PRESENT: Mayor David P. Helms; Eugene Hendrick, Buford Cregger, Herbert Clay, Ken Heath, Mel Leaman, and Dr. James Gates, Council Members; Town Manager John E. B. Clark, Jr.; Police Chief Michael Roberts; Town Attorney Mark Fenyk; 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.
MINUTES: Upon motion of Mr. Clay, seconded by Mr. Leaman, and vote of 5 AYES and 1 ABSTENTION (Heath), the minutes were approved as written and distributed. Messrs Hendrick, Cregger, Clay, Leaman and Dr. Gates voted affirmatively.
VISITORS: Lee Ann Celozzi, Sam Wagner, Debra Philpo, Chip Worley, Jacob Craig
PERSONNEL-WELCOMING NEW TOWN EMPLOYEES LEE ANN CELOZZI AND PAMELA STICKLEY: Mr. Helms welcomed Lee Ann Celozzi who has been hired as Secretary at the Recreation Department. Mrs. Pam Stickley has been hired as Fiscal Technician in the Finance Office. Mrs. Stickley was unable to attend the meeting.
WATER TREATMENT PLANT UPGRADE- ENGINEER INTERVIEWS: Mr. Clark informed Town Council that eight (8) proposals were received from engineering firms for the Water Treatment Plant Upgrade and Water Intake Station. Four (4) firms have been invited for interviews on December 7, 2004. Those firms selected for interview are: Lane Engineering, Anderson & Associates, Draper Aden Associates, and Mattern & Craig. The interview and scoring committee will consist of Mayor Helms, Water Committee Members Eugene Hendrick and Ken Heath, Town Engineer Cecil Hicks; Water Treatment Plant Superintendent Bob Mason and Town Manager John Clark. Each firm will be granted up to 20 minutes to present a formal presentation. A criteria has been established to evaluate the firms.
WATER TREATMENT PLANT UPGRADE- LETTER TO SMYTH COUNTY GAUGING INTEREST IN THE PROJECT: Mr. Clark and County Administrator E. B. J. Whitmore, III met to discuss the possibility of County participation in the Town's upgrade of the Water Treatment Plant. The Water Treatment Plant and Water Intake Station Project are in need of a comprehensive upgrade. The Town has secured a $1,576,000 loan from the Virginia Department of Health at a 20-year term with a 3.0% interest rate. The monthly payment for the Health Department loan will be $9,063. Additionally, the Town has secured a $100,000 grant and loan through Mt. Rogers Planning District for the design and engineering of the project. Mr. Clark, as a starting point, suggested that the Town may agree to reduce the wholesale water rate charged the County from $3.99 per thousand by 5% ($3.79); or by 10% ($3.59) and or by 15% ($3.39). This would be in return for the County participating in the cost of the Water Treatment Upgrade. Mr. Clark stated that this scenario had been discussed at a meeting in August 2004, although no official action has been taken. Mr. Clark advised that negotiations are in the preliminary stages and are unofficial.
BIKEWAY PROJECT - ANDERSON AND ASSOCIATES FINAL REPORT-JACOB CRAIG AND CHIP WORLEY: Chip Worley and Jacob Craig of Anderson & Associates were present to report on the Bikeway Project. Mr. Craig informed Council that the Final Inspection was conducted on December 3. The Landscaping was found acceptable and grasses have grown well. The remaining item noted was striping cleanup. The anticipated cost overage on the project remains at $4,093. All pay requests have not been received. Overall, A&A felt that W-L Construction Company had done a great job on the project leading to a successful TEA-21 Project. Mr. Craig added that their firm would be most interested in future trail or bike projects and that other funding sources may be available for planning and design. Mr. Heath asked that Anderson & Associates test to determine that the entire trail is 4 feet in width. Mr. Clark advised that the Town has obtained a stencil for the bike path and anticipates imprinting them approximately every 400 feet. Mr. Heath added that as Executive Director of Marion Downtown! he is most interested in meeting with Anderson & Associates to discuss additional trails and connection of existing trails.
FRANCHISE AGREEMENT FOR SMYTH COUNTY COMMUNITY HOSPITAL AND BANK OF MARION-PUBLIC HEARING TO BE CONDUCTED ON DECEMBER 20, 2004: These items were continued to the public hearing date of 12/20/04. Mr. Fenyk informed Council that the hearings have been advertised and draft Franchise Ordinances have been delivered to the Smyth County Community Hospital and the Bank of Marion for their review and comments.
SOUTH JONES STREET - REQUEST FOR CLOSURE - TRAFFIC COUNT: The traffic count conducted by the Engineering Department rendered the following data for a period from Tuesday thru Friday: 1) From W. Main Street to Town Street a total of 1,133 vehicles used the area; 2) From Town Street to Cherry Street a total of 664 vehicles passed thru the area. Mr. Hicks noted and Town Council concurred that the number of vehicles utilizing S. Jones Street was much higher than anticipated. The Street Committee recommended that the street remain open. Dr. Gates suggested that each area be monitored to determine how many of the vehicles use the street all of the way from W. Main Street to Cherry Street. He further suggested that the Town monitor traffic on Town Street to determine the impact of residents in the area. Mr. Hicks stated that the additional counts would be performed.
AMERICAN ELECTRIC POWER - REPORT ON LIGHTING ON WASSONA CIRCLE AND OTHER MATTERS: Mr. Clark reported that AEP representative Angela Jackson presented an estimate for the placing of 17 lights along Wassona Circle. Two options were quoted. Mr. Cregger noted that existing trees block out some of the existing light.
Option 1 would cost $49,287 with AEP furnishing all ditching and 2" conduit, wire, decorative post top light and 150 HPS glass Luminaries to mach the downtown project. If AEP performs the ditch work and boring driveways is required there will be extra charges for boring, hand digging around other utilities and rock adders would apply to the job.
Option 2 would cost $18,497 with the Town furnishing all ditching, 2" conduit at a depth of 30" with pull ropes, and concrete bases with lag screws per AEP specifications. AEP would furnish wire, post top lights and 150 HPS glass luminaries to match the Downtown properties. Upon motion of Mr. Heath, seconded by Mr. Leaman and vote of 5 AYES and 1 NOE (Gates), this matter was referred to the Street Light Committee for study and recommendation. Dr. Gates expressed concern that this is an unbudgeted expense and that he felt there were other areas where the funds could be spent more wisely.
Town-wide Street Light Audit: The Street Light Audit will reveal the number of streetlights that the Town is paying for, how many are mercury vapor lights that need to be changed to high-pressure sodium. Mr. Leaman asked for the formula in determining which lights are in excess of 20 years old. He also requested that streetlights along N. Main Street be considered in the street light review. Upon motion of Mr. Heath, seconded by Mr. Leaman and vote of 6 AYES and 0 NOES, this item was referred to the Street Light Committee.
E-911- PROPOSED JOINT E-911 SYSTEM: A Joint E-911 Service Agreement has been received from County Administrator E. B. J. Whitmore III. The present 10-year agreement expires on December 19, 2004. The major change in the agreement is that it streamlines the 911 Committee. The committee would consist of each Town Manager (3), the County Administrator, the Emergency Coordinator, E-911 Coordinator and a representative from the Fire and Rescue Association. Chief Roberts noted that the Committee is an advisory committee only. Mr. Fenyk reminded Council that the Town has an Ordinance regarding the naming of streets. Mr. Heath expressed concern that the Town Manager must be the Town's representative. Mr. Clay explained that the Town Manager is the 'bridge' between the fire department and life saving crews. Upon motion of Mr. Leaman, seconded by Mr. Heath and vote of 6 AYES and 0 NOES, the proposed E-911 Service Agreement was referred to the Town's 911 Committee for review and recommendation.
Mr. Clay stated that the existing contract would expire prior to the next Town Council meeting. Dr. Gates moved that the existing agreement be extended to January 31, 2005 to allow for review of the proposed agreement and how it relates to the existing Town Code with the provision to extend on a monthly basis or until the Agreement is approved. Mr. Clay seconded the motion and Town Council approved the same by a vote of 6 AYES and 0 NOES.
INSURANCE COMMITTEE ON ELECTED OFFICIALS PARTICIPATING IN PLAN AND AGE 65 PLUS COVERAGE: EXTENDED COVERAGE FOR RETIREES AGE 65 PLUS & MEDICARE ELIGIBLE: The Town's change to the Local Choice Health Insurance Program will become effective 1/1/05. The program offers coverage to 65 plus retirees. Initially the Insurance Committee felt that the Town should not participate in the coverage, as it would serve to increase the premium due to the fact that as one gets older, medical issues tend to increase. According to Mr. Walt Norman of the Local Choice, supplemental coverage for retired Town employees age 65 or older, would be based upon those former employee's loss history and the entire group's 65 and over retiree loss history and would not affect the regular employee premium. The Town would not be required to participate in the premium after age 65. The coverage would be non-mandatory. The Insurance Committee, with this new information, recommended that the Town adopt this coverage option for 65 or older retirees. The Local Choice requires that the Town participate in 80% of the payment for individual employees and 50% of single coverage only for retirees until they reach the age of 65 or become eligible for medicare. The Town currently pays 75% of all classifications of full-time employees. Discussion ensued. Mr. Hendrick moved that the option to provide coverage for retirees age 65 plus be extended to the retirees who have attained the age 65 or are medicare enrolled. He further moved that the retiree be responsible for 100% of the cost, contingent upon receipt of a letter from the carrier that the experience does not affect the loss history for full-time employees and the Town pay 80% for all classifications of full-time employees.. Mr. Heath seconded the motion. Council approved the same by a vote of 6 AYES and 0 NOES.
INSURANCE COVERAGE - ELECTED OFFICIALS & TOWN ATTORNEY: Another issue to be addressed was the fact that the Local Choice program allows coverage for elected officials to participate in the plan. The Town must decide if they wish to elect this coverage for those Town Council members who wish to participate. Discussion ensued. Mr. Hendrick moved that health insurance coverage with the Local Choice be extended to members of Town Council and the Town Attorney and that if they decide to participate in the program, they would bear 100% of the premium cost. Dr. Gates seconded the motion. Council approved the same by a vote of 4 AYES and 2 NOES (Leaman, Heath).
INSURANCE COVERAGE - CONTINUOUS PART-TIME: It was established that a continuous part-time employee is hired in a classified position for less than full-time service and is paid at a rate determined by the budget and is issued a check for services each payday. Upon motion of Mr. Hendrick, seconded by Mr. Clay and vote of 5 AYES and 1 ABSTENTION (Heath), Council voted to extend insurance to continuous, part-time employees. The Town will not participate in the cost of the premium.
BUILDING COMMITTEE-SENIOR CITIZEN CENTER: Mr. Clark requested a Building Committee Meeting to review proposals from HVAC at the Senior Citizen Center.
CHRISTMAS LUNCHEON: Mr. Heath advised that the Town's annual Christmas Luncheon will be held on December 17, 2004 at Noon at the Marion Life Saving Crew Building.
MACADO'S: Mr. Heath noted that contractors are working on the Macado's restaurant. They are currently seeking a food service manager.
LINCOLN HOTEL: The Lincoln Hotel will be open by Thanksgiving, 2005.
STREET LIGHT-PANORAMA DRIVE-DR. BLATTNER: Mr. Hendrick stated that Dr. Blattner continues to experience problems with the streetlight near his residence. Mr. Hendrick moved that the Street Light Committee address this problem. The motion was seconded and carried by a vote of 6 AYES and 0 NOES.
COURTHOUSE TO BE REMODELED: Mr. Clay suggested that the Town join the County to encourage them to remodel the Courthouse. The project would be an improvement to constitutional officers, citizens of Smyth County and Marion Downtown! Mr. Heath stated that Marion Downtown! endorses the efforts to remodel the Courthouse and retain the constitutional officers downtown. Mr. Clay added that there is already a plan for the Commissioner of Revenue and Treasurer to relocate.
REQUEST TO REZONE - PENDLETON STREET - CHARLES B. ANDERS: Mayor Helms stated that a request to rezone a parcel of property located on the back side of lot one (1) on Pendleton Street be rezoned from Medical Arts to Commercial General. Upon motion of Mr. Clay, seconded by Leaman and vote of 6 AYES and 0 NOES, this request was referred to the Planning Commission for study and recommendation.
CHRISTMAS PARADE/CAPITOL TREE CELEBRATION: Mayor Helms stated the Christmas Parade and Capitol Tree Celebration were a huge success. He added that it was great to see that many citizens on Main Street in downtown Marion! He noted that The James Rogers concert at the Historic Lincoln Theatre netted $735 to be donated to Santa's Elves (after expenses). Mayor Helms commended the Town's Public Works crews for the great job they did in preparing for and cleaning up after the festivities. A special thanks to Mindy Dyer for her work with the Chamber and Jody Arnold in getting the Tree Celebration to fruition.
TAX COLLECTION: Town Clerk/Director of Finance Dixie Sheets reported that approximately 2/3 of the real estate and personal property taxes have been collected. Due date is December 15.
CHILHOWIE STREET BRIDGE: Mr. Clark advised that the VDOT is expected to approve the Chilhowie Street Bridge Project by next meeting, December 20, 2004.
Upon motion, duly seconded, and vote of 6 AYES and 0 NOES, the meeting was adjourned.