MINUTES
WARSAW TOWN COUNCIL – REGULAR MEETING
COUNCIL CHAMBERS-78 BELLE VILLE LANE
OCTOBER 13, 2016 – 7:00 P.M.
AMENDED
The regular meeting of Warsaw Town Council was held Thursday, October 13, 2016 in Council Chamber at 78 Belle Ville Lane, Warsaw, VA 22572. Mayor Phelps called the meeting to order at 7:00 p.m. and lead in the Pledge of Allegiance to the American Flag. Council Members present were Randall L Phelps, Paul G. Yackel, Ogle E. Forrest, Sr., Faron H. Hamblin, Roger R. Lee and Dr. Mathieu W. Sisk. Mayor Phelps advised Councilman Ralph Self would not be here due to the death of his mother, Annie D. Self. He further advised Councilwoman Rebecca Hubert could not be here tonight.
Staff present was Interim Town Manager Lee H. Capps and Administrative Assistant Linda S. Holsinger. Town Attorney Diane M. Lank was also present. Others present were Mary Beth Bryant, Hillary Kent, Marian Packett and Taylor O’Bier reporter for the Northern Neck News.
APPROVAL OF MINUTES - September 8, 2016
Mayor Phelps noted everyone had received the minutes in their packet and asked if there were any additions or corrections. Vice-Mayor Paul Yackel moved to accept the minutes of the September 8, 2016 meeting as presented. Councilman Lee seconded and the motion carried by the following votes.
Randall L. Phelps Aye Paul G. Yackel. Aye
Ogle E. Forrest, Sr. Aye Roger R. Lee Aye
Faron H. Hamblin Aye Mathieu W. Sisk Aye
FINANCIAL REPORT – August 2016 & September 2016
Mayor Phelps asked if there were any questions on the financial reports for the month of August or September. There were no questions so Mayor Phelps called for motion to accept and approve both reports at the same time. Councilman Forrest moved to accept the Financial Reports for August 2016 and September 2016 as presented. Councilman Hamblin seconded and the motion carried with the following votes.
Randall L. Phelps Aye Paul G. Yackel. Aye
Ogle E. Forrest, Sr. Aye Roger R. Lee Aye
Faron H. Hamblin Aye Mathieu W. Sisk Aye
MAYOR’S REPORT
Mayor Phelps asked that we take a moment to remember Councilman Self and his family in the loss of his mother, Annie Dean Tallent Self as we reflect on her obituary. She was known and respected by many and was a delightful lady. This is a tough time for the family and our thoughts are with them at this time.
Minutes – Warsaw Town Council
October 13, 2016 – Page 1 of 8
Mayor Phelps then recognized the success of the Rappahannock Raiders Golf Team on another successful year. Congratulations to their coach, Paul G. Yackel on a great job with this fine group of young people. Back to back championships!
Mayor Phelps then asked Lee Capps, where we are on the bids for tearing down Sue’s Bar. Mr. Capps stated right now we have five bids ranging from $8,400 to $14,500. There are a couple more who have expressed interest in bidding on the demolition. Councilman Sisk said he thinks we need to slow down and see if there is any public interest on what could be done with the building if we remodeled it instead of just tearing it down. Councilman Hamblin stated we need parking on Main Street and it would be less expensive to build a new building than to try to fix this one up. Councilman Forrest stated the building is not worth saving and the main reason for purchasing the property was to increase parking and the plans for the future of Main Street projects. Vice-Mayor Yackel stated he foresees a parking lot there at some point but it doesn’t have to be in a month or so. We could get some input from people in town before we just tear it down. Councilman Lee stated the original idea was to tear it down and put a gravel parking lot there. He further stated with the plans for narrowing Main Street we will need the extra parking.
Mayor Phelps stated unless someone is willing to invest a lot of money to save it and as the property was for sale for a while and we purchased it at foreclosure, there was no interest. He feels it is in the best interest of the town to tear it down and increase parking on Main Street as originally intended. Councilman Lee moved to proceed with tearing down the former Sue’s Bar & Grill and clearing the property for a gravel parking lot at a maximum cost of $12,500. Councilman Forrest seconded and the motion carried with the following votes.
Randall L. Phelps Aye Paul G. Yackel Nay
Ogle E. Forrest, Sr. Aye Roger R. Lee Aye
Faron H. Hamblin Aye Mathieu W. Sisk Nay
Lee Capps stated there is a wide range in some of the bids and there are more contractors interested in bidding on the project. He suggested preparing a Request for Proposals to send to all interested bidders to be sure they are all bidding on the same thing. Councilman Lee stated he wanted to withdraw his previous motion. Vice-Mayor Yackel advised you cannot withdraw a motion that has been seconded and carried. Councilman Lee then moved to not proceed with his previous motion. The motion to not proceed with the previous motion was seconded by Councilman Forrest and carried with the following votes.
Randall L. Phelps Aye Paul G. Yackel Aye
Ogle E. Forrest, Sr. Aye Roger R. Lee Aye
Faron H. Hamblin Aye Mathieu W. Sisk Aye
The Town Manager has left a message for S. B. Cox who did the work for us on the Warsaw Health Care Center demolition. They are unsure if they will be available on short notice but will call back if they can get someone in the area. There are several others who have expressed interest on the project.
Minutes – WTC
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Councilman Lee then moved to have the Town Manager prepare and send out Request for Proposals for the demolition and clearing of the property for a gravel parking lot and authorize the Town Manager to decide on the successful bid. The motion was seconded by Councilman Forrest and carried with the following votes.
Randall L. Phelps Aye Paul G. Yackel Nay
Ogle E. Forrest, Sr. Aye Roger R. Lee Aye
Faron H. Hamblin Aye Mathieu W. Sisk Nay
MAIN STREET PROGRAM REPORT
Hillary Kent thanked the Town of Warsaw for their continued support of the Main Street Program. Their goal is to make the October 31 Trunk or Treat the largest town event ever. Last year about 1,700 people attended and they expect even more this year. They also have a lot of help and support from the Rotary Club. They have several events coming up including a possible Saturday Shopping Day after Thanksgiving to encourage people to shop locally. They are working with local businesses on this. The Christmas Parade will be on December 3 this year and is the first time it will be on a Saturday instead of Sunday afternoon. The parade will begin at RCC and end at Times Square. They are also working on another Christmas event and she will have more on that at a later time. They will be meeting at 5:30 p.m. Monday, October 17 and will be discussing moving the Saddlery to another location. Dr. Sisk has been working hard on getting some ideas. They are still working on where we want the town to be, branding and incentives to beautify the town to bring more business to the area.
MANAGER’S REPORT
Lee Capps thanked Council for the opportunity to serve as your Interim Town Manager. Now we are ready to move to the next phase He noted our new employee. Ann Phelps was to be here tonight but had to take medical leave today. She will be introduced to you at the November meeting. She will be working with the Warsaw Planning Commission, in the office and police department and she is a certified police officer. Feel free to stop by and introduce yourselves.
He also noted in regard to Annie D. Self, she is not only the mother of Councilman Ralph Self but the great-grandmother of Lee Ambrose at our Wastewater Treatment Plant.
We are working with DEQ on abandonment of one of our wells and will be looking at replacing Well #3. The Utilities Committee will be meeting to decide what action needs to be taken and the time period we are dealing with so we will be in compliance.
We still do not have the approved permit for the Wastewater Plant. DEQ is working on this with us as well. We expect the changes to be minor and will have the permit soon.
There will be an ad in the Northern Neck News the next two weeks on the Proposed Amendment to the Enterprise Zone as this will require a public hearing. The changes will be on Main Street and Richmond Road including a total of about 23.9 acres.
Minutes – WTC
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Lee Capps stated he would like us to be more active on the Business Improvement Grants we have in our budget each year. We have not actively pushed for applications in the past and he would like to see us pursue this harder. We had $3,000 not used in the previous year that he would like to add to this years for a total of $6,000. We could have the Chamber of Commerce get the word out and hopefully could get three or four proposals. Then the monies could be awarded in December. He also said he would like to remove the wording asking for a copy of the building permit as not all projects require a building permit. Council did not have a problem with removing the building permit line on the application. He would like Council’s approval to proceed on this. Councilman Hamblin moved to bring in the $3,000 from last year added to $3,000 this year for a total of $6,000 to be awarded for Business Improvements. The motion was seconded by Councilman Forrest and carried with the following votes.
Randall L. Phelps Aye Paul G. Yackel Aye
Ogle E. Forrest, Sr. Aye Roger R. Lee Aye
Faron H. Hamblin Aye Mathieu W. Sisk Aye
TOWN ATTORNEY’S REPORT
Diane M. Lank reported the personnel matter she has been working on should be resolved soon.
She is working with Susan Pemberton, Clerk and Municode to get the code project completed. It is very important that we get this done soon. She invites any Council Member with expertise in this to add their input.
She stated she is moving along on the Town Personnel Manuel. The one we have is very outdated and needs to be brought up to date.
She said she was glad to have a Council Member visit her office today and welcomes any others who would like to stop by.
POLICE CHIEF’S REPORT
There was no police report. Chief Kent was not in attendance.
NORTHERN NECK REGIONAL JAIL REPORT
J.L. Thorn had a previous commitment tonight and could not be here, but left the following information. The Jail Board met October 5, 2016. At the end of that day there were 152 federal prisoners. The average federal prisoner for August was 176. For the month of September the population in the jail was Federal 142, Northumberland County 38, Richmond County 17, Westmoreland County 89 and Other 91 for a total of 377. The next meeting of the Jail Board will be November 2, 2016.
WARSAW PLANNING COMMISSION REPORT
Councilman Hamblin reported they are continuing to review the Development Management Ordinance and will be continuing to work on that in the next few months.
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Councilman Hamblin notes one of the issues they will be working on is unsitely properties in the town such as buildings in disrepair, grass that needs to be cut, weeds and other problems and what can be done about them. There is also the issue of banners and illegal signs in the town. It is pretty clear about signs on telephone & utility poles but not as clear on the others. Can we just remove them or is there some procedure we have to follow? Mayor Phelps said he would like to familiarize himself with the code on this before we proceed with having them removed.
COMMITTEE REPORTS
Personnel Committee: Vice-Mayor Yackel stated after ten months of searching for and interviewing candidates for the position of Town Manager, one candidate in particular stood out. The committee recommends hiring Joseph Quesenberry for the position. He has worked in the area before and is glad to be on board. He is looking forward to working with the Interim Town Manager during the transition. He was hoping to be here tonight but could not make it. Vice-Mayor Yackel moved to appoint Joseph Quesenberry to fill the position of Town Manager. Councilman Forrest seconded and the motion carried with the following votes.
Randall L. Phelps Aye Paul G. Yackel Aye
Ogle E. Forrest, Sr. Aye Roger R. Lee Aye
Faron H. Hamblin Aye Mathieu W. Sisk Aye
Utilities Committee: Councilman Forrest stated Lee Ambrose did a good job during the tour of the Wastewater Treatment Plant and he hopes everyone has a better idea of what goes into running the plant. There has been a lot of discussion of accepting outside sewage from septic trucks in the area. Mr. Ambrose has written a letter stating why this is not a good idea. Basically septic from these trucks is just that SEPTIC that has had no treatment processes at all and is very toxic. We are required every day to run tests to be sure we are meeting our permit requirements. He feels the problems this could cause the town far outweigh any benefits we may receive. He hopes to have a full report for you next month. He is open to having another day for the Town Council and Planning Commission to come down there & take a tour of the plant. We need to come up with a date that is convenient for everyone.
Councilman Forrest reported the Lift Station #6, one of our key generators that handles all of the west end of town, has failed and need to be replaced. It is obsolete and can’t find the parts for it anymore. Mark France has estimates from three companies 1). David Metzger of Generator Service Company for replacing it with a Cummins Diesel unit for $20,425 or an LP Gas unit for $19,325.00 both including transfer switch and installation; 2) Carter Machinery Company for a 40KW Diesel unit for $18,630 or a 50KW LP Gas unit for $20,635 neither includes installation: 3) NJPA Coop. for a 40KW Diesel unit for $18,130 or a 50KW LP Gas unit for $20,635 not including installation. All of the generators we have now are LP Gas generators with the exception of LS #2. Either way is Ok but Mark believes we’d get better performance from the diesel unit from David Metzger of Generator Service Company. David has serviced our generators in the past and has always done a good job.
Minutes – WTC
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Councilman Lee moved to go with the LP Gas unit from David Metzger at a cost of $19,325 including installation. Councilman Forrest seconded and the motion carried with the following votes.
Randall L. Phelps Aye Paul G. Yackel Aye
Ogle E. Forrest, Sr. Aye Roger R. Lee Aye
Faron H. Hamblin Aye Mathieu W. Sisk Aye
UNFINISHED BUSINESS
VILDON Edutainment – Warsaw Arts Council – ‘DJ Jackson”
There was no report as Ms. Jackson was not here tonight..
NEW BUSINESS
Totuskey Creek: Mayor Phelps noted we need to be thinking about ways to make use of the town’s property on Totuskey Creek. Most of you are not in favor of accepting septic from septic trucks and it does not seem to be a good idea due to regulations that have to be followed. Maybe we can look into land application again.
Saddlery: Councilman Lee said there has been a lot of discussion on the moving of the Saddlery. He is not in favor of it being moved to the Town Park. It is going to take a lot of money to move it and there are a lot of things to consider before a decision can be made.
Transmission Shop: Mayor Phelps asked where we stand with the Transmission Shop property. The original plan was to move the Police Department there. Councilman Lee stated the police have outgrown their current location and they need their own place. It would also free up some space in town hall and it would be good for the park to have the police department close by. Mayor Phelps suggested the Health & Safety Committee meet in the next couple weeks to discuss it and bring in some concepts.
Halloween Hours – Council talked about the Trunk or Treat event to be held at the Town Park from 5:00 until 7:00. Councilman Sisk stated he would be at the park and didn’t really want people coming to his house if he wasn’t there. We have set the hours for door to door trick or treating from 6:00 to 8:00 in the past and that seems to work for most people. Vice-Mayor Yackel moved to set the Halloween Trick or Treat hours from 6:00 to 8:00 in the town. Councilman Lee seconded and the motion carried by the following votes.
Randall L. Phelps Aye Paul G. Yackel Aye
Ogle E. Forrest, Sr. Aye Roger R. Lee Aye
Faron H. Hamblin Aye Mathieu w. Sisk Nay
Dancing With the River Stars - October 15, 2016:
Lee Capps noted this has become a very popular event to raise money for the YMCA. Councilman Hamblin has participated in the past and said it is a lot of fun and everyone seems to enjoy it.
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Bark For Life – October 22, 2016
Bark for Life is a canine event to fight cancer. Dogs are often the silent caregivers for their human companions. The American Cancer Society has been holding these festivals for three years but this is the first year for the event in Warsaw. It will be held at Rappahannock Church of Christ’s property in the Times Square Shopping Center.
Trunk or Treat - October 31, 2016
Trunk or Treat will be held at the Warsaw Town Park from 5:00 to 7:00 p.m. It is sponsored by the Warsaw Richmond County Main Street Program and the Rappahannock Church of Christ. This has become a fun and safe way for kids to participate in the holiday.
AMENDED
Landscaping – Town Office & Town Park
Mayor Phelps noted there are three proposals in the packet from Landscaping Valora, LLC. Vice-Mayor Yackel said it doesn’t seem like this will end. The immediate needs were okay but we have already spent a lot of money on landscaping. Can’t we look into other options such as hiring someone to do it for us? Maybe Stuart Ferguson would be willing to take it on stated Councilman Sisk. Councilman Lee noted we need to be sure whoever we get is round-up certified. Vice-Mayor Yackel said some landscaping needed to be done but I don’t see the need for all these trees and bushes. Vice-Mayor Yackel moved to approve the $5,200 contract for sidewalks at the Town office. The motion was seconded by Councilman Forrest and carried by the following votes.
Randall L. Phelps Aye Paul G. Yackel Aye
Ogle E. Forrest, Sr. Aye Roger R. Lee Aye
Faron H. Hamblin Aye Mathieu W. Sisk Aye
Drawings by Richmond County School
Lee Capps reported that former council member William Washington had asked the students from Richmond County Schools to submit drawings to be used by Tom Rhodes at his property on Wallace Street. Tom has several carvings on trees on his property that have become like a little park for people to visit and enjoy his many talents. Tom has agreed to do this to showcase some local talent. One of the drawings was Tarzan and the other looked like a face carving. Copies of the drawings selected will be attached to these minutes.
COUNCIL COMMENTS
Mayor Phelps recognized Marian J. Packett. Mr. Packett stated he is mad and had discussed this with John Slusser last year before the town approved the Bailey Ridge Subdivision. He told John there have always been problems with his pond flooding when we have heavy rains and expressed his concerns regarding fourteen more rooftops and how that will affect flooding at his pond. He keeps his pond stocked with fish and there are also muskrat and otter. He has also spoken with DEQ and Richard English of Richmond County to no avail. The stormwater management filtration basin has not worked. The hedge that used to slow the water down some is now gone as well.
Minutes – WTC
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Mr. Packett said he is not against growth and development but it has recently happened again and there is only one rooftop so far. Mr. Packett said he is not sure there is a solution or what can be done but he would appreciate anything the town can do. Mayor Phelps replied we do not have an answer for you tonight and not sure what can be done but maybe get EPA involved. Councilman Forrest said DEQ has suggested some changers but nothing has worked so far. Councilman Sisk asked if we could plant some vegetation to absorb some of the extra water. Mayor Phelps said we will put it on the agenda for discussion to see if we can figure something out.
COUNCIL COMMENTS
Councilman Sisk commented he is glad we can sit here and have discussion in which we do not always agree but we can still get along.
Councilman Hamblin agreed that we don’t always agree on everything but can still have some good discussion and respect each others opinions.
Councilman Forrest congratulated Mary Beth Bryant on her appointment to Vice-Chair of the Warsaw Planning Commission. He thanked Hillary for her report from the Main Street Program.
Vice-Mayor Yackel stated the Finance Committee needs to meet to take a look at monies spent so far to see if we need to amend the budget. Councilman Sisk said he is the chairman of that committee and will get with Councilwoman Hubert and Councilman Lee to set a date and time. He hopes someone with banking experience is on the committee as well. Mayor Phelps said we do need to do that and he will be glad to attend if needed.
Councilman Lee expressed his sympathy to Councilman Self and his family. He said he has seen first hand the conditions Marion Packett brought to our attention and agrees something needs to be done. He also said he is glad to see the Main Street projects coming ahead and looks forward to moving forward with the Sue’s project.
Mayor Phelps said he is looking forward to welcoming Joseph Quesenbery Monday, November 7th. He appreciates the leg work of Lee Capps & Lee Ambrose on the sewer project and it sounds like it not the way to go.
There being no further business Mayor Phelps adjourned the meeting at 8:50 p.m..
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Submitted by: Linda S. Holsinger, Administrative Assistant
Minutes – WTC
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