Minutes of a Special Called Meeting of the Town Council of the Town of Marion, Virginia held in the Council Chambers of the Municipal Building on April 13, 2009 at 5:30 p.m.

 

PRESENT:   Mayor David Helms; Dr. James L. Gates, Suzanne Jennings, Mel Leaman, Mark Warren, Bill Weaver and Eugene Hendrick, Council Members; Town Manager John E. B. Clark, Jr.; Town Attorney Mark Fenyk; Assistant Town Manager/Town Engineer Cecil Hicks; and Town Clerk/Director of Finance Dixie Sheets.

 

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

 

VISITORS:  Virginia Department of Transportation Bristol District Planner and Urban Program Manager Donnie Necessary.

 

Mayor Helms welcomed Mr. Hendrick back on Town Council.  Mr. Hendrick accepted Town Council’s appointment to fill the unexpired term of Ken Heath. 

 

PUBLIC HEARING ON REVISION OF THE MARION SIX YEAR PLAN:  The purpose of the Public Hearing is to formally request revisions to the Marion Six Year Plan.  Mayor Helms opened the public hearing for input for or against the Plan.  No one was present to speak in favor or against the Plan.  Mayor Helms closed the Public Hearing.

 

VDOT Urban Program Manager Donnie Necessary presented an overview of the Town of Marion Six Year Plan Revisions.   Mr. Necessary stated that VDOT has $4.5 million set aside for the South Church Street Widening and Drainage Plan.  He added that with the economy and current trends that the project would cost well over the amount escrowed for the Town.   He suggested that the Town identify projects upon which the funds on hand could be utilized.   Working with Town Engineer Cecil Hicks the following seven (7) projects were identified:

1)                  South Church Street Drainage Project - $800,000

2)                  Pendleton Street, East Main Street & North Main Street Intersection Signal System - $120,000

3)                  Reconstruction of the Chatham Hill Road Bridge - $1,100,000

4)                  Complete Traffic Intersection Signal System Upgrades - $620,000

5)                  Baughman Avenue Bridge Superstructure Replacement - $945,000

6)                  Lee Street & North Church Street Intersection Re-alignment - $55,000

7)                  Route 16 North (Park Boulevard) & Terrace Drive Intersection - $52,000

 

Mr. Necessary stated that all federal and state requirements and standards must be met.  All of the requirements under the Six Year Plan revision will require a 2% cost to the Town of Marion.   Engineering for the project was discussed.  Mr. Necessary stated that engineering and administration could be handled in-house (VDOT) or the Town could secure the engineers and administer the funds.  Mr. Clark stated that he felt strongly that all administration and engineering should be handled by VDOT.

 

Of the projects, four (4) were selected as priorities.  The Baughman Street Bridge update was originally a Revenue Sharing project, which required a 50% match from the Town.  The estimated cost of the project was $650,000.  Therefore, the Town’s portion would have been $325,000.   In identifying the Baughman Street Bridge Superstructure Replacement, with pedestrian crossing at $945,000, the Town’s share would be 2% of the total cost.   The Chatham Hill Road Bridge Replacement Project will require considerable traffic management.  One lane would remain open during the construction, requiring signalization.  However, the bridge may be completely closed during construction.   It is yet to be determined if the bridge would be realigned.   Mr. Necessary stated that construction on the Signalization Project could begin within the next twelve (12) months.  Changing the South Church Street Widening and Drainage Project to the South Church Street Drainage Project only will allow the project to proceed.  The drainage problem on South Church Street is very serious.  Mr. Necessary added that there will continue to be open ditch areas in the Project, due to a $500 per linear foot mitigation fee for any open ditch that is piped. 

.

Mr. Necessary added that VDOT engineers are comfortable with the projects and are anxious to get started.    He further stated that as engineering begins VDOT will advise the Town of their progress.

 

Upon motion of Dr. Gates, seconded by Mrs. Jennings and vote of 6 AYES and 0 NOES, the following Resolutions were adopted.  Dr. Gates, Mrs. Jennings, Messrs Hendrick, Leaman, Warren, and Weaver voted affirmatively.

 

RECONSTRUCTION OF THE BAUGHMAN AVENUE BRIDGE

 

Whereas, in accordance with the Virginia Department of Transportation construction allocation procedures, it is necessary that a request by Council resolution be made in order that the Department program a locally administered urban highway project in the Town of Marion; and

Whereas, also in accordance with the Virginia Department of Transportation construction allocation procedures, a public hearing was conducted before the Town Council for the Town of Marion, meeting in special session on Monday, April 13, 2009, on the urban highway construction project; and,

Whereas, also in accordance with Virginia Department of Transportation construction allocation procedures, it is necessary for the Town of Marion and the Virginia Department of Transportation to enter into an agreement to effect the execution of the urban highway project; and,

Whereas, it is necessary for an official of the Town of Marion to be authorized by the Council for the Town of Marion to execute the agreement on behalf of the Town.

Now, Therefore Be it Resolved, that the Town Council of Marion requests that the Virginia Department of Transportation establish an urban construction project for the reconstruction of the Baughman Avenue Bridge; and,

Be it Further Resolved, that the Town of Marion agrees to pay its share of the total cost for preliminary engineering, right-of-way and construction of this project in accordance with Section 33.1-44 of the Code of Virginia, and that, if the Town of Marion subsequently elects to cancel this project, the Town of Marion agrees to reimburse the Virginia Department of Transportation for the total amount of the cost expended by the Department through the date the Department is notified of such cancellation; and,

Be it Further Resolved, that the Town Manager for the Town of Marion is hereby authorized to execute the agreement between the Virginia Department of Transportation and the Town of Marion for the prosecution of the urban construction project herein above requested.

Adopted this 13th day of April 2009.

TOWN OF MARION

 

By___________________________                         Attest:______________________

    Mayor                                                                                  Clerk

 

RECONSTRUCTION OF THE CHATHAM HILL ROAD BRIDGE

 

Whereas, in accordance with the Virginia Department of Transportation construction allocation procedures, it is necessary that a request by Council resolution be made in order that the Department program a locally administered urban highway project in the Town of Marion; and,

Whereas, also in accordance with the Virginia Department of transportation construction allocation procedures, a public hearing was conducted before the Town Council for the Town of Marion, meeting in special session on Monday, April 13, 2009, on the urban highway construction project; and,

Whereas, also in accordance with the Virginia Department of Transportation construction allocation procedures, it is necessary for the Town of Marion and Virginia Department of Transportation to enter into an agreement to effect the execution of the urban highway project; and,

Whereas, it is necessary for an official of the Town of Marion to be authorized by the Council for the Town of Marion to execute the agreement on behalf of the Town.

Now, Therefore Be it Resolved, that the Town Council of Marion requests that the Virginia Department of Transportation establish an urban construction project for the reconstruction of the Chatham Hill Road Bridge; and,

Be it Further Resolved, that the Town of Marion agrees to pay its share of the total cost for preliminary engineering, right-of-way and construction of this project in accordance with section 33.1-44 of the Code of Virginia, and that, if the Town of Marion subsequently elects to cancel this project, the Town of Marion agrees to reimburse the Virginia Department of Transportation for the total amount of the cost expended by the Department through the date the Department is notified of such cancellation; and,

Be it Further Resolved, that the Town Manager for the Town of Marion is hereby authorized to execute the agreement between the Virginia Department of Transportation and the Town of Marion for the prosecution of the urban construction project therein above requested.

Adopted this 13th day of April 2009.

TOWN OF MARION, VIRGINIA

 

By:________________________________              Attest:_______________________

            Mayor                                                                          Clerk

 

TOWN WIDE SIGNALIZATION UPGRADE

 

Whereas, in accordance with the Virginia Department of Transportation construction allocation procedures, it is necessary that a request by Council resolution be made in order that the Department program a locally administered urban highway project in the Town of Marion; and,

Whereas,  also in accordance with the Virginia Department of Transportation construction allocation procedures, a public hearing was conducted before the Town Council for the Town of Marion, meeting in special session on Monday, April 13, 2009, on the urban highway construction project; and,

Whereas, also in accordance with Virginia Department of Transportation construction allocation procedures, it is necessary for the Town of Marion and the Virginia Department of Transportation to enter into an agreement to effect the execution of the urban highway project; and,

Whereas, it is necessary for an official of the Town of Marion to be authorized by the Council for the Town of Marion to execute the agreement on behalf of the Town.

Now, Therefore Be it Resolved, that the Town Council of Marion requests that the Virginia Department of Transportation establish an urban construction project for the upgrade and modification of signal equipment Town wide; and,

Be it Further Resolved, that the Town of Marion agrees to pay its share of the total cost for preliminary engineering, right-of-way and construction of this project in accordance with Section 33.1-44 of the Code of Virginia, and that, if the Town of Marion subsequently elects to cancel this project, the Town of Marion agrees to reimburse the Virginia Department of Transportation for the total amount of the cost expended by the Department through the date the Department is notified of such cancellation; and

Be it Further Resolved, that the Town Manager for the Town of Marion is hereby authorized to execute the agreement between the Virginia Department of Transportation and the Town of Marion for the prosecution of the urban construction project herein above requested.

Adopted this 13th day of April 2009.

TOWN OF MARION, VIRGINIA

 

By:____________________________          Attest:___________________________

            Mayor                                                              Clerk

 

Dr. Gates moved that the Town release all Revenue Sharing Funds to VDOT as elaborated in Mr. Clark’s letter concerning the South Church Street Widening and Drainage Project.  Mr. Weaver seconded the motion.  Council approved the same by a vote of 6 AYES and 0 NOES.  Dr. Gates, Mrs. Jennings, Mr. Leaman, Mr. Hendrick, Mr. Weaver and Mr. Warren voted affirmatively.

 

Dr. Gates moved that the Council approve the letter, as written, requesting a change in the scope of the South Church Street Widening and Drainage Project to a drainage only project.  Mrs. Jennings seconded the motion.  Council approved the same by a vote of 6 AYES and 0 NOES.  Dr. Gates, Mrs. Jennings, Mr. Leaman, Mr. Hendrick, Mr. Weaver and Mr. Warren voted affirmatively.

 

Mr. Hicks expressed the Town’s appreciation to Donnie Necessary.  He stated that Mr. Necessary had worked tirelessly to bring this project to fruition. 

 

Mayor Helms asked Mr. Hendrick to assume Mr. Heath’s place on all Town Council Committees.  He further stated that Mr. Weaver may continue to sit on the Street Committee if he so desires. 

 

Upon motion, duly seconded, and vote of 6 AYES and 0 NOES, the meeting was adjourned.

 

 

_______________________________                      _________________________

Mayor                                                                          Clerk