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 1, 2007 at 7:00 p.m.

 

PRESENT:  Mayor David P. Helms; Eugene Hendrick, Mel Leaman, Ken Heath, Mark Warren, Herbert Clay, Dr. James Gates, and Mrs. Suzanne Jennings, Town Council Members; Town Manager John E. B. Clark, Jr.; Town Engineer/Assistant Town Manager Cecil Hicks; Town Attorney Mark Fenyk; Police Chief Michael Roberts; and Town Clerk/Director of Finance Dixie O. Sheets.

 

INVOCATION:  Mr. Hicks rendered the invocation.  Mayor Helms led the Pledge to the Flag.

 

VISITORS:  Gary Frazier, Bill Huber, Charles “Dunner” Bridgeman, Willis Bridgeman, Dave Fields, Jeff Spickard

 

MINUTES:  Upon motion of Mrs. Jennings, seconded by Mr. Warren, and vote of 7 AYES and 0 NOES, the minutes of the meeting conducted on 9/17/07 were approved as written and distributed.  Messrs Hendrick, Leaman, Heath, Warren, Clay, Dr. Gates and Mrs. Jennings voted affirmatively.  Mayor Helms read the following Resolution and presented it to Mr. Bridgeman.

 

RESOLUTION RECOGNIZING CHARLES “DUNNER’ BRIDGEMAN: 

 

A Resolution of Recognition of Six Decades of Service by Charles “Dunner” Bridgeman

 

WHEREAS, “Dunner” Bridgeman has driven a taxicab for over fifty-nine years; and

WHEREAS, Mr. Bridgeman has recently turned 77 years old; and

WHEREAS, during his career, Mr. Bridgeman has driven dozens and dozens of taxicabs

            and hundreds of thousands of miles, transporting our citizens to and fro.

NOW THEREFORE BE IT RESOLVED, by the Council of the Town of Marion in

            Regular Session assembled 01 October 2007 that the Town hereby officially

            Congratulates Charles “Dunner” Bridgeman for his service to our Town.

RESOLVED, this 1st day of October 2007.

 

 

______________________________                                    ________________________

David P. Helms, Mayor                                                  Dixie O. Sheets, Town Clerk

 

TRANSITION OF RED BIRD TAXI:  This item was continued until the Public Hearing Date of 10/18/07.

 

APPROVAL OF SEWAGE TREATMENT PLANT PAYMENT AGREEMENT WITH SMYTH COUNTY:    Upon motion of Mrs. Jennings, seconded by Mr. Clay and vote of 7 AYES and 0 NOES, this item was continued.

 

NOTICE OF $10,295.46 ADDITIONAL FUNDING FOR WASHINGTON AVENUE/PAXTON LANE WATER LINE-TOWN MANAGER:  Mr. Clark advised that the Mount Rogers Planning District Commission Executive Committee has approved additional funds in the amount of $10,295.46 for a new total award of $41,422.46 from the Southwest Virginia Regional Water/Wastewater Construction Fund.  Mr. Clark added that the Town is most appreciative to the MRPDC for their continued support.

 

Mr. Spickard advised that the contractor is re-boring the line and is approximately ½ way completed.  He intends to be pulling the encasement thru by the end of this week. 

 

REPORT FROM MR. BILL HUBER ON OLD HIGH SCHOOL:   Local architect Bill Huber presented a slide presentation in support of saving the Old High School from demolition as planned in the Smyth County Courthouse Renovation Proposal.   The current plan is to remove the old jail, the former high school and the Culbert house (located at the corner of Court and North Church Streets) to be developed into parking lots.   The Courthouse would then be renovated and enlarged.  Also, by order of the Virginia Supreme Court, 250 parking spaces would be required for court operations.   Constitutional Offices would be relocated to the Morrison Building and the County Administrative offices would move to a location near the Town Sewer Plant on Route 11, outside of the Town Corporate Limits. 

 

Mr. Huber’s presentation would offer alternative options to the Smyth County Courthouse Renovation Project.  An Appalachian School of Music is incorporated into the Museum at the old school House.  The School of Music would be an asset to the already popular Song of the Mountains program.  He further stated that more tourists would be inclined to visit with additional attractions.   Mr. Huber added that the School of Music would generate income from tuition and increased tourism.  Mr. Huber proposed constructing a 3 level parking garage on existing land behind the Culbert House.  Moving the Sheriff’s Office to the vacant, former APCO Building located on Broad Street and renovate the vacant, former Heilig Myers Building, located at the corner of Lee and Broad Street for use by the Constitutional Officers.  

 

Mr. Huber presented the two (2) options as follows:

 

            Option 1A       Destroy Historic Buildings Plus

                                    New Administration Building   $5,750,000

                                    Cost of Timeline                                975,000

 

            Option 2A       Parking Garage (with the Town participating in cost

                                                of the structure), Save Historic

                                    Building and Repurpose Vacant

                                    Buildings                                      $4,355,000

 

                                                Total Saving                 $2,320,000

 

Advantages of Parking Deck/Furniture Store/APCO Solution

                        Lower Capital Cost

                        Earlier start for Courthouse Construction

                        Keeps related functions close to the Courthouse

                        Better Parking (level, 2/3 covered, all close to the courthouse and

                                    new “annex”, no rental required)

                        Saves 2 historic structures and associated revenue potential

                        Move out of the Morrison Building not required

                        8500 square feet (2nd floor of furniture store) for rental and/or

                                    Future growth

                        County Employees remain Downtown

 

A lengthy discussion ensued, including possible funding, grants and tax credits.  Dr. Gates moved that the proposal be referred to the Finance Committee to meet with Smyth County representatives, along with Mr. Huber, at the earliest date possible.  Mr. Leaman seconded the motion.  Council approved the same unanimously.

                                   

 

REPORT ON FLU SHOTS FROM PURCHASING AGENT-TOWN MANAGER:  Again this year the Town will offer employees, volunteer members of the Marion Fire Department and Marion Lifesaving Crew flu shots.  Cost of the shots will be $20 each.  Upon motion of Mr. Leaman, seconded by Mrs. Jennings and vote of 7 AYES and 0 NOES, Council approved flu shots for employees, volunteer members of Marion Fire Department and members of the Marion Lifesaving Crew.  Messrs Hendrick, Heath, Leaman, Warren, Clay, Dr. Gates and Mrs. Jennings voted affirmatively.

 

REPORT ON SURPLUS PROPERTY: Mr. Clark advised that each department head has compiled a list of items that they consider surplus.  He requested that the members of Town Council review the list and approve the same to be offered at public auction.   He noted that there are not as many items as the Town produced in 2005.  A lengthy discussion ensued.  Upon motion of Mr. Leaman, seconded by Mrs. Jennings, and vote of 7 AYES and 0 NOES, this item was continued.

 

REPORT FROM THE ORDINANCE COMMITTEE ON TV CABLE FRANCHISE RENEWAL:  Upon motion of Mr. Clay, seconded by Mr. Leaman and vote of 7 AYES and 0 NOES, this item was continued.

 

REPORT FROM BUILDING AND GROUNDS COMMITTEE ON VARIOUS ISSUES:

  SECURITY:   Mr. Warren reported that the Committee discussed the security issues that were brought up at the last meeting.  The Committee recommended that monitoring would be of no benefit at this time and in-house practices will be implemented as a precaution.

   HOUSE AND OLD MILL ON WATER MILL ROAD:  It was noted that the lease for the house and old mill was advertised and all bids were rejected, pending establishment of a list of parameters on the lessee.  Dr. Gates requested that a list of these parameters be presented to Council prior to issuance of another bid request.  Upon motion of Mr. Warren, seconded by Mrs. Jennings and vote of 7 AYES and 0 NOES, this item was continued until such list of parameters is presented to Town Council for review.

  SHINGLE PROBLEM AT 144 W. MAIN STREET:  It was noted that some of the shingles replaced on the former Police Station, 144 W. Main Street, are coming off.  The contractor will be contacted concerning this matter.

  NEW POLICE STATION:  No action was taken concerning the relocation to the new Police Station on South Main Street.

 

REPORT FROM WATER & FINANCE COMMITTEE ON SITUATION AT WATER TREATMENT PLANT:  Mr. Clark advised that the Water Treatment Plant Superintendent has submitted his papers for retirement, effective 1/1/08.   The Town is advertising for this position and a position for a Class I Operator.

 

FINANCE COMMITTEE ON FUNDING FOR HISTORIC DISTRICT:  Upon motion of Mr. Clay, seconded by Mrs. Jennings and vote of 7 AYES and 0 NOES, this item was continued.

 

REPORT FROM WATER COMMITTEE ON TOWN STREET:  Mr. Hendrick stated that the bids for this project came in over the estimated cost of the project.  Council rejected all bids.   Mr. Hicks has re-calculated the cost of the project and suggested that the project be re-bid in spring 2008.  The Health Department has granted an extension on grant funding. 

 

UPCOMING EVENTS:   Second Friday Art Walk will be held on October 12, 2007.  The MSHS Homecoming Parade will be held on October 12, 2007 at 6 p.m.  The Oktoberfest will be held in Downtown on October 13th.  Halloween Madness will be held on the last Saturday in October from 11 am until 1 pm.

 

HVAC:  Mr. Heath asked that the Town staff check on the agreement with HVAC.  It may be time to review their service and consider securing bids for the same.

 

DOG PROBLEMS:  Mrs. Jennings reported that several complaints have been made to her concerning dogs running at large.  The Police Chief will discuss this complaint with the Animal Warden. 

 

WATER TREATMENT PLANT PROJECT:  Dr. Gates asked if the leak at the sediment basin has been repaired.   Mr. Spickard responded that there has been some discussion on this matter and he will be monitoring the situation.

 

RESCHEDULE OF TOWN COUNCIL MEETING:  Mayor Helms noted that the next Town Council Meeting will be conducted on Thursday, October 18, 2007.   Town Council members will be attending the Annual VML Conference on October 13 thru October 17. 

 

TOURISM DIRECTOR SELECTED:  Mr. Helms reported that the Board has completed interviews for the position of Tourism Director.  The position has been offered to Ms. Barbara DeBord for a one year period, to expire 6/30/08.

 

DEED OF 3.004 ACRES FROM BOARD OF CORRECTION, COMMONWEALTH OF VIRGINIA, TO THE TOWN OF MARION: Mr. Fenyk advised that the deed to convey 3.004 acres from the Board of Corrections, Commonwealth of Virginia, to the Town of Marion, Virginia has been approved by the Office of the Attorney General.  The document is ready to be executed and recorded.   

 

WATER PLANT-RAW WATER PUMP:  Mr. Hicks advised that the price quote from the contractor for the change order work to lower the raw water pump is $6,160 to add 18” extension.  A 14 day time extension is also requested.  Upon motion of Mr. Heath, seconded by Mrs. Jennings, and vote of 7 AYES and 0 NOES, this matter was referred to the Water Committee for review and recommendation.

 

BRIDGE INSPECTIONS:   Mr. Hicks reported that bids were secured for the Bridge Inspections due this year.   Two bids were submitted, one from Mattern & Craig and one from Schwartz & Company.   Mr. Hicks recommended Mattern & Craig be awarded the project at a cost of $3,900.  Upon motion of Mr. Clay, seconded by Dr. Gates and vote of 7 AYES and 0 NOES, the contract for Bridge Inspection was awarded to Mattern & Craig.  Messrs Hendrick, Leaman, Heath, Warren, Clay, Dr. Gates and Mrs. Jennings voted affirmatively. 

 

CLOSED SESSION:  Pursuant to Code of Virginia, as Amended, Section 2.2-3711 (A) (7) and upon motion of Mr. Hendrick, seconded by Mr. Heath, and vote of 7 AYES and 0 NOES, Council entered into Closed Session to consult with legal counsel pertaining to litigation.  Mr. Hendrick moved that Council return to Open Session and that it is known that only those matters legally exempted from Open Session were discussed during the Closed Session.  Mr. Heath seconded the motion.  Council approved the motion by a vote of 7 AYES and 0 NOES.  Messrs Hendrick, Heath, Leaman, Clay, Warren, Dr. Gates and Mrs. Jennings voted affirmatively.

 

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

 

 

___________________________________        ______________________________

Mayor                                                                          Clerk