SOUTH HILL TOWN COUNCIL REGULAR MEETING MINUTES MONDAY, MARCH 12, 2018 AT 7:00 P.M.

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1 SOUTH HILL TOWN COUNCIL REGULAR MEETING MINUTES MONDAY, MARCH 12, 2018 AT 7:00 P.M. The regular monthly meeting of the South Hill Town Council was held on Monday, at 7:00 p.m. in the Council Chamber of the South Hill Town Hall located at 211 South Mecklenburg Avenue in South Hill, Virginia. 1. CALL TO ORDER Honorable Mayor Dean Marion called the regular meeting to order at 7:00 p.m. 2. INVOCATION Mayor Marion rendered the invocation. 3. ROLL CALL Mayor Marion called upon Anna Cratch to call the roll, which was as follows: A. Council Members Glenn C. Allen M. B. Millie Bracey Lillie Feggins-Boone Lisa V. Jordan Delores B. Luster C. Leroy Sasser G. Ben Taylor Councilman Mike Moody was not present at the meeting. B. Staff in Attendance Katherine Bigelow, Finance Director Kim Callis, Town Manager David Hash, Code Compliance Offic. Bill Wilson, Public Works Director Stuart Bowen, Police Chief Anna Cratch, Town Clerk Brent Morris, Business Devt. Manager 4. APPROVAL OF MINUTES FEBRUARY 12, 2018 A motion was made by Councilwoman Feggins-Boone, second by Councilwoman Luster, to dispense with the reading of the minutes of the regular meeting held on February 12, 2018, since all Council members received copies prior to the meeting, and approve as submitted by Anna Cratch. Motion carried unanimously. 5. RESOLUTION FOR BRYN MONTGOMERY Kim Callis presented a Resolution of Congratulations and Appreciation to Bryn Montgomery. She recently participated in the Food Network s Kids Baking Championship competing against 11 Page 1 of 8

2 participants. She advanced well into the competition and was thanked for being a tremendous ambassador for South Hill. 6. SERVICE AWARDS Nelson Ratcliffe, Public Works Crew Chief for Water and Sewer, was recognized and thanked for 15 years of service effective March 24. As Mr. Ratcliffe was assisting with snow cleanup, he was not able to attend the meeting. 7. PUBLIC HEARINGS A. Kim Callis Bid Opening for the Natural Gas Franchise Kim Callis informed Council a Public Bid Opening has been called for the Natural Gas Franchise, which will extend for a period of 25 years. Mr. Callis opened receipt of bids. Only one was received from Columbia Gas of Virginia. Karl Brack and Tommy Early represented Columbia Gas at the meeting. Mr. Callis closed receipt of bids. A motion was made by Councilman Sasser, second by Councilwoman Luster, to adopt the ordinance granting a franchise to Columbia Gas of Virginia to provide natural gas service within and through the Town of South Hill for a period of 25 years. A roll-call vote was requested and voiced as follows: Councilman Allen-Aye Councilwoman Feggins-Boone-Aye Councilwoman Luster-Aye Councilman Sasser-Aye Councilwoman Bracey-Aye Councilwoman Jordan-Aye Councilman Moody-Absent Councilman Taylor-Aye. 8. CODE COMPLIANCE REPORT A. Monthly Report David Hash presented the report of activity for the month of February 2018 as follows: Inspections Completed - 20 Permits Issued - 12 Fees Collected - $ UEZ Exemption - $ 0 Rehab Exemption - $ General Exemption - $ 0 Work Value - $ 172, New businesses for the month of February include F.A.M.E. Tech Business Software, LLC at 924 W. Atlantic Street (technical, business software/sales management). A motion was made by Councilwoman Feggins-Boone, second by Councilwoman Luster, to approve the report of the Code Compliance Official for the month of February 2018 as submitted by David Hash. Motion carried unanimously. B. Dilapidated Properties Page 2 of 8

3 Mr. Hash reported he contacted the property owners of the following 13 addresses: South Hill Avenue sent a letter requesting removal date Dortch Lane roof replaced; plan to paint or install siding by June Coleman Lane sent third Notice of Violation letter Meadow Street talked to Mr. Alvin Burkes who is going to sell the property West Virginia Street met with Mr. Ferguson who is surveying the property to move forward with removal Windsor Street talked to Mr. Connell; plan to remove by June E. Atlantic Street talked to Paul Duffer about maintenance on this property and received plan of action; start by May 1, Goodes Ferry Road talked to Paul Duffer about maintenance on this property and received plan of action Goodes Ferry Road talked to Paul Duffer about maintenance on this property and received plan of action Park Lane sent letter requesting maintenance plan within 30 days East Atlantic Street sent letter requesting maintenance plan within 30 days East Atlantic Street sent letter requesting maintenance plan within 30 days High Street Mr. Edward Layne proceeding forward with removal taken. This agenda item was for informational purposes only; therefore, no Council action was 9. POLICE REPORT A. Monthly Report Chief Bowen presented the police report for the month of February Chief Bowen informed Council there were 405 activity incidents, 28 reportable criminal offenses, 488 calls for service, and 27 warrants issued in February. He presented the following administrative news: Corporal Harvey King retired February 15, His effective last date of employment is May 1. Officer C.B. Fleming was promoted to Corporal. Investigator Chuck Mayer, Detective Ryan Durham, and Detective Carie Watters attended a four-hour class on Gangs and Officer Safety held at the General District Court in Boydton. Detective Chuck Mayer and Detective Ryan Durham attended an eight hour training, FBI-NDAC Best Practices Collection-Seizure of Mobile Devices for Investigators, at the Academy in Lynchburg. Sergeant Mike Peebles and Sergeant Chris Parrott completed four hours each Intoxilyzer Recertification at the Virginia State Police Driver Training Complex in Blackstone. A motion was made by Councilman Sasser, second by Councilwoman Luster, to approve the report of the Police Department for the month of February as submitted by Chief Bowen. Motion carried unanimously. 10. FINANCE REPORT Page 3 of 8

4 A. Monthly Financial Report follows: Katherine Bigelow submitted the financial report for month ended February 28, 2018 as General Fund - $15,799, Total CD Investment Accounts - $2,378, Water and Sewer Fund - 2,604, Total Police Dept. Savings - $ 5, Cemetery Fund - 11, Total Taxes Due Thru 02/28/18 - $ 230, West Main Street - (66,954.21) (Real Estate and Personal Property) Food Hub - (28,466.40) Groom School Apartments - 9, Total in Checking - $18,328, A motion was made by Councilwoman Bracey, second by Councilman Taylor, to approve the financial report for month ended February 28, 2018 as submitted by Katherine Bigelow. Motion carried unanimously. 11. BUSINESS DEVELOPMENT REPORT A. Monthly Update as follows: Brent Morris submitted the business development report for the month of February 2018 mailed 14 information packets to the executives of four major companies highlighting our industrial parks and Town completed the billboard design to highlight our industrial parks; design has been sent to installer met with a coffee shop owner looking to expand their franchise attended the Foreign Affairs Security Training Center (FASTC) Information Fair; South Hill was very well received and multiple realtors in our area have received phone calls. prepared and submitted South Hill application/survey to become an Opportunity Zone in Virginia met with a potential distribution company about moving their operations to South Hill met with a local business leader in the community about new opportunities for South Hill and how they can promote our community continued working with the Shops of South Hill in various projects taken. This agenda item was for informational purposes only; therefore, no Council action was 12. CITIZENS TO ADDRESS COUNCIL A. Floyd Edmonds, Southside Rescue Squad, Inc. 1) 2017 Annual Rescue Squad Report Page 4 of 8

5 On behalf of the Southside Rescue Squad, Inc., Floyd Edmonds presented Council with the Southside Rescue Squad s 2017 Annual Report. Mr. Edmonds reported they answered 2,312 calls and had 65 medflight transfers. They put in over 10,000 hours on calls, training, and classes. They have 35 volunteers; 10 junior members assist along with four associate members. They have 14 paramedics, 12 intermediates, and 12 EMTs. The Southside Rescue Squad building was built in The building renovations are now complete (total cost $335,000) except for a few housekeeping items. Council will be invited for a tour hopefully within the next month. Mr. Edmonds thanked Council for their monetary assistance last year with the upstairs living quarters. The Squad has just received a grant for two cardiac monitors. Their part of the grant is $39,000. They are looking at purchasing a new ambulance with the new loading system (approximate cost $255,000). The Mecklenburg County Rescue Association is in the process of talking with VACOR and the county to take over the workers comp for all rescue and fire personnel in the county. Last year they competed in the convention again. Mr. Edmonds stated the Southside Rescue Squad could not function if not for the support of the community and Town. Council thanked them for all they do. 2) Annual Bucket Drive on May 26 from 7:00 a.m. to 2:00 p.m. Mr. Edmonds requested permission to hold their Annual Bucket Drive on May 26 from 7:00 a.m. to 3:00 p.m. A motion was made by Councilwoman Jordan, second by Councilwoman Feggins-Boone, to authorize the Southside Rescue Squad to hold their Annual Bucket Drive on May 26 from 7:00 a.m. to 2:00 p.m., in coordination with the Police Department. Motion carried unanimously. 13. COMMITTEE REPORTS There were no committee reports. 14. TOWN MANAGER REPORT Kim Callis submitted the following report for the month of February 2018: A. Centennial Park Calendar Kim Callis presented Council with a calendar of activities and reservations at Centennial Park. The calendar changes frequently as new reservations are made. The first Sunset Sounds Third Thursday music event features The Embers on May 17. taken. This agenda item was for informational purposes only; therefore, no Council action was B. Vacation of Unnamed Street ROW off Westover Avenue Mr. Callis informed Council that on February 12 a Public Hearing was held regarding a request by John and Linda Crowe, Ernest B. Reese, Sr. and Irma H. Reese, and Herbert W. Newman, Sr. Page 5 of 8

6 to vacate a 40 unimproved right of way located between 707 Westover Avenue and 801 Westover Avenue. After the hearing, a three-person committee (Stuart Taylor, Mike Sparkman, and Holly Blackwell) was appointed to view the location to determine if any inconvenience would be caused by vacating the right of way. Mr. Callis received a written report from the committee dated March 1, 2018 indicating that vacating the right of way will not cause any inconvenience to anyone. Council must adopt an Ordinance of Vacation to abandon the right of way. Once vacated, the property may be transferred to the adjoining property owners who must pay all costs (legal, survey, etc.) related to the transfer. Ms. Crowe and Mr. Reese were present at the meeting. A motion was made by Councilwoman Bracey, second by Councilman Sasser, to adopt the Ordinance of Vacation for an unimproved right of way located between 707 Westover Avenue and 801 Westover Avenue; and to authorize the Mayor to sign and Town Clerk to attest the ordinance. A roll-call vote was requested and voiced as follows: Councilman Allen-Aye Councilwoman Feggins-Boone-Aye Councilwoman Luster-Aye Councilman Sasser-Aye Councilwoman Bracey-Aye Councilwoman Jordan-Aye Councilman Moody-Absent Councilman Taylor-Aye. C. EDA Grant Application Resolution for Northeast Sewer Collection Project Mr. Callis reported staff is working with the Southside Planning District Commission to apply for grant funding for the Northeast Sewer Collection Project. While the exact project cost will not be determined until bids are received, the cost is anticipated to be approximately $4 million based on engineering estimates. We are pursuing funding from several sources. A resolution required to apply for Economic Development Administration funding of $1,831,162, which requires the Town to provide matching expenditures, which exceed the EDA grant funding. We will provide the match through other grants or loans. The resolution does not guarantee that our application will be funded, but it is required for consideration. A motion was made by Councilman Taylor, second by Councilwoman Bracey, to adopt the resolution to apply for Economic Development Administration funding for the Northeast Sewer Collection project and to authorize the Town Manager to execute all related documents and tasks. A rollcall vote was requested and voiced as follows: Councilman Allen-Aye Councilwoman Feggins-Boone-Aye Councilwoman Luster-Aye Councilman Sasser-Aye Councilwoman Bracey-Aye Councilwoman Jordan-Aye Councilman Moody-Absent Councilman Taylor-Aye. 15. HUMAN RESOURCES REPORT Kim Callis presented the following administrative news for the month of February 2018: Daniel Martin attended Advanced Wastewater Analysis training sponsored by the Hach Company on February 21 in Roanoke. Congratulations to Daniel Martin for passing the Wastewater Treatment Operator I Licensure Exam. Page 6 of 8

7 We are currently interviewing for the Accounting Technician I position that will be available upon the retirement of Linda Crowe. Thirty-three applications have been received for this position. This agenda item was for informational purposes only; therefore, no Council action was taken. 16. PUBLIC WORKS REPORT Bill Wilson submitted the following report for the month of February 2018: A. Winter Issues Snow Events: Four snow events have been confronted this winter. For the December 8 event, 50 tons of salt was used; for January 4, 60 tons was used; for the January 16 event which brought 6-8 of snow, 85 tons was used; and for March 12, around 30 tons of salt will probably be used. Around 50 tons of salt will be left after today s event. Water Main Breaks: Typically in colder climates, water main breaks increase from November to February by a two-to-one ratio to the rest of the year. The cold weather in December and January resulted in many breaks. Councilwoman Bracey commented the problem we have had with the delays in leaf collection is related directly to the number of water main breaks that have occurred. taken. This agenda item was for informational purposes only; therefore, no Council action was 17. OLD BUSINESS There was no old business. 18. NEW BUSINESS There was no new business. 19. EXECUTIVE SESSION Real Estate Prospective Business (A)(5) Pursuant to Prospective Business (A)(5) of the Code of Virginia and on motion of Councilman Sasser, and second of Councilwoman Feggins-Boone, the South Hill Town Council entered into Executive Session to discuss Prospective Business matters. The members voted unanimously to enter into said Executive Session. There was no action taken while in Executive Session on the Prospective Business matters. WHEREAS, the South Hill Town Council has convened an executive meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act; and Page 7 of 8

8 WHEREAS, (A)(5) of the Code of Virginia requires a certification by this Council that such executive meeting was conducted in conformity with Virginia Law; NOW THEREFORE, BE IT RESOLVED that the South Hill Town Council hereby certifies that to the best of each member s knowledge, (1) only public business matters lawfully exempted from open meeting requirements by Virginia Law were discussed in the executive meeting to which certification resolution applies, and (2) only such business matters as were identified in the motion convening the executive meeting were heard, discussed, or considered by the Council. A motion was made by Councilwoman Feggins-Boone, second by Councilwoman Luster, to approve Resolution 323, dated, and return to Open Session. All members present voted affirmatively. 20. OPEN SESSION There was no action taken in Open Session on the Prospective Business matters. 21. OTHER BUSINESS At Councilwoman Bracey s request, Kim Callis commented he will contact Charles Crowder and let him know we would like to move forward. Mr. Callis mentioned one of the concerns of The Shops of South Hill is downtown parking. Town staff plans to meet with the Street Committee soon regarding the determination that seven more parking spaces can be obtained by maneuvering the bumpouts. The traffic signal will need to be reconfigured. Councilman Taylor inquired about potholes and the Windsor Street cut through. Bill Wilson reported as it is weather related, they will start making asphalt soon (Adams typically cranks up toward the end of March.) A load could probably be obtained now from Raleigh. Kim Callis stated we spend $400,000 to $500,000 a year in overlay and street maintenance, focusing on the worst areas first. 22. ADJOURNMENT There being no further business matters before the South Hill Town Council, Mayor Marion adjourned the meeting at 7:53 p.m. Respectfully submitted by Anna B. Cratch. Attest: Anna B. Cratch, Town Clerk Signed: Dean Marion, Mayor Page 8 of 8