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 October 17, 2011 at 5:30 p.m.

PRESENT:  Mayor David Helms; Jane Hale, Dr. James Gates, Tricia Spencer, Suzanne Jennings, Bill Weaver, Jim Owens and Jim Barker, Council Members; Town Attorney Mark Fenyk; Town Manager John E. B. Clark, Jr.; Assistant Town Manager/Town Engineer Cecil Hicks; Program Support Technician Mandy Bowman; Community and Economic Development Director Ken Heath;  Police Chief Mike Roberts; Police Lieutenant  Andrew Moss; WTP Supervisor Tony Edwards; Fiscal Technician Paula Ashlin,  Deputy Town Clerk Anita Catron.  

INVOCATION/PLEDGE TO THE FLAG:  Clerk of Court John Graham rendered the invocation. Mayor Helms led the Pledge to the Flag.

VISITORS:  Jeff Spickard, Mary P. Stump, Anna Graham, Ava Graham, Beth Graham, John Graham, Gary Foulke, Toby Boian, Charles Dickson, David Thomas, Adam Tolbert, Nicole Albano, Courtney Keheley, Mike Albano, Robert Lincoln, Dickie Jennings, Dr. Charles Wassum III, Kenn Fox, Martha Copenhaver, J.S. Staley.

MINUTES:  Upon motion of Mrs. Jennings, seconded by Mr. Weaver and a vote of 7 AYES and 0 NOES, the minutes of the informational meeting held September 28, 2011 were approved as written.  Messrs Barker, Weaver, Owens, Dr. Gates, Ms. Spencer, Mrs. Jennings and Mrs. Hale voted affirmatively.

MINUTES: Upon motion of Mrs. Jennings, seconded by Mrs. Hale and a vote of 7 AYES and 0 NOES, the minutes of the meeting held October 6, 2011 were approved as written. Messrs Barker, Weaver, Owens, Dr. Gates, Ms Spencer, Mrs. Jennings, and Mrs. Hale voted affirmatively.

PUBLIC HEARING REGIONAL WATER SUPPLY PLAN: Toby Boian, Mount Rogers Planning District Commission, stated the need for this public hearing was to adopt the water supply plan. Commonwealth of Virginia passed a law requiring all towns and counties to prepare and submit a plan with the Department of Environmental Quality. The Town of Marion is a participant with the Cumberland Plateau and Mount Rogers Regional Water Supply Group. Mount Rogers has prepared this and if adopted, this plan will be submitted to the Department of Environmental Quality before November 2, 2011. This plan will be revised every 5 years and resubmitted every 10 years.

Mayor Helms opened the floor for any discussion. With no discussion Mayor Helms closed the Public Hearing. Upon motion of Mrs. Jennings, seconded by Mrs. Hale and a vote of 7 AYES and 0 NOES this plan was adopted.

RESOLUTION IN SUPPORT OF ANTI-BULLYING PROGRAM: Mayor Helms read the resolution and presented a copy to Mr. Gary Foulke, principal of Marion Intermediate School. Mrs. Mary P. Stump is a teacher at the school and stated this week is kick-off week for this program. For every day they have a different theme planned.

REQUEST FOR JOINT PUBLIC HEARING: Cecil Hicks, Zoning Administrator requested a Joint Public Hearing with Marion Planning Commission for property located at 1122 Culbert Drive.  Mount Rogers Community Services Board has purchased this property and has requested to have it rezoned. Upon motion of Mrs. Jennings, seconded by Ms. Spencer and a vote of 7 AYES  and 0 NOES this was set for Joint Public Hearing on November 7, 2011 at 5:30 in Council Chambers.

SEWER TREATMENT PLANT PHASE I UPGRADE: Jeff Spickard with The Lane Group requested pay request #2 be paid to the contractor for this project in the amount of $89,281.00. He gave an update on the contractor work and costs of materials. There are problems with the UV System, these should be addressed starting in December at the latest. Upon motion of Dr. Gates, seconded by Mrs. Jennings and a vote of 7AYES and 0 NOES pay request # 2 was approved for payment.

WATER TREATMENT PLANT ROOF: Town Manager John Clark explained the need for a new roof at the Water Treatment Plant and High Level Tank Pump Station. Bids for this project are due October 20th and he would like to have a meeting with water and finance committees after the bid opening so they can approve the bids and the roof replacement can be finished before bad weather. Upon motion of Mrs. Hale, seconded by Mrs. Jennings and a vote of 7 AYES and 0 NOES council approved the water and finance committees to give permission to begin after approval of bids.

POSSIBLE PURCHASE OF HOLSTON HILLS COUNTRY CLUB: Mayor Helms stated that a decision needed to be made concerning the purchase of Holston Hills Country Club. Upon motion of Dr. Gates, seconded by Mr. Owens Town of Marion will purchase Holston Hill Country Club after it is determined there is a clear title to the property. Discussion ensued. With a vote of 4 AYES 2 NOES (Spencer, Hale) and 1 ABSTENTION (Jennings) Council  Members voted to purchase Holston Hills Country Club.

WATER MILL ROAD WATER LINE: Cecil Hicks stated that work on the water line on Water Mill Road has gone faster than expected. The contractor has done a good job and expects to be finished and the meter in operation within a few days.

ACCOUNTS: Upon motion of Mr. Weaver, seconded by Mrs. Jennings and a vote of 7 AYES and 0 NOES the accounts were approved for payment in the amount of $887,964.70.

INVESTMENT REPORT: No investments were made for this period. Upon motion of Mrs. Jennings, seconded by Mr. Owens and a vote of 7AYES and 0 NOES this report was accepted.

ROOF REPLACEMENT AT RECREATION DEPARTMENT: Mr. Clark stated the roof at the Recreation Department is in need of replacement. After the Purchasing Department contacted VML insurance, they will pay for a portion of this after the deductible. He thanked everyone for their part in this endeavor, and what a fine job they had done. Upon motion of Mr. Owens, seconded by Mrs. Hale and a vote of 7 AYES and 0 NOES permission was given to replace the roof.

PARKING GARAGE: Mr. Clark and Mr. Heath explained, the County has requested payment of the Town’s remaining portion for this project. The Town of Marion has already paid $250,000 toward this project from the present CDBG-R grant from the purchase of the Old Schoolhouse. According to calculations, the amount still to be paid by the Town of Marion will be $477,284.00 for their responsibility on the Parking Garage. As soon as bids come in for borrowing this money, a Finance Committee meeting will be scheduled. 

MARION TREE COMMISSION: Mr. Jim Barker is the Council representative appointed for this board. He requested the terms for members to be changed from 2 consecutive terms to 3. Upon motion of Mr. Barker, seconded by Mrs. Jennings and vote of 7 AYES and 0 NOES this was set for Public Hearing on November 21st.

GOBBLER GALLOP: Mike Albano was present to ask Council’s approval for a 5k run on Thanksgiving morning beginning at 9:00 A.M. This would go through the downtown area and along various areas in town. After discussion with Mr. Albano, the route will be given to Chief Roberts. Upon motion of Mr. Weaver seconded by Mrs. Jennings and a vote of 7 AYES 0 NOES The 5k run was approved.

PUBLIC PRESENTATIONS: Anyone not on the Agenda was given an opportunity to speak. No one present spoke.

MAYOR’S REPORT: The Motorcycle Group, “Back of the Dragon”, visited our town earlier this year. They are planning another trip through the area. Also he has been asked by some at Hungry Mother State Park for Town Officials to consider advertising with the State Park, if council chooses to purchase the Golf Course so people that travel through the area know about the State Park and the Golf Course.

Mrs. Hale requested a copy of all Town businesses that were not currently paying Taxes, Meals Tax, and Business License Fee’s.

GENERAL INFORMATION: Ken Heath, Economic Development Director, shared with Council that Marion Fire Department has taken the steel that was given to them from the World Trade Center to Bristol and other Regional Parades to share with other people. Also the Halloween Madness Downtown will be held on Saturday October 29th from 4pm until 7pm at the parking lot at the Farmer’s Market. This will include “trunk or treat” and other activities.

VDOT SCRATCH GRAVEL BRIDGE PROJECT: Mr. Heath also spoke of the problems that have already effected traffic flow with the closing of lanes on interstate 81. With the increase in traffic through downtown, he has suggested that pictures be taken so they will have proof on any damages that were caused due to the increase in traffic flow.

TOWN ENGINEER: Cecil Hicks stated that water accountability is up and thinks this will increase even more as the new water meters are installed. Also the signals are being installed at the new hospital and everything is going well with them.

TOWN MANAGER: Mr. Clark informed council of a Public Information Meeting  set for October 27th at the Municipal Building from 4pm until 6pm so that anyone who wishes may view the Flood Plain Map.

MAYOR: Edwynne Drive area seems to be having several leaks and can someone check this for possible upgrade of water lines. Also consider doing weekly brush pick-up thru October next year.

CLOSED SESSION:  Pursuant to Code of Virginia, as amended, Section 2.2-3711 (A-3) and upon motion of Mrs. Jennings, seconded by Mr. Weaver 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 Ms. Spencer and carried by vote of 7 AYES and 0 NOES. 

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


______________________________________                           ______________________________________

Mayor                                                                                                   Clerk