TOWN COUNCIL MEETING OCTOBER 7, 2013 7:00 PM Mayor Greer-Present Vice-Mayor Lewis-Present Councilman Ward-Present Councilman Massey-Present Councilman Doughty-Present Councilman Duer-Present Councilman Metz-Present STAFF PRESENT: Ethel Parks, Lisa Weeks, Chief DiMartino, Officer Zieger, Taylor Dukes. CALL TO ORDER: The meeting was called to order at 6:10 pm by Mayor Greer. Mayor Greer established a quorum. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was recited by all present. INVOCATION: The Invocation was given by Mayor Greer. APPROVAL OF MINUTES: Councilman Duer made the Motion to approve the Minutes. The Motion was seconded by Councilman Massey. The Motion was passed unanimously. Councilman Duer made the Motion to approve Ordinance No. 200 with the approved corrections. The Motion was seconded by Vice-Mayor Lewis. The Motion was passed unanimously. CITIZEN COMMENT (LIMIT OF 3 MINUTES PER SPEAKER): Ken Dufty thanked the Mayor and Council for their support and assistance with the Town Wide Yard Sale. He commended the Police Department and the Public Works Department, stating that their role played was exemplary and the Business Association could not have done it without their working partnership. He noted that several businesses in Town have remarked on an upsurge in business and return visitors since the event. Mr. Dufty noted that he is working with Elvin Hess to try and attract new businesses to fill the empty store fronts. He said their vision is to maybe make Exmore a clearing house for artists. He noted that he has heard on the street that the Council may be removing the Quonset Hut to put up a new public works building and also that they may put the new building in the green space beside the Quonset Hut. Mr. Dufty asked if they would consider leaving the Quonset Hut and painting a mural on the side and leaving the green space for an art fair or farmer’s market. He said they could apply for grants to help with the funding. He noted that the green space would be ideal for band concerts on Sunday afternoons. He said that these are just ideas and hopefully they can work together. Mr. Dufty stated that they are excited to hear that the Town is taking the next steps to bring in Broadband and that he is hearing interest in the Parking Lot. He said that new businesses will require much needed parking and they will support the Town in moving the Parking Lot forward. Councilman Massey thanked the Business Association for putting the Yard Sale together. YARD SALE REPORT: Roy Ballard thanked the office personnel and the Police Department for their assistance with the Yard Sale. He estimated 3,500 attendees, 181 vendor spaces sold, 11 food vendors, 34 car show entries, several tractors on display, and 3 musicians present to play. He said there were a couple of minor issues early on but they ironed themselves out and overall the Yard Sale event was a success. He noted that several people have asked that they hold a similar event in the spring. Mr. Ballard supported Mr. Dufty’s concerns regarding the Quonset Hut and the green space next to it. He said that part of the money left over from the Yard Sale has been earmarked for the Railroad Museum, a project in the Town Park and part for the Business Association for future endeavors. Mayor Greer thanked Mr. Ballard. 1

OLD BUSINESS: UPDATE ON OLD CENTER CHEVROLET BUILDING: Taylor Dukes stated that the small wooden building on the south end of the property is ready to be demolished. He said that a letter has been sent to Mr. Scanlan to have the tractor, implements and windows removed from the concrete building. Mr. Scanlan noted that the tractor belongs to Mr. Wagner and that Mr. Wagner has donated the tractor to the Railroad Museum. Mayor Greer stated that once the building is down, the property will be part of the Park. UPDATE ON PURCHASE OF PRETTYMAN PROPERTY: Mrs. Parks stated that she received a letter from Mr. Rowan confirming the Town’s ownership of the Prettyman property where the new wells will be. NEW BUSINESS: DISCUSS POSSIBLY LIFTING WATER CONSERVATION MEASURES: Taylor Dukes said that we have pumped 55 million gallons of water this year as of October 1. He noted that since the conservation measures have been in place, the usage has not changed. There is still 5 million gallons being pumped every month. At this rate we are going to go over the limit and he feels it should be lifted and allow residents to use what they want. He noted that he has talked to the DEQ and that we will receive a notice of violation but they are aware that we are in the process of trying to increase our pumpage with the new permit. Mr. Dukes said that we will have to report the notice of violation in our Consumer Confidence Report in July. Councilman Ward made the Motion to lift the water conservation measures effective immediately. The Motion was seconded by Councilman Massey. The Motion was passed unanimously. AMEND RESOLUTION OF AUTHORIZATION (BROADBAND SERVICES): Lisa Weeks recommended to amend the Resolution of Authorization for Broadband Services to replace the word “Town Manager” with “Mayor” since we currently do not have a Town Manager so they may continue to move forward with the project. Councilman Duer made the Motion to amend the Resolution to replace “Town Manager” with “Mayor”. The Motion was seconded by Councilman Ward. The Motion was passed unanimously. BROADBAND RFP RECOMMENDATION: Ms. Weeks explained that she and Mr. Dukes studied the proposals submitted by Eastern Shore Communications and Baycreek Communications. She noted that Baycreek Communications is highly recommended by others and after studying the side-by-side comparison between the two companies, she and Mr. Dukes recommend Baycreek Communications as the Broadband service provider for Exmore. Elvin Hess asked what would happen if someone has already signed a contract with Eastern Shore Communications. Ms. Weeks said that they will still be able to provide services within the Town but feels that they do not have the capacity to handle the Shore yet or provide good service to the residents of Exmore. Vice-Mayor Lewis made the Motion to approve Baycreek Communications as Exmore’s Broadband service provider. The Motion was seconded by Councilman Metz. The Motion was passed unanimously. AMEND JOB DESCRIPTION BANK TO INCLUDE MAINTENANCE/MECHANIC WORKER: Mayor Greer noted that he would like to include a maintenance/mechanic worker to the job description bank. He said they are looking for someone who can perform general maintenance and repairs on equipment, make repairs on water and sewer, have a CDL license, braze and weld and have a preventative maintenance program. He said he wants to advertise as soon as possible. ViceMayor Lewis suggested that they also require the applicant to possess their own tools. The Mayor and Council agreed the pay scale should be the same as Utilities Supervisor ($15.00-$18.50 per hr / $31,200-$38,480). Councilman Ward made the Motion to advertise for a Maintenance/Mechanic Worker with 10 years experience, must have own tools with salary the same as Utilities Supervisor ($18.50 max). The Motion was seconded by Councilman Massey. AMEND EMPLOYEE COMPENSATION MAINTENANCE/MECHANIC WORKER: Previously discussed.

POLICY

TO

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SANTA TRAIN – APPROVAL REQUESTED TO APPROPRIATE FUNDS FROM PUBLIC RELATIONS: Mrs. Parks explained that the Santa Train stops in Exmore every year for the children to enjoy and they look forward to it. The cost is $35.00. Councilman Duer made the Motion to approve the requested amount of $35.00 for the Santa Train. The Motion was seconded by Councilman Metz. The Motion was passed unanimously. YARD SALE REPORT: Previously discussed FINANCIAL REPORT: Mrs. Parks reported that we are averaging 25%-30% in revenue and expenditures after the first quarter which is where we should be. Councilman Duer asked for an explanation of the administrative salaries. Mrs. Parks explained that we paid Mr. Jackson for his vacation leave in one lump sum when he left and that caused the administrative salaries to be more for the first quarter. Mayor Greer commended Mrs. Parks on her performance in the absence of a Town Manager. POLICE REPORT: Mayor Greer noted that they have identified some things that needed to be changed in the Police Department and they have made those changes. He said that they have cut down on wasteful spending and cut down on overtime. He noted that he talked with Chief DiMartino and Captain Doughty and asked them to come up with a plan that they could work with and the Town could afford. He stated that they came up with a pay scale that would work on merit and education. Councilman Massey made the Motion to approve the Merit Raise Scale for the Police Department effective immediately. The Motion was seconded by Vice-Mayor Lewis. The Motion was passed unanimously. Chief DiMartino thanked the Mayor and Council on behalf of all the officers. He reported that the department has been working hard handling calls. He noted that they are very proactive and continue to put pressure on all the stores to deter shoplifting. He said that Dollar General’s loss is down by $30,000. Chief DiMartino said that they have switched their cars to Amsoil which saves on oil changes. He noted that the Yard Sale went well. Chief DiMartino reported that on September 27, 2013 the Virginia Comprehensive Gang Strategy conducted Operation Blue Wave in which various local, state and federal law enforcement agencies made numerous arrests for violent, drug and gang related crimes as well as outstanding warrants. Chief DiMartino stated that the Circus went well other than parking issues. He stated that the department is moving forward in a positive way. UTILITIES/PUBLIC WORKS REPORT: Taylor Dukes informed the Mayor and Council that he and Mike Johnson met with a metal building contractor and discussed a 50’ x 60’ metal building (3,000 sq. ft.). He said they discussed putting the building up in different phases. Phase I could be plumbing for a bathroom, small kitchenette and an office. Another phase could be to put in a two-bay shop to work on vehicles with a 6” concrete slab for a two-post lift. He said that do not know a cost without a request for proposals. There was much discussion but no decision made about the location of the new public works building. Mr. Dukes explained that the Professional Engineering Reports are proposals from three different companies outlining their scope of work and how they can benefit the Town. He noted that if the Council were to choose one of the three presented, Salem Engineering, Hurtt & Proffit or Draper Aden Associates, that they would be the engineering firm on standby whenever the Town needed engineering services. Mr. Dukes reported that they turned off approximately 20 residential and commercial water customers for non-payment and that as of 5:00 today most of them had paid and had been turned back on. Mr. Dukes stated that they have scheduled at least one sewer pump out per week with Bundick Well and Pump at $195.00. Mayor Greer commended Mr. Dukes for his hard work. Mr. Dukes added that we have advertised for the Request for Proposals for the trash cans and tipper. CITIZEN COMMENT (LIMIT OF 3 MINUTES PER SPEAKER): 3

Donald E. Kellam, Jr. asked why the Town has allowed Mr. Kellam’s building to get in such disrepair and remain that way. Mayor Greer said that the Town is limited to what they can do. Mr. Kellam asked the Mayor and Council what they are doing to find a new Town Manager. Mayor Greer noted that Mr. Anzavino has promised to have someone in here by the first of January. He said that the only cost to the Town will be for advertising. Mayor Greer and the Council discussed decreasing the lower end of the salary range for Town Manager from $65,000 to $60,000. ViceMayor Lewis made the Motion to allow Mayor Greer to drop the salary to $60,000. The Motion was seconded by Councilman Doughty. The Motion was passed unanimously. Donald E. Kellam, Jr. asked what the Public Hearing was for that is scheduled on October 14. Ms. Weeks explained that it is a Joint Public Hearing with the Town Council and the Planning Commission to consider text amendments in the Zoning Ordinances. SCHEDULED COUNCIL MEETINGS: PUBLIC HEARING – OCTOBER 14, 2013 6:30PM SPECIAL COUNCIL MEETING – OCTOBER 14, 2013 7:00PM REGULAR TOWN COUNCIL MEETING – NOVEMBER 4, 2013

ADJOURNMENT: Councilman Duer made the Motion to adjourn the meeting. The Motion was seconded by Councilman Metz. The Motion was passed unanimously.

_________________________________ Douglas Greer, Mayor

_______________________________ Ethel Parks, Town Clerk

4

Meeting Minutes-October 7, 2013.pdf

... after studying the side-by-side comparison between the two. companies, she and Mr. Dukes recommend Baycreek Communications as the Broadband service.

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