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AGENDA Wytheville Town Council
February 13, 20 17 7:00 p.m.
Wytheville Municipal Building 150 East Monroe Street
Wytheville, Virginia 24382
A. INVOCATION-COUNCILMAN THOMAS F. HUNDLEY
B. CALL TO ORDER-MAYOR TRENTON G. CREWE, JR.
C . ESTABLISHMENT O F QUORUM-MAYOR TRENTON G. CREWE, JR.
D. PLEDGE OF ALLEGIANCE-COUNCILMAN JOSEPH E. HAND, JR.
E. CONSENT AGENDA
1 . Minutes of the regular meeting of January 23, 2017
2. Request of Rural Retreat High School After Prom Committee for a Special Exception Facility Use Permit to conduct their After Prom activities at the Wytheville Recreation Center on AprilS and 9, 2017
3. Request of the Bland County High School After Prom Committee for a Special Exception Facility Use Permit to conduct their After Prom activities at the Wytheville Recreation Center on April 22 and 23, 2017
4. Request of the Wytheville Lions Club for waiver of business license fees and inspection fees for the Annual Charity Carnival to be held July 17 through 22, 2017
5. Request of the Wythe County Public Library to conduct their Annual Fourth of July Parade on Wednesday, July 5, 2017, at 10:00 a.m.
6. Request of the Wythe-Bland Animal Welfare League to conduct a "Hike for Hounds & Meow Meander" 5K Run on Saturday, September 16, 2017, at 8:00 a.m.
7. Request of District Three Senior Services for waiver of fees for use of Withers Park on Thursday, June 1 5, 2017, for Senior Day in the Park
F. CITIZENS' PERIOD
G. OLD BUSINESS-TOWN MANAGER C. WAYNE SUTHERLAND, JR.
H. COMMITTEE REPORTS
1. Budget and Finance
a. Proposed ordinance regarding amendments to the Personnel Policy
b. Renewal of Town's health insurance
2. Public Works
a. Construction to commence on the final phase of the Connector Road Project
b. Farmers' Market construction bid
I . ORDINANCES/RESOLUTIONS
1. Ordinance No. 1314, an ordinance amending and reenacting Ordinance No. 1028, generally known as Personnel Rules, Regulations and Policies, of the Town of Wytheville, Virginia, so as to amend Section 5. Leaves of Absence, Subsection 5.2 Sick Leave and Subsection 5.6 Family and Medical Leave, on first reading
J. APPOINTMENTS
1. Appointment of a member to the Wall of Honor Committee to fill the expired term of Mr. James S. Phipps (term expired February 1, 2017)
K. ADJOURNMENT
G:\COUNCIL\COUNCIL AGENDAS\2017\021317.doc
WYTHEVILLE TOWN COUNCIL AGENDA INFORMATION
Meeting Date: Monday, February 13, 2017
Item Name: Consent Agenda
Item Number: E-2
Subject: Special Exception Facility Use Permit- Rural Retreat High School After Prom Committee
SUMMARY:
Enclosed is the request of the Rural Retreat High School After Prom Committee for a
Special Exception Facility Use Permit for use of the Recreation Center on April 8 and 9,
2017, for their After Prom activities. The Recreation Commission has reviewed the
request, and they would recommend that it be approved.
TOWN OF WYTHEVILLE Application For Spacial Exception Facility Use Permit
Name of Applicant: Alison N. Pollard
Organization Representing: RRHS After Prom Committee
Organization Address: RRHS, 321 Buck Ave, Rural Retreat, VA 24368
Malllng Address of Applicant: 148 Cherry Street, Rural Retreat. VA 24368
Phone Number of Applicant: 276-920-4525
What facility are you requesting a special exception use permit: Community Center
Thoroughly explain the activity which Is proposed In the facility:
After Prom activities to Include games In the gym and teen room; use of the swimming pool and
climbing wall.
What Is the purpose of the activity? To have a save olace for the students to aather after prom.
What is the proposed date for the activity? APril 9". 2017
What are the intended hours of facility use: 12:00-5:00 am
Give the purpose and the amount of fees that win be charged to attendees: No charge to the
studcent attendees.
If fees are charged who will receive the proceeds?
How many persons will be attending the activity? Approximately 150
Is the activity open to the public? No
If not, who is invited to the activity? Only BRHS stucients attending prom and their dates.
If activity Is open to a specific group, how will access to the activity be controlled? Students wtn s!gn uc before the event
Will an attendee roster be available at the entrance? Yes
What is the age of persons attending the activity? Age range 14-20
Will alcohol be present or consumed during the activity? No
How many Individuals will be supervising the activity? 10-20
Do you agree to take care of all set up responsibilities according to department policy ? _...Ya
If not, do you realize a fee will be charged?
Do you agree to take care of all clean up responsibilities according to department policy? Yes
If not. do you reanze your deposit will not be refunded?
Do you understand that the deposit may not be refunded and/or additional fees assessed if there
are damages, disciplinary confrontations, or if you failure to abide by the policies? Yes
Is the applicant at least 18 years of age? Yes At least 21 years of age? � Does your group have access to Its own facilities for the event ? No
If yes, why request the use of Town facilities?
Is your group covered by a Liability Insurance Policy (please attach): *In the process of getting
policy
Do you understand that a Uabllity Insurance Polley may be required? Yes
Have you read, understand and agree to abide by the General Guidelines for Special Exception
Facility Use Permits? � Other lnfonnation:
Submit this appllcaUon to the Director of Parks and Recreation: Wytheville Community Centar, 333
Community Blvd, Wythevlue, VA 24382. For Information regarding procedure&, please refer to GENERAL
GUIDELINES FOR THE SUBMITTAL OF APPLICATIONS TO THE TOWN OF WYTHEVILLE FOR
SPECIAL EXCEPTION FACILITY USE PERMITS FOR FACILITIES UNDER THE AUSPICES OF THE
TOWN OF WYTHEVILLE DEPARTMENT OF PARKS AND RECREATION.
Date:;;;;��.
cmmlaslon.: @/a Signat . • . I� =
Date Reviewed by Town Council:. ______________ _
Signature:. ______________________ _
Permit Approved: YES NO
Restrictions. requirements, standards. etc.:
F:\Fonns\Facility Use\speclal exception pennitwpd
. ------· -----
-r&J,\.,�uJ� • .. �a&s 4��1)ep� Ull-•)llh" 'It)"""'� \<\ ! ll'l! !"a!!l •n1 tur .. _..,,.,,11:'"'1
Contract I: 25902 Da .. : 11S Nov 201&
Rental Contract I Permit Prlnled: 1tS Nov 2016, CH.27 PM
U5flr. cryatalh
User: Status:
c:rystath Tenlltlv•
Town of Wytheville Parks & Recreation, hereby grants Rural Retreat High School After Prom (hereinafter called the •ucensee•) represented by Alison Pollard, permission to use the FacUitles as outlined, 1ubjKt to the Terms and Condtctona of this Agreement contained herein and attached hereto aU of which form part of this Agreement.
I) Purpae of U..
II) Condltlona of Use
II) o.IICS) 111d Tlme(al ot Uta
FaellltyiEqulpment o.y Commllnlly Clnlar. Climbing WID &In Community Cenler. SUn Na�lolfum COCIImunky Cemer ·Gym SUn
Community Cenlll· Kitchin Sun Community Cenlar. Sun Mullftupose Room Community CMier • Sun Voulhi'Teen Cent.r
Prtva1e Rental After Prom
Attach Private Rental Agreement Here'
• of 80oldngs e Staltlng Sun 09 Apr 17 12 00 AM Ending Sun 09 Apr 17 05 00 AM
... rto. s .. nnm. EndD.ta Endnme , .. 09Apf2017 12·110AM (KI Apr2017 0300AM $0110
09Apr2017 12:00AM 09Apr2017 D300AM $0.00
08Apr2017 12·0DAM 011Apr2017 OSOOAM sooo
01Apr2017 1200AM 09A!)r2017 OSODAM saoo
09Apr2017 1200AM 09Apr2017 05·00AM sooa
09Apr2017 1200AM 09Apr2017 0500AM sa.oa
1¥) Adclleloul ,...
v) Pay-tllathocl Rln .. IFMI
$000
Extnl Fill Tea "-ntlll Tot81 Damage Dlpoelt Totlll Applied
VI) Othlrlnfonnlllcm Ptompl
Tables & Chll�7
sa ao so oo so.ao S30D.oo so ao
Rental charges are due KCOtdlng to the following sctwdule Dlt.
16 Nov 2016
Anawer
Espeded.O
XFM Tu
$0.00 so.oo
50.00 so.oo
SD.OO sooo
$000 sooo
so.oo soao
so.oo so.oo
BallnCI
5300.00
Toll I
5000
$0.00
$000
so.oo
$000
$0.00
Cum�nl 5000
Page1
Pt#tUd: 16 Nov 2016, 04.27 PM User. ayslalh
Contract t: 25902 Date: 16 Nov 2016
vii) Additional Notes Climbing waa. CommuniCy center
Gym· Community Center
Kitchen • Community Center
Multipurpose Room • Community center
Natat£nlm • Communi\y Center
Youth/Teen Center· Community Center
Rental Contract I Permit
User: crystlllh lltltus: Tentative
The undersigned has read and on behalf of the Licensee agrees to be bound by this Permit/License and the Terms and Conditions contained herein and aHached hereto, and hereby warrants and represents that he/she executes this Parmft/License on behalf of the Licensee and has sufficient power, authority and capacity to bind the Ucensee with hlslher signature.
Pril:e will be $16 per person w/swlmmlng. Number of people to be
established 2 weeks prior to event {Min 60) Rental hours- set up time for parents/staff wlll be 10pm-12am. Event Time
is 12a-Sa. Pool and Climb 12a-3a. Clean up Sa-6a.
Parent/Staff group must meet with Rec Dept Staff within the 2 weeks prior
to the event to discuss event details. Any questions or specifics on what Is
allowed or not allowed needs to be discussed before scheduling specific
activity for nlsht of.
UablJity Polley Is required as noted Jn rental policies.
x: O..Li�d)'\ .. lt.. P8-ll.w X: Alison Pollard NllfM
Rural Retntet High School After Prom A..� +495 flhe m1au1 ltd 3:1 1 �cJt. n" - •
RUI'II Relntat VA 24368 USA
Home () Business. (276) lPU 4600 Fa�e: (276)
Date J JjJ5/JIIJ
n��e:
Town ofWythevUie Parks & Recreation
Oete -----------------------------------------------------------------
Page:2
· ----- ··-··-·----··--· -
T��W�-w---4t�.·�--------:poi£S .t ��Pep�
FACILITY RENTAL POLICIES
tJ.R Deposit: A deposit is required for each room reservation payable when making the reservation (see Center Rate Schedule). The deposit is refunded if the group has fulfilled the contract tenns, the group cleans up adequately, vandalism and damages have not occurred and group has stayed within rental hours. Any overage in rental hours will be withheld from the security deposit If the security deposit does not cover overage, addition will need to be paid upon leaving. Behavior problems of any nature will result in forfeiture of the deposit
tJR Re11tal Fee: Renbll fees are to be paid in full three weeks prior to event date or the rental is subject to be cancelled.
fiR Refund of Deposit: Deposit refunds will be issued in the form of a check and will be made out to and mailed to the person whose name the reservation is in within 30 days of rental date.
0 £ Cancellations: If a reserver notifies staff of cancellation at least three (3) weeks prior to the reservation, rental use fees will be refunded in full. If a cancellation is made less than three weeks of the scheduled reservation, a $25 cancellation fee wiH be deducted from the fees paid. If a reservation is canceled or altered within one wee� rental fees will not be refunded.
ChristmliS and New Year's Parliu: Reservations for the Community Center during the months of December and January are in much demand due to the holiday season. Therefore the following cancellation policies will be enforced for any activity scheduled in December or January: More than two months; $75 cancellation fee: Two months or less; S 1 SO cancellation fee: Less than one month; no refund for facility use.
af SETUP Plans for decorating, setting up or using any equipment must be scheduled when reserving and is included in rental use hours. All groups requiring the use of tables and/or chairs shalt make arrangements on layout when making reservation. Community Center Staff will set up tables and chairs according to layout Groups needing ony audio/visual equipment must make arrangements upon reservation and must bring in any personal equipment for testing at least two weeks in advance. Under no circumstances are groups holding a pennit to remove chairs, tables or other equipment from the Community Center. No decorations may be hung or attached to the ceiling, walls or windows. Table decorations are allowed.
o.f CLEANUP Any group using a facility operated by tbe Town of Wytheville Department of Parks and Recreation agrees to leave the facility as it was found. Clean up by user 1roup includes but is not Umited to cleaning up of all decorations, food, and trash; cleaning tables; sweep aud mop if needed. Supplies, including additional trash bags, for clean up are supplied and are in closet Clean up must be performed immediately after the activity concludes and is included in rental use hours. Failure to clean areas shall result in forfeiture of all or part of the deposit and/or
fJ.A1 assessed additional costs for cleanup operations if deemed necessary.
__ ENTERINGAND LEAVINGFACILITY Everyone must enter and exit through the front entrance. Room doors to the outside are for emergency exit only and will alarm.
C:\Users\aliso\Downloads\F ACILITY RENTAL POLICIES handout 3.doc
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Entering: A representative from the group !!!!!!! report to the front desk of the building upon entering the facility before area Is unlocked. The supervisor will record the time group enters, review contract infonnation and general operating policies if needed. Departure: A representative from the group must report to the front desk of tbe buDding upon departing the facUlty. The attendant and the representative review conditions of areas utilized prior to departure. Any area not cleaned or damaged is to be noted on the reservation form. The representative is required to sign acknowledging the damages. Failure to sign this form will result in forfeiture of the deposit in full. Additional fees may be charged to the individual or group for damages or additional staff needed to clean area.
� DAMAGES TO FACILITY OR EQUIPMENT/DISRUPTIONS Damages: Any reserver that causes physical damage to the facility or to any equipment shall forfeit the deposit and/or be assessed additional costs for repairs (if deposit is not sufficient). The reserver, agency or organization may also forfeit the privilege of future use of the building. Disruptions: Any rcserver or other person involved in a disruption at a facility operated by the Town of Wytheville Department of Parks and Recreation will be suspended according to the rules and regulations pertaining to disciplinary actions. In addition, any disruption occurring during a scheduled reservation will result in forfeiture of the deposit.
LIABILITY Individuals, groups, agencies, or organizations contracting to use the Center or any facility shall assume the responsibility for all persons and area of use.
Neither the Town of Wytheville, nor any of its operating agencies, shall be liable to any organization, agency or individual using the facility nor to any other person, finn or corporation for any loss or damage suffered during the use of said premise or on account of any defective condition or depreciation of the portion of the premises used of any building, strucb.Jre or equipment upon the premises and entity using said facility assumes all risks to persons or property due to latent or patent defects in the premises and fixtures thereon and the entity using the facility expressly agrees to indemnify and save hannless the Town of Wytheville and all of its operating aaencies from any and all claims resulting from the use of the same. Any individual, agency, or group hosting a community activity or fund-raising activity must provide the Department with a copy of a current Liability Insurance Policy of not less than $1 Million.
Signature: � fJA..c/; Date: .....;,_/2-+l-JS".J...:,..../J �...;.....__
TO BE COMPLETED WHEN LEAVING
Time In: ___ __ _ Time Out: ____ _ _
Clean up: D Completed 0 Not Completed No�=-----------------------------
Cl Damages Explanation.__ _______________ _____ _
Staff Signature: _________ Rental Signature:. _ _ _ ______ _
C:\Users\aliso\Downloads\F ACILlTY RENTAL POLICIES handout 3.doc
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333 COMMUNITY BLVD WYTHEVILLE, VA 2-1382
(2i6) 223·33i8 Fax(2i6)223·�164 t-ee.wytheville.otog
MEMORANDUM
TO: Sherry Corvin, Town Clerk
FROM: Crystal Hylton, Services Coordinator/Administrative Assistant
DATE: January 23, 2017
SUBJECT: Special Exception Facility Use Permit
On January 11,2017, the Recreation Commission voted to recommend to Town Council the approval of the special exception facility use pennit for the Rural Retreat High School After
Prom to be held overnight on April 8/9, 2017 and the Bland High School After Prom to be held overnight on April22 /23, 2017.
Rental Contract and Special Exception Facility Use Pennit Attached.
WYTHEVILLE TOWN COUNCIL AGENDA INFORMATION
Meeting Date: Monday, February 13, 2017
Item Name: Consent Agenda
Item Number: E-3
Subject: Special Exception Facility Use Permit- Bland County High School After Prom Committee
SUMMARY:
Enclosed is the request of the Bland County High School After Prom Committee for a
Special Exception Facility Use Permit for use of the Recreation Center on April 22 and
23, 2017, for their After Prom activities. The Recreation Commission has reviewed the
request, and they would recommend that it be approved.
TOWN OF WYTHEVILLE Application For Special Exception Facility Use Pennlt
Name of Applcant: Laura Radford
Organization Representing: Bland Countv Hfqh School After-Prom
Organization Address: 176 Eagles Road. Rocky Gap. VA 24366
Mailing Address of Applicant: 3097 Wesendonck Road. Bland VA 24315
Phone Number of Applicant: 304-952-9797
What facility are you requesting a special exception use pennlt: WvthevHie Community Center
Thoroughly explain the activity which Is proposed In the facility: The BCHS After-Prom event will
be held at the Wvthevllle Community Center dlrecttv following the BCHS prom which will be held
next door at the conference center. Students attending prom will utilize the climbing wall.
natatoriym. gym, kitchen. myltl-ouroose rooms and the voulh/teen center during the a(ter-orom
event
What Is the purpose of the activity? This event Is a BCHS tradition that provides our hlQh school
students with a healthy. safe. drug-free event following the conclusion of the prom.
What Is the proposed date for the activity? Saturday. April 22. 20 17 ..Sunday. Aorit 23. 2017
What are the Intended hours of facility use: 10:00 om-6:00am on Sunday. Aoril23. 2017
Give the purpose and the amount of fees that will be charged to attendees: Students will not be
charaed to attend this evenl
If fees are charged who will receive the proceeds? N/A
How many persons will be attending the activity? 150- 200
Is the activity open to the public? __.Ng
If not, who Is invited to the activlty? BCHS juniors, seniors & their dates
If activity Is open to a specific group, how will access to the activity be controlled? Students will
be required to sian In upon entering the facUlty and kevs will be taken from students until the end
of the event. Doors will be locked and monitored during the event
Will an attendee roster be available at the entrance? �
What 1s the age of persons attending the activity? 16-19
Will alcohol be present or consumed during the activity? � I
How many Individuals will be supervising the activity? 2D-30 adults
Do you agree to take care of aD set up responsibilities according to deparbnent policy ? ....Dl If not. do you realize a fee will be charged?�
Do you agree to take care of all clean up responsibilities according to deparbnent policy? yes
If not, do you realize your deposit will not be refunded? yes
Do you understand that the deposit may not be refunded and/or additional fees assessed If there
are damages, disciplinary confrontations, or if you failure to abide by the policies? yes
Is the applicant at least 18 years of age? yes At least 21 years of age? yes
Does your group have access to its own facilities for the event ? �
If yes, why request the use of Town facilities? The BCHS prom will be held next door at tbe
convention center. Uttllzatlon of the commynitv center orov!des easv access to after Prom without
students havlna to drive to another locations. The communitY center proyldes recreational
oooortunttles that we could not provide at the high school.
Is your group covered by a Liability Insurance Polley (please attach): � Do you understand that a Liability Insurance Polley may be required? .:4! Have you read, undeJStand and agree to abide by the General Guidelines for Special Exception
Facility Use Permits? yes
Other information:
Signature: 9>"tf.A} PptJ \mel Date: I;.-(,..,/(,
Submit this application to the Director of Parks and Recreation: Wytheville Community Center, 333
Community Blvd, Wytheville, VA 24382. For Information regarding procedures, please refer to GENERAL
GUIDELINES FOR THE SUBMITTAL OF APPLICATIONS TO THE TOWN OF WYTHEVILLE FOR
SPECIAL EXCEPTION FACILITY USE PERMITS FOR FACILITIES UNDER THE AUSPICES OF THE
TOWN OF WYTHEVILLE DEPARTMENT OF PARKS AND RECREATION.
Date �d by R=�mmission:
Slgnatu Q � · · (...._/
Date Reviewed by Town Council:. _______________ _
S�naw�=·--------------------------------------------
Permit Approved: YES NO
Restrictions, requirements, standards, etc.:
F:\Forms\Fuc:ility Usc:\spccial exception permit.wpd
T��W�---1D�·-------'Ocit{S .t :eea� '[)�
Rental Contract I Pennit Printed: 17 Nov 2016, 11:37 AM
Usar: Ct)'Stalh JSJC _., Dlool W,u.mllc. VA l4JQ :Z1U�J ll71 llllp •ftC ..,.... . ....
Contrlct 1: 26903 Dlte: 16 Nov 2016
User: Status:
crystalh Tentative
Town of Wytheville Parks & ReCI'8allon, hereby grants Bland High School After Prom (hereinafter called 1he "licensee•) represented by Laura Radford, permission to use the FacUlties as ou1Jined, subject to the Terms and Conditions of this Agreement contained herein and adached hera to an of which form part of this Agreement
I) PurpoM of Use
II) Candltlona of Use
Ill) Datl:(a) and 111M( a) of Use
FadtltyiEqulpmttnl Day
Community Cet1ter • SUn Climbing Wd Community Center . SUn NalaiDI'IIrTI Community Cenlef ·Gym SUn
Community Centar -IOichen Sun
Community c.nt. • sun Multipurpose Room
Community Cenlef • s ... YouttiiTeen Centar
Private Renlel AflerProm
Aaach Prtvate Rental Agreemenl Here!
II of Bacldngs: II Starling: SUn 23 � 17 12'00 NA Ending: Sun 231-{lr 17 05:00AM
S'lllrto.te S'lllrt 11me End Date l!ndTime 23Ap2017 12:00AM 23A;12017 03.00AM
23Apr2017 12:00AM 23Apr2017 03;00AM
23.2017 12:00AM 23Apr2017 OSOOAM
23Apr2017 12.00AM 23A;12017 0500AM
23Apr2017 12:00AM 23Af/12017 os·ooAM
23Ap2017 t2 00AM 23Apr2017 OSOOAM
EllpiiCted: 0
FH XFH Tu
50.00 so.oo $0.00
$0.00 $0.00 so.oo
50.00 50.00 so.oo
50.00 $0.00 50.00
so.oo $0.00 50.00
so.oo 50.00 $0.00
IV) Additional feel v) Payment Mathad
Renlalfees $0.00
Extra FHa Tax Rental Tocal Damage Depoalt Total Applied Balance
VI) Other lnfonnatloll Prompt TableS & Cha'ra?
$0.00 so.oo so 00 $300.00 so.oo 5300.00
Renlat charges are due according &o the following schedule:
Date Amount 16 Nov 2016 $300.00 Rental Deposit Due
Answer
Total
$0.00
so.oo
so.oo
so.oo
so.oo
SO. DO
Cwntnt
$0.00
Page: 1
Ptlnted: 17 Nov 2016, 11:37 AM User: cryatalh
Contract t: 25903 Date: 18 Nov 2016
vii) Addlllonal Notes Climbing Wall· Community Center
Gym ·Community Center
Kitchen -Community Center
MuttipulpOH Room -Community Center
Natatorium • Comm.lnlty Center
Youth/Teen Center-Community Center
Rental Contract I Permit
User: crystalh Status: Tentative
The undersigned has raad and on behalf of the Licensee agrees to be bound by this Permit/License and the Terms and Conditions contained herein and attached hereto, and hereby warrants and represents lhat he/she executes this Pennlt/Ucense on behalf of the Licensee and has sutnclent power, authority and capacity to bind the Licensee with hlslher signature.
Price wilt be $16 per person w/swimmlng. Number of people to be established 2 weeks prior to event (Min 60)
Rental hours- set up time for parents/staff will be 10pm-12am. Event Time
Is 12a-Sa. Pool and Oimb 12a-3a. Clean up Sa-6a.
Parent/Staff group must meet with Rec Dept Staff within the 2 weeks prior
to the event to discuss event details. Any questidns or spedfics on what is allowed or not allowed needs to be discussed before scheduling specific activity for night of.
Uablllty Policy Is required as noted in rental polides.
x: !l�s f1oP\t�d Laura Ra ord ·
X: Name:
Bland High School After Prom et I tAinlr ,.... Eq�\tl Rocky Gap VA 24366 USA Home:O Fax: (278)
Date:
Business: ti81)8ii 1117
'!O'l-q�cn�, ..... --------------------------------------
Tille:
Town or WythevHie Partts & Rec�allon
Date: ----------------------------------
Page: 2
--
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� o�o� \A 1.;�i6
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1 E.�CLUSIONS, OR CONDm0:-.-5
tAffORDEn II\" TR£ POLIC\ REFERE.'iCED IN nns CERTinCAT£ OF li'<'SUJW'iet. �
______ SQ��A��A���-�O��G�------if��' Y A \'irs in� Auoeiation or Counties Group Selr-tnsur.ua Risk Pool
-----------
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\ 3!u.d County Pubhc: Schools 36! Bears Tratl 3GSuan. VA :l-UI�
1LETTEI\
---- ----------- -- --- ---------COMPASY C II. ETTER
lco�tPANY E LETTER
�\ -�' �mn'1·rH'ArTHE'PouciE.sOi'iNSu�N�� ... ��aow HAve eE£.'41SSUE"O-io-iHE""iNSu'REDNAMEO �.aoV'EFOi\ ru roucv PEIUoo �"Die A TED. SOTWITHST ASDISO ASY REQUIRE.\IEST. TERM OR CONDITION OF ASY CONTRACT OR OnJER DOCUMENT Wmt RESPECTTO WHICII THIS c-::>tni'lCATE�IA\' BE ISSUED OR �lrW PERTAIN, THE INSURANCE AFFORDED BY TilE POLICIES DESCRIBED HEREIN IS .iUBIECTTO ALt. THE TEAMS. EXC1XSIOSS .ASD CO.,DITIO"'S OF S liCll POLICIES Ll�IJTS SHOWN MAY Hr\\'E BEEN REDUCED BY PAID CLAIMS
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(276) 223·3378 Fax (276) 22.1·3364 1-ee. wythr"1lle.oL-g
MEMORANDUM
TO: Sherry Corvin, Town Clerk
FROM: Crystal Hylton, Services Coordinator/ Administrative Assistant
DATE: Jan uary23 , 2017
SUBJECT: Special Exception Facility Use Permit
On January 11,2017, the Recreation Commission voted to recommend to Town Council the approval of the special exception facility use pennit for the Rural Retreat High School After
Prom to be held overnight on April 8/9, 2017 and the Bland High School After Prom to be held overnight on April 22/23, 2017.
Rental Contract and Special Exception Facility Use Pennit Attached.
WYTHEVILLE TOWN COUNCIL AGENDA INFORMATION
Meeting Date: Monday, February 13, 2017
Item Name: Consent Agenda
Item Number: E-4
Subject: Waiver of Fees Request- Wytheville Lions Club
SUMMARY:
Enclosed is the request of the Wytheville Lions Club for waiver of fees for their Annual
Charity Carnival scheduled for July 17 through 22, 2017. The fees waived are business
license fees and inspection fees for the amusement device rides. Waiver of the
inspection fees, however, does not waive the requirement for inspection of the rides.
Sherry Corvin Town Clerk Clerk of Council Town of Wytheville 1 50 East Monroe Street Wytheville, VA 24382
Dear Sherry,
WYTHEVILLE LIONS CLUB POST OFFICE BOX 291
WYTHEVILLE, VIRGINIA 24382
January 19, 2017
The Wytheville Lions Club will be holding Its annual Charity Carnival this year from July 1 7th through July 22, 2017. The site will again be on the ball fields below the Wytheville Community College College, 1000 East Main Street. We request that the Town of Wytheville waive the business license fees and inspection fees for this event. Thank you for your continued support.
Sincerely,
r James D. Gearhart, Secretary Wytheville Lions Club
cc Jean Cook, President G. W. Catron, Carnival Committee Co-Chairman
WYTHEVILLE TOWN COUNCIL AGENDA INFORMATION
Meeting Date: Monday, February 1 3, 2017
Item Name: Consent Agenda
Item Number: E-5
Subject: Wythe County Public Library Parade Request
SUMMARY:
Please find enclosed the request of the Wythe County Public Library to conduct their
Annual Fourth of July Parade on Wednesday, July 5, 201 7, at 10:00 a.m. The route will
be the same as used in previous years. Chief Arnold has reviewed and approved the
requested date, time and route.
TOWN OF WYTHEVILLE SK RUN/PARADE/MARCH/STREET CLOSING FOR EVENT/
OTHER EVENT APPLICATION
Date1118/2017 60 DAYS PRIOR TO EVENT
A. Request for a SK Run/Parade/March/Street Closing for Event/Other Event is hereby made by: ORGANIZATION NAME Wvthe County Public Library CONTACT PERSON Sarah Dye ADDRESS 300 East Monroe Street. Wytheville. Virginia 24382
CONTACT NUMBER 276-2284951 Ext. 27
NAME OF EVENT Wvthe County Public Library Annual Fourth of July Parade
B. This event is being requested to be conducted on: MONTH July DAY 5th YEAR 2017
START TIME 10:00 AM END TIME 10:45 AM
C. _X_ Yes, the organization WILL provide adult volunteers to help with this event. _ No, the organization WILL NOT provide adult volunteers to help with this event.
D. Please select a route from one of the five (5) pre-approved routes listed below. If there is another route your organization would like to use, please select number six (6) and describe the route in detail. We cannot guarantee that the chosen route will be approved.
D 1.
D 2.
D a.
SK Run "WCC" Route (Begin at the Wytheville Community College property, proceed on East Main Street, turn right on 11th Street, turn right on Peppers Ferry Road, turn right on Community Boulevard and return to the start line at the College.) (Permission will, also, be needed from WCC.)
SK Run "Chautauqua" Route (Begin in front of the Fourth Street Civic Center on Fourth Street, turn right on Spring Street, turn right on 11th Street, turn right on Withers Road (turns into Calhoun Street), tum right on Railroad Avenue, tum right on 20th Street, turn right on Spring Street, turn right on Fourth Street and return to the Fourth Street Civic Center.)
SK Run 11Spiller" Route (Begin at Spiller School marquee sign on Tazewell Street, turn right on Ridge Road, turn left on Fisher Road, turn right on Mountain View Drive, turn right on North 17th Street, go through the Loretto subdivision, turn right on Peppers Ferry Road, turn left on 11th Street, turn right on Withers Road, tum right on Church Street, continue across Main Street to Tazewell Street, cross Monroe Street, continue on Tazewell Street and finish in front of Spiller School marquee sign.)
1
D 4.
D s.
D s.
7.
SK Run "Smallest Church" Route (Begin at Wytheville's Smallest Church on Nye Road, turn left on Bob Spring Road, tum right on Lover's Lane, tum right on Nye Road, run past the church for .5 mile, tum around and return to Wytheville's Smallest Church.)
Parade Route (Begin at Super Dollar/Family Dollar at the comer of Main and 12111 Street, proceed east on Main Street, turn left on First Street, turn left on Monroe Street and right into the Town Municipal Building Parking Lot.)
Parade/March/Other Route: Exit Wythe County Library to right. Left on corner of
Monroe and North 3n1 Street Left on comer of North 3nt Street and East Main Street.
Left on corner of East Main Street and North S01 Street Left on Corner of North SUI street and Monroe to library
D 8. Request for Street Closure for an Event? LYes ___ No
If yes, please list the streets requested to be closed:
Monroe Street, North 3rd Street, East Main St, North 5th St.
E. SIGNED Satttd tj. Z',e TITLE Wvthe County Public Librarv Youth Services Coordinator
Please return to: Sherry Corvin, Town Clerk, Town of Wytheville, P.O. Box 533, Wytheville, VA 24382, or email to [email protected].
* **** **** **** ***************************FOR OFFICE USE ONLY*************************************
The Wytheville Police Department has reviewed this request and would recommend the following regarding the application:
ll2f Approve the Application
0 Deny the Application
D Approve with the following modifications:. _________ _____ ___ _
heville Polic�epartment G:\FORMSLET\Parade-5K Run Application.docx
2
WYTHEVILLE TOWN COUNCIL AGENDA INFORMATION
Meeting Date: Monday, February 13, 2017
Item Name: Consent Agenda
Item Number: E-6
Subject: Wythe-Bland Animal Welfare League 5K Run Request
SUMMARY:
Enclosed please find the request of the Wythe-Bland Animal Welfare League to conduct
a "Hike for Hounds & Meow Meander" 5K Run on Saturday, September 16, 2017, at
8:00 a.m. The League will be utilizing the "WCC" Route, and Chief Arnold has approved
the requested date, time and route.
·., ' ' '
Janua,Y 9, 2017
Dear Wytheville Town Council:
TOWN OF wYTHEVILLE RECEIVED JAN 2 4 2017
The Wythe-Bland Animal Welfare League WVBAWL) would like to request approval to hold a 5K Run "Hike for Hounds & Meow Meander" Fund raising Event using the 5K Run Wytheville Community College WVCC) Route on Saturday, September 16, 2017.
Registration would begin at 8 :00 a.m., with the run starting at 9 :00 a.m. wee has provided permission for WBAWL to begin and end the run on their property. WBAWL would also be able to provide civilian assist�nce with traffic control as needed.
Thank you for your con�ideration of this request. Our address is P. 0. Box 1086, Wytheville, VA 2 4382 or you may contact Debbie Turner, President of WBAWL, by calling 276-620-7197.
Sincerely,
01��·� WBAWL Member
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TOWN OF WYTHEVILLE SK RUN/PARADE/MARCH/STREET CLOSING FOR EVENT/
OTHER EVENT APPLICATION
Date January 1 8, 2017 60 DAYS PRIOR TO EVEN T
A Request for a 5K Run/Parade/March/Street Closing for Event/Other Event is hereby made by: ORGANIZATION NAME Wythe-Bland Animal Welfare League CWBAWL)
CONTACT PERSON Debbie Turner, President
ADDRESS P . o. Box 1 0 8 6, Wytheville, VA 2 4 3 8 2
CONTACT NUMBER-=27�6�-�6�2�0_-�7�1�97�--------------------------------NAME OF EVENT Hike for Hounds & Meow Meander I SK Walk /Run
B. This event is being requested to be conducted on: MONTH september , DAY 16th , YEAR. _ _..2..,.0 ..... 1..._7 ____ _
START TIME 8 : 0 0 a . m . , END TIME __ 4.:...:,.;: 0::..:0:;.......o:p""" • ..:.:;m:..z.. _____ _
C. __x_ Yes, the organization WILL provide adult volunteers to help with this event. __ No, the organization WILL NOT provide adult volunteers to help with this event.
D. Please select a route from one of the five (5) pre-approved routes listed below. If there is another route your organization would like to use, please select number six (6) and describe the route in detail. We cannot guarantee that the chosen route will be approved.
Q 1 .
0 2.
0 3.
5K Run uwcc" Route (Begin at the Wytheville Community College property, proceed on East Main Street, turn right on 11th Street, turn right on Peppers Ferry Road, turn right on Community Boulevard and return to the start line at the College.) (Permission will, also, be needed from WCC.)
5K Run .. Chautauqua" Route (Begin in front of the Fourth Street Civic Center on Fourth Street, turn right on Spring Street, turn right on 11th Street, turn right on Withers Road (turns into Calhoun Street), turn right on Railroad Avenue, turn right on 201h Street, turn right on Spring Street, turn right on Fourth Street and return to the Fourth Street Civic Center.)
5K Run .. Spiller" Route (Begin at Spiller School marquee sign on Tazewell Street, turn right on Ridge Road, turn left on Fisher Road, turn right on Mountain View Drive, turn right on North 17th Street, go through the Loretto subdivision, turn right on Peppers Ferry Road, turn left on 1 1th Street, turn right on Withers Road, turn right on Church Street, continue across Main Street to Tazewell Street, cross Monroe Street, continue on Tazewell Street and finish in front of Spiller School marquee sign.)
1
D 4. SK Run "Smallest Church,. Route (Begin at Wytheville's Smallest Church on Nye Road, turn left on Bob Spring Road, turn right on Lover's Lane, turn right on Nye Road, run past the church for .5 mile, turn around and return to Wytheville's Smallest Church.)
D 5. Parade Route (Begin at Super Dollar/Family Dollar at the corner of Main and 1 2th Street, proceed east on Main Street, turn left on First Street, turn left on Monroe Street and right into the Town Municipal Building Parking Lot.)
D 6. Parade/March/Other Route: ---------------------
D 7. Request for Street Closure for an Event? ___ Yes
If yes, please list the streets requested to be closed:
E.
___ No
Please return to: Sherry Corvin, Town Clerk, Town of Wytheville, P.O. Box 533, Wytheville, VA 24382, or email to [email protected]. ****************************************#=()� ()f=f=/{;l: ll�l: ()�£.)'*************************************
The Wytheville Police Department has reviewed this request and would recommend the following regarding the application:
[iZ( Approve the Application
0 Deny the Application
D Approve with the following modifications: __________________ _
G\iYtheville Police Department G:\FORMSLEl\Parade-SK Run Application.docx
2
WYTHEVILLE TOWN COUNCIL AGENDA INFORMATION
Meeting Date: Monday, February 13, 2017
Item Name: Consent Agenda
Item Number: E-7
Subject: Waiver of Fees - District Three Senior Services
SUMMARY:
Please find enclosed the request of the District Three Senior Services for waiver of fees
for use of Withers Park on June 15, 2017, for Senior Day in the Park. Director of Parks
and Recreation Showalter has reviewed and approved the request.
2712233364 RECFAX 09:04:4h.m. 01-11-2017
TOWD ofWythaville Dqtl1flllat t�/P�trla a4 Rfft'tlltlllll
Request Cor Wal¥11' afi'HS
Number afPmcma in Alt.l:llduce: et�· ll 0 0 _
&uJremgtJ � dvity provides a direct �oaat. educatioaal or c:ntertaiDmeat value 10 the participauCs. Alcoholic beverlaea will not be sold. saved, or coiJIUDlcd.
� clivity wu ICiaeduled tbro1tah the Deputmeat afR='ealioll atleut oae moDih in advuce oflbe date of the 8'!$ftt.
V Group requesliJI& waiwr of fees is a public IICDCY• or poup iacorponted by the Commonwabh ofVqinia a 110,-prolil orpniDtiDIL . ( vfProcads raised wiD be doaated to: \l/ t\ (lbc aaunlion offtmda for a dlarillb:-::le-.�ar�:L...£worthy..L.L::�causc--s":""ha-::U:-aot.�o-=r�itself.-:"!'":"b-e ":"'dee-med--::-a-a-JeiSDD---=for�Wiiwr--=-�of=---Ceater or Park use fees). Orpnizationltepreserative: ---:�..-�"'-\-..-...:-.....-�--------------
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276 223 3364 REC FAX 09:03:53 a.m. 01-18-2017 2 16
T��W�----��·!IF----- Rental Contract I Permit
-:p� 4 �eatu91\J 1)� Prfnled: 18 J��n 2D17, 09:01 AM Ulflr. r:rvatalh
ll1 c·---,.nlt�l w,illn,ltc. v.\ :me !18 :m 11'11 ...,_.,__., •• uclll'll
Canblelt: 21144 Dat.: 18 Jan 2017
UHr: crysmlh Statu•: Finn
Town of Wythavlle Parks & Recreation, hereby grants District 3 Governmental Coop (heralnafter called the "LLcensee•) represented by Libby Dancy, permission Ia use the Facllltlas as oulllned, subject to the Tenns and Conditions of lhla Agreement contained herein and attached hereto all of which farm part of lhls Agreemenl
I) Purpose ofU.. Special Evant WIO Alcohol Senior Day at lhe Padc
II) Conditions or Use Allach Spacial Evant Agreement Hera!
Slartlng: Thu 15 Jun 17 07:00 AM Ending: Thu 15 Jun 17 04:00 PM
D.y St.rt Dala Start Time End Date End llme FH XFH Tu Total
Thu 15 Jun 2017 07:00AM 15 Jun 2017 CM:OO PM $135.00 10.00 SO.OO $135.00
lvl Addlllanel Feu v) Payment •lhod
�nlai F ... $135.00
Exn F... Tu RMllal Tobll Dll,.-sz• O.paalt Tobl Applied Balance
vi) OtherlnfarmaUon Prompt
Tables I Clla&s? vii) Adclllonal Noles
Park -Wlhera Park
so.oo $0.00 $135.00 $100.00 $0.00 $235.00
Rental charges ara due accanllng lo the following Khedula: Date AMount 18 Jan 2011 $100.00 Renlll Depo51t Due 25May2017 $135.00
Answer
&CODI .._
1oLA o Lt; m
CUrrent 5100.00
....
U N " £
The undersigned has read and on behalf of lhe Ucansee agrees Ia be bound by lhls PermiUllcense and the Terms and Conditions contained herein and attached hereto, and hereby warrants and represents thai he/she executes this ParmltA.Icense on behalf of the Licensee and has suffictent power, authority and capacity to bind the Licensee with tislhe; �tura. )(: �·\..\.LA F"• ts Ubby�\ \
Dlatrld 3 Govemmentat Coop 44!13 W Lee Hwy Merton VA 2<1354 USA Home:() Fax: (276)78W003
Buslneu: (276)783-8157
X: Name:
Town of Wytheville Parks & Rec:teaUan
Page: 1
- 276 223 3364 REC FAX Pt1n1N: 18 Jan 2017, 09:lJ1 AN User: cmlalh
Contract#: 26144 o.ta: 18 Jan 2017
Data: ot l I F I 'tho 1 '1 Dale:
09:04:0Sa.m. 01-18-2017 3 16
Rental Contract I Parmlt
User: cryatalh Statu•: Finn
-----------------------------
Page: 2
2762233364 AECFAX 09:04:09 a.m. 01-18-2017 T��W�---1'�------�ol£6 -t:J2erx�V�
FACD..ITY RENTAL POLICIES •
lhposit: A deposit is n:quin:d for each room reservation payable when making the reservation (see Center Rate Schedule). The deposit is refunded if the group bas fulfilled the contract terms, the group cleans up adequately, vandalism and damages have not occurred and group bas stayed within rental hours. Any overage in rental bows will be withheld from the security deposit If the security deposit does not cover overage, addition will need to be paid upon leaving. Behavior problems of any nature wiU result in forfeiture of the deposit
Rental Ft�e: Rental fees are to be paid in full three weeks prior to event date or the rental is subject to be cancelled.
Rej'u11d of Deposit: Deposit refunds will be issued in the form of a check and will be made out to and mailed to the person whose name the reservation is in within 30 days of ten tal date.
Canct�llatlDns: If a reserver notifies staff of cancellation at least three (3) weeks prior to the reservation, rental use fees will be refunded in full. If a cancellation is made less than three weeks of the scheduled reservation, a S25 cancellation fee will be deducted tram the fees paid. If a reservation is canceled or altered within one week, rental fees will not be refunded.
Cl11istln11S and Ne111 Year's Parties: Reservations for the Community Center during the months of December and January are in much danand due to the holiday season. Therefore the following cancellation policies will be enforced for any activity scheduled in December or January: More than two months; S75 cancellation fee: Two months or less; SlSO cancellation fee: Less than one month; no refund for facility use.
fu_ SET UP Plans for decorating, setting up or using any equipment must be scheduled when reserving and is included in rental use hours. All groups requiring the use of tables and/or chairs shall make arrangements on layout when making reservation. Community Center Staff will set up tables and choirs according to layout Oro ups needing any audio/visual equipment must make arrangements upon reservation and must bring in any personal equipment for testing at least two weeks in advance. Under no circumstances are groups holding a penuit to remove chairs, tables or other equipment from the Community Center. No decorations may be hung or attached to the ceiling,
f.../1� walls or windows. Table decorations are allowed.
o_u_ CLEAN UP Any aroup using a facility opented by the Town ofWythevWe Department of Parks aad Recreation agrees to leave the fadlity as It was foUDd. Clean up by mer group iacludes but Is not Umlted to cleaning ap of aU decorations, food, and trash; cleaninl tables; sweep and mop If needed. Supplies. including additional trash bags, for clean up arc supplied and are in closet. Clean up must be performed immediately after the activity concludes and is included in rental use hours. Failure to clean areas shall result in forfeiture of all or part of the deposit and/or
J�.. assessed additional costs for cleanup operations if deemed necessary.
r:z::r;::L: ENTERING AND LEAVING FACILITY Everyone must enter and exit through tire front entrance. Room doors to the outside are for emergency exit only and will alarm.
J:\Forms\Facllily Use\FACO..ITY RENTAL POLICIES handout 3.doc
• 276 223 3364 RECFAX 09:04:2h.m. 01-18-2017
.&1tering: A representative from the group DUll! report to the front desk of the buUdlag upon enterlag the facility before area is Ulllodced. The supervisor will record the time group enters, review contract infonnation and general operating policies if needed. Departure: A representadve from the IJ'OUp must report to the f'ront desk of the building upon departing the fadllty. The attendant and the representative review conditions of areas utilized prior to departure. Any area not cleaned or damaged is to be noted on the reservation form. The repn:seotative is required to sign aclcnowledging the damages. Failure to sign this fonn will result in forfeiture of the deposit in full. Additional fees mny be charged to the individual or group for damages or additional staff needed to clean area.
DAMAGES TO FACR.ITY OR EQUIPMENTIDISRUPI'IONS D11m11ges: Any reserver that causes physical damage to the facility or to any equipment sbaU forfeit the deposit and/or be assessed additional costs for repairs (if deposit is not sufficient). The reserver, agency or organization may also forfeit tbe privt1c:ge of future use of the building. Dlsrrtptlons: Any reserver or other person involved in a disruption at a facility operated by tbe Town of Wytheville Department of Parks and Recn:ation will be suspended according to the rules and regulations pertaining to disciplinary actions. In addition, any disruption occurring during a scheduled reservation will result in forfeiture of the deposit
LIABD..ITY Individuals, groups, agencies, or organizations contracting to use the Center or any facility shall assume the responsibility for all persons and area of use. Neither the Town ofWytheviJle, nor any of its operating agencies, shall be liable to any organization, agency or individual using the facility nor to any other person, finn or corporation for any loss or damage suffered during the use of said premise or on account of any defective condition or depreciation of the portion of the premises used of any building, structure or equipment upon the premises and entity using said facility assumes all risks to persons or . property due to latent or patent defect! in the premises and fixtures thereon and the entity using the facility expressly agrees to indemnify and save bannless the Town of Wytheville and all of its operating agencies from any and all claims resultiogftom the use oftbe same. Any individual, agency, or group hosting a community activity or fund-raising activity must provide the Department with ll copy of a cuaeot Liability Insurance Policy of not less than S 1 MiiUon.
Sipture: 2:£t M y t£> 0 • k t\ (!.v\, Dale: ll I ���� /f}.Q 11 \'i� I
TO BE CO��ED �N LEA�G
Tllne In:;_. ____ _ Tune Out:;,...._ ____ _
Cleanup: 0 Completed D Not Completed Notes:
·----------------------------------------------
[J Damages Explanation:......---------------------------------
StaffSignature:;....._ _ _ _ ______ Rental Signature:. __ ____ _ _ _ _
J:\Forms\Facility Use\F ACU.ITY RENTAL POLICIES handout 3.doc
Sl&
WYTHEVILLE TOWN COUNCIL AGENDA INFORMATION
Meeting Date: Monday, February 13, 2017
Item Name: Committee Reports
Item Number: H-1
Subject: Budget and Finance
SUMMARY:
The Budget and Finance Committee will report on the following matters:
a. Proposed ordinance regarding amendments to the Personnel Policy
b. Renewal of Town's health insurance
BUDGET AND FINANCE COMMITTEE REPORT
FEBRUARY 13, 2017
11 . Later this evening, the Council will consider, on first and final reading, an
ordinance which amends the Town's Personnel Policy. These revisions are
primarily housekeeping in nature because it defines fashions in which an
employee can utilize their sick leave. One of the revisions concerns a period of
time that may be charged by an employee to Family Sick Leave. Under the
revision, a period of absence may be coded as Family Sick from their sick leave
balance for the death of an immediate family member of an employee, but in no
case shall exceed five (5) days or forty (40) hours per personnel year. The other
revision explains the definition of immediate family for whom sick leave may be
utilized for both Family Sick Leave and Family and Medical Leave. The definition
now provides that in-laws are a part of the immediate family where sick leave can
be charged. We think that these changes are beneficial to our employees and
improve the fashion by which employees can use their earned sick leave. When
the ordinance is considered later this evening, it would be the recommendation of
the Budget and Finance Committee that the ordinance be adopted on the first
and final reading.
2. We have now received our renewal information from The Local Choice. The
Local Choice is the health insurance program administered by the
Commonwealth of Virginia. Currently, The Local Choice uses Anthem as the
provider for insurance services. The Town has been with the State program for
many years because it provides an opportunity for the Town to participate in a
large pool of employers. Our health insurance premiums are, primarily, based on
the value of the claims in the prior year. This next year, Anthem advises that
because of claims during this prior year, the Town's insurance premium will
increase by 12 percent. Obviously, this is a budgetary issue that will be
addressed as we move forward. The State requires that participating
governments declare its intent to renew by April 1 of each year. The regulations,
also, require that a declaration be made of what policies will be provided to
employees. We believe that our health insurance is a very valuable benefit to our
employees and think that we should continue our coverage with The Local
Choice. We, also, believe that the current programs provide a range of benefits
that can tailor the needs of employees. The policies' differences are the
deductibles and the out-of-pocket expenses. We would like to note that during
the budgetary process, we will also consider the ratio of the payment of the
premium by the Town and the employee. Currently, the Town pays 93 percent of
that premium. We realize that all of these factors will need to be considered, but
we still need to give The Local Choice notice of the Town's intent to renew.
Therefore, it is the recommendation of the Budget and Finance Committee that
we give notice that we intend to renew our health insurance programs, and that
we note that the policies which are currently in effect will continue to be in effect
in the following year.
2
Jacqueline K. King
Beth A. Taylor
H:'<COUNCILIBFCOMMIT.RPT\20\1\BFFEB\3.doc
3
WYTHEVILLE TOWN COUNCIL AGENDA INFORMATION
Meeting Date: Monday, February 13, 2017
Item Name: Committee Reports
Item Number: H-2
Subject: Public Works
SUMMARY:
The Public Works Committee will report on the following matters:
a . Construction to commence on the final phase of the Connector Road Project
b. Farmers' Market construction bid
PUBLIC WORKS COMMITTEE REPORT
FEBRUARY 13, 2017
1 . We are pleased that we have received the opportunity this week to participate in a
Virginia Department of Transportation pre-construction conference regarding the
construction of the final phase of Community Boulevard, which will extend the
roadway from the current terminating point near Cassell Road eastward to Lithia
Road. This project has been designed for a number of years, and the rights of way
for this portion of the project were acquired at the same time the right of way for the
existing section of Community Boulevard was constructed. W-L Construction of
Chilhowie, Virginia, submitted the low bid for the project and the bidding for all of the
components of the project totaled $6,326,000. All of the expense associated with
this project, with the exception of two percent, will be paid through the Virginia
Department of Transportation's Urban Funding Allocations. Also, involved in this
project will be the installation of water and sewer lines, and these betterments will
be constructed at local expense. The contractor advised, at the pre-construction
conference, that he is prepared to proceed and will submit his Request to Proceed
on the project within the next week or so. In the contract, the Virginia Department of
Transportation has provided for monetary incentives for the contractor to complete
the project in a timely fashion, and, likewise, has specified disincentives if the
contractor were to not meet the timeframes established. The project has an 18-
month completion deadline. As we have noted before, there is nothing required of
the Council at this time, but we are all very excited that this portion of roadway,
which has been visualized for many years, is coming to fruition.
2. We are pleased to report that the shelter project that is a part ofthe Farmers'
Market building was advertised for bids on February 4, 2017, and the bid deadline is
set for February 28, 2017. This portion of the expansion of the Farmers' Market will
bring yet an additional dimension to the marketplace. The design of this structure
had to be coordinated with the work on the Heritage Walk Phase I I Project. The low
bidder on the Heritage Walk Project was DCI/Shires, lncorpora�ed, which is the
construction company currently working in the downtown area, and they anticipate
that construction on the Heritage Walk will begin on April 1 , 201 7. In regard to the
Farmers' Market, we are also involved with the design plans for the restroom
facilities within the building. We anticipate that Town forces will construct these
restroom facilities. As we understand from the Farmers' Market Board, they and
their vendors are looking forward to both of these improvements and anticipate a
successful upcoming year for the Farmers' Market. No further action is required by
the Council, but we did want to make everyone aware that the shelter area for the
Farmers' Market has been advertised for bids.
Thomas F. Hundley
Joseph E. Hand, Jr. H:ICOUNCIL\PWCOMMJT.RPT\201N'WFEBI3.doc
2
WYTHEVILLE TOWN COUNCIL AGENDA INFORMATION
Meeting Date: Monday, February 1 3, 201 7
Item Name: Ordinances/Resolutions
Item Number: I 1-1
Subject: Ordinance No. 1 314
SUMMARY:
Please find enclosed Ordinance No. 1 314, an ordinance amending and reenacting
Ordinance No. 1 028, generally known as Personnel Rules, Regulations and Policies, of
the Town of Wytheville, Virginia, so as to amend Section 5. Leaves of Absence,
Subsection 5.2 Sick Leave and Subsection 5.6 Family and Medical Leave. These
amendments would revise the definition of "immediate family" so that the same
definition is listed in the Sick Leave section and the Family and Medical Leave section
of the policy. The amendments would, also, permit an employee to use an additional
five days, or 40 hours, of his/her sick leave balance for a death in their immediate family
as defined in the Personnel Policy. The ordinance is before the Council on first reading.
ORDINANCE NO. 1314
At a regular meeting of the Town Council of the Town of Wytheville, Virginia, held in
the Council Chambers on Monday, February 13, 2017, at 7:00 p.m.
Present:
Absent:
AN ORDINANCE AMENDING AND REENACTING ORDINANCE NO. 1 028, GENERALLY KNOWN AS PERSONNEL RULES, REGULATIONS AND POLICIES,
OF THE TOWN OF WYTHEVILLE, VIRGINIA, SO AS TO AMEND SECTION 5. LEAVES OF ABSENCE, SUBSECTION 5.2 SICK LEAVE AND
SUBSECTION 5.6 FAMILY AND MEDICAL LEAVE
BE IT ORDAINED by the Town Council of the Town of Wytheville, Virginia, that
Ordinance No. 1 028, generally known as Personnel Rules, Regulations and Policies, be
amended and reenacted so as to amend Section 5 . Leaves of Absence, Subsection 5.2
Sick Leave and Subsection 5.6 Family and Medical Leave, as follows:
SECTION 5. LEAVES OF ABSENCE
SUBSECTION 5.2 SICK LEAVE
Each full-time employee shall eam sick leave at the rate of ten (1 O) work hours for each full calendar month of service (1 5 days annually). Sick leave earned will be applied to the employee's account on the last day of each calendar month. Sick leave may be granted only for absence from duty because of illness, pregnancy, childbirth and related medical conditions, confinement after pregnancy (one month}, legal quarantine or illness in the immediate family as provided by the Family and Medical Leave Act (FMLA}. An employee may be required to provide a medical certificate indicating the inability to work because of illness upon the request of the employee's supervisor. Failure to provide such verification, if requested, may result in loss of pay for the leave taken.
A period of absence may be coded as Family Sick from sick leave balance for illness not covered under the Family Medical Leave Act (FMLA) in the immediate family of an employee, but in no case shall exceed three (3) days per occurrence or six (6} days per personnel year. A period of absence may be coded as Family Sick from sick leave balance for the death of an immediate family member of an employee, but in no case, shall exceed five (5} days, or forty (40) hours, per personnel year. The immediate family shall be regarded as mother, stepmother, mother-in-law, father, stepfather, father-in-law, wife, husband, son, stepson, son-in-law, daughter, stepdaughter, daughter-in-law, brother, half brother, stepbrother, brother-in-law, sister, half sister, stepsister, sister-in-law, grandparents, step grandparents, grandchild or step grandchild when sick leave is used for an illness or a death.
Employees hired prior to January 1 , 2014, shall continue to earn sick leave days as provided herein with no maximum accrual balance. Upon separation of employment, any full-time employee whose term of employment with the Town is five years or more will be entitled to receive payment of 25% of accrued sick leave days with exception of those employees who had an accrued number of sick leave days in excess of 90 days (720 hours} on January 1 , 2014, shall only be entitled to receive payment of 25% of accrued sick leave days earned as of January 1 , 2014, or the balance as of separation, whichever is less.
Employees hired prior to January 1 , 2014, who, as of January 1 , 2014, had earned less than 90 days (720 hours), will be entitled to receive payment of 25% of accrued sick leave days up to 90 days (720 hours).
Employees hired on or after January 1 , 2014, will be allowed to accumulate up to 90 days (720 hours}. Upon separation of employment, any full-time employee whose term of employment with the Town is five years or more will be entitled to receive payment of 25% of accrued sick leave, but not to exceed $5,000. Only employees who retire from the Town will be entitled to receive the payment of 25% of their sick leave.
Employees must notify their supervisor as early as possible, but no later than one half (1/2) hour after the start of the workday of sickness, and any subsequent days. Failure to do so may result in disciplinary action. Sick leave may be taken in 1 hour increments.
Annual leave may be used if the employee has exhausted his sick leave balance. No more than eight (8) hours sick leave may be advanced and must have Department Head approval.
No sick leave shall be earned for employment of less than one half calendar month (hired after the 1 5th of the month or terminating employment during the month).
SUBSECTION 5.6 FAMILY AND MEDICAL LEAVE
5.6 Family and Medical Leave
Family and Medical Leave may be granted by the Town Manager or his designee to an employee who has been employed in a Town position for at least one (1 ) year and who has worked more than 1 ,250 hours during the previous twelve (12) months. An employee should request FMLA by completing the employer's Request for Leave form and submitting it to the Human Resource Manager. An employee granted Family and Medical Leave is entitled to return to his previous position or genuinely equivalent position at the end of his leave. The Town must display the Employee Rights and Responsibilities under the Family and Medical Leave Act poster which is included as Attachment One.
Leave may be taken for the following circumstances:
a. employee's own serious illness
b. birth or adoption of a son or daughter. Leave is provided in order to care for the child. The right to take leave for this purpose expires one year after the birth or adoption. Leave is also allowed for the placement of a child for foster care.
c. in order to care for the mother, stepmother, mother-in-law, father, stepfather, father-in-law, wife, husband, son, stepson, son-in-law, daughter, stepdaughter, daughterin-law, brother, half brother, stepbrother, brother-in-law, sister, half sister, stepsister, sisterin-law, grandparents, step grandparents, grandchild or step grandchild of the employee suffering from a serious health condition. Son or daughter means a biological, foster, or adopted child, a step child, a legal ward, or a child of a person standing in loco parentis who is under 1 8 years of age or incapable of self-care because of a mental or physical disability.
Serious health condition includes illness, injury, impairment, or physical or mental condition involving either an overnight stay in a medical care facility, or continuing treatment by a health care provider for a condition that either prevents the employee from performing the functions of the employee's job, or prevents the qualified family member from participating in school or other daily activities for a period of incapacity of more than 3 consecutive calendar days combined with at least two visits to a health care provider or one visit and a regimen of continuing treatment. Health care provider includes a doctor of medicine or osteopathy licensed by the state, or any other person determined by the United States Secretary of Labor to be capable of providing health care services.
The Town will require certification of a serious health condition of the employee or a family member. It must include the date the condition began, probable· duration of the condition, appropriate medical facts, a statement that the employee is needed to care for the spouse/parent/child (or that the employee is unable to perform his work functions) and, for intermittent leave, the anticipated dates and durations of treatments. If there is reason to doubt validity of the certification, the Town Manager may require a second opinion from another health care provider of the Town's choosing, at the Town's expense. If there are conflicting opinions, a binding opinion may be obtained from a third health care provider, acceptable to the Town and the employee, at the Town's expense. Recertification of a health status as reasonably necessary may be required.
Before the employee returns to work from FMLA leave for the employee's own serious health condition, the employee will be required to submit a Fitness for Duty certification from the employee's health care provider, with respect to the condition for which the leave was taken, stating that the employee is able to resume work.
The employee may take up to twelve (1 2) weeks unpaid leave in any twelve (12) month period. Leave may be taken as intermittent leave (days off here and there as needed) or reduced work leave (limited hours per day, or days per week). Intermittent or reduced work leave requires consent from the Town Manager or his designee, except where it is medically necessary. If leave is for planned medical treatment, the Town Manager or his designee may transfer the employee temporarily to an alternative position (with equivalent pay) that better accommodates the employee's intermittent/reduced work schedule. For exempt employees, reduced work leave will not result in loss of exempt status.
The Town Manager may, at his discretion, allow an employee to return to an alternate work position if available. The health care provider must provide the Fitness for Duty form indicating that the employee will be able to perform the functions of the alternate work position. The employee will be compensated at a rate comparable to the position and duties that are being performed in the department to which he/she is assigned. The Request for Alternate Work Position form must be completed and submitted to the
employee's department head for approval.
If the Town employs both a husband and wife, they may receive a maximum of twelve (12) weeks total for the birth or adoption of a child, or to care for a sick parent. Both husband and wife may get twelve (12) weeks each for their own illness, or that of their spouse or child.
Where leave is for the birth or adoption of a child, the employee must provide thirty (30) days advance notice, or such notice as is practicable. Where leave is for foreseeable planned medical treatment, the employee must provide thirty (30) days' notice, or such notice as is practicable, and leave is to be planned so as not to disrupt unduly the operations of the Town.
Health care coverage will be provided to the employee while on leave on the same terms and conditions as prior to leave (employee must pay his portion). The Town will recover the Town's portion of any health care premiums from an employee who fails to return from leave, except where reason is the continuation, onset or recurrence of a serious health condition, or something beyond the employee's control.
The employee must utilize all accumulated leave before unpaid leave is taken. The employee may determine the leave to be taken which shall include accumulated holidays, accumulated compensatory time, accumulated sick leave and/or accumulated annual leave. Such paid leave counts towards the twelve (12) weeks of leave permitted.
Employees utilizing Family and Medical leave generally may not also use leave without pay. If an employee is granted leave without pay (Section 5.4 of the Personnel Rules) in addition to Family and Medical leave, the twelve (12) weeks of Family and Medical Leave counts toward leave without pay. Employees not returning to work at the end of the twelve (1 2) weeks and not granted other leave will be separated, with right to reemployment.
The federal Family and Medical Leave Act (FMLA) now entitles eligible employees to take leave for a covered family member's service in the Armed Forces ("Service Member FMLA"). This policy supplements our FMLA policy and provides general notice of employee rights to such leave. Except as mentioned below, an employee's rights and obligations to Service Member FMLA Leave are governed by the Town's existing FMLA policy as set out above.
Employee Entitlement to Service Member FMLA
Service Member FMLA provides eligible employees unpaid leave for any one, or for a combination, of the following reasons:
• A "qualifying exigency" arising out of a covered family member's active duty or call to active duty in the National Guard or Reserves in support of a contingency plan; and/or,
• To care for a covered family member who has incurred an injury or illness in the line of duty while on active duty in the Armed Forces provided that such injury or illness
4
may render the family member medically unfit to perform duties of the member's office, grade, rank or rating.
Duration of Service Member FMLA
When leave is due to a uaualifying Exigency I" an eligible employee may take up to 1 2 work weeks of leave during any 1 2-month period.
When leave is to care for an injured or ill service member, an eligible employee may take up to 26 workweeks of leave during a single 1 2-month period to care for the service member.
Leave to care for an injured or ill service member, when combined with other FMLAqualifying leave, may not exceed 26 weeks in a single 1 2-month period.
Service member FMLA runs concurrent with other leave entitlements provided under federal, state and local law.
Leave under State Military Leave Laws
A growing number of states provide leave for family members of service members. The entitlements for such leave differ from state to state. Our policy is to comply with such laws in any circumstances where they apply to employees of the Town. If an employee should have questions regarding Service Member FMLA, the Human Resource Manager can provide the needed information.
H:\OROINANC\1314 - Bereavement Leave Ordlnance.doc
WYTHEVILLE TOWN COUNCIL AGENDA INFORMATION
Meeting Date: Monday, February 1 3, 2017
Item Name: Appointments
Item Number: J-1
Subject: Wall of Honor Committee
SUMMARY:
The term of Mr. James S. Phipps to the Wall of Honor Committee expired February 1 ,
2017. He was the Historical Society representative on the Committee. The Historical
Society has recommended that Mr. Terry Beamer replace Mr. Phipps on the Wall of
Honor Committee, and Mr. Beamer's application is enclosed for your review. This
appointment would be for a four-year term that would expire February 1 , 2021.
G:\COUNCIL\Agenda lnfo\2017\Agenda lnfonnation021317 .doc
Town of Wytheville � �if·u � ��-\�l'l!o.;. .. �
Town Committee Applicati.�n .....
Please type or print in pen clearly:
Name:
Last � e..a r'V\�r" First Te.-rf( . �Mrs., Miss, Rank
Home Mailing Address: 'lqa Fo.i nl \ e. w Vyihe,v; l le..; VA
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D�ceived:
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Date Appointed:
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Business Name and Mailing Address (if appropriate):
Communications:
Phone (day): 1..76-l1.t-�':f.1. (evening): tU·llf-l�"'J- Fax: E-mail:tk!:it\M�"42 vir�clg·CD"'
Vocation/Profession: R.e..t\vc.� Education/Qualifications/Job Experien ce(s�� �{_C. f"'\t\Ji..so" C.�lle.lf-<- L��"'C... c.;t., ec��v�: utl�q� Golf �!JW"�� r..,�,r:"t e,A�-.1 t"' 'LS �.J.t'J. j .. 7g � .... d(, f� 1� sl .. i �"� Wfl�c v;lle. .
Interests/Community Service Activities: U l\ �t,.,, \J.r-t\� Cct-.,1, 1'\<.1M�v6 L : \:� pt"f!.$·,,J,_,t \,J 'It\" c.v,'l�'l ., :., v...� .... \ s��t" e��t � .... :��" 'w¥-t"�": l l: �.:;#-.1! ct...-1 I , I
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Town Committee Application
Boards/Commission(s) You Wish To Serve On: 1st Choice: \.J�H sz"f ���"' �� 2nd Choice:
.
3nt Choice: Others:
Current member of a Town Board/Commission? __ YES ---A_ NO
If Yes, please list:
Previously served on a Town Board/Commission? _ YES ....A_ NO
If Yes, please list:
Have you ever worked for the Town of Wytheville? _ YES _x_ NO If Yes, please list dates and names of departments:
Page 2 of 2
Are you related to any Town employee or appointee? _ YES _L_ NO
If Yes, please indicate name and relationship:
Are you aware that financial disclosures may be required an nually? _x_ YES NO
Are you aware of any potential conflicts of interest? YES X. NO
Are you aware that you will be required to have a background check to serve on a Town Commitee/Board? X YES NO (additional signature forms required)
Are you aware of the time commitment involved? _x_ YES __ NO
What do you see as the objectives and goals of the Board/Committee(s) to which you seek appointment?
'TtJ WU)\..� .... J� J>t.i ew'll;\o.(j iJ t.PtJ\1!... t. -fl"- LJ�ll o'f l'l"'�',t J I I
What special qualities can you bring to the Board/Committee(s)?
o.ll-eJ" .. \"\� .. �t't .. "".ts . _ru..J oL � �t :u:t.., I hereby certify that the above informati�n is correct to the best of my knowledge.
Signature.Jc WJ �t..._, Date
4'" . Please Mail Your Completed Form To:
Office of the Clerk Town of Wytheville
Post Office Drawer 533 Wytheville, Virginia 24382
l{z.. 3/1.ol ' a. I
We thank you for your interest in serving on a Town Board or Commission.
G:\FORMSLET\lown committee application revised September 16.doc
MINUTES OF THE REGULAR MEETING OF THE WYTHEVILLE TOWN COUNCIL HELD IN THE COUNCIL CHAMBERS ON MONDAY, JANUARY 23, 2017, AT 7:00 P.M.
Members present: Trenton G. Crewe, Jr., Jacqueline K. King, Thomas F. Hundley, Joseph
E. Hand, Jr., Beth A. Taylor Others present: Town Manager C. Wayne Sutherland, Jr., Assistant Town Manager
Stephen A. Moore, Town Attorney Robert P. Kaase, Town Clerk Sharon G. Corvin, Henry Blake Cooke, Steve Golliher, Corie Patton, Jared Arnold, Julie Patton, Reese Patton, Gretchen Robinson, Holden Robinson, Kelly White, Scot Farthing, Leslie Farthing, Caden Farthing, Beth McGee, Brandon Harner, Deacon Beamer, Parker Coe, Zac Taylor, Chris Irvin, Kaitlyn Farthing, Bailey Cooke, Drew McGee, Seth Leonard, Tina Leonard, Sebastian Lamrouex, Suyin Lamrouex, Todd Mathews, Roger Leonard, Marie B. Bishop, Rachel Cooke, Kaitlin Taylor, Aaron Carnett, Dylan Anderson, Landon Thompson, Wes Robinson, Millicent Rothrock of The Wytheville Enterprise, Police Officer Jonathan Lackey
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 Taylor. RE: CONSENT AGENDA Mayor Crewe presented the consent agenda consisting of the minutes of the regular meeting of January 9, 2017. He inquired of the Council if there was a motion to approve the consent agenda as presented or to somehow be amended. A motion was made by Councilwoman Taylor and seconded by Councilman Hundley to approve the consent agenda consisting of the minutes of the regular meeting of January 9, 2017, as presented. Mayor Crewe inquired if there was any discussion on the motion to approve the consent agenda, as presented. There being none, the motion was approved with the following voting in favor and there being no opposition: For: Trenton G. Crewe, Jr., Jacqueline K. King, Thomas F. Hundley, Joseph E. Hand, Jr., Beth A. Taylor. Against: None. RE: CITIZENS’ PERIOD – PRESENTATION OF RESOLUTION – GEORGE WYTHE HIGH SCHOOL FOOTBALL TEAM Mayor Crewe advised the next agenda item is Citizens’ Period. He noted that this is the reason for most of the citizens attending the meeting. Mayor Crewe stated that on January 9, 2017, a resolution was adopted by the Council commending the George Wythe High School Football Team for an outstanding 2016 football season. He presented the resolution, which read as follows:
RESOLUTION WHEREAS, the George Wythe High School Football Team completed their 2016 season
with an overall record of 12-2; and, WHEREAS, the George Wythe High School Football Team was District Champions in
regular season play in the Hogoheegee District with a 6-0 record; and, WHEREAS, the George Wythe High School Football Team defeated Twin Springs in the
Sectional Quarter Finals with a score of 61-6; and, WHEREAS, the George Wythe High School Football Team defeated Patrick Henry in
the Sectional Semi-Finals with a score of 44-9; and, WHEREAS, the George Wythe High School Football Team defeated Parry McCluer in
the Sectional Finals, Western Section game, with a score of 35-14; and, WHEREAS, Kane “Booger” Owens rushed for over 1,000 yards during the season, and
Deacon Beamer broke the school record for touchdown passes thrown in a single season with 22 passes; and,
WHEREAS, the George Wythe High School Football Team broke the school record for
the most points scored in a season with 640 points; and,
WHEREAS, the players and coaches of the George Wythe High School Football Team through their outstanding display of athletic ability, team play and sportsmanship have reflected great credit upon the school and upon the Town.
NOW, THEREFORE, BE IT RESOLVED that the Town Council of the Town of Wytheville, Virginia, officially commends the George Wythe High School Football Team, its Head Coach, Mr. Brandon Harner, its Assistant Coaches, Doug Campbell, Quinton Hensley, Brandon Blankenship, Trey Johnson, Mark Harmon, Kenny Sayers, Steve Golliher, David Martin, Scotty Dove—Team Doctor and other high school officials concerned for the outstanding record of the Football Team.
BE IT FURTHER RESOLVED that a copy of this resolution be forwarded to the George Wythe High School Football Team, the coaches, other officials concerned and the news media. Mayor Crewe requested the members of the football team and coaches to come forward for the presentation of the resolution and to have a photo taken. RE: CITIZENS’ PERIOD – PRESENTATION OF RESOLUTION – GEORGE WYTHE HIGH SCHOOL BOYS’ AND GIRLS’ CROSS COUNTRY TEAMS Mayor Crewe advised the next agenda item is the presentation of the resolution to the George Wythe High School Boys’ and Girls’ Cross Country Teams. He stated that, likewise, on January 9, 2017, a resolution was adopted by the Council commending the George Wythe High School Boys’ and Girls’ Cross Country Teams for a successful 2016 season. He presented the resolution, which read as follows:
RESOLUTION
WHEREAS, the George Wythe High School Boys’ and Girls’ Cross Country Teams completed their 2016 season with the Boys’ Team winning the Conference 46 Meet, and the Girls’ Team finishing in second place at the Conference 46 Meet; and,
WHEREAS, the George Wythe High School Boys’ and Girls’ Cross Country Teams
qualified for the State Meet by finishing in the top six teams at the 1A West Regional Meet in Wise, Virginia; and,
WHEREAS, the George Wythe High School Boys’ and Girls’ Cross Country Teams
participated in the VHSL State Cross Country meet in Warrenton, Virginia, and finished in the top 10; and,
WHEREAS, it is the first time in more than 10 years that the entire Boys’ and the entire
Girls’ Cross Country Teams participated in the State Meet; and, WHEREAS, the team members and coaches of the George Wythe High School Boys’
and Girls’ Cross Country Teams, through their outstanding display of athletic ability, team play and sportsmanship, have reflected great credit upon the school and upon the Town.
NOW, THEREFORE, BE IT RESOLVED that the Town Council of the Town of Wytheville, Virginia, officially commends the George Wythe High School Boys’ and Girls’ Cross Country Teams, their Head Coach, Steven Golliher, Volunteer Bruce Stephens, Volunteer Julia Tomiak and other high school officials concerned for the outstanding accomplishment of the Cross Country Teams.
BE IT FURTHER RESOLVED that copies of this resolution be presented to the George Wythe High School Boys’ and Girls’ Cross Country Teams, the coaches, other officials concerned and the news media. In Witness Whereof, I have hereunto set my hand and caused the seal of the Town of Wytheville, Virginia, to be affixed this 9th day of January in the year of our Lord two thousand seventeen. Mayor Crewe requested the members of the cross country teams and coaches to come forward for the presentation of the resolution and to have a photo taken. RE: CITIZENS’ PERIOD Mayor Crewe advised the next agenda item is Citizens’ Period. He stated that Officer Kelly White indicated on the sign in sheet that he wished to address the Council. Mayor Crewe asked
Officer White to come forward to the podium to address the Council so that the minutes could be properly recorded. Officer Kelly White stated that the Wytheville Police Department Hazardous Duty Supplement Committee would like to inquire of the Council, since it has been roughly the period of time that they were thinking for the assessment to come back, if there is any information for the Council to report to the Police Department. He remarked that there have been a lot of questions come to the Committee through the Department, therefore, that is why the Committee is inquiring of the Council if there was an idea or clue as to when they might have answers. Mayor Crewe stated that the Town has not heard anything regarding the supplement. He inquired of Town Manager Sutherland if he had heard anything. Town Manager Sutherland advised that all the Town has been told is that it is with the actuarial and the Town will receive the results when it is ready. Mayor Crewe stated that Town staff will make contact, but, to date, the Town has not received any word. Officer White noted that he had one more item to discuss with the Council. He commented that it has been brought to his attention that over the last couple of weeks, apparently, there have been some different things to come up regarding the LEO’s program and certain members might have some questions or concerns. Officer White expressed that he would like to stress to feel free to meet with the Committee at any time. He noted that there is a Committee to address any concerns or questions that anybody might have. Officer White remarked that this is all he has to add to this part. Mayor Crewe inquired of Officer White if he had heard concerns from the Council or from Officers. Officer White stated that, apparently, the concerns are on the Town’s side. He noted that Director of Public Safety Newberry had talked to him the other day and addressed some issues and concerns that had come out about what was possibly said in the first initial Council meeting where he addressed the Council about some issues that may be floating around. Officer White commented that it was a brief conversation that went several different ways. He reiterated that he wanted the Council to know, and noted that he hoped he had answered the questions that Director Newberry brought forth to him, but, if not, to feel free to contact the Committee at any time. Officer White commented that if he has not answered all of the questions, please feel free to contact him any time. He noted that the Committee would be willing to meet to discuss any questions from anyone. Mayor Crewe stated that the Council can speak for themselves, but he feels like any questions the Council may have were addressed until the Town receives the numbers and information. Vice-Mayor King inquired of Officer White if he knew what Director Newberry was asking. Officer White stated that there were some comments of concern that come up by Town Manager Sutherland and Mayor Crewe. Town Manager Sutherland advised that if the Council will recall, the question was what did Administration need. Officer White remarked that the questions involved exactly what the clarification of the Administration was and that they were waiting on the assessment to come back so they would know more figures at that time. He reiterated that he just wanted to make that clear at this meeting, and if there are any questions or concerns to feel free to ask the Committee at any time. Officer White stated that the Council and the Committee members could meet as a group, and it would not be a problem. Mayor Crewe thanked Officer White. He noted that the Council would contact the Committee as soon as they received more information. Mayor Crewe remarked that no one else indicated on the sign in sheet that they wished to address the Council. Mayor Crewe stated that if no one else wished to address the Council during Citizens’ Period, he will proceed with the agenda. RE: BUDGET AND FINANCE COMMITTEE REPORT Vice-Mayor King, reporting for the Budget and Finance Committee, stated that the Budget and Finance Committee is pleased to report that the Town has received notification from the Virginia Department of Transportation (VDOT) that an award has been given to W-L Construction for the completion of Community Boulevard. She noted that the Virginia Department of Transportation has scheduled a February 7, 2017, preconstruction conference with the contractor. Vice-Mayor King remarked that this award will complete a very important section of roadway that has long been sought by the Town. She explained that the initial portion of Community Boulevard was constructed several years ago, but because of budget constraints, only one half of the project was completed. Vice-Mayor King commented that once completed, this roadway will connect Peppers Ferry Road with Lithia Road. She noted that this will provide a convenient connection between the north and south sides of town and make a convenient access from motels to the Meeting Center. Vice-Mayor King expressed that although the meeting has not yet been conducted, the Town anticipates that construction on this project will commence this spring. She stated that Town staff would estimate that it will take approximately one year for the construction to be completed. Vice-Mayor King advised that there is no additional action that is required of the Council at this time, but the Budget and Finance Committee did want to note that it is pleased that an award has been made.
Vice-Mayor King, also, reported that the second equally important notification that the Town has received from the Virginia Department of Transportation is that the Town is authorized to award the contract on the Heritage Walk Project. She explained that this portion of the project will commence on the south side of Main Street and proceed into the Elizabeth Brown Memorial Park. Vice-Mayor King noted that the project has already been bid and DCI/Shires, Incorporated was the successful bidder. She remarked that the Town was only awaiting the authorization from the Virginia Department of Transportation (VDOT) to proceed. Vice-Mayor King commented that an authorization from VDOT was required because funds for the project were from the Virginia Department of Transportation. She stated that the Budget and Finance Committee anticipates that DCI/Shires, Incorporated will start on this portion of the project in the very near future. Vice-Mayor King expressed that the Budget and Finance Committee would like to note that this is the same company that is performing the improvements in the downtown area. She noted that DCI/Shires, Incorporated has indicated that it will take 180 days to complete the Heritage Walk Project once both parties agree on a date that the work will commence. A copy of the Budget and Finance Committee report is attached and made part of these minutes. RE: OLD BUSINESS Under Old Business, Town Manager Sutherland reported the following: 1. The Council Work Session will be held on Tuesday, January 24, 2017, at 7:00 a.m. 2. The Willow Brook Jackson/Umberger Homestead Museum Advisory Board will meet on
Thursday, January 26, 2017, at 10:00 a.m., in Conference Room A of the Municipal Building.
3. The Joint Industrial Development Authority of Wythe County will meet on Thursday,
January 26, 2017, at 3:00 p.m., in the Council Chambers. 4. The Joint Governing Bodies will meet on Monday, January 30, 2017, at 7:00 p.m., in the
Council Chambers of the Rural Retreat Town Hall. 5. The new Recycling Center is scheduled to open on Wednesday, February 1, 2017. RE: PUBLIC WORKS COMMITTEE REPORT Councilman Hundley, reporting for the Public Works Committee, stated that over the past two meetings, the Council has noted that they were considering renaming the portion of roadway that leads to the Reed Creek Mill. He noted that this is the third time that the Public Works Committee has presented this topic at a Council meeting and the Town has on two, previous occasions contacted all property owners along the route. Councilman Hundley expressed that the Council has not received any additional communications in favor of, or opposing, the name change. He remarked that having said this, the Public Works Committee believes that it would be beneficial to rename this portion of roadway to Reed Creek Mill Road. Councilman Hundley stated that the Public Works Committee would like to propose that the name become effective on May 1, 2017. He noted that during the period of time between now and May 1, the Town will have the opportunity to change street signs, as well as to give all property owners notice of the change of the road name and to provide them with a new address. Councilman Hundley advised, therefore, it is the recommendation of the Public Works Committee that effective May 1, 2017, the roadway leading from Calhoun Street to the Reed Creek Mill be designated as Reed Creek Mill Road. Upon recommendation of the Public Works Committee, it was the consensus of the Council to approve renaming the portion of Sixth Street, at its intersection with Calhoun Street, Clay Street and Church Street leading to the Reed Creek Mill as Reed Creek Mill Road, effective May 1, 2017. Councilman Hundley, also, reported that the Public Works Committee is pleased to report that the Town’s new recycling facility will be open on February 1, 2017, to receive recyclables, and the new facility will open at 7:00 a.m. on that morning. He noted that the new recycling facility is located adjacent to the Town’s Maintenance Shop at 1025 South Third Street. Councilman Hundley stated that this new facility was constructed after a decision was reached, this fall, that the recycling facility would be more appropriately located at this new location. He explained that the last day that recyclables will be received at the Monroe Street facility will be Friday, January 27, 2017. Councilman Hundley remarked that there will be no recycling containers available that weekend until the new recycling facility opens on February 1, 2017. He expressed that the relocation of the recycling facility will provide an opportunity for an enhanced use of the space at the Monroe Street facility. Councilman Hundley stated that the Public Works Committee would like to note that the new Recycling Center is attractive, clean and well lit. He noted that the new
Recycling Center will operate under the same guidelines as the facility that was located on Monroe Street, which means that it will be open 24 hours per day for the receipt of recyclables. Councilman Hundley remarked that beginning at 10:00 a.m. on the morning of February 1, 2017, the Town will give a market bag to the first 50 patrons coming to the Recycling Center. He commented that these recycling bags can be used for grocery and other shopping tasks to eliminate the use of plastic bags. Councilman Hundley stated the Public Works Committee encourages everyone to continue their recycling efforts at this new facility. A copy of the Public Works Committee report is attached and made part of these minutes. RE: ADJOURNMENT There being no further business to be discussed, a motion was duly made, seconded and carried to adjourn the meeting (7:21 p.m.).
Trenton G. Crewe, Jr., Mayor Sharon G. Corvin, Town Clerk G:\COUNCIL\Minutes\2017\Council Minutes 012317.doc
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BUDGET AND FINANCE COMMITTEE REPORT
JANUARY 23, 2017
1. We are pleased to report that we have received notification from the Virginia
Department of Transportation (VDOT) that an award has been given to W-L
Construction for the completion of Community Boulevard. The Virginia
Department of Transportation has scheduled a February 7, 2017, preconstruction
conference with the contractor. This award will complete a very important section
of roadway that has long been sought by the Town. The initial portion of
Community Boulevard was constructed several years ago, but because of budget
constraints, only one half of the project was completed. Once completed, this
roadway will connect Peppers Ferry Road with Lithia Road. This will provide a
convenient connection between the north and south sides of town and make a
convenient access from motels to our Meeting Center. Although the meeting has
not yet been conducted, we anticipate that construction on this project will
commence this spring. We would estimate that it will take approximately one year
for the construction to be completed. There is no additional action that is required
of the Council at this time, but we did want to note that we are pleased that an
award has been made.
2. The second equally important notification that we have received from the Virginia
Department of Transportation is that we are authorized to award the contract on
the Heritage Walk Project. This portion of the project will commence on the south
side of Main Street and proceed into the Elizabeth Brown Memorial Park. The
2
project has already been bid and DCI/Shires, Incorporated was the successful
bidder. We were only awaiting the authorization from the Virginia Department of
Transportation (VDOT) to proceed. An authorization from VDOT was required
because funds for the project were from the Virginia Department of
Transportation. We anticipate that DCI/Shires, Incorporated will start on this
portion of the project in the very near future. We would like to note that this is the
same company that is performing the improvements in the downtown area.
DCI/Shires, Incorporated has indicated that it will take 180 days to complete the
Heritage Walk Project once both parties agree on a date that the work will
commence.
Jacqueline K. King
Beth A. Taylor
H:\COUNCIL\BFCOMMIT.RPT\2017\BFJAN23.doc
1
PUBLIC WORKS COMMITTEE REPORT
JANUARY 23, 2017
1. Over the past two meetings, we have noted that we were considering renaming the
portion of roadway that leads to the Reed Creek Mill. This is the third time that we
have presented this topic at a Council meeting and we have on two, previous
occasions contacted all property owners along the route. We have not received any
additional communications in favor of, or opposing, the name change. Having said
that, we believe that it would be beneficial to rename this portion of roadway to Reed
Creek Mill Road. We would like to propose that the name become effective on May
1, 2017. During the period of time between now and May 1, we will have the
opportunity to change street signs, as well as to give all property owners notice of
the change of the road name and to provide them with a new address. Therefore, it
is the recommendation of the Public Works Committee that effective May 1, 2017,
the roadway leading from Calhoun Street to the Reed Creek Mill be designated as
Reed Creek Mill Road.
2. We are pleased to report that our new recycling facility will be open on February 1,
2017, to receive recyclables, and the new facility will open at 7:00 a.m. on that
morning. The new recycling facility is located adjacent to the Town’s Maintenance
Shop at 1025 South Third Street. This new facility was constructed after a decision
was reached, this fall, that the recycling facility would be more appropriately located
at this new location. The last day that recyclables will be received at the Monroe
2
Street facility will be Friday, January 27, 2017. There will be no recycling containers
available that weekend until the new recycling facility opens on February 1, 2017.
The relocation of the recycling facility will provide an opportunity for an enhanced
use of the space at the Monroe Street facility. We would like to note that the new
Recycling Center is attractive, clean and well lit. The new Recycling Center will
operate under the same guidelines as the facility that was located on Monroe Street,
which means that it will be open 24 hours per day for the receipt of recyclables.
Beginning at 10:00 a.m. on the morning of February 1, 2017, the Town will give a
market bag to the first 50 patrons coming to the Recycling Center. These recycling
bags can be used for grocery and other shopping tasks to eliminate the use of
plastic bags. We encourage everyone to continue their recycling efforts at this new
facility.
Thomas F. Hundley
Joseph E. Hand, Jr. H:\COUNCIL\PWCOMMIT.RPT\2017\PWJAN23.doc
