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WARSAW TOWN COUNCIL

COUNCIL CHAMBERS – 78 BELLE VILLE LANE

AUGUST 11, 2016

7:00 P. M.

 

Mayor Randall L. Phelps called the Warsaw Town Council to order in Council Chambers at 78 Belle Ville Lane.  Council members present were Vice Mayor Paul G. Yackel, Ralph W. Self, Rebecca C. Hubert, Roger R. Lee, Faron H. Hamblin and Mathieu W. Sisk.

 

Staff present was Interim Town Manager Lee H. Capps, Chief Joan N. Kent, Officer R. Eddie Headley and Susan M. Pemberton, Treasurer and Clerk of Council.

 

Others present were Mary Beth Bryant, Hillary Kent, Peter Trible, Larry Thorn, Diane M. Lank, Town Attorney and Amanda Chisholm reporter for the Northern Neck News.

 

 

 

Approval of Minutes

Special Meeting June 30, 2016

Mayor Phelps asked if there were any additions or corrections to the minutes of June 30, 2016.  Councilman Yackel moved to approve the minutes of June 30, 2016 as presented.  Councilman Lee seconded and the motion carried with the following votes.

 

    Mathieu W. Sisk                    Aye              Ralph W. Self         Aye

    Rebecca C. Hubert                 Aye              Paul G. Yackel       Aye

    Randall L. Phelps                   Aye              Roger R. Lee          Aye 

    Faron H. Hamblin                  Aye

 

 

 

 

 

Approval of Minutes- July 14, 2016

Mayor Phelps asked if there were any additions or corrections to the

minutes of July 14, 2016.  Councilman Lee moved to approve the minutes of July 14, 2016 as presented.  Councilman Self seconded and the motion passed with the following votes.

 

    Mathieu W. Sisk                    Aye              Ralph W. Self         Aye

    Rebecca C. Hubert                 Aye              Paul G. Yackel       Aye

    Randall L. Phelps                   Aye              Roger R. Lee          Aye 

    Faron H. Hamblin                  Aye

 

 

 

Financial Report – July 2016

Mayor Phelps asked if there were any questions on the Financial Report

for July 2016.  Councilman Lee moved to accept the Financial Report for July 2016 as presented.  Councilman Self seconded and the motion passed with the following votes.

 

    Mathieu W. Sisk                    Aye              Ralph W. Self         Aye

    Rebecca C. Hubert                 Aye              Paul G. Yackel       Aye

    Randall L. Phelps                   Aye              Roger R. Lee          Aye 

    Faron H. Hamblin                  Aye

 

 

 

Mayor’s Report

Mayor Phelps stated that the opening ceremony at the Richmond County Fair was very nice and thanks to all that attended.  We are to close on the purchase of 133 Main Street (Sue’s Bar & Grill) next week.

 

 

 

 

 

Manager’s Report

Lee H. Capps, Interim Town Manager stated that he has been working on personnel issues and has a part time person to work at the Wastewater Treatment Plant from now until December.  He and Mark France are to be interviewing next Tuesday for the water systems operator. Also there have been a number of applicants for the Administrative Assistant/IT position and we have interviewed several and more applications have come in since then.

There was a meeting on July 27, 2016 for the Main Street Program and there were probably 37 people or so that attended which was a great turnout.  The next meeting is scheduled for August 30, 2016 and the topic is Branding & Marketing.

We have partnered with the YMCA leadership program and today they went thru the process of electing a Mayor.

 

Attorney Report

Diane M. Lank, Town Attorney has been sworn in and has been working for the town on personnel and real estate matters. She also stated that she is in her office located at 235 Main Street in Warsaw.

 

Police Report

Chief Joan N. Kent thanked the council for allowing her to be the Chief for the Town of Warsaw.  She stated that the police department was just audited by DCJS and he was impressed on the department.  There will be a booth at the Richmond County Fair for the Warsaw Police Department.  I would like to introduce Eddie Headley our new Officer.  He has worked for Lancaster and the Town of Kilmarnock and he has 3 daughters and a wife.  He is a certified instructor and has a unique gift with kids.   He started a program in Lancaster while he was a Resource Officer which dealt with kids and getting them on the right track and we can look forward to a program in this area.

 

 

 

Northern Neck Regional Jail Report

J. Lawrence Thorn reported the Northern Neck Regional Jail Board held their meeting Wednesday, August 3, 2016.  The population for this month was approximately 397 of which 171 were Federal Inmates.  There was a Resolution Approving Execution of a Second Amended Cooperation Agreement for the Northern Neck Regional Jail in the council packages that need to be adopted tonight.

Councilman Lee made a motion to authorize the Second Amended Cooperation Agreement in form approved by the Town Attorney, and as executed by the four county member jurisdictions.  Councilman Hamblin seconded the motion.  The following vote was taken.

 

    Mathieu W. Sisk                    Aye              Ralph W. Self         Aye

    Rebecca C. Hubert                 Aye              Paul G. Yackel       Aye

    Randall L. Phelps                   Aye              Roger R. Lee          Aye 

    Faron H. Hamblin                  Aye

 

 

 

RESOLUTION APPROVING EXECUTION OF A SECOND AMENDED COOPERATION AGREEMENT FOR THE NORTHERN NECK REGIONAL JAIL

Whereas, through their respective appointees to the Northern Neck Regional Jail Board (the Jail Board”), the Counties of Richmond, Westmoreland and Northumberland have negotiated with the County of Gloucester (“Gloucester”) to make Gloucester a full participating member jurisdiction of the Jail Board’; and

Whereas, the Town of Warsaw (“Warsaw”) has been a member jurisdiction on the Jail Board since its creation, and has been a signatory of the two previous cooperation agreements that set forth the terms on which the participating members will fund and operate the Northern Neck Regional Jail; and

Whereas, the Jail Board has recommended to the Lessor Counties and to Warsaw the adoption of a Second Amended Cooperation Agreement which (a) reconstitutes the Jail Board to reflect the inclusion of Gloucester; (b) specifies the terms and conditions of Gloucester’s membership, including the granting by the Lessor Counties to Gloucester of a 15-year leasehold interest in the Northern Neck Regional Jail (the “Jail”) and the right to use the Jail on the same basis as other member counties, and

Whereas, Gloucester has indicated its willingness to accept the terms, conditions and obligations imposed upon it by the Second Amended Cooperation Agreement; and

Whereas, the Second Amended Cooperation Agreement preserves Warsaw’s voting membership on the Jail Board, without imposing on Warsaw any financial responsibility for the Jail; and

Whereas Gloucester’s participation in the Second Amended Cooperation Agreement will help to insure the continued fiscal soundness of the Jail’s operations, and the maintenance of its inmate population at levels that will be beneficial to Warsaw; now therefore be it

Resolved by the Town Council of the Town of Warsaw Virginia:

That the mayor is hereby authorized to execute the Second Amended Cooperation Agreement in form approved by the Town Attorney, and as executed by the four county member jurisdictions.

Adopted this 11th day of August, 2016 by the Town Council of the town of Warsaw, Virginia

 

 

Warsaw Planning Commission Report

There was nothing to report as there was no meeting this month.

 

Comments From Public

Hillary Kent with the Main Street Program introduced herself to council and spoke about the Warsaw Richmond County Main Street Program.

The vision is that you get up on a Saturday morning with your family and take the kids to the park, walk down the sidewalks for shopping and whatever else that your family likes to do on a Saturday.  The goal is for everyone to stay in Warsaw and not have to drive for things to do. The vision started in 2014 and I got with Jerry Davis and he said that it will take a long time but it will be right.  Town Council didn’t know what we were doing and great appreciation for Mr. Capps in updating the council members.  We look forward in working together with the Town and to move forward.

Peter Trible with the Main Street Program introduced himself to council and stated that he really didn’t have much to add to what Hillary had already said.  He says everyone is on board and there are a number of active local governing bodies.

 

Mayor Phelps stated that the Economic Development Committee needs to work with the Main Street Program and get involved.

Utilities Committee needs to explore the possibility of allowing firms that pump out septic tanks in our area, to be able to bring it to our plant for processing. These firms pay a lot of money to dispose of the waste, and they generally have to truck it out of the area. If this option is viable, then we would be able to use the excess sewer plant capacity to handle the intake, thus making a profit, thus lowering rates. 

 

Personnel Committee needs to work on a new employee hand book.

 

Closed Session

Vice Mayor Yackel moved to convene in closed session as permitted by Virginia Code Section 2.2-3711(A)(1) relating to personnel matters.  The motion was seconded by Councilman Lee and passed with the following votes.

 

    Mathieu W. Sisk                    Aye              Ralph W. Self         Aye

    Rebecca C. Hubert                 Aye              Paul G. Yackel       Aye

    Randall L. Phelps                   Aye              Roger R. Lee          Aye 

    Faron H. Hamblin                  Aye

 

Vice Mayor Yackel moved to reconvene  in regular session and Council certified by roll call vote, that in the closed session just concluded, nothing was discussed except the matter identified in the motion to convene in closed session and lawfully permitted to be so discussed under the provisions of the Virginia Freedom of Information Act cited in the motion.  Councilman Lee seconded the motion.  The following are the roll call votes taken.

 

    Mathieu W. Sisk                    Aye              Ralph W. Self         Aye

    Rebecca C. Hubert                 Aye              Paul G. Yackel       Aye

    Randall L. Phelps                   Aye              Roger R. Lee          Aye 

    Faron H. Hamblin                  Aye

 

 

 

 

 

Paul G. Yackel, Chairman of the Personnel Committee made a motion to create a new position as outlined for a Director of Planning & Economic Development.  Councilman Lee seconded the motion and passed with the following votes.

 

    Mathieu W. Sisk                    Aye              Ralph W. Self         Aye

    Paul G. Yackel                       Aye              Roger R. Lee          Aye

    Randall L. Phelps                   Aye             

    Faron H. Hamblin                  Aye

 

Town of Warsaw Virginia

An Equal Opportunity Employer

 

JOB DESCRIPTION

 

Job Title: Director of Planning & Economic Dev                              FLSA:                          Exempt

Reports To: Town Manager                             

 

General Summary

The Director of Planning & Economic Development is responsible for all municipal planning functions, including the development and implementation of the Town's Comprehensive Plan. Work involves land use planning and zoning; providing technical assistance to the Planning Commission; researching, developing, coordinating and administering zoning and planning related projects; maintaining accurate records; and public contact. In addition, a critical role of the Director of Planning & Economic Development will be to represent the Town in economic development meetings, projects, grant procurement.  Work is performed under the general supervision of the Town Manager. Work is reviewed through discussion, reports and results achieved.

 

Essential Functions

  • Responsible for the review and verification of all applications for subdivision and zoning permits; advises applicants and Planning Commission of application status and compliance with ordinances; coordinates review with appropriate municipal departments.
  • Applying for grants.  This is will be a critical job function.
  • Drafts planning ordinances revisions, prepares departmental budget and represents the Town on various regional planning agencies.
  • Makes recommendations to Planning Commission for appropriate action or additional conditions to be imposed.
  • Collects land use data for use in preparation of comprehensive plan and development of zoning regulations.
  • Attends and staffs Planning Commission meetings; prepares appropriate notices and supporting documents; prepares and distributes meeting minutes.
  • Prepares reports; maintains records; processes purchase orders and accounts payable, and monitors special project budgets.
  • Develops Capital Improvement Projects for the Town; directs the implementation of the five-year capital plan and monitors its progress.
  • Prepares and drafts short term and long range economic development plans, and other special projects as requested.
  • Assists and provides technical assistance to various town committees including the Northern Neck Planning District and the Main Street Revitalization Committee.
  • Performs related work as required.

Functional:

  • Works personal schedule to ensure work load is balanced to allocated hours.
  • Attends outside events and meetings representing the Town in strategically chosen venues and files the proper event report.
  • Works with external public groups to promote the Town.
  • Recognizes zoning and economic opportunities and makes recommendations to Town Manager, Council, and the Planning Commission.
  • Stays current and up to date with Virginia and Federal code.
  • Organizes and facilitates Planning Commission meetings, public hearings, economic development meetings.
  • Serve on committees as assigned.
  • Other duties as assigned.

                                                                                                                                                                                       

Knowledge, Skills & Abilities

  • Thorough knowledge of the principles and practices of municipal land use planning.
  • Knowledge of the subdivision and municipal zoning statutes.
  • Knowledge of grant development and writing; budget development and grant administration.
  • Some knowledge of civil engineering including use of survey equipment, map making and reading, and photo interpretation.
  • Knowledge of title search and filing procedures.
  • Ability to analyze and interpret laws, ordinances, rules and regulations.
  • Ability to keep varied records, to assemble and organize data, and to prepare standard reports from records.
  • Ability to establish and maintain effective working relationships with outside agencies, municipal officials, employees and the general public.
  • Ability to maintain detailed records and to prepare reports.
  • Knowledge of the principles and practices of planning, design and development.
  • Knowledge of the techniques of graphics and layout.

 

Working Conditions

Internal – Work is normally performed in climate controlled office environment, where exposure to conditions of extreme heat/cold, poor ventilation, fumes and gases is very limited. Noise level is moderate and includes sounds of normal office equipment (computers, telephones, etc.).

 

External – Frequent contact with the public outside of the Town offices to visit onsite reviews and attend meetings.  Attends and takes part in community and or civic events.

 

 
 

 

Physical Demands

       Work involves standing and walking for extended periods of time and potential eyestrain from reading detailed printouts and computer screen. Deadlines, disgruntled citizens and workloads during peak periods may cause increased stress levels. Work may include occasional pushing, pulling, or carrying objects weighing up to 20 pounds such as cash drawer, files, documents, and computer printouts; occasionally includes moving objects weighing up to 50 pounds. Work normally requires finger dexterity and eye-hand coordination to operate computer keyboard at an advanced skill level.

 

WORKING SCHEDULE

Work week is generally Monday thru Friday due to the nature of the Director of Planning & Economic Development work load, evening hours are considered normal with occasional weekend hours.

 

Working Relationships/Contacts

Internal – Frequent contact with personnel throughout the Town Government regarding operational issues, compliance or security issues, customer service, zoning issues, economic development issues and various other issues that may arise across all departments.

 

External – Extensive contact with the public on zoning and economic development functions.  Will involve attending and taking part in off premises meetings and site inspections.

 

Supervision of Others – Not normally required.  However, some event planning and event execution may require the Director of Planning & Economic Development to supervise a limited amount of Town employees for a limited amount of time for a specific agenda.

 

 

Accountability

This position is accountable for promoting responsible zoning and planning oversight, promoting economic growth, executing the polices of the Warsaw Town Council.

 

 

Unfinished Business

There were 3 quotes from Landscaping Valora, LLC for the following:

Warsaw Town Hall Landscape:

Clean up of Landscape, Pruning of Shrubs, Mulching of Beds, Planting Annual Flowers (Both Summer/Fall), Deweeding of Beds, Labor, Eqmt., Etc.

Total $1,475.00     (To be done August 2016)

 

Warsaw Town Park Clean Up:

Clean up of Fence Line Around Perimeter of Park, Both Spraying of Brush and Vines.  Removal of Brush, Vines, Hauled Off Property, Labor, Eqmt., Etc.

Total $1,860.00     (To be done August 2016)

 

Warsaw Town Park Lawn Area:

Lawn Area- Broadleaf Weed Controls (2) Applications will be needed to assure a good stand of turf will be established, Labor, Eqmt., Etc.

Total $ 820.00     (To be done August 2016)

 

 

 

Councilman Yackel made a motion to have the three contracts executed by the Mayor and proceed with Landscaping Valora, LLC.  Councilman Lee seconded the motion and passed with the following votes.

 

    Mathieu W. Sisk                    Aye              Ralph W. Self         Aye

    Paul G. Yackel                       Aye              Roger R. Lee          Aye

    Randall L. Phelps                   Aye             

    Faron H. Hamblin                  Aye

 

 

 

 

 

 

New Business

Special Request

There was a letter in the council packets from Danielle Jones at 171 Hamilton Blvd. requesting the Mayor to permit the installation of a beehive for the purpose of harvesting honey for private use.

After much discussion the council elected not to permit the installation of a beehive.

 

 

Adjournment

There being no further business, the meeting was adjourned by Mayor Phelps.

 

 

 

 

_______________________________

Susan M. Pemberton, Clerk of Council

 

 

 

Calendar of Events

Warsaw Rotary Meeting - Wed Sep 18 @ 7:30AM
Planning Commission Meeting - Thu Oct 03 @ 7:00PM
Warsaw Town Council - Thu Oct 10 @ 7:00PM
Planning Commission Meeting - Thu Nov 07 @ 7:00PM
Warsaw Town Council - Thu Nov 14 @ 7:00PM