Minutes of a regular meeting of the Town Council of the Town of Marion, Virginia held in the Council Chambers of the Municipal Building on July 18, 2011 at 5:30 p.m.

PRESENT:  Mayor David Helms; Jane Hale, Tricia Spencer, Suzanne Jennings, Dr. James Gates, Jim Owens, Bill Weaver and Jim Barker, Council Members; Town Manager John E. B. Clark, Jr.; Assistant Town Manager/Town Engineer Cecil Hicks; Community and Economic Development Director Ken Heath; Police Chief Mike Roberts; Police Lieutenant Rex Anders; Purchasing Agent Billy Hamm; Senior Citizen Director Mindy Dyer; Deputy Clerk Anita Catron; Town Clerk/Director of Finance Cindy Stanley.  

INVOCATION/PLEDGE TO THE FLAG:  Mr. Hicks rendered the invocation. Mayor Helms led the Pledge to the Flag.

VISITORS:  Jeff Spickard, Charles Wassum, III, Dickie Jennings and Ron Thomason.

MINUTES:  Upon motion of Mrs. Jennings, seconded by Mr. Weaver and a vote of 7 AYES and 0 NOES, the minutes of the meeting held July 5, 2011 were approved as written. Dr. Gates, Messrs Barker, Owens, Weaver, Ms. Spencer, Mrs. Jennings and Mrs. Hale voted affirmatively.

RESOLUTION TO THE VIRGINIA RETIREMENT SYSTEM ON LINE OF DUTY ACT: Mr. Clark informed Council that this item was previously approved; however there was some need for different language. Upon motion of Mr. Owens, seconded by Mrs. Jennings and vote of 7 AYES and 0 NOES, the Resolution was adopted.  

REPORT ON LOAN CLOSING FOR $606,000 RURAL DEVELOPMENT LOAN FOR SEWER TREATMENT PLANT PHASE I IMPROVEMENTS: Mr. Spickard reported on the loan closing which took place last Thursday, July 14, 2011. A pre-construction conference with the contractor has also taken place. The notice to proceed will be dated August 1, 2011. Completion should be sometime after the first of the year.     

REPORT ON ADVERTISING FOR DIGESTER PROJECT AT SEWER TREATMENT PLANT: Mr. Clark informed Council that this project is being advertised in the Bristol and Roanoke papers on July 24, 2011. The pre- bid conference is August 4, 2011. The bid opening is August 24, 2011.

REPORT ON FINALIZING REPAIRS AT SENIOR CITIZEN CENTER: Ms. Dyer hopes to turn the kitchen back over to District III on Thursday or Friday of this week. Town Staff completed all the work. Ms. Dyer also noted she received many positive comments on the use of the Town buses for the Arts and Crafts Festival.

ACCOUNTS: Upon motion of Mrs. Jennings, seconded by Mrs. Hale and vote of 7 AYES and 0 NOES, the accounts were approved for payment in the amount of $365,623.09. Messrs Barker, Weaver, Owens, Dr. Gates, Mrs. Jennings, Mrs. Hale and Ms. Spencer voted affirmatively.

INVESTMENTS: Mr. Weaver moved that the Investment Report be approved as presented. Mrs. Jennings seconded the motion. Council approved the same unanimously. Messrs Barker, Owens, Weaver, Dr. Gates, Mrs. Jennings, Mrs. Hale and Ms. Spencer voted affirmatively.

ADOPTION OF NEW GOVERNMENTAL ACCOUNTING STANDARD BOARD PROCEDURE: Ms. Stanley noted that the Town needs to adopt the Fund Balance Policy. The new Fund Balance Policy allows for more specific categories on the financial statements.   Upon motion of Mrs. Jennings, seconded by Mrs. Hale and vote of 7 AYES and 0 NOES, the Town adopted the Fund Balance Policy.

REQUEST FOR SNO-CONE SHACK FOR SPRING/SUMMER OF 2012: Mr. Jim Armstrong has requested to operate a mobile sno-cone shack at the Town Pool parking lot and other sporting events.  Discussion Ensued. Upon motion of Mr. Weaver, seconded by Mr. Owens and vote of 7 AYES and 0 NOES, this item was referred to the Building & Grounds Committee.

REQUEST TO BID OUT SNOW PLOWS AND TRUCK: Mr. Clark expressed the need to proceed with this item in order to receive the equipment before winter. Mr. Hamm informed Council that the specifications have been written and this item is ready to advertise. Upon motion of Dr. Gates, seconded by Mr. Owens and vote of 7 AYES and 0 NOES, this item was approved for Purchasing Agent to proceed with this item.    

REPORT ON RECREATION DEPARTMENT ROOF: Mr. Hamm reported the need for replacing the roof at the Recreation Department. The roof has been patched many times and now needs replacing. The insurance adjuster has determined the Town will not receive any insurance proceeds for this project. Upon motion of Dr. Gates, seconded by Mrs. Jennings and vote of 7 AYES and 0 NOES, this item was referred to the Buildings & Grounds Committee.

PUBLIC PRESENTATION: Mr. Ron Thomason presented Council with brochures for The Claw of The Dragon Motorcycle Trails. There will be a rally in Marion on August 20, 2011. Hopefully there will be 2,000 to 3,000 cyclists in Marion on that weekend.

WATER AND FINANCE COMMITTEE ON HIGH LEVEL TANK: Upon motion of Dr. Gates, seconded by Mrs. Hale and vote of 7 AYES and 0 NOES, the recommendation is to accept the base bid in the amount of $52,958 from Southern Corrosion, Inc to repair the interior of the tank.  

Mrs. Jennings stated that she had been contacted by Four Seasons Bakery, the new business downtown in reference to water being highly chlorinated. She also noted the Sprinkle Avenue house needs to be addressed again. Mr. Clark will refer this to Todd Long.

Mr. Weaver mentioned repaving the ends of the Shugart Bridge. He also inquired about having a dedication for the Prater Lane Project. He is still concerned about water accountability being low.

Mr. Barker will be going to Richmond next Thursday for an Environmental Committee meeting.  He also stated that River Bend Park had a picnic shelter damaged and the Town Crew repaired this. He expressed his thanks for the Police Officers patrolling the Park.

Mayor Helms also received positive comments on the transportation for the Arts & Crafts Festival at the Hungry Mother Park. He also stated Heartwood will have a grand opening next Saturday afternoon at 3pm. VFW Members have contacted Mayor Helms in regards to having another program to honor WWII Veterans again.

Mr. Heath noted that the Farmers Market is having Save Our Food Day this Saturday.

CLOSED SESSION:  Pursuant to Code of Virginia, as amended, Section 2.2-3711 (A-3) upon motion of Mrs. Jennings, seconded by Mrs. Hale and vote of 7 AYES and 0 NOES, Town Council entered into Closed Session for the purpose of discussing the acquisition of real property for a public purpose. Mrs. Jennings moved that Town Council returned to Open Session and identified it be known that only those matters legally exempted from Open Session and identified in the motion were discussed during Closed Session.  The motion was seconded by Mrs. Hale and carried by vote of 7 AYES and 0 NOES.  The Town Clerk polled the Council Members. Dr. Gates, Messrs Barker, Owens, Weaver, Mrs. Jennings, Mrs. Hale and Ms. Spencer voted affirmatively.

POSSIBLE PURCHASE OF LOT IN CONJUNCTION WITH PEARL/BUCHANAN CDBG PROJECT: Upon motion of Dr. Gates, seconded by Mrs. Hale and vote of 7 AYES and 0 NOES, Mr. Clark is to continue working with the Grant for Pearl/Buchanan Project about the purchase of property and work with the Housing Board to proceed with our offer.

POSSIBLE PURCHASE OF LAND: Upon motion of Dr. Gates, seconded by Mr. Weaver and vote of 7 AYES and 0 NOES, Mr. Heath, Mrs. Jennings and Mr. Barker will continue to gather information on this agenda item. Once the information is obtained we will then figure out the Town’s interest.

Upon motion, duly seconded and vote of 7 AYES and 0 NOES, the meeting was adjourned.

 

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Mayor                                                                                                   Clerk