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 April 15, 2002 at 7:00 p.m.

PRESENT: Mayor David P. Helms; Samuel S. Burkett, Ralph Price, Mel Leaman, Buford Cregger, Eugene Hendrick, Sam Mutter and Dr. James Gates, Council Members; Town Manager John E. B. Clark, Jr.; Town Attorney Mark Fenyk; Police Chief Michael Roberts and Purchasing Agent B. J. Hamm.

INVOCATION/PLEDGE TO THE FLAG: Rev. Judd Compton rendered the invocation and Mayor Helms led the Pledge to the Flag.

MINUTES: Upon motion of Mr. Mutter, seconded by Mr. Price and vote of 7 AYES and 0 NOES, the minutes of the meeting of April 1, 2002 were approved as written and distributed. Messrs Burkett, Mutter, Cregger, Hendrick, Price, Leaman, and Dr. Gates voted affirmatively.

VISITORS: Rev. Judd Compton, Tracy Sledd, Bo Surber, Jim May, Clayton Cregger, Steve Wymer, Dickie Keesling, Mary Margaret Justis.

REQUEST FOR PROPOSALS ON EAST CHILHOWIE STREET BRIDGE-PRELIMINARY ENGINEERING REPORT-TOWN MANAGER: Mr. Clark stated that bids for this project are due by May 1, 2002. Requests for proposal have been advertised locally as required.

FIRE DEPARTMENT FINANCING AND FEMA GRANT-TOWN MANAGER, ASSISTANT FIRE CHIEF: Mr. Clark advised that the Town of Marion has submitted a grant application to FEMA in the amount of $450,000 for a new pumper truck. The Town’s match to this grant is $50,000. Our Congressional representatives have agreed to submit letters of support for funding of the Town’s application.

Mr. Clark further advised that he met with Rural Development Manager Travis Jackson to finalize documents for funds committed to the Town in the amount of $1,500,000 for fire fighting vehicles over a term of 15 years at 4.75%. Monthly payments would be $7,170. $11,000 per month is being set aside for the purchase of a new fire truck. He added that there is no penalty for early payoff of the loan. Mr. Clark stated that he has informed Mr. Jackson that the Town is not ready to proceed with the purchase of these vehicles. Mr. Jackson has assured Mr. Clark that the funding offer is valid until April 4, 2003. One stipulation is that the vehicles must be purchased and these funds may not be used on a lease agreement.

Recent bids received were reviewed and found to be too expensive. Assistant Fire Chief B. J. Hamm added that both bids previously submitted had omitted items from the specifications.

Fire Chief Steve Wymer and several Fire Department personnel were present. Chief Wymer asked if the Town staff or Town Attorney have been in contact with their consultant, Larry Stevens. Mr. Clark and Mr. Fenyk stated that they had received e-mails from Mr. Stevens. Chief Wymer stated that Mr. Stevens had suggested that the Town bid the fire fighting equipment regionally to reduce the amount of the bids. Another suggestion was to join a consortium with other localities. Mr. Fenyk was asked if this procedure would be legal and acceptable. Mr. Fenyk advised that it was his opinion that joining with other government bodies to request for bids for fire fighting vehicles would be acceptable.

Dr. Gates moved that the Town reject all previous bids for fire fighting vehicles. Mr. Mutter seconded the motion. Council approved the same unanimously. Messrs Burkett, Price, Leaman, Cregger, Hendrick, Mutter and Dr. Gates voted affirmatively.

Dr. Gates moved that Council empower the Town Manager, working with Larry Stevens and the Town Attorney, to obtain new bids for fire fighting equipment by any legal means and that the Town Attorney review proposed bid contracts. Mr. Mutter seconded the motion. Council approved the same unanimously.

LINCOLN THEATRE-INTRODUCTION OF MARY MARGARET JUSTIS-EXECUTIVE DIRECTOR: Mayor Helms welcomed newly appointed Lincoln Theatre Foundation’s Executive Director Mary Margaret Justis. Ms. Justis has been employed approximately 3 weeks. She is experienced in management and fund raising. She stated that she is excited about the Lincoln Theatre Project and sees it as a cultural arts center for the Town of Marion and surrounding area. Ms. Justis pledged to keep Town Council informed on the progress of the restoration and thanked the Town for it’s support of the project.

ACCOUNTS: Mr. Price moved that the accounts be paid in the amount of $342,864.60. Mr. Mutter seconded the motion. Council approved the same unanimously. Messrs Burkett, Hendrick, Cregger, Price, Leaman, Mutter and Dr. Gates voted affirmatively.

INVESTMENTS: The report stated that there were no investments made since the meeting of March 18, 2002. Upon motion of Mr. Burkett, seconded by Mr. Mutter and vote of 7 AYES and 0 NOES, the report was accepted as presented.

PROCLAMATION OF SMYTH COUNTY CLEAN-UP DAY: Mayor Helms read the Resolution to proclaim April 20, 2002 as "Smyth County Clean-up Day". Upon motion of Mr. Mutter, seconded by Mr. Hendrick and vote of 7 AYES and 0 NOES, Council approved the same. Mayor Helms noted that Town employees would be paid a flat-fee to work from 8 am – Noon in areas to be pre-determined by the Town Manager.

VML TOWN SECTION MEETINGS: Members of Council were informed that VML would host a Town Section Meeting on May 10, 2002 at the Martha Washington Inn. Those interested in attending should contact the Town Clerk prior to May 7, 2002.

FEMA-DISASTER ASSISTANCE: Mr. Clark stated Smyth County has been designated as a disaster area from recent flooding. He noted that grants are available for individuals and families. Applications may be made by telephone 1-800-621-3362.

ARBOR DAY PROCLAMATION AND LUNCH: Mayor Helms informed Town Council members that an Arbor Day Celebration is planned for April 18, 2002 beginning at the Civitan Park on North Church Street at 11:45 am. Following the ceremony, a picnic luncheon will be held at the Marion Recreation Center. Vice-Mayor Samuel Burkett read the Proclamation. Upon motion of Mr. Leaman, seconded by Mr. Hendrick and vote of 7 AYES and 0 NOES, the Resolution declaring April 18, 2002 as Arbor Day in Marion, Virginia was adopted.

STREET COMMITTEE-ALIGNMENT OF HIKING/BIKING TRAIL: Mr. Clark reported that the Committee met with Anderson and Associates representatives. Several suggestions were made as to the alignment of the Hiking/Biking Trail along Park Boulevard. One recommendation called for those using the Trail to cross Route 16 at least twice. The Committee found this to be unacceptable. They felt the Trail should keep to one side of the road. The Committee also recommended that the project stay on top of the old wall that has been discovered along the proposed Trail. They feel this would better support the Trail. The Committee’s ideas will be incorporated into the plan. A Public Forum has been scheduled for May 20^th from 5 pm – 7 pm. Plans for the project may be viewed in the Town Engineer’s Office, located in the Municipal Building.

Mr. Clark advised that $250,000 has been secured thru grant funds for the project. The Town of Marion and Smyth County have committed local match for the grant. However, this is not enough to finish the Trail. Anderson and Associates estimate the total project to be $512,000. Additional funding requests are pending.

STREET COMMITTEE-PRIMARY SCHOOL TRAFFIC: Smyth County School Board had requested a recommendation from the Town on the traffic problems on Highland Drive and Stage Street from Marion Senior High School to Marion Primary School. The Committee recommended that due to present street alignments and widths and with no money presently allocated by the Town, State or County for this improvement, this matter be referred back to the Smyth County School Board, Smyth County Board of Supervisors, and VDOT for any action. Mr. Hendrick moved that the recommendation be accepted. Mr. Cregger seconded the motion. Council approved the same by a vote of 7 AYES and 0 NOES.

OLDER AMERICANS CELEBRATION: Mayor Helms relayed an invitation from Pam Roop that an event to honor and celebrate Older Americans will be held May 24, 2002 from 11 am – 2 pm.on the Court House lawn. Hot dogs and drinks will be available.

STUDENT GOVERNMENT DAY: Mayor Helms advised that a very interesting group of seniors from local high schools participated in Student Government Day April 9, 2002. The Town was delighted to participate in this program.

SCRATCH GRAVEL PROJECT: Mayor Helms noted that an informational meeting would be held April 16, 2002 at MSHS from 4-7 pm to discuss VDOT’s Scratch Gravel Improvement Project (Smyth County portion). He suggested that any member of Town Council or Town Staff should attend this meeting to determine how this project would tie into the Town of Marion South Church Street Widening Project.

TOWN ENGINEER: Mr. Clark informed Town Council that Town Engineer Cecil Hicks is attending a conference sponsored by Virginia Tech at Hotel Roanoke. This is a four-day conference and Mr. Hicks was able to obtain a scholarship to defray the cost. Mr. Hicks will make a report on the conference upon his return.

MCINTYRE WATER TANK: Mr. Burkett asked if the leak in the tank had been found. Mr. Clark advised that Public Works Director Roy Burke has determined the location of the leak. The leak was not in the main line but in an accessory line and should be repaired in the near future.

RIVERBEND PARK-PICNIC TABLES: Mr. Price asked that picnic tables be placed at the RiverBend Park shelter at the earliest possible date. He also asked that public works remove an old bathtub from the property.

ECONOMIC DEVELOPMENT-JOINT PERSONNEL: Mr. Price requested that the Town Manager work with Smyth County on the possibility of jointly hiring an Economic Development employee. Due to recent plant closings and increase in unemployment, this position is badly needed for our area. Mr. Clark advised that Board of Supervisor Member Marvin Perry has recently approached the Smyth County Finance Committee on this subject. He will contact the County concerning this request.

SMYTH COUNTY FREE CLINIC: Mr. Leaman informed Council that an Open House is scheduled for the Smyth County Free Clinic on Saturday, April 20, 2002 from 10 am – Noon.

WEB PAGE: Mr. Hendrick report that Terry Lee continues to upgrade the web site. The revamped site, located at www.marionva.org, has updated information, links, and additional pages. Mr. Hendrick has worked closely with Mr. Lee to provide an updated and informative site.

TECHNOLOGY COMMITTEE-COMPUTERS/WORKSTATIONS: Mr. Leaman advised that the Town currently has 36 workstations, including 12 leased computers. The Town also has a server under a lease agreement, costing $2,9ll per month. The Committee recommends that the Town purchase nine (9) computer workstations each year on a four (4) year rotation plan. The recommendation will be considered during budget preparation. The Committee members expressed their appreciation to C. T. Eagle, Sr. for compiling the data used by the Committee.

INFORMATION TECHNOLOGY PLAN: Mr. Leaman stated that the Information Technology Plan will be reviewed and appropriate adjustments will be recommended.

WEB SITE/TV3 PHOTOS: Mr. Mutter requested that the web-site photographs also be used on TV3. He further requested that photographs of Police Officers also be displayed on the Public Access Station (TV3). He felt that this would assist citizens by becoming familiar with elected officials, appointed officials and police officers. The request will be referred to Ken Heath of TV3.

MAIN STREET PLANTERS: Mr. Price asked that the staff see that the planters on Main Street are cleared of leaves and debris.

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