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 August 20, 2007 at 7:00 p.m.
PRESENT: Mayor David P. Helms; Eugene Hendrick, Mel Leaman, Mark Warren, Herbert Clay, Ken Heath, Dr. James Gates and Mrs. Suzanne Jennings, Council Members; Town Manager John E. B. Clark, Jr.; Town Engineer/Assistant Town Manager Cecil Hicks; Town Attorney Mark Fenyk; Police Chief Michael Roberts; Purchasing Agent B. J. Hamm, and Town Clerk/Director of Finance Dixie Sheets.
INVOCATION/PLEDGE TO THE FLAG: Mr. Warren rendered the invocation. Mayor Helms led the Pledge to the Flag.
VISITORS: Harold Slemp, Jeff Spickard, Joe Ellis, Dr. Charles Wassum, Dave Fields, Tim White, James Bryant, Josh Widener, Rex Anders
MINUTES: Upon motion, duly seconded, and vote of 7 AYES and 0 NOES, the minutes of the meeting held on August 6, 2007 were approved as written and distributed. Messrs Hendrick, Leaman, Heath, Warren, Clay, Dr. Gates and Mrs. Jennings voted affirmatively.
REQUEST FOR SPECIAL USE PERMIT FOR HOME OCCUPATION-529 CHATHAM HILL ROAD: This item was continued to hearing date of 9/4/07.
REPORT ON DRAINAGE WORKS ON RIVERVIEW DRIVE AND PRIVATE PROPERTY OWNER BETWEEN RIVERVIEW AND COUNTRY CLUB ROAD: Mr. Hicks reported that Mr. De Le Rosa has requested that the Street Committee meet with him to discuss this matter. Upon motion of Mr. Leaman, seconded by Mr. Hendrick and vote of 7 AYES and 0 NOES, this matter was referred to the Street Committee for further review.
ACCOUNTS: Upon motion of Mrs. Jennings, seconded by Mr. Leaman and vote of 7 AYES and 0 NOES, the accounts were approved for payment in the amount of $578,916.60. Messrs Hendrick, Heath, Leaman, Clay, Warren, Dr. Gates and Mrs. Jennings voted affirmatively.
INVESTMENT: Upon motion of Mr. Warren, seconded by Dr. Gates, and vote of 7 AYES and 0 NOES, the investment report was approved as distributed.
AUTHORIZATION TO ADVERTISE REQUEST FOR PROPOSAL ON BAUGHMAN AVENUE BRIDGE: Mr. Clark requested permission to advertise proposals for the Baughman Avenue Bridge Project. The project is estimated at $34,000 and is a part of the Revenue Sharing Program. VDOT will pay $17,000 and the Town’s commitment will be $17,000. Upon motion of Mr. Clay, seconded by Mrs. Jennings and vote of 7 AYES and 0 NOES, permission to advertise this project was granted.
AUTHORIZATION TO ADVERTISE RIVERVIEW AND MCINTYRE TANKS: Mr. Hicks advised that the Engineering Department has a 5 year program for water tank maintenance. The Riverview tank (30,000 gallons) and McIntyre tank (1,000,000) are slated for refurbishing. The Riverview tank will be painted inside and outside. The McIntyre tank will require exterior paint only. Mr. Hicks stated that $50,000 is budgeted for this project. Upon motion of Mr. Heath, seconded by Mr. Clay and vote of 7 AYES and 0 NOES, permission to advertise this project was granted.
AUTHORIZATION TO RE-ADVERTISE TOWN STREET: Mr. Jeff Spickard informed Council that this project was advertised in the spring and the bids were considerably higher and exceeded the available funds. The project consists of 890 feet of 6 inch water line. He suggested that the project be re-bid and to include in the bids deductive options, such as purchase of materials and paving. Hopefully, this will attract better prices. Upon motion of Mr. Clay, seconded by Mr. Heath and vote of 7 AYES and 0 NOES, this item was referred to the Water Committee.
BULK STORAGE BUILDING: Mr. Spickard reported that the building is complete. The project is moving along nicely with the feed lines and tank to be installed.
WASHINGTON AVENUE WATER PROJECT: Mr. Spickard advised that the contractor has mobilized and is ready to begin. However, there is a problem. The line on Route 11 is a 2 inch line located between the four lane highways. He noted that there is a 6 inch line on the far side of Route 11. This would require crossing all four lanes of Route 11. Mr. Spickard and Mr. Hicks are reviewing options.
Mr. Clark advised that the Southwest Water and Wastewater funds, administered by MRPDC, may be available to assist by allocating funds for this project.
REPORT ON SONG OF THE MOUNTAINS: Mr. Tim White, Joe Ellis, Dave Fields and James Bryant represented the SOTM. Mr. White gave a brief overview of the programs, past and future, of the SOTM. He informed Town Council that the Country Music Museum and Gift Shop, operated by the ACMA, is being housed at the Bristol Mall. The group has been notified that the space they are currently occupying is being rented and there is no where in the Mall to relocate them. Mr. White advised that Joe and Susie Ellis have agreed to rent the former Baldwin’s building to the ACMA for $1 per year for two years. The ACMA voted unanimously to support the Museum and Gift Shop to move to Marion. He requested the Town’s moral and financial support. Mr. White stated that the Museum will bring tour buses and businesses to Marion. He brought several items from the Museum. One was Jeanette Carter’s autoharp and another was Jimmy Rogers’ guitar. It will be set up and operated in a fashion that will educate children in the history of music and get the entire community involved. They currently have a “free” weekly performance in Bristol and would establish the same program in Marion. The ACMA is a 501©3, non-profit, organization and has experience is setting up this type of business. The ACMA requested $5,000 commitment from the Town for the next two years to assist in getting the Museum and Gift Shop started.
Mr. Heath expressed his support for the project. He inquired as to the planned hours of operation for the Museum. Mr. White advised that 10 am until 6 pm would be the daily hours, with special hours when there is a Downtown function or show at the Lincoln Theatre. Mr. Warren requested a Business Plan and Mr. White agreed to prepare one. Upon motion of Mr. Leaman, seconded by Mrs. Jennings, and vote of 7 AYES and 0 NOES, the request was referred to the Finance Committee for study and recommendation.
Mr. White played a chorus of Wildwood Flower, much to the enjoyment of those in attendance.
Joe Ellis invited Town Council members to the next performance of the Song of the Mountains and also invited them to view the new TV studio located at the Lincoln Theatre. He added that it was the largest between Washington, DC and Atlanta.
NOTICE OF AWARD FROM VIRGINIA DEPARTMENT OF HISTORIC RESOURCES: Notice was received from the Virginia Department of Historic Resources to allocate $15,000 towards a survey of a minimum of 200 properties in the Marion Historic District and proposed expansion area to the Historic District. $15,000 is also to be provided by the Town. The Department of Historic Resources will manage the project and will seek the services of a qualified consultant.
REPORT ON TV3 MASTER PLAN: Mr. Heath presented an overview of the TV3 program. TV3 currently serves as a community bulletin board. It displays information about local government, schools, community services and church information. The cable company provided the basic equipment for a text display. There are two (2) designated channels on the cable system. He stated that there are unlimited opportunities for using the two channels which are allocated to community service. One channel could be used as is while the other could be a mix of locally-produced programming, including a telecast of Town Council meetings. Upon motion of Mr. Heath, seconded by Mr. Clay and vote of 7 AYES and 0 NOES, this item was continued.
SITUATION ON HEADWORKS SCREEN AT SEWER TREATMENT PLANT: Upon motion of Mr. Clay, seconded by Mr. Warren and vote of 7 AYES and 0 NOES, this item was referred to the Sanitation Committee.
PROPOSAL FOR BRIDGE INSPECTIONS: Mr. Hicks reported that there are seven (7) bridges scheduled to be inspected this year. Also, VDOT has advised that a load factor analysis is due on the new Lee Street Bridge. Upon motion of Mr. Heath, seconded by Mrs. Jennings and vote of 7 AYES ad 0 NOES, Mr. Hicks was granted permission to bid the bridge inspection.
REPORT ON TOWN DUMP CLOSURE: Mr. Hicks stated that, as part of the dump closure process, the Town will solicit comments from the adjacent property owners on the merits of a request for the termination of post-closure care for the former Town Dump. The comment period will extend from August 20, 2007 to September 19, 2007. Mr. Hicks noted that $1.4 million has been expended in reclamation and closure of the Town Dump.
HOKIE PRIDE DAY: Board of Supervisors member and Town resident Harold Slemp was present to ask the Town to designated August 31, 2007 as Hokie Pride Day. Upon motion of Mr. Clay, seconded by Mrs. Jennings, Town Council designated August 31, 2007 as Hokie Pride Day and encouraged everyone to express their spirit by wearing the maroon and orange on that day.
REAL ESTATE COMMITTEE-REQUEST FOR EASEMENT FROM AEP FOR SETH MARTIN-WATER MILL ROAD: Mr. Warren moved that the Town grant an easement to AEP for service to Seth Martin with the stipulation that the Town incur no expenses in moving the line if necessary and that this be incorporated in the easement agreement. Mrs. Jennings seconded the motion. Council approved the same by a vote of 5 AYES and 2 NOES (Leaman, Clay). Messrs Hendrick, Heath, Warren, Dr. Gates and Mrs. Jennings voted affirmatively.
LEASE OF OLD MILL AND HOUSE PROPERTY LOCATED ON WATER MILL ROAD: Dr. Charles Wassum III was present to request a meeting of the Real Estate Committee to discuss this matter. The Town has requested sealed bids for lease of this property. Dr. Wassum stated that in 1965, his father, Charles Wassum, sold a parcel of property to the Town for the purpose of constructing a Water Treatment Plant and Pumping Station. The Wassum’s have paid a lease on the property for the past 41 years. He noted that the land has been valued for security, historical purposes and use by churches for baptisms. Mr. Clark stated that the request has been formally bid. Mr. Warren asked that the Town postpone awarding of the lease until the Committee sets certain parameters to be included in the lease agreement. By unanimous vote Town Council voted to reject all bids until parameters are set on use of property. Messrs Hendrick, Leaman, Heath, Warren, Clay, Dr. Gates, and Mrs. Jennings voted affirmatively. Upon motion of Mr. Warren, seconded by Mr. Heath and vote of 7 AYES and 0 NOES, this item was referred to the Real Estate Committee for further study.
RED BIRD TAXI CAB COMPANY: Mr. Josh Widener was present to request that the ownership of the Red Bird Taxi Company be transferred to his name. The previous owner, Willis Widener, is deceased and Josh Widener will be assuming responsibility and ownership of the business. An application for this change has been submitted to the Police Chief for review. Chief Roberts explained the process of issuing Cab Permits. A report from Chief Roberts is expected at the September 4, 2007 Town Council meeting. Upon motion of Mr. Heath, seconded by Mr. Clay and vote of 7 AYES and 0 NOES, this item was continued.
EQUIPMENT COMMITTEE-UTILIZATION OF VANS: Mr. Clark stated that the Town has contacted VML concerning various issues with the newly acquired vans. According to Kathy Moreland-Hastings of the VML, if the Town allowed a group to use the vans for free, the Town would be covered under the Town’s insurance policy. She recommended that guidelines be established for who would be driving and using the vans. Mr. Leaman stated it is the Equipment Committee’s recommendation that written rules and regulations be established for use of the vans. However, the Senior Citizen’s Center may use the vans immediately. Also the Sherwood Anderson Festival may use the vans if they pay the drivers from District III to operate them. These drivers are trained and licensed to operate the vans. Use of the vans will be documented as to when and where used and how many citizens use the vans. Until the regulations are decided upon, requests for use of the vans will be handled on a case by case basis.
ORDINANCE COMMITTEE-TV CABLE FRANCHISE AND TELEPHONE FRANCHISE RENEWALS: Upon motion, duly seconded and vote of 7 AYES and 0 NOES, this item was continued.
PERSONNEL & FINANCE-ATTORNEY CLASSIFICATION: Upon motion, duly seconded and vote of 7 AYES and 0 NOES, this item was continued.
FINANCE COMMITTEE-DISCUSSION OF UNBUDGETED COSTS OF PROVIDING HEALTH COVERAGE FOR TOWN COUNCIL MEMBER Upon motion, duly seconded and vote of 7AYES and 0 NOES, this item was continued.
REQUEST FROM SOUTHWEST VIRGINIA AUTISM ACTION GROUP: Upon motion, duly seconded and vote of 7 AYES and 0 NOES, Council donated $100 to the Southwest Virginia Autism Action Group for their fund raiser golf tournament.
COUNCIL REQUEST FORM: Mr. Leaman presented Town Council Members with a proposed form to advise Mr. Clark of items that require attention, such as pot holes, street light outages, etc. This procedure would allow Mr. Clark to attend to these matters without having to wait until Town Council Meetings and to keep track of the same. Mayor Helms also added that these requests may be reported to the Town Manager by telephone.
TOWN PICNIC: Mr. Heath announced that the Town employee and Town Council picnic will be held at the Riverbend Park Shelter on Friday, August 24, 2007 at Noon. He added that 2 tickets for the Friday night Bristol race and 2 tickets to the Song of the Mountains will be given away at the picnic.
MARION NATIVE ON SURVIVOR-CHINA: Mr. Heath announced that Steve “Chicken” Morris will be on the Survivor-China TV Show. Mr. Morris is native of Marion and now resides in Rich Valley.
MOTOWN DOWNTOWN: Mr. Heath reported that Motown Downtown has been rescheduled and will be held on September 8 from 6 pm to 10 pm.
UNITED SALT OPENING: Mayor Helms and John Clark attended the ground breaking for United Salt in Saltville, Virginia.
FIRE TRAINING GROUP: A group of firefighters from around the state were in Marion for training. They were very complimentary of the area and some brought their families here for the weekend.
PARKING-HANDICAP: Mayor Helms requested a meeting with the Police Committee to discuss handicap parking in Commercial areas.
SEWAGE TREATMENT PLANT-COUNTY PAYMENTS: Mr. Fenyk advised that County Attorney John Tate provided the Town with a schedule for payment and letter dated August 13. The letter stated that the County is not interested in stretching out the bonds and interest cost due to the refinancing. The County is interested in a written agreement to adopt the payment schedule prepared by the County. Upon motion of Mr. Heath, seconded by Mr. Clay and vote of 7 AYES and 0 NOES, this item was continued.
POLICE OFFICER APPLICATIONS: Chief Roberts advised that 21 applications for Police Officers were received.
ARSON SCHOOL: Chief Roberts stated that Officer Rusty Hamm is attending Arson School.
WCC INTERSHIP PROGRAM-MARION POLICE DEPARTMENT: Chief Roberts stated that the MPD would receive another intern from Wytheville Community College.
COUNTY SEWER METERS: Mr. Clark advised that the last county sewer meter has been installed and went on-line on August 7. At last, there will be accurate readings on the county sewer usage.
VML CONFERENCE: Mayor Helms reminded Council Members that the deadline is approaching for VML Annual Conference. He asked that if their plans have changed and they will not be attending to notify Dixie Sheets as soon as possible.
Upon motion, duly seconded and vote of 7 AYES and 0 NOES, the meeting was adjourned.
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Mayor Clerk