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«AGENDA Wytheville Town Council February 8, 2016 7:00p.m. Wytheville Municipal Building 150 East Monroe Street Wytheville, Virginia 24382 A. ...»

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Wytheville Town Council

February 8, 2016


Wytheville Municipal Building

150 East Monroe Street

Wytheville, Virginia 24382






1. Minutes of the regular meeting of January 25, 2016

2. Request of the Wythe County Public Library to conduct their annual of 4th July Parade on Wednesday, June 29, 2016, at 10:00 a.m.




1. Budget and Finance a. VRS contribution rate b. FY 2016-17 Budget development

2. Public Works a. Update on Freedom Lane Project b. Community Boulevard HB2 scoring


1. Resolution acknowledging the Virginia Retirement System (VRS) Employer Contribution Rate effective July 1, 2016


1. Appointment and/or reappointment of members to the Wall of Honor Committee to fill the expired terms of Mr. Donald Lawson and Mr. Gary Donaldson (terms expired February 1, 2016)


1. Recommendation from the Wall of Honor Committee regarding honorees to be considered for inclusion on the Civic Monument





Monday, February 8, 2016

Meeting Date:

Consent Agenda

Item Name:


Item Number:

Consent Agenda



Please find enclosed a request from the Wythe County Public Library to conduct their of July Parade on Wednesday, June 29, 2016, at 10:00 a.m. Chief Arnold has 4th reviewed the request and approved the requested route and time.




~ ~ e_ c'DJ An application has been received from 1I,to\ 6 -'-.'+t'""'o"'"c""'o'--n-'d""u'"""'ct~a.!..::f,-K~R'-'un"'"t,...,P'""a""ra-d-e/""M"'"a_..r...,ch-"/::!.0-'t·'1----er on "'Event using the roposed route as shown below. This event is being requested to be conducted on --JYn& (Month), d- "t (Day),..):a I \o (Year), from I o c..'(\.... to ___ (time).

/ _Jes, the organization WILL provide adult volunteers to help with this event.

__ No, the organization WILL NOT provide adult volunteers to help with this event.

–  –  –

er' ~ Q_-\- R-e... L~ \o~v...~y.

The Wytheville Police Department has reviewed this request and would recommend the

following regarding the application:

[12( Approve the Application 0 Deny the Application

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1. Each year, the Virginia Retirement System Board of Trustees adopts new contribution rates for the upcoming budget year. These rates reflect changes made to the system, if any, by the Board of Trustees and the General Assembly.

This next year, the Employer Contribution Rate will be reduced from 8.71 percent to 5. 79 percent for the next fiscal year. The rate reduction reflects the interest earnings of the Virginia Retirement System over the past years. This rate does not include nor change the five percent member contribution made by employees. The Virginia Retirement System requires participating localities to adopt a resolution acknowledging the contribution rate for the upcoming fiscal year. It would be the recommendation of the Budget and Finance Committee that this resolution be approved and the Mayor and Town Clerk be authorized to execute the resolution once the final form of the resolution is received.

2. The Council has begun the process of reviewing information that will be used in the development of the budget for Fiscal Year 2016-2017. In the coming weeks, we will be reviewing the information submitted by the department heads and have requested each department head to attend the Work Sessions to explain their requests. Our instructions to the department heads were to tabulate their proposed budgets by reviewing each line item in a particular category. Similar to prior years, these categorical areas are normal operations, capital outlay and

–  –  –

the Monday, May 23, 2016, meeting. We would propose that the budget be considered on second reading, as well as conduct the public hearing, at the June 13, 2016, meeting of Council, with the final reading and adoption of the budget at the June 27, 2016, meeting. If the Council concurs, we will publish this calendar

–  –  –

1. The Wytheville Redevelopment and Housing Authority (WRHA) continues its efforts on constructing the Freedom Lane Housing Project. This 24 unit project will provide housing to veterans and other handicapped people and will be situated on land owned by the Authority on Peppers Ferry Road adjacent to the Hedgefield housing complex. The Town applied for, and has received, $700,000.00 in Community Development Block Grant funding to provide the infrastructure for this new facility.

This past week, Town staff met with representatives from the Housing Authority, as well as their architects and engineers. The plans and specifications for the project are nearly complete, and it is anticipated that the Department of Environmental Quality will approve stormwater plans as proposed in the site plan. The Town will enter into a Memorandum of Understanding with the Housing Authority to outline all of the agreements and govern the use, maintenance and continued protection of the planned unit development in any of its common areas. Freedom Lane will be similar to the Jefferson Union site in that all roadways and infrastructure items (such as water, sewer, street lighting, etc.) will be owned and maintained by the Authority.

The Memorandum of Understanding, also, provides that all maintenance performed on these facilities, streets or public areas are by the WRHA and, furthermore, it provides that the Town is under no obligation to accept these items into the Town's system. We are excited that the Freedom Lane Housing Project has reached this state, and it is anticipated that the bidding on the project could occur as soon as

–  –  –

to make everyone aware of the progress that has been made to date.

2. The Virginia Department of Transportation (VDOT) has released a scoring on the applications submitted to them under the new House Bill 2 formula for constructing roadways. The Town submitted the completion of Community Boulevard as a part of this program. Community Boulevard has been in the State's Six-Year Program for many years, but, at this point, only one half of the roadway has been constructed.

Our application reflected plans for the completion of the project. The application noted that all of the rights of way for the remainder of the roadway have been purchased and that we, currently, have approximately $6 million in our VDOT account that would be used toward this program. Even though our project was ranked very high by the Virginia Department of Transportation, it missed being funded by seven one hundredths (.07) of a point. The Commonwealth Transportation Board has not yet declared which projects will be funded, but this is a preliminary recommendation by VDOT staff to the Commonwealth Transportation Board. We believe that our project is worthwhile and, after many years, deserves to be completed. We have requested Mayor Crewe to contact representatives from the Commonwealth Transportation Board to see if there is any potential for the Community Boulevard project to be awarded during this cycle. We will report our findings back to the Council when there is additional information available.

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Each year, the Virginia Retirement System establishes the Employer Contribution Rate for each locality. This year, the Town's contribution rate has been established at 5.79 percent, which is a decrease from the current year's rate of 8.71 percent. This will require the adoption of a resolution, which will not be received until mid-March. Town staff would request that the Town Council adopt this resolution and authorize the Mayor

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The terms of Mr. Donald Lawson and Mr. Gary Donaldson to the Wall of Honor Committee expired February 1, 2016. The American Legion Post #9 has requested that Mr. Dan Kellett be appointed as their representative to replace Mr. Donald Lawson. The Veterans of Foreign Wars has advised that they would like for Mr. Gary Donaldson to be reappointed as their representative on the Wall of Honor Committee. These appointments would be for four years, which would expire February 1, 2020.


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Please find enclosed the recommendation from the Wall of Honor Committee to include the names of Jack W. Hunley and Daniel B. Gordon on the Wall of Honor Civic Monument.

–  –  –

The Wall of Honor Committee met on January 19, 2016, to vote for honorees to the Civic

Monument. The Committee is proud to present to you for approval the following names:

–  –  –

We respectfully request that the Wytheville Town Council and the Wythe County Board of Supervisors review these honorees and approve them so that we may permanently place their name on the Civic Monument.

If you have any questions or concerns, please do not hesitate to call me or Steve Moore at 223-3352. Thank you for your consideration of the Wall of Honor's request.




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RE: CALL TO ORDER, QUORUM, PLEDGE Mayor Crewe called the meeting to order and established that a quorum of Council members was present. The Pledge of Allegiance was led by Councilman Hundley.

RE: CONSENT AGENDA Mayor Crewe presented the consent agenda consisting of the minutes of the regular meeting of January 11, 2016. He inquired of the Council if there is a motion to approve the consent agenda as presented or somehow amended. A motion was made by Councilman Weisiger and seconded by Councilman Hundley to approve the consent agenda consisting of the minutes of the regular meeting of January 11, 2016, as presented. Mayor Crewe inquired if there is any discussion on the motion to approve the consent agenda, as presented. There being none, the motion was approved with the following voting results: For: Jacqueline K. King, H. Judson

Lambert, William B. Weisiger, Thomas F. Hundley. Against: None. Abstention from minutes:

Trenton G. Crewe, Jr.


Mayor Crewe advised the next agenda item is Citizens’ Period. He stated that Mr. Danny Gordon noted on the sign in sheet that he wished to address the Council in regard to snow removal. Mayor Crewe commented that the Council would be delighted to hear from Mr. Gordon at this time.

Mr. Danny Gordon was recognized and stated that, usually, he tries not to interrupt the Council meeting with too many comments, but he has been asked by several citizens and businesses in Wytheville to speak on their behalf to the Council. He noted that these citizens and businesses have told him how pleased and happy they were with the snow removal. Mr. Gordon reiterated that he was asked to pass this information along to the Council members, therefore, he is formally doing so. He commented that he also echoes those remarks. Mr. Gordon expressed that the Town snow removal crews did a remarkable job with the amount of snow, wind, etc., they had working against them. He remarked that he was really impressed, and, apparently, there were a lot of other people in the community, such as business leaders, who thought the Town crews did a great job. Mr. Gordon advised that he wanted to, formally, address the Council so that it would be in the minutes because, he too, is a tough critic about snow removal, but he felt the Town staff did a great job. He stated that, surprisingly, with the amount of snow and other weather conditions, the Town crews did a great job. Mr. Gordon commented that the Town has some good employees who stepped it up with the guidance of their good management and others who tell them where to go and what to do. He reiterated that the Town employees did a good job. He noted that the Town of Wytheville has something to be proud of because some communities do not have that. Mr. Gordon expressed that VDOT, also, did a nice job from what he can tell, as well. He remarked that there were no power outages, and this area was really blessed during this winter storm. Mr. Gordon stated that he measured 18 inches of snow at his house, which is a lot of snow. Mayor Crewe thanked Mr. Gordon for taking the time to express his gratitude. He noted that he would also like to echo Mr. Gordon’s comments, and that he has also heard from numerous people about what a good job the Town did in removing the snow. Mayor Crewe stated this was one of those snows that was really hard to move. He noted that there were employees who worked some very long hours to get the snow removed. Mayor Crewe expressed that we are all blessed to live in this community. He thanked Mr. Gordon for his comments, and proceeded with the agenda.


Under Old Business, Town Manager Sutherland reported the following:

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