the regular meeting of the Lawrenceville Town Council to order at 7:30 p.m. on August 13, 2013. ROLL CALL Roll was called; Present: Mayor Douglas R. Pond; Council Members: H. B. Brockwell, Jr., Dora D. Hardy, Harry S. Holman, Scott E. Martin, Robert F. Pecht, III and Esther B. Sanderson. Also present: Town Attorney, W. C. Outten, Jr., Town Manager, C. J. Dean, Assistant Police Chief, B. N. Newcomb, Town Clerk, Wanda Johnson, Accounting Clerk, Patti Lewis, representatives from Dominion Virginia Power, Tristan Sadler and family, Kaye Brewer, John Miller, citizens and the press. Absent: Joyce D. Bland, Council Member and Police Chief, Everette Gibson. APPROVAL OF MINUTES A motion was made by Mr. Brockwell to approve the minutes of the previous meeting, suspend the reading and file. This was seconded by Mr. Martin and carried by all ayes. AGENDA There were no additions or corrections to the agenda. LAWRENCEVILLE EDA The Lawrenceville EDA met earlier tonight. DOMINION VIRGINIA POWER Dominion Virginia Power received permission from the Virginia State Corporation Commission on Aug. 2, 2013, to construct a 1,358-megawatt, natural gas fueled power station near Lawrenceville in Brunswick County. Mayor Pond welcomed the representatives from Dominion Virginia Power. Dan Poteet addressed the Mayor and Council and provided an overview of the steps taken to get where they are now. The CPCN was issued and they are here tonight to celebrate and move forward. Mr. Poteet thanked the Mayor and Mr. Pecht for speaking favorably at the hearing. He also thanked the Town and Mr. Dean for support and the water/sewer expansion. Jim Eck and Brian Wright also addressed Council. Mr. Wright discussed current work at the site and gave an overview of the future plans. SAINT PAUL’S COLLEGE Pete Stith of St. Paul’s College was not able to attend tonight. RECOGNITION OF CITIZENS Tristan Sadler of Boy Scout Troop 221 spoke to Council concerning a proposed Eagle Scout service project. He proposes to place a retired U. S. Flag collection box at the front of the town office. When enough flags are collected, a ceremony to properly dispose of the flags would be conducted. Mr. Brockwell shared with Tristan that he is an Eagle Scout. Once you achieve the honor you will always be one. MAYOR’S REPORT Mayor Pond reported that several businesses opened recently including Phipps Family Services, New Street Coin Laundry and T-shirt business, Jerry Prince Barber Shop and The Clubhouse Grill. REPORT OF TOWN ATTORNEY Mr. Outten, Town Attorney, advised that the proposed monthly billing ordinance language was presented at the last meeting. DOMINION VIRGINIA POWER UPDATE Mr. Dean reported that in addition to the report from Dominion representatives tonight, there are also reports from B & B, Timmons and the Health Department included in the packet. DOWNTOWN PROJECT UPDATE Mr. Dean advised that a summary of phase 2 of the Downtown project is in the packet and asked that Town Council allow the Mayor and Town Manager to sign the documents for the grant. On motion by Mr. Brockwell, seconded by Mr. Holman, and carried by all ayes, Town Council approved for Mayor Pond and Mr. Dean to sign the required documents for the grant. This project will improve the parking and lighting in the lots behind the businesses and will also provide special event space. The town work force is currently improving water and sewer lines behind the businesses in preparation for the parking lot work. REPUBLIC SERVICES REQUEST There is a new letter from Republic Services in the packet. Mr. Dean advised that the water/sewer committee needs to meet at a later date regarding this request. RESOLUTION IRF GRANT On motion by Mr. Brockwell, seconded by Mr. Holman, and carried by all ayes, Town Council approved the resolution as presented in the packet to apply for Industrial Revitalization Funds for the Turntable Park and Outdoor Center Project. TOBACCO HERITAGE TRAIL PARK The Lawrenceville Rotary Club received a grant to pay for a gazebo for the park. It has already been ordered. Mayor Pond will write a letter of thanks to the Rotary Club. VIRGINIA TOURISM GRANT/RFP Mr. Dean advised the synopsis of a request for proposal is for council’s information only. It has not been advertised yet. The grant would help build on the logo we have now. MONTHLY BILLING ORDINANCE There was discussion concerning the staff recommendation that was included in the packet. If the Town pursues monthly billing, the billing should occur on the 1st of each month based on a 2000 gallon minimum. Bills will be due on the 25th of the month billed with a 10% penalty added on the 26th of the billing month. The automated dialing system would alert customer before the bill is due that it had not been paid. New bills would go out on the first of the month showing a past due amount. The automated dialing system would alert the past due customers that cutoff will occur on the 16th. Water termination would occur on the 16th. Cut off fee is $25.00 currently. There would need to be proper notice given to our customers and it also has to be determined if the change would be administrative or by ordinance. FINANCE Mr. Pecht reported that the financial statement was on the table tonight. The staff has been working hard on this and there are still problems with the software. Also, the audit is in progress. FIRE AND EMERGENCY SERVICES There is no report in the packet. The ladder truck is back in the firehouse. PERSONNEL The report is in the packet. POLICE Reports are in the packet. Ms. Hardy reported that the committee met recently to go over applications for the open position. They hope to conduct interviews next week. Assistant Chief Newcomb reported that the twin babies case is pending in court and Darnesha Berry is being held without bond. PROPERTY & EQUIPMENT Mr. Brockwell commented that the insurance review will be conducted soon and advised to be sure that all property is identified and covered. STREETS, LIGHTS & CEMETERY On motion by Mr. Brockwell, seconded by Mr. Martin, and carried by all ayes, Town Council appointed Alice Talbert as a trustee of Oakwood Cemetery. On motion by Mr. Brockwell, seconded by Mr. Martin, and carried by all ayes, Town Council appointed Wanda Johnson as a trustee of Oakwood Cemetery. TOWN DEVELOPMENT Mrs. Sanderson reported that previously there has been discussion concerning painting the Tobacco Heritage Trail logo on the side of the E. E. Vaughan building at the park. They have obtained approval to use the THT logo. On motion by Mr. Pecht, seconded by Mr. Holman, and carried by all ayes, Council appropriated up to $350.00 for the cost of painting the logo on the wall, provided the THT park committee approves the use of the logo and the hiring of an artist. WATER/WASTEWATER Mr. Brockwell reported that the committee has worked on a revision to the 1997 agreement and that a closed session will be needed to discuss it. SAFETY Mr. Brockwell requested that the department heads provide a summary list of the safety meeting topics that have been conducted for the next council meeting. COLLEGE/COMMUNITY LIAISON Mr. Pecht reported that Mr. Stith could not be here tonight as he is out of town. AIRPORT COMMISSION Mr. Pecht reported that the Airport bill, in the amount of $17,389.66, is in the packet. It is more than last year due to sewer pumps that were blown out by lightening. He also reported that they interviewed today for two positions. CORRESPONDENCE/ANNOUNCEMENTS A letter was in the packet from Benchmark Community Bank thanking Mr. Dean and Mrs. Moore for the efforts of the Town and IDA to adjust the enterprise zone boundaries to include the bank property. As a result of the boundary adjustment, Benchmark received a check in the amount of $63,492 for the renovations of the banking facility. CONSIDERATION OF ACCOUNTS A motion was made to pay the bills as presented in the amount of $122,668.35 and charge to the proper accounts. This was made by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes. CLOSED MEETING-MOTION TO ENTER THE CLOSED MEETING “Mr. Mayor, I move the Lawrenceville Town Council enter into a closed meeting pursuant to the provisions of Section 2.2-3711 of the Code of Virginia, 1950, as amended for the purpose of discussing contractual matters.” Motion: Mr. Pecht. Second: Mrs. Sanderson. Roll call vote: Mrs. Bland, absent; Mr. Brockwell, aye; Ms. Hardy, aye; Mr. Holman, aye; Mr. Martin, aye; Mr. Pecht, aye; Mrs. Sanderson, aye. MOTION TO EXIT A CLOSED MEETING AND RECONVENE IN OPEN SESSION “Mr. Mayor, I move the closed meeting be adjourned and the Lawrenceville Town Council convene again in open session.” The motion was made by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes. CERTIFICATION “Be it resolved to the best of my knowledge (i) only public business matters exempted from open meeting requirements, under Section 2.2-3711 of the Code of Virginia, 1950, as amended, and (ii) only such public business matters as were identified in the motion by which the closed meeting was convened were heard, discussed or considered in the meeting.” Motion: Mr. Pecht. Second: Mr. Martin. Roll call vote: Mrs. Bland, absent; Mr. Brockwell, aye; Ms. Hardy, aye; Mr. Holman, aye; Mr. Martin, aye; Mr. Pecht, aye; Mrs. Sanderson, aye. ADJOURNMENT There being no further business to come before Council, a motion was made by Mr. Brockwell and seconded by Mr. Pecht to adjourn and carried by all ayes. Douglas R. Pond, Mayor Wanda E. Johnson, Clerk _________________________________________________________________________________________________ July 9, 2013 CALL TO ORDER Mayor Douglas R. Pond called the regular meeting of the Lawrenceville Town Council to order at 7:30 p.m. on July 9, 2013. ROLL CALL Roll was called: Present: Mayor Douglas R. Pond; Council Members: Joyce D. Bland, H. B. Brockwell, Jr., Dora D. Hardy, Harry S. Holman, Scott E. Martin and Robert F. Pecht, III. Also present: Town Attorney, W. C. Outten, Jr.; Town Manager, C. J. Dean; Police Chief, E. L. Gibson, Jr.; Town Clerk, Wanda Johnson; Accounting Clerk, Patti Lewis; retired Town Clerk, Alice Talbert; Sharon Pond, Harmony June Pond, Dennis Watson, citizens and the press. Absent: Esther B. Sanderson, Council Member. Mayor Pond welcomed Wanda Johnson to her first meeting as Town Clerk. APPROVAL OF MINUTES A motion was made by Mr. Brockwell to approve the minutes of the previous meeting, suspend the reading and file. This was seconded by Mr. Martin and carried by all ayes. APPROVAL OF AGENDA There were no additions or corrections to the agenda. LAWRENCEVILLE EDA The Lawrenceville EDA did not meet this month. RECOGNITION OF CITIZENS Mayor Pond introduced Polly Duffey, the new Director of the Meherrin Regional Library. Mrs. Duffey thanked Mayor Pond for the opportunity to meet everyone. She is happy to be here and is interested in working with small business resources. It was also mentioned that her son is a new recruit with the Henrico County Police. Dennis Watson addressed the Mayor and Council regarding concerns he has about people using the Tobacco Heritage Trail adjacent to his property. He stated rules should be posted on the trail and that it should be patrolled more often. Mayor Pond advised Mr. Watson that arrests have been made and a court date is coming up regarding an incident involving Mr. Watson’s property. Mayor Pond further advised Mr. Watson that he should call 911 when he sees a problem. RESOLUTION ADOPTED AND PRESENTED A motion was made by Mr. Pecht, seconded by Ms. Hardy, and carried by all ayes, to adopt a resolution honoring our recently retired Treasurer/Clerk, Alice Talbert. Mayor Pond presented Mrs. Talbert with a framed copy of the resolution and a copy will be included in the minute book. Mrs. Talbert thanked everyone for the resolution. Mayor Pond congratulated the employees from the shop on the luncheon they prepared for Mrs. Talbert. MAYOR’S REPORT Mayor Pond recognized his granddaughter, Harmony June Pond. She is visiting for the week and attending the pony camp at the Central Virginia Horse Rescue. Mayor Pond reported an arrest was made in the 15 year old case involving the death of twin infants at Saint Paul’s College. He stated that the case is now in the prosecution stage. Mayor Pond also reported the Farmer’s Market is doing okay and it has a Facebook page; Mr. Perkins passed away following injuries from a car accident when he crossed the road from Cattail Road; Jerry Prince opened Prince’s Barber Shop. Mayor Pond congratulated C. J. on awards his children earned at the Piedmont Junior Livestock Show and Sale. Among several honors they won during the event, Dwight received grand champion showman of the day in the Sheep Show and Owen won reserve champion honors in the Commercial Ewe show. PROPOSED MONTHLY BILLING ORDINANCE LANGUAGE Mr. Outten, Town Attorney, advised there is a proposed change to our utility billing in the packet. This would change the water/sewer from bi-monthly to monthly billing. Town Council needs to consider this ordinance amendment. Mr. Pecht expressed concern that the dates were a little tight. There was discussion concerning the proposed ordinance amendment and it was referred to the water/sewer committee. The committee will have a recommendation at the next meeting. DOMINION VIRGINIA POWER UPDATE Mr. Dean reported regarding the Dominion Virginia Power project, that there is now a firm estimate from Columbia Gas in the amount of $26,845 in the packet for the relocation of the 4” gas line. Mr. Dean recommended that Town Council authorize the execution of the relocation agreement. The Town Attorney has reviewed the documents. On motion by Mr. Brockwell, seconded by Mr. Pecht, and carried by all ayes, Town Council authorized Mr. Dean to exercise the gas line relocation documents. WATER TREATMENT PLANT EXPANSION PROJECT An update on the water treatment plant expansion project is in the packet. Reports from B & B Consultants and Timmons are in the packet. DOWNTOWN PROJECT UPDATE Work is ongoing to obtain easements for the Downtown Project. Some work is being carried out by town crews now to replace water and wastewater lines before the project work begins. LAWRENCEVILLE/ALBERTA AGREEMENT-CDBG FUNDING The Alberta/Lawrenceville Regional Utility Consolidation Project was awarded CDBG funding in the amount of $969,706. This will address I & I problems and connect the Alberta wastewater plant to the Meherrin Regional Jail sewer line. A copy of page 4 of the application is in the packet. Item 3 provides a project overview summary. HOUSING NEEDS ASSESSMENT The Housing Needs Assessment was submitted to Southside Planning District Commission. We hope to have it submitted to DHCD. TOBACCO GRANT-WASTEWATER TREATMENT PLANT ENGINEERING Mr. Dean advised that the Tobacco Commission approved a grant request in the amount of $435,060 to fund a Lawrenceville Wastewater Improvement Project (Grant #2686). The project requires a 10% match and it is for the expansion of the wastewater treatment plant. On motion by Mr. Pecht, seconded by Mr. Brockwell, and carried by all ayes, Town Council authorized the signing of the documents to accept this tobacco grant. RFQ-CONTROL TECHNICIAN AND MASTER ELECTRICIAN Mr. Dean reported a submittal was received from a local electrician in response to the RFQ for a Control Tech and Master Electrician. He hopes to have more information at the next meeting. REPUBLIC SERVICES REQUEST Republic Services has made a formal request in writing to dispose of leachate from the Brunswick Waste Management Facility at the Town’s wastewater treatment plant. The Town Attorney will review the request and advised the Town should proceed slowly. This has been discussed in the past, but this is the first formal written request. THE TASTE OF BRUNSWICK PROGRAM AD On motion by Mr. Brockwell, seconded by Mr. Martin, and carried by all ayes, Town Council approved the purchase of a full page ad at the cost of $300 in the Taste of Brunswick program. This is the same as last year. Mr. Martin suggested that mention of the town’s website, Facebook page and farmer’s market be included in the ad. BRUNSWICK COUNTY/LAKE GASTON TOURISM-DECAL Mr. Dean reported that Brunswick County/Lake Gaston Tourism has requested that the Town consider using a Fort Christanna 300th Anniversary logo for vehicle decals next year. A picture was presented for information only. FINANCE Mr. Pecht reported that the financial statement was on the table tonight and he has not reviewed it in detail. There is some difference between the monthly reports and the audits due to some items are accrual and some cash. A copy of the Creedle, Jones and Alga audit engagement letter is in the packet. Mrs. Williams has already started and hopes to have the audit completed by November 2013. FIRE AND EMERGENCY SERVICES The Fire and Emergency Services report is in the packet. The fire department responded to 20 calls in the month of June. PERSONNEL The Personnel report is in the packet. Officer G. W. Zuban, Jr. has resigned to accept a position with the DEA. Another officer will be trained to work with the VSTOP grant. POLICE The Police reports are in the packet. STREETS, LIGHTS, & CEMETERY Mrs. Mabel Brewer submitted a letter of resignation from her position as a trustee of Oakwood Cemetery. The committee will make a recommendation for a new trustee at the next meeting. WATER/WASTEWATER The Water/Wastewater Committee will meet after the council meeting. SAFETY Mr. Brockwell commented that the departments are doing a good job. PARKS/RECREATION There will be a Tobacco Heritage Trail Park meeting on Wednesday, July 24, 2013, at 5:30 p.m. SAINT PAUL’S COLLEGE WATER There was much discussion concerning Saint Paul’s College and the need to keep the water on. On motion by Mr. Brockwell, seconded by Mr. Holman, and carried by all ayes, Town Council voted to keep the water on at Saint Paul’s College. Mr. Dean advised Council that at this time, the water is on and they are up to date. The Massey Cancer Center is still using the site also. AIRPORT COMMISSION Mr. Pecht reported that the Airport Commission is still in flux following recent resignations. They are in the process of hiring part time employees to work on weekends. CORRESPONDENCE/ANNOUNCEMENTS Mrs. Johnson reminded everyone that an invitation to the Chamber of Commerce Annual picnic is in the packet. Please let the Chamber Office or the Town Office know if you would like to attend. Also, there is information in the packet for the Annual VML Conference. CONSIDERATION OF ACCOUNTS A motion was made by Mr. Pecht to pay the bills as presented in the amount of $97,574.20 and charge to the proper accounts. This was seconded by Mr. Martin and carried by all ayes. LAWRENCEVILLE BICENTENNIAL Mr. Holman advised that Lawrenceville was settled in 1814 and proposed that a committee be appointed for the Lawrenceville Bicentennial coming up in 2014. Mayor Pond will talk to Mr. Holman about this. ADJOURNMENT There being no further business to come before Council, a motion was made by Mr. Pecht and seconded by Mr. Brockwell to adjourn and carried by all ayes. Douglas R. Pond, Mayor Wanda E. Johnson, Clerk ___________________________________________________________________________________________________ JUNE 11, 2013 The regular meeting of the Lawrenceville Town Council was called to order by Mayor Douglas R. Pond on June 11, 2013, at 7:30 p.m. ROLL CALL Roll was called. Present: Mayor Douglas R. Pond; Council Members: H. B. Brockwell, Jr., Dora D. Hardy, Harry S. Holman, Scott E. Martin, Robert F. Pecht, III, Esther B. Sanderson; Town Manager, C. J. Dean; Police Chief, E. L. Gibson, Jr.; Administrative Assistant, Wanda Johnson; Accounting Clerk, Patti Lewis; Planning Commission Members: Cindy Pecht, Cheryl Robertson and Michael Redman; Mr. and Mrs. Curtis Newton and Mr. and Mrs. Clyde Eacho; Town Clerk, Alice B. Talbert and citizens. Absent: Town Attorney, W. C. Outten, Jr. and Council Member, Joyce D. Bland. JOINT PUBLIC HEARING – ZONING REQUEST As this time had been advertised for a Joint Public Hearing on a zoning request by Mr. and Mrs. Curtis Newton, Mayor Pond declared the meeting open. Mr. Dean explained that property owned by Mr. and Mrs. Newton at 312 W. Fifth Ave was zoned manufacturing but had been used as a restaurant in the past. The property had been vacant for over two years. Mr. Clyde Eacho wants to open a BBQ Restaurant and the zoning would need to be zoned business general. Mayor Pond asked if anyone wished to speak on the matter. Mayor Pond stated that as a citizen, he was in favor of the change in zoning. Mr. Martin also stated that he was in favor of the change. Mr. Eacho stated that he wanted to open a family restaurant with home cooked meals and if approved he hoped to open the first of July. As no one else asked to speak, a motion to close the public hearing was made by Mr. Brockwell and seconded by Mr. Martin. This motion carried by all ayes. The Lawrenceville Planning Commission and Mr. Dean left the meeting to discuss the request. EDA REPORT Mayor Pond stated that a copy of the Lawrenceville EDA meeting was in the packets. PLANNING COMMISSION RECOMMENDATION Mr. Dean and the Lawrenceville Planning Commission returned to Council. Mr. Dean stated that the recommendation from the Commission was to approve the change in zoning from manufacturing to business general. MOTION TO APPROVE REQUEST Mr. Pecht made a motion to accept the recommendation and approve the change in zoning. This was seconded by Mr. Brockwell and carried by all ayes. PLANNING COMMISSION THANK YOU Cindy Pecht thanked Mrs. Talbert on behalf of the Planning Commission for her years as Clerk for the Town and for her assistance and help through the years. DOMINION POWER UPDATE Mr. Dean stated that the gas line at the water plant would need to be relocated due to the expansion being done for Dominion Power expansion. A 4” line is presently being used however due to the water plant being the only user a 2” line could be used. An estimate for both sizes was presented to Council with a difference of $7100. After a discussion Mr. Pecht and Mr. Brockwell both stated that the 4” line should be replaced with a 4” for future growth. No action was needed by Council. A memo from DEQ was in the packets explaining their Clean Water Financing & Assistance Program. Mr. Dean stated that this is something the Town might be looking into next year. RURAL DEVELOPMENT LETTER Also in the packets was a letter from Rural Development concerning borrowing for the proposed water system improvements. In order for them to consider a loan, the Town must provide at least 2 letters from commercial lenders stating why they would not consider making a loan. DOWNTOWN PROJECT UPDATE Mr. Dean reported that of the 16 easements needed for the Downtown Project, half have been completed. Mr. Dean stated that he hopes to put bids out in July with construction to be finished by December. TURNTABLE PARK UPDATE Mr. Dean reported that request for bids for electrical and plumbing would be going out next month on the Turntable Park Project. LAND LEASE AGREEMENT WITH CELLCO A copy of a Land Lease Agreement between the Town and CELLCO PARTNERSHIP was in the packets. CELLCO, d/b/a Verizon Wireless, wants to lease a parcel 20’ x 35’ (700 square feet) next to the old Fire House. This would be a 5 year lease with rate increases at renewals. The first 5 year lease would be at $500 per month. Mr. Dean stated that this would not interfere with the Downtown Project. Mr. Dean stated that Mr. Outten has reviewed and approves as to form this lease. After a discussion, Mr. Brockwell made a motion to approve the Land Lease Agreement as presented. This was seconded by Mr. Holman and carried by all ayes. LAWRENCEVILLE/ALBERTA WATER-WASTEWATER AGREEMENT A copy of the Agreement between the Town of Lawrenceville and the Town of Alberta for water and wastewater was in the packets. Mr. Dean stated that this agreement had been prepared by Mr. Outten and that a background report is being done. Mr. Dean stated that the Town of Alberta has signed and will be bringing their signed copy to the town office on Wednesday. Mr. Brockwell made a motion to adopt the Lawrenceville Alberta Water/Wastewater Agreement as presented. This was seconded by Mr. Holman and carried by all ayes. Mr. Dean reported that a copy of ad prices was in the packets for the 100th Anniversary Edition of the Chamber Membership Directory. This year the Directory will be a full book size, 8 ½ x 11. After a discussion Council decided to go with the inside front cover in color. SOUTHSIDE PLANNING PROPOSAL Mr. Dean explained that Southside Planning Commission is proposing a potential Grant project for the three towns and the county. A map was in the packets for consideration. Mr. Dean stated that the Town has 5 areas and Mr. Dean recommended that all 5 areas be ranked and submitted. Any area that had been involved in a CDBG Grant will not be considered until 10 years after completion therefore, High Street could not be in the Grant. WATER LEAK AT REGIONAL JAIL A letter from Biggs Construction was in the packets concerning a leak at the Regional Jail. According to the location of the leak, the water did not go into the sewer system. Mr. Dean stated that the sewer meter at the jail is still not in operation. It was the decision of Council to give credit on the sewer in the amount of $4850.35 and no credit on water until after Mr. Dean talks with Joan Moore of the IDA as they receive 46.7% of the water sales. Mr. Brockwell stated that a credit based on our normal procedure on our share of the water sales could be given. FORMAL ADOPTION OF BUDGET FY12/14 Mr. Pecht stated that Council needed to formally adopt the Budget for FY13/14. A Public Hearing was held at the May meeting and received no comments. Mr. Pecht went over the assumptions as follows: the Budget shows no increase in water or sewer or garbage rates, no tax rate increase, no increase in health insurance premiums, no increase in the retirement, health credit or life insurance. It included a proposed change in utility billing from bi-monthly to monthly. The proposed addition of Alberta to Town utilities was not in the budget. A motion was made by Mr. Pecht to formally adopt the FY13/14 Budget as presented. This was seconded by Mr. Brockwell and carried by all ayes. THANK YOU TO MRS. TALBERT Mr. Pecht thanked Mrs. Talbert for outstanding work as clerk and wished her well in her retirement, but still did not believe she was old enough to retire. REVISED LIST OF OFFICERS FOR FIRE DEPT APPROVED Mr. Martin stated that there still was not a report from the fire department. A copy of the revised list of officers was in the packets. Mr. Martin made a motion to adopt the revised list of officers for the fire department for 2013. This was seconded by Mr. Brockwell and carried by all ayes. Mr. Brockwell asked Mr. Dean to send a note of thanks to the fire department on behalf of the town for their service. MAYOR POND’S COMMENTS Mayor Pond stated that he had heard an individual state at a public meeting that police officers did not respond to an incident at Elm Acres. Mayor Pond had a copy of the report and stated that one officer was on site within 13 seconds and two more in 33 seconds of the call. Mayor Pond stated that he felt it was a dishonor to our officers to have someone make false statements in public. Police report was in the packets. TOWN DEVELOPMENT REPORT Mrs. Sanderson stated that she, Mr. Brockwell, Mayor Pond and Mr. Dean met with Bon Secour along with Dr. Harrison, Dr. Ackerman and several citizens to discuss needs the people felt Brunswick and the Town of Lawrenceville had for medical services. The representatives from Bon Secour stated that the historic hospital at Saint Paul’s was the interest that got them to come. Mrs. Sanderson reported that she had been in contact with Rasulullah Harris, a local artist who had several ideas for paintings in Lawrenceville and a possible sign on Hwy 58. Town Development Committee is to meet and discuss his ideas and for a sign in front of the municipal building. Mayor Pond asked about the mural he had presented at the last meeting for the park. Council ask that the Park Committee be involved and find out their ideas on the mural. Mrs. Sanderson is to check with Emporia as to the person that did their signs. Mr. Brockwell stated that he and Mr. Dean were working on getting a large map of the county for the Council Chamber that would show the water and wastewater lines we have in service. Mr. Brockwell also stated that Mr. Outten is working on a clarification of the Legal Agreement known as the “97 Agreement. Mr. Dean stated that he and Mr. Outten are working on getting in touch with the owner of the old CD Wings building which is a real eyesore in town. All letters to the owner are being returned as not accepted. AIRPORT COMMISSION REPORT Mr. Pecht reported that the airport commission was looking at options for staffing at the airport as Mr. Jim Shiller is leaving and Mr. Anglin is retiring. Mr. Pecht also reported that the airport is one of only 2 airports with turf runways in the State. The Brunswick/Lawrenceville Airport has closed our runway but the State may be interested in reopening it. APPROVAL OF BILLS A motion was made by Mrs. Sanderson to pay the bills as presented and charge to the proper accounts. This was seconded by Mr. Brockwell and carried by all ayes. APPOINTMENT OF STAFF Mayor Pond stated that this was the time to make reappointments of staff. A motion was made by Mr. Martin to reappoint Mr. Outten as Town Attorney for the period July 1, 2013 – June 30, 2014. This was seconded by Mr. Brockwell and carried by all ayes. A motion was made by Ms. Hardy to reappoint Mr. Dean as Town Manager for the period July 1, 2013 – June 30, 2014. This was seconded by Mr. Brockwell and carried by all ayes. A motion was made by Ms. Hardy to reappoint Chief Gibson as Town Sergeant for the period July 1, 2013 – June 30, 2015. This was seconded by Mr. Brockwell and carried by all ayes. Mr. Pecht stated that if Mrs. Talbert was sure she was retiring the end of June, he enthusiastically made a motion to appoint Mrs. Wanda Johnson as Clerk/Treasurer for the period July 1, 2013 – June 30, 2015. This was seconded by Mr. Brockwell and carried by all ayes. MAYOR POND THANK YOU Mayor Pond thanked Mrs. Talbert for her 20 years of service to the Town. ADJOURNMENT As there was no further business to come before Council, a motion was made by Mr. Brockwell, seconded by Mrs. Sanderson to adjourn. This carried by all ayes. Douglas R. Pond, Mayor Alice B. Talbert, Clerk ____________________________________________________________________________________________ May 14, 2013 The regular meeting of the Lawrenceville Town Council was called to order on May 14, 2013, at 7:30 pm by Mayor Douglas R. Pond. Roll was called: Present- Council Members: H. B. Brockwell, Jr., Dora D. Hardy, Harry S. Holman, Scott E. Martin, Robert F. Pecht, III, and Esther B. Sanderson; Town Attorney, W. C. Outten, Jr.; Town Manager, C. J. Dean; Chief of Police, E. L. Gibson, Jr.; Admin. Assistant, Wanda Johnson; Accounting Clerk, Patti Lewis; Dan Poteet and Ashley Hudgins of Dominion VA Power; Town Clerk, Alice B. Talbert, citizens and the press. Absent: Council Member, Joyce D. Bland As this time had been advertised for a Public Hearing on the Proposed Budget for FY 13/14, Mayor Pond declared the Hearing open. Mr. Dean explained the budget assumptions. One assumption was the proposed change from bi-monthly bill on water bills to a monthly billing. As no citizen asked to speak on the proposed budget, a motion was made by Mr. Brockwell to close the Public Hearing. This was seconded by Mrs. Sanderson and carried by all ayes. Mayor Pond declared the second Public Hearing advertised for Proposed Funding for Water Treatment Plant Improvements open. Mr. Dean stated that Dominion VA Power is providing $4,000,000 for the project; however, the estimated cost is $5,137,026. The Town may need to borrow the difference. As no citizen asked to speak, a motion was made by Mr. Brockwell and seconded by Mr. Martin to close the Public Hearing. This motion carried by all ayes. Mayor Pond welcomed Dan Poteet and Ashley Hudgins of Dominion VA Power. Mr. Poteet thanked the Town for all the support shown at the SEC hearing in Richmond on April 24-30. He thanked Council for the Resolution of Support and Mayor Pond for speaking. Mr. Poteet gave a brief overview of the hearing and that the State Cooperation has until August 2 to decide on the application and hope to have a Certificate in the 4th quarter of this year. Mr. Poteet recognized Mr. Dean for all his support, hard work and cooperation. Mayor Pond stated that Saint Paul’s had a new President and a copy of the newspaper announcement was available for Council to look at. Mayor Pond also reported the C.A.T.S. group had captured, neutered and released 47 cats. There are no longer any feral cats behind the local businesses. Mayor Pond reported that Bobby Conner of tourism and Tommy Johnson from VDOT had installed signs directing visitors to the Civil War sign at the Courthouse. Mayor Pond welcomed Patti Lewis, our new employee in the Town Office to the Town family. Mr. Dean stated that the Tobacco Commission had recommended the Town’s grant request for $435,000 and that the full Commission will meet May 23 to make the final recommendations. Mr. Dean stated that work on the sidewalks on New Street had been completed in 30 days. The grant for this project would take several weeks to provide the funds to pay for the work. In order to pay the contractor, an RFP had been sent to the three banks in the County, Benchmark Community Bank, Citizens Community Bank and First Citizens Bank, for a short term loan. A copy of their response was in the packets. Mr. Dean recommended the low bid from First Citizens Bank with an interest rate of 1.75% be approved. Mr. Dean also stated that 11 lights, like the ones on Main Street will be added to this area in Phase II. A motion was made by Mr. Brockwell and seconded by Mr. Holman to accept the low bid from First Citizens Bank. Voting aye, Brockwell, Hardy, Holman, Martin and Pecht. Abstaining: Sanderson. Mr. Dean stated that the town is part of a three county Hazard Mitigation Plan and Southside Planning has prepared the 2013 Hazard Mitigation Plan Update and asked that the Town adopt a Resolution as an official plan. A copy was in the packets. A motion was made by Mr. Brockwell to adopt the Resolution as presented. This was seconded by Mr. Pecht and carried by all ayes. Mr. Dean stated that as Council is aware, the Turntable Park and Southern States Building project was over budget. The CDBG Grant also had “strings attached” that have not been met. The area was to be redeveloped into a trailhead and the creation of eight jobs with at least 5 being LMI jobs had not been met. Mr. Dean, Mayor Pond, Mr. Brockwell and Mrs. Sanderson will meet on Tuesday morning at 10 am to discuss applying for another grant to help with this project. Mr. Dean stated that the easements needed for the Downtown Project should be signed in the next 30 days. A proposal from Strategic Capital Solutions, LLC, of South Carolina, was in the packets. Mayor Pond and Mr. Dean had discussed this proposal and a lot of what they have proposed to do is already being done with other State agencies. Mrs. Sanderson stated that she felt the Town should keep the money in Virginia. Mr. Pecht stated that a list of uncollected water bills and the 2006 and 2007 uncollected personal property taxes were in the packets. After a discussion, Mr. Pecht made a motion to relieve the Treasurer of the uncollected water bills and taxes as presented. This was seconded by Mrs. Sanderson and carried by all ayes. A motion was made by Mr. Pecht to tentatively adopt the proposed budget for FY13/14. This was seconded by Mr. Brockwell and carried by all ayes. Formal adoption will be at the June meeting. Mr. Martin stated that again this month, there was not a report from the Fire Department. He also stated that the ladder truck would be tested tomorrow, May 15th, and should be back in operation soon. Mrs. Sanderson stated that Personnel had met but was not ready to present anything to Council at this time. Ms. Hardy reported the Police report was in the packets. Mayor Pond handed out copies of a sign for the front of the building and Mr. Brockwell stated that the Town Development Committee would look at possible signage for the building. Mayor Pond showed Council a painting done by Rasulullah Harris, a local artist, and stated that he would be willing to paint the Tobacco Heritage Trail logo on the wall at E E Vaughan’s. This matter was turned over to the Town Development committee and the Parks/Recreation committee. Mayor Pond stated that a copy of the letter from Saint Augustine’s University stating that they would not be taking over Saint Paul’s College was in the packets. Mayor Pond stated that Saint Paul’s has a 30 day window to appeal this decision. Mrs. Talbert reminded Council of Relay for Life to be held on Saturday May 18th starting at noon. A motion was made by Mr. Pecht and seconded by Mr. Brockwell to pay the bills as presented. This carried by all ayes. Mr. Pecht pointed out that several of the bills are reimbursable by Grants. Mr. Pecht made the following motion: “Mr. Mayor, I move the Lawrenceville Town Council enter into a closed meeting pursuant to the provisions of Section 2.2-3711 of the Code of Virginia, 1950, as amended for the purpose of discussing personnel matter.” This motion was seconded by Mr. Brockwell and carried by a roll call vote as follows: voting aye- Brockwell, Hardy, Holman, Martin, Pecht and Sanderson. Absent: Bland The following motion was made by Mr. Pecht, “Mr. Mayor, I move the closed meeting be adjourned and the Lawrenceville Town Council convene again in open session.” This was seconded by Mrs. Sanderson and carried by all ayes. Mr. Pecht made the following Certification: “Be it resolved to the best of my knowledge ( i ) only public business matters exempted from open meeting requirements, under Section 2.2-3711 of the Code of Virginia, 1950, as amended, and ( ii ) only such public business matters as were identified in the motion by which the closed meeting was convened were heard, discussed or considered in the meeting.” This was seconded by Mr. Brockwell and carried by a roll call vote as follows: voting aye- Brockwell, Hardy, Holman, Martin, Pecht and Sanderson. Absent: Bland There being no further business to come before Council, a motion was made by Mr. Brockwell and seconded by Mr. Martin to adjourn. This carried by all ayes. Douglas R. Pond, Mayor Alice B. Talbert, Clerk _____________________________________________________________________________________________- April 2013 The regular meeting of the Lawrenceville Town Council was called to order on April 9, 2013, at 7:30 p.m. by Mayor Douglas R. Pond. ROLL CALL Roll was called as follows: Present; Douglas R. Pond, Mayor; Council members: Joyce D. Bland, H. B. Brockwell, Jr., Dora D. Hardy, Harry S. Holman, Scott E. Martin, Robert F. Pecht, III and Esther B. Sanderson; Town Attorney, W. C. Outten, Jr.; Town Manager, C. J. Dean; Police Chief, E. L. Gibson, Jr.; Admin. Assistant, Wanda Johnson; Town Clerk, Alice B. Talbert, citizens and the press. APPROVAL OF MINUTES A motion was made by Mr. Brockwell to approve the minutes of the previous meeting, suspend the reading and file. This was seconded by Mrs. Sanderson and carried by all ayes. Mr. Outten stated that a brief closed session would be needed. MOTION TO ADVERTISE FOR PUBLIC HEARING ON PROPOSED BUDGET Mr. Dean stated that members had copies of the proposed budget for FY13/14 and the budget assumptions. Mr. Dean went over the assumptions and highlights of the proposed budget and stated that most items remained the same as last year. A new line item has been added to the fire department for turnout gear. After a discussion on the proposed budget, Mr. Pecht stated that the proposed budget would need to be advertised for a Public Hearing in May. Mr. Pecht made a motion to advertise for a Public Hearing on the Proposed Budget at the May 14th meeting. This was seconded by Mr. Brockwell and carried by all ayes. After the presentation of the proposed budget, Mr. Pecht asked to be excused due to illness. DOMINION VA PROJECT UPDATE Mr. Dean stated that Council had in their packets progress reports from Timmons and B & B Consultants concerning the Dominion VA Power project. Also in the packets was letter from B & B Consultants with the new estimated cost of the recommended project in the amount of $5,137,026. ADOPTION OF RESOLUTION Mr. Dean reported that Council had before them a Resolution in support of the Dominion Power’s proposed Power Station coming to Brunswick County. Mr. Brockwell made a motion to adopt the Resolution as presented. This was seconded by Mrs. Sanderson and carried by all ayes. SCC HEARING IN RICHMOND Mr. Dean reminded Council of the SCC Hearing to be held on April 24th in Richmond concerning the approval for Dominion Power to build the power plant in Brunswick. Mr. Dean stated that a bus would be going if anyone wanted to attend they needed to contact the Chamber office or the County Administrator. NEW SIDEWALK UPDATE Mr. Dean stated that the sidewalk work on New Street should be completed by the end of the week. The new sidewalk will stop at the end of the parking lot for Social Services and on the other side of the street, the sidewalk will continue to the Tobacco Trail. REMINDERS: Mr. Dean reminded everyone that this was Spring Clean Up Week; April 8-12. Spring Festival and Brick yard 5-Miler and the County hazardous waste recycling are both on April 20. FIRE REPORT MISSING Mr. Martin stated that there was not a fire report submitted for the month. POLICE AND PERSONNEL REPORTS The Police and Personnel reports were in the packets. Mayor Pond stated that a new signage was needed for the front of the municipal building and he would try to have a design for the next meeting. Mr. Holman stated that he had attended the Saint Paul’s Alumni Day this past weekend. RETIREMENT LETTER Mayor Pond read a letter from Mrs. Talbert stating she planned to retire effective June 30, 2013.
PAYMENT OF BILLS A motion was made by Mr. Martin to pay the bills as presented in the amount of $71,808.71 and charge to the proper account. This was seconded by Mrs. Sanderson and carried by all ayes. CLOSED SESSION FOR CONTRACTUAL AND PERSONNEL MATTER Mr. Brockwell and Mr. Outten stated that there was a need for closed session to discuss a contractual and personnel matter. Mr. Brockwell made the following motion: “Mr. Mayor I move the Lawrenceville Town Council enter into a closed meeting pursuant to the provisions of Section 2.2-3711 of the Code of Virginia, 1950, as amended for the purpose of discussing contractual and personnel matters.” This motion was seconded by Mr. Martin with the following vote: Ayes- Bland, Brockwell, Hardy, Holman, Martin and Sanderson; absent: Pecht. RETURN TO OPEN SESSION After a discussion on the above motion, Mr. Brockwell made the following motion: “Mr. Mayor, I move the closed meeting be adjourned and the Lawrenceville Town Council convene again in open session.” This was seconded by Mrs. Sanderson and carried by all ayes. CERTIFICATION Mr. Martin made the following certification: “ Be it resolved to the best of my knowledge ( i )only public business matters exempted from open meeting requirements, under Section 2.2-3711 of the Code of Virginia, 1950, as amended, and ( ii ) only such public business matters as were identified in the motion by which the closed meeting was convened were heard, discussed or considered in the meeting.” This was seconded by Mr. Brockwell and carried by the following: Voting aye- Bland, Brockwell, Hardy, Holman, Martin and Sanderson. Absent-Pecht. AMENDMENT AGREEMENT WITH REVISION After a discussion, Mr. Brockwell made a motion that the draft copy of Amendment Agreement between the Town and the IDA with regards to utilities to the Virginia-Carolina Forest Products be approved with the revision of item #7 to stated that the IDA will be responsible for all maintenance on their line. The Town will do the maintenance but the IDA will pay the Town for all cost of any maintenance. This revision is to be prepared by Mr. Outten, Town Attorney. This motion was seconded by Mrs. Sanderson and carried by all ayes. A motion was made by Mr. Brockwell, seconded by Mrs. Sanderson and carried by all ayes to adjourn. Douglas R. Pond, Mayor Alice B. Talbert, Clerk ___________________________________________________________________________________________________ MARCH 12, 2013 The regular meeting of the Lawrenceville Town Council was called to order on March 12, 2013, at 7:30 p.m. by Mayor Douglas R. Pond. ROLL CALL Roll was called. Present: Mayor Douglas R. Pond; Council members: Joyce D. Bland, H. B. Brockwell, Jr., Harry S. Holman, Robert F. Pecht, III and Esther B. Sanderson; Town Attorney, W. C. Outten, Jr.; Town Manager, C. J. Dean, Police Chief, E. L. Gibson, Jr.; Admin. Assistant, Wanda Johnson; C.A.T.S. members, Sharon Pond, Connie Rasner and Nancy Watson; Town Clerk, Alice B. Talbert and the press.
Absent: Council members, Dora D. Hardy and Scott E. Martin.
MEMORY OF TROOPER WALKER Mayor Pond asked for a moment of silence in memory of Master Trooper A. J. Walker, killed in the line of duty. Trooper Walker was a Brunswick County native serving in Dinwiddie, Va. PUBLIC HEARING As this time had been advertised for a Public Hearing on the proposed Alberta/Lawrenceville Consolidation Grant. This Grant is to assist in the rehabilitate of the existing sewer infrastructure in the Town of Alberta to correct I & I deficiencies and to install gravity sewer and upgrade pump stations to connect Alberta’s influent sewer to the Brunswick County Conveyance System and to do minor improvements to Alberta’s water system. The Town of Alberta is the lead applicant in this Grant Proposal. Mr. Dean stated that this is the second Public Hearing as one was held in Alberta on Monday night and was well attended and no one spoke in opposition. No citizens asked to speak on the Proposed Grant, the Hearing was closed. APPROVAL OF MINUTES Mr. Brockwell made a motion to approve the minutes of the previous meeting, suspend the reading and file. This was seconded by Mr. Pecht and carried by all ayes. Mayor Pond stated that Strategic Capital Solutions was to have a representative at our meeting but they were unable to attend. S.C.S. would help in applying for grants and their fee is included in the grant funds. C. A. T. S. Sharon Pond, Connie Rasner and Nancy Watson of the newly formed group, C.A.T.S., were present and asked to speak to Council. Mrs. Pond explained that the group was formed in November 2012 to trap, neuter and release feral cats in Brunswick County. They keep pictures and records of all cats they trap. Dr. Dennis, of Brunswick Veterinary Clinic neuters, spays and give the cats vaccinations for rabies before they are released back in the area they were trapped in. The veterinary bill for a female is $52.00 and for a male, $27.00. Mrs. Pond was asked if donations could be made and she advised to make checks to Dr. Robert Dennis for C.A.T.S at the present time. Judy Turner of the Brunswick Clothes Closet had asked to be on the agenda but did not attend. EDA BOARD OF DIRECTORS APPOINTMENT Mayor Pond stated that Council had been asked to reappoint the four members of the board of the EDA whose terms will expire in March 2013. The EDA asked that Grady Martin, Caren Brown-Peterson, Katharine Samford and Leroy Jolly be reappointed for four years. A motion was made by Mr. Pecht and seconded by Mr. Brockwell to appoint the four members as requested for a 4 year period to begin March, 2013. This carried by all ayes. MAYOR’S REPORT Mayor Pond stated that all emergency services in Southside were here today for the funeral of Trooper Walker. He stated that it was very heartwarming to see the cooperation and help from all the communities. Mayor Pond also stated that one of our own police had performed a text book operation in a pursuit concerning a stolen car. Mayor Pond reported that having the extra (selective officers) out helps the officer on duty. Mayor Pond commended the Brunswick High School again this year for their excellent playing in the State Basketball Tournaments. The girls came in second place and the boys won the State Championship for the third straight year. DOMINION POWER UPDATE Mr. Dean stated that a progress update was in the packets from both B & B Consultants and Timmons on the Dominion Power project with 30% completion on the water plant engineering. BUDGET REQUEST Mr. Dean asked for all budget requests to be submitted as a proposed budget will be presented at the April meeting. SIDEWALK UPDATE Mr. Dean reported that Clary Construction had begun yesterday on the sidewalks from behind Walker Drug down New Street to the concrete business. ALBERTA WATER RATES APPROVED The breakdown on the Alberta water rates were in the packets and Mr. Dean stated that Council needed to adopt the rate for the year starting July 1. A motion was made by Mr. Pecht and seconded by Mrs. Sanderson to adopt the water rate of $2.49 per thousand for the Town of Alberta. This motion carried by all ayes. VA TOBACCO COMMISSION GRANT RESOLUTION ADOPTED Mr. Dean stated that the Town was applying to the Virginia Tobacco Commission for a Grant to be used to complete the engineering design of the Wastewater Improvement Project. The total project cost will be $483,400 and the grant will be assistance up to $435,060 and the Town will commit $48,340. A motion was made by Mr. Pecht to authorize Mayor Pond and Mr. Dean to sign the necessary papers and adopt the Resolution as presented. This motion was seconded by Mr. Brockwell and carried by all ayes. Mr. Brockwell made a motion to adopt the Resolution with the Town of Alberta to apply for a Virginia Community Development Block Grant for Alberta Regional Utility Consolidation Project as presented and authorize Mr. Dean to sign and submit all documentation. This carried by all ayes. DEQ VIOLATION LETTER Mr. Dean stated that a copy of a letter from DEQ concerning a violation at the wastewater treatment plant was in the packets. The problem occurred in November and December and has been corrected and we have been in compliance ever since. SPRING CLEAN UP WEEK Mayor Pond declared the week of April 8 – April 12 as Spring Clean Up Week. COUNTY HAZARDOUS WASTE COLLECTION The Solid Waste Management Department of Brunswick County will be holding a household hazardous waste collection day on April 20th. A list of materials that will be accepted was in the packets. They will also be collecting computer and electronics on the same day. March 27th Representative Robert Hurt will be hosting an appreciation breakfast in honor of elected officials in the 5th District at Sheldon’s Restaurant and Mr. Dean reminded Council to RSVP by March 15th to the number listed on their invitation. Mr. Dean reminded Council of the Accelerate Virginia request to test your speed of home internet connections and handed out the notice and instructions on where to go to take the speed test before April 1. FINANCIAL REPORT Mr. Pecht reported that the town is still financially ahead of last year and urged everyone to get their request for the budget to Mr. Dean ASAP. Mr. Pecht also reported that our health insurance premium is staying the same with no increase this year. The Fire Report was in the packets. Mrs. Sanderson stated that a new employee had been hired and that the Personnel Committee would be meeting soon. The Police Report was in the packets. Mayor Pond stated that representatives from Lawson Consultants were in town Saturday and looked over the old primary school and the Peebles building for possible development. AIRPORT REQUEST APPROVED Mr. Pecht advised that the request for use of the airport by the Lions Club on May 4 has been changed to May 1. A motion was made by Mr. Brockwell to approve the use of the airport on May 1, 2013, for the Lions Club Annual Seafood Feast subject to approval of the Airport Commission and the County. This was seconded by Mrs. Sanderson and carried by all ayes. RELAY FOR LIFE Mrs. Talbert reminded Council of the Relay for Life to be held on May 18th and stated that the Tree of Hope now has ribbons in honor or in memory on it and ribbons can still be purchased. PAYMENT OF BILLS APPROVED Mr. Pecht made a motion to pay the bills as presented and post to the proper accounts. This was seconded by Mr. Brockwell and carried by all ayes. $68,394.00 was included in the list but will be paid by Dominion Power. CLOSED SESSION Mr. Pecht made the following motion: “Mr. Mayor, I move the Lawrenceville Town Council enter into a closed meeting pursuant to the provisions of Section 2.2-3711 of the Code of Virginia, 1950, as amended for the purpose of discussing contractual matters.” This motion was seconded by Mr. Brockwell with the following vote: Ayes- Bland, Brockwell, Holman, Pecht and Sanderson; absent: Hardy and Martin. RETURN TO OPEN SESSION After a discussion on the above motion, Mr. Pecht made the following motion: “Mr. Mayor, I move the closed meeting be adjourned and the Lawrenceville Town Council convene again in open session.” This was seconded by Mr. Brockwell and carried by all ayes. CERTIFICATION Mr. Pecht made the following certification: “ Be it resolved to the best of my knowledge ( i )only public business matters exempted from open meeting requirements, under Section 2.2-3711 of the Code of Virginia, 1950, as amended, and ( ii ) only such public business matters as were identified in the motion by which the closed meeting was convened were heard, discussed or considered in the meeting.” This was seconded by Mr. Brockwell and carried by the following: Voting aye- Bland, Brockwell, Holman, Pecht and Sanderson. Absent-Hardy and Martin. ADJOURNMENT There being no further business to come before Council, a motion was made by Mr. Holman and seconded by Mrs. Sanderson to adjourn. This carried by all ayes. Douglas R. Pond, Mayor Alice B. Talbert, Clerk ___________________________________________________________________________________________________ FEBRUARY 12, 2013 The regular meeting of the Lawrenceville Town Council was called to order on February 12, 2013, by Mayor Douglas R. Pond. ROLL CALL Roll was called. Present: Mayor Douglas R. Pond; Council members: Joyce D. Bland, H. B. Brockwell, Jr., Dora D. Hardy, Harry S. Holman, Scott E. Martin and Robert F. Pecht, III; Town Attorney, W. C. Outten, Jr.; Town Manager, C. J. Dean; Police Chief, E. L. Gibson, Jr. and Sergeant Scott Vincent; Fire Chief, Kevin Pair and Deputy Chief, Jason Brady; Administrative Assistant, Wanda Johnson; Town Clerk, Alice B. Talbert; Press, Cathy J. Wilson and citizens. Absent: Council member, Esther B. Sanderson APPROVAL OF MINUTES A motion was made by Mr. Brockwell to approve the minutes of the previous meeting, suspend the reading and file. This motion was seconded by Mr. Holman and carried by all ayes. LEDA REPORT Mayor Pond stated that the minutes of the LEDA were in the packets and they are now meeting bi-monthly. C. A. T. S. Mayor Pond reported that the newly formed C.A.T.S. had captured 14 cats, neutered and released 13 and had to have 1 euthanized. He stated that someone would be at the next meeting to give more information on the group. WELCOME Mayor Pond welcomed Cathy Jones Wilson back as regional manager of the newspaper. Mrs. Wilson was setting in for Sylvia Allen. CONCERNED CITIZEN Langston Valentine of 1011 Grove Avenue asked to speak to Council concerning a sewer problem. Mr. Valentine stated that he had replaced 150’ of sewer line from his house to the road and is still having a problem with it backing up. He wanted to have the line under the road replaced and was told the line was his and had received an estimate of $2,079.35 for the Town to do the work. He wanted to know why the Town had not taken care of the line before now as it is over 60 years old. Mayor Pond told Mr. Valentine that Council would review this and get with the water/sewer committee and get back to him. Mayor Pond stated that Council could not give him an answer tonight but there were policies in place for this. Mr. Valentine then stated that he did not understand why he would have to pay labor as the men working for the Town are already being paid and he did not feel like he should have to pay them a second time. He stated that when he had the line replaced from his house someone with the Town came by and said it would not cost him anything to have the line under the road replaced. Mayor Pond again stated that Council was not in a position to answer his questions tonight. DOMINION POWER UPDATE Mr. Dean reported that the minutes for the Jan. 28th meeting with Dominion Power were in the packets and we are where we should be at this point. FY13/14 BUDGET REQUEST Work on the budget for FY13/14 is starting and Mr. Dean hopes to present the budget to Council at the March meeting. He asked if any committee had requests to please get them to the office. SIDEWALK CONTRACT Mr. Dean reported that the contract for the sidewalk had been signed with work to start March 1. WATER RATES FOR ALBERTA Mr. Dean stated that a breakdown for the water rates for Alberta was in the packets. According to the contract with the Town of Alberta, we have to present them with the rate for FY14 by the end of February. The rate would be $2.49 for next year. A discussion was held concerning whether our contract was still binding as the Town of Alberta had entered into a contract with the IDA after signing with us. As our contract was signed in 2011 and then Alberta signed with the IDA in 2012 and we were not party to this. Mr. Pecht stated that Council seems to be in limbo with what is happening. Mr. Outten stated that he and Mr. Dean needed to find out what is going on with the IDA. Mr. Dean and Mr. Outten were asked to meet and go over the contracts. A called meeting may be necessary before the end of February. ACCELERATE VIRGINAI QUIZ Mr. Dean handed out a “quiz” for Council to complete at home. The Lawrenceville Economic Development Coordinating Council is working with Accelerate Virginia to collect information concerning internet connectivity in our area. Mr. Dean asked Council to test the speed of their home internet connection a couple different times during the day. FINANCIAL REPORT Mr. Pecht stated that the Town is running a little ahead of last year financially. FIRE REPORT Mr. Martin stated that the December and January fire reports were in the packets. For December, 19 calls were answered with 56 man hours expended. For January, 34 calls were answered with 153 man hours expended. Chief Pair introduced the new Deputy Chief, Jason Brady to Council. POLICE REPORT The Police Report was in the packets. Chief Gibson stated that the Police and Fire Departments have submitted a grant to Greensville Memorial Foundation for an Emergency All-Terrain Vehicle. Mr. Brockwell reminded all Committees to get their request in to Mr. Dean for next year’s budget. SAFETY REPORT Mr. Brockwell reported that the safety reports were in the packets. TOBACCO HERITAGE PARK MEETING Mayor Pond stated that the Tobacco Heritage Park Committee would be meeting on February 21. REQUEST TO USE AIRPORT Mr. Pecht reported that a request had been received from Brunswick Academy VA Beef and Dairy Committee asking to use the airport on Saturday, April 20. A motion to approve this request was made by Mr. Pecht and seconded by Mr. Martin. The motion carried by all ayes. RELAY FOR LIFE Mrs. Talbert reported that the Relay Team, Believers, have a lighted tree out front of the Town Office. The Tree of Hope will be decorated with ribbons in the different colors of cancer. A donation of $5.00 will purchase a ribbon in memory or in honor of a loved one and also to honor caregivers. The team will also have large purple bows for $5.00. Mrs. Talbert and Chief Gibson are both on this team. Mrs. Talbert handed our forms to Council and asked for donations. PAYMENT OF BILLS A motion was made by Mr. Pecht to pay the bills as presented and charge to the proper accounts. This was seconded by Mr. Brockwell and carried by all ayes. APPROVAL TO APPLY FOR ART GRANT Mrs. Talbert stated that an application for the ArtBank Grant has been received. A motion was made by Mr. Pecht to apply for the Grant in the level as in the past in the amount of $500.00. This was seconded by Mr. Brockwell and carried by all ayes. ADJOURNMENT As there was not further business to come before Council, a motion to adjourn was made by Mr. Brockwell and seconded by Mrs. Bland. This carried by all ayes. Douglas R. Pond, Mayor Alice B. Talbert, Clerk January 8,2013 The regular meeting of the Lawrenceville Town Council was called to order on January 8, 2013, by Mayor Douglas R. Pond at 7:30 p.m. ROLL CALL Roll was called. Present: Mayor Douglas R. Pond; Council members: Joyce D. Bland, H. B. Brockwell, Jr., Dora D. Hardy, Scott E. Martin and Robert F. Pecht, III; Town Attorney, W. C. Outten, Jr.; Town Manager, C. J. Dean; Police Chief, E. L. Gibson, Jr.; Adm. Assistant, Wanda Johnson; Town Clerk Alice B. Talbert and the press. Absent: Council members, Harry S. Holman and Esther B. Sanderson. APPPROVAL OF MINUTES A motion was made by Mr. Martin and seconded by Mr. Brockwell to approve the minutes of the previous meeting, suspend the reading and file. This motion carried by all ayes. APPROVAL OF CALLED MEETING Mrs. Talbert stated that the Called Meeting in November had not been approved. A motion was made by Mr. Pecht and seconded by Mr. Brockwell to approve the called meeting held in November, suspend the reading and file. This was carried by all ayes. CHANGE IN AGENDA Mayor Pond stated that the update on the Enterprise Zone Amendment would be moved to Mr. Dean to report on. MAYOR’S REPORT Mayor Pond reported that a new volunteer group had been started called C.A.T.S. (Care and Trapping Society). The group traps feral cats, has them neutered and released. He stated that they have trapped and moved almost all the cats living behind Brunswick Ins. Agency to a farm in the county. The group will be having a Brunswick Stew on Saturday, Jan. 12, in Freeman to help with the cost of neutering and vaccinating the cats. The group and Dr. Dennis are working together to neuter and vaccinate feral cats. Mayor Pond helped plant 12 long leaf pine trees along the entrance to the Tobacco Heritage Trail. Four have been planted at the entrance, four at the Park and four at the turntable. Mayor Pond showed Council a picture of a railroad marker that has been donated to the Museum by the Fred Woofter Family and may be used at the Park. The marker is now in the basement of the Museum. Mayor Pond reported that Saint Augustine is moving forward with the legal matters concerning them taking over Saint Paul’s. The ArtBank will be hosting the Barter Theater on Friday at the Chicago Building. Mayor Pond reported that the Fire Chief, Kevin Pair, had won the heavy weight championship division for the go cart season ENTERPRISE ZONE AMENDMENT APPROVED Mr. Dean stated that a letter was in the packets from the Department of Housing and Community Development stating that the application requesting a boundary amendment to the Enterprise Zone had been received and approved. Mr. Pecht asked that the incentives for the Enterprize Zone be spelled out and also the process a business would need to follow to apply for credits be explained. DOMINION POWER UPDATE Mr. Dean reported that a kick off meeting was held in December with Dominion Power, the County and IDA. The minutes from the meeting were in the packets. Also a progress update from B & B Consultants was in the packets. Everything is on schedule. VIRGINIA CAROLINA UPDATE Materials have been received from Virginia Carolina and are being studied to see what will be coming into our sewer system. ANNUAL REPORT –ROANOKE RIVER-RAILS –TO-TRAILS The annual report from the Roanoke River Rails-to-Trails was in the packets. Mr. Brockwell stated that this is a well done report. SET SUMMARY Mr. Dean stated that Council had a copy of a report on SET, Stronger Economies Together. This is summary of the Session I and Session 2 will be held on Jan. 15th in South Hill. Mr. Dean stated that this is a five county project for economic development. Mr. Dean encouraged members to attend on January 15th. DRAFT AMENDMENT TO ADD ALBERTA Mr. Outten reported that a “draft” amendment to Brunswick County IDA, Brunswick County and Town of Lawrenceville Water and Wastewater Agreement to add Alberta to the sewer system had been received late this afternoon. The main road block had been the I & I problem with the County wanting us to correct it before they would approve adding Alberta. This draft that they have agreed on would allow us to do the correction in stages over two years. After a discussion, a motion was made by Mr. Brockwell to approve the final agreement subject to approval by Mr. Outten and Mr. Dean as to form and content and to authorize Mr. Outten and Mr. Dean to sign the agreement. After a brief discussion, Mr. Brockwell amended his motion to be signed by Mr. Outten and Mayor Pond. This motion was seconded by Mr. Pecht and carried by all ayes. Mr. Dean reported that the Town of Lawrenceville and Town of Alberta had applied for a planning grant for improving the Alberta sewer system. A letter was in the packets from the Department of Housing and Community Development stating that a $1,000 Planning Grant had been approved to reimburse the Town after completion of three activities by February 10th. Mr. Dean stated that Lawrenceville would be assisting Alberta in meeting these requirements. FINANCIAL STATEMENT REPORT Mr. Pecht stated that the Financial Statement was in front of members. He stated that the office is still having problems with the new software making it difficult in getting the statement out. Mr. Pecht reported that the town is a little ahead of last year. FIRE REPORT Mr. Martin stated that the fire department had not given a report for the month. Mayor Pond stated that several times in the last couple of weeks, he had noticed that the fire department had not been able to go out due to lack of man power. He asked Mr. Martin to look into the possibility of hiring a retired fireman to be at the station during the week. POLICE REPORT Ms. Hardy stated that the police report was in the packets and it looked like the police had been busy. Chief Gibson stated that calls were up about 10%. Mr. Brockwell said he had heard of the incident during Christmas where the shoe store had a special order coming in and three people camped out on the sidewalk all night. He stated that the town needed to check our ordinances on allowing this to occur again. CONCERN AT SHOPPING CENTER ENTRANCE Mayor Pond stated that he had put the mobile sign out at the shopping center reminding people to stop before entering Hwy 58. It was reported that 4 wrecks in the last 30 days had occurred when “local” citizens have failed to stop and had been hit by oncoming vehicles. Mayor Pond stated that he was going to write VDOT concerning the placement of flashing lights reminding people to stop and also the possibility of marking the median so cars will know where to enter and exit. PAYMENT OF BILLS A motion was made by Mr. Pecht to pay the bills as presented and charge to the proper accounts. This was seconded by Mr. Brockwell and carried by all ayes. ADJOURNMENT As there was no other business to come before Council, a motion was made by Mr. Martin to adjourn. This was seconded by Mr. Brockwell and carried by all ayes. Douglas R. Pond, Mayor Alice B. Talbert, Clerk
____________________________________________________________________________________________________ Earlier Minutes are available in our archives. Click here.
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