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MINUTES

WARSAW TOWN COUNCIL

REGULAR MEETING & PUBLIC HEARING

78 BELLE VILLE LANE

FEBRUARY 08, 2018 – 7:00 P.M.

 

Mayor Randall L. Phelps called the Warsaw Town Council to order at 7:00 p.m. and led in the Pledge of Allegiance. Council members present were Randall L. Phelps, Mayor, Ogle E. Forrest, Sr., Rebecca C. Hubert, Roger R. Lee and Auriel Walker.  Mayor Phelps announced that Vice-Mayor Paul Yackel (Oral Surgery), Councilman Self (Knee Replacement and Councilman Hamblin (Sick Child) could not be here tonight. Our prayers are with all of them for a quick recovery.

 

Planning Commission Members present were Gary W. Palmore and Mary Beth Bryant. Town Staff present were Joseph N. Quesenberry, Town Manager, Lee H. Capps, Director of Planning & Economic Development, Chief of Police Joan N. Kent and Linda S. Holsinger, Assistant Clerk and Lee Ambrose, Wastewater Supervisor. Officer Bobby Moore, Auxiliary Offiicer Dalton Moore were also present. Others present were Kippen Haynes of NN Sentinel, Frances Baylor and Lowery Pemberton.

 

Approval of Agenda

Mayor Phelps noted he would like to add R-1 Zoning Amendment under New Business. Councilman Lee moved to approve the Agenda with the changes requested. The motion was seconded by Councilman Forrest and carried with the following votes.

 

            Randall L. Phelps                Aye                 Rebecca C. Hubert             Aye

            Ogle E. Forrest, Sr.             Aye                 Roger R. Lee                         Aye

            Auriel Walker                      Aye

 

Approval of Minutes – December 14, 2017 and January 11, 2018

Mayor Phelps asked if there were any corrections or additions to the minutes of December 14, 2017. Councilwoman Walker moved to accept the minutes of December 2017 as presented. The motion was seconded by Councilman Forrest and carried with the following votes.

Minutes – WTC         02/08/18 – Page 1

Randall L. Phelps                Aye                 Rebecca C. Hubert             Aye                

Ogle E. Forrest, Sr.             Aye                 Roger R. Lee                         Aye

            Auriel Walker                      Aye

 

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

11, 2018. Councilwoman Hubert moved to accept the minutes of January 11. 2018 as presented. Councilman Lee seconded and the motion carried with the following votes.

 

            Randall L Phelps                  Aye                 Rebecca C, Hubert             Aye

            Ogle E. Forrest, Sr.             Aye                 Roger R. Lee                         Aye

            Auriel Walker                      Aye

           

Financial Report – January 2018

Mayor Phelps asked if there were any questions or comments on the Financial Report. Councilwoman Hubert moved to approve the Financial Report for January 2018 as presented. The motion was seconded by Councilman Forrest and carried with the following votes.

 

            Randall L. Phelps                Aye                 Rebecca C. Hubert             Aye                

Ogle E. Forrest, Sr.             Aye                 Roger R. Lee                         Aye

            Auriel Walker                      Aye

 

Public Hearing-Zoning Ordinance Amendment: Building Height

Lee Capps reported the Warsaw Planning Commission had met and discussed amending Exhibit 6 maximum building height from 35’ to 45’ in C-1. It would be permitted in R-12 and R-18 with an approved Conditional Use Permit. Randy Passagaluppi of the Richmond County Volunteer Fire Department expressed some concerns to the Commission regarding their inability to access a building at that height.  They do not have a bucket truck at this time but are looking into purchasing a used one but that will not be in the immediate future. The Town Manager noted he understands their concern, but we do not want to limit growth in the town. Mr. Capps noted the Warsaw Planning Commission recommended amending the DMO to change the maximum building height from 35’ to 45” in C-1 Zoning and in R-12 and R-18 to be permitted with an approved Conditional Use Permit.  There was no public comment. Mayor Phelps closed the Public Hearing.

Minutes – WTC

02/08/18 - Page 2

Mayor Phelps stated we have a recommendation from the Warsaw Planning Commission and asked if there were comments or discussion from Town Council.  Councilman Forrest moved to accept the recommendation from the Warsaw Planning Commission to amend Exhibit 6 of the DMA to change the maximum building height from 35’ to 45’ as recommended. Councilman Lee seconded and the motion carried with the following votes.

 

            Randall L. Phelps                Aye                 Rebecca C. Hubert             Aye

            Ogle E. Forrest, Sr.             Aye                 Roger R. Lee                         Aye

            Auriel Walker                      Aye

 

Presentation -  Phase II of the Gannon Redevelopment – Bill Mechnick, LPDA

Mr. Mechnick stated the main objective is to redirect the stormwater from Main Street and parts of Richmond Road. There are also some amenities to make the site more attractive as well. One of the first attempts will be to demolish the existing buildings and removal of the concrete pads. Some of the possible additions include a Green Park Space & Event Lawn, Performance Pavilion, Picnic Shelters and Comfort Stations (Restrooms),

There will be a looping trail that connects the downtown area to the college. There will be a 10’ deep pond and water would be redirected to Jugs Creek. None of these are a definite at this time but to give you something to be thinking about what you would like to see. The main thing is to keep the water moving and have a nice place for the citizens, college students and visitors to the area to enjoy.  The plan is also to utilize some of the existing parking. Phase one is everything that is there is coming out and obtaining permits.  Phase two includes design, ponds, trails and grading. Councilman Forrest said he likes what he sees and we will need to have a good maintenance program. Councilman Lee agreed and said he would like to be able to do it all at once. Mayor Phelps advised it is his understanding the grant funding will be in two phases.

 

Mayor’s Report

Mayor Phelps stated the Fredericksburg Free Lance Star had a very nice article and write up about the Town of Warsaw. There were a lot of good comments about the town. The people in the community are happy with the new businesses and projects that we have going on as well. It is good to hear the positive comments. We are very excited to take over ownership of the property in the bottom and look forward to the next step in that project.

Minutes – WTC02/08/18 – Page 3

 

Town Manager’s Report

  • Update on Gannon Property – We Own it!!
  • Nursing Home Parcel – Update on Sale

Sold to Gregory Packett. He has project plans for the property in the future.

  • Budget Update: Capital Improvement Plan: He has requested budget request from each department head for any needs they may have. These are due to the Town Manager February 16. We hope to have a review for the Planning Commission at their March or April meeting.
  • Saddlery Update: He has spoken to Gregory Packett regarding taking the structure apart and getting it ready to move. The committee is still trying to raise additional funds for the project. We currently have approximately $18,000 in the account and Gregory will add an additional $15,000. The first step was to raise the funds and the second step id to move it.
  • Office Remodel – The office remodel is underway. The painting and flooring project should be completed in two to three weeks. The new desks and other items will be delivered soon. We are very excited and believe Council will be pleased with the finished product.
  • State of the Town: There has been a net gain of five businesses. We procured $1,549,500 in grants this year. That is approximately $1,033 in grant dollars per resident. We have also obtained two new Ford Explorers for the Warsaw Police Department. We have approximately fifty new residents in town which is a growth rate of about 3.33% in one year. There was approximately S4,500,000 in new private sector capital.  Overall the town is in good shape and the local economy is doing well.

 

Police Chief’s Report

Chief Joan Kent presented a report to Council and stated she will be glad to answer any questions. She notified Council Officer Tim Jackson has resigned to take a position with the Town of Tappahannock. The vacancy has been advertised in the Northern Neck News as well as on Facebook and the Town of Warsaw Web Site. She hopes to have the vacancy filled soon and will report on that next month.

 

 

Minutes – WTC

02/08/18 – Page 4

 

 

Planning Commission Report – February 1, 2017 – Lee H. Capps, Councilman Hamblin

Lee Capps reported the Commission seated Hannah Overton Tiffany to complete the term of Harold Donovan who resigned due to his wife’s illness. Her term will expire December 31, 2019.

 

The Commission held a Public Hearing on Amending Exhibit 6 of the DMO which would increase the maximum height of permitted buildings in C-1, R-12 and R-18 from 35’ to 45’.

Warsaw/Richmond County Fire Chief Randy Passagaluppi spoke to the Commission to offer his “concerns and thoughts” but not to be in favor of or to oppose it. His concern was the department’s inability to access a third story structure. There were no other comments from the public.

 

Later under New Business the Commission, following review and discussion of the recommended Zoning/DMO Amendment, the commission recommended Town Council to approve the building height in C-1 from a maximum of 35’ to 45’, and to approve in R-12 (mixed use) and R-18 (high density) the height increase with CUP approval.

 

The January meeting was not held due to bad weather, so the February meeting was the organizational meeting. Gary W. Palmore was reelected Chairman, Mary Beth Bryant was reelected as Vice Chair and Linda S. Holsinger was appointed Clerk/Secretary.

 

The Commission also noted with sadness the passing of Ann Donovan, wife of Harold Donovan who recently resigned his position on the Commission.

 

The Commissioners volunteered to work with the Town Manager and Planning Director in editing/drafting the long-awaited revisions of the Town of Warsaw Municipal Code and Development Management Ordinance. Topics and scope of the work sessions would be subject to the coordination and priority of the Town manager.

 

Wastewater Treatment Facility Report – Lee Ambrose

Lee Ambrose reported the Average Flow from town was 166,000 gallons which is an increase of 6,800 gallons from December’s flow average of 159,200 gallons.

 

Minutes – WTC

02/08/18 – Page 5

The Maximum from Town was 283,200 gallons which is an increase of 101,000 gallons from December’s maximum flow of 182.200 gallons. This occurred on a day we received 2.5” of rain in a very short time.

 

The Average Total Phosphorus for the month of January was 0.10mg/l,274 lbs. which resulted in a monthly discharge of 3.6 lbs. For the year we have discharged 3.6 lbs. We are permitted 274 lbs.

 

The Average Total Nitrogen for January was 3.39 mg/l. This resulted in a monthly discharge of 120.0 lbs. For the year we gave discharged 120.0 lbs. We are permitted 3,655 lbs.

 

Northern Neck Regional Jail Report – Larry Thorn

Larry Thorn was not present but had e-mailed the Total Population Breakdown. The average population for January was Federal 146, Gloucester County 130, Northumberland County 32, Richmond County 32, Westmoreland County 75 and other 5. The total average population was 420 inmates.

 

Economic Development Report – Lee Capps, Councilman Lee

I Business Climate:

  • The China Inn Expansion is moving along. The Ribbon Cutting & opening of the New Retail Spaces is on schedule for March.

 

  • IRF (Industrial Revitalization Fund) 

A Resolution is needed to adopt and apply for a grant of up to $1,000,000 for the recruitment to fill any non-residential structures that are no longer suited for the original purpose but are significant to the community due to the size and location Eligible properties must be vacant and able to be redeveloped. Councilman Forrest moved to adopt a resolution and apply for grant funding. Councilman Lee seconded and the motion carried with the following votes.

                Randall L. Phelps                Aye                 Rebecca C. Hubert             Aye

                Ogle E. Forrest, Sr.             Aye                 Roger R. Lee                         Aye

            Auriel Walker                      Aye

 

Minutes – WTC

02/08/18 – Page 6

 

  • Commercial District (Main Street Research & Marketing & Branding Fund)

A resolution maybe needed to apply for up to $60,000 in grant funds for a grant to repair and replenish deterioting properties in town. We need work with property owners to get them on board and get the Chamber of Commerce involved in this as well. Councilman Lee moved to proceed with the grant application and resolution (if needed).Councilman Forrest seconded and the motion carried with the following votes.

           

                Randall L. Phelps                Aye                 Rebecca C. Hubert             Aye

            Ogle E. Forrest, Sr.             Aye                 Roger R. Lee                         Aye

            Auriel Walker                      Aye

 

  • VML Legislative Day:

Lee Capps and Councilman Lee attended the event. Councilman Lee met and offered Governor Ralph Northam  a “Warsaw Greetings and Invitation to Visit.”

 

Committee Reports

  • Personnel Committee:

Councilwoman Hubert reported the committee had a very productive meeting with the Public Works staff. They really opened up regarding the concerns facing their departments and what they would like to see happen in the future. The committee will continue meeting with different departments each month. Next month will be the administrative staff.

 

New Business

  1. Resolution – Northern Neck Regional Hazard Mitigation Plan Update

The Town Manager advised Council will need to adopt the following Northern Neck Regional Hazard Mitigation Plan 2017 Update as presented by the Northern Neck Planning District Commission. It includes the Counties of  Lancaster, Northumberland, Richmond  and Westmoreland as well as the Town of Colonial Beach, Town of Irvington, Town of Kilmarnock, Town of Montross, Town of Warsaw and the Town of White Stone. 

 

 

Minutes – WTC

02/08/18 – Page 7

 

Northern Neck Regional Hazard Mitigation Plan 2017 Update

January 2018

 

WHEREAS, the Disaster Mitigation act of 2,000, as amended, requires that local governments, adopt, and update natural hazard mitigation plans to receive certain federal assistance, and

 

WHEREAS, a Local Emergency Planning Committee (LEPC) comprised of representatives from the counties of Lancaster, Northumberland,  Richmond and Westmoreland and the towns of Colonial Beach, Irvington, Kilmarnock, Montross, Warsaw and White Stone was convened to study the risks from and vulnerabilities to natural hazards, and to make recommendations on mitigation the effects of such hazards on the Northern Neck region; and

 

WHEREAS, a request for proposals was issued to hire an experienced consulting firm to work with LEPC to update the Northern Neck Regional Hazard Mitigation Plan 2017 Update; and

 

WHEREAS, the efforts of the LEPC members and the consulting firm of Dewberry, in consultation with members  of the public, private and non-profit sectors, have resulted in an update of the 2011 Northern Neck Regional Hazard Mitigation Plan, including the Town of Warsaw.

 

NOW THERFORE, BR IT RESOLVED by the Warsaw Town Council that the Northern Neck Regional Hazard Mitigation Plan 2017 Update is hereby approved and adopted for the Town of Warsaw.

                                                            APPROVED:

 

                                                            _________________________________

                                                            Randall L. Phelps, Mayor

ATTEST

 

________________________________

Joseph N. Quesenberry, Town Manager

 

Minutes – WTC

02/08/18 – Page 8

Councilman Forrest moved to adopt and approve the Northern Neck Regional Hazard Mitigation Plan 2017 update. Councilwoman Hubert seconded and the motion carried with the following votes.

 

            Randall L. Phelps                Aye                Rebecca C. Hubert             Aye

            Ogle E. Forrest, Sr.             Aye                 Roger R. Lee                         Aye

            Auriel Walker                      Aye

 

  • Appropriate funds Appropriated by the Commonwealth

There is specified language to appropriate the $1,000,000 DHCD funds that have been appropriated to us by the Commonwealth for the Revitalization Project.

 

  • Main Street Revitalization – Formulation of Façade Improvement Committee & Revolving Loan Fund Committee

 

Façade Improvement Committee: Meets and decides which facades will be given money for improvements. The maximum amount to be granted per façade is $15,000.

Mandatory members are The Town Manager, a Member of Council,  and three additional members.  Council recommended the Town Manager, Councilman Lee, Morgan Quicke, Sarah Pope and Sarah Sichol. Councilwoman Hubert moved to approve the Façade Improvement Committee as recommended by Council. The motion was seconded by Councilman Forrest and carried with the following votes.

 

      Randall L. Phelps                Aye                 Rebecca C. Hubert             Aye

      Ogle e. Forrest, Sr.             Aye                 Roger R. Lee                         Aye

      Auriel Walker                      Aye

 

Revolving Loan Fund Committee: Meets and decides what entity within the project area may apply for the low interest $50,000 loan.  Mandatory members are the Town Manager, Member of Council, and three additional members of which one must work in the banking sector. Council recommended the Town Manager, Mayor Randall Phelps, Rusty Brown, Greg Gruner, and Cindy West. Councilman Forrest moved to approve the Revolving Loan Fund Committee as recommended by Council.

 

 

Minutes – WTC02/08/18 – Page  9

  • Engineering & Architectural Contract Awards – Main Street Revitalization

 Councilman Lee moved to award the Engineering Contract to Hurt & Proffitt and award the Architectural Contract to R&F Design.  Councilman Forrest seconded and the motion carried with the following votes.

 

            Randall L. Phelps                Aye                 Rebecca C. Hubert             Aye

            Ogle E. Forrest, Sr.             Aye                 Roger R. Lee                         Aye

            Auriel Walker                      Aye

 

  • Award of Contract for Gannon Demolition – S.B. Cox

The Town Manager reported nine firms entered bids for the demolition of the Gannon Property. He then recommended the Contract be awarded to S.B. Cox for a cost of $134,200. They have done work for the town in the past with satisfactory results. Councilman Forrest moved to award the contract for the demolition of the Gannon property to S.B. Cox. For a cost of $134,500. The motion was seconded by Councilman Lee and carried with the following votes.

 

            Randall L. Phelps                Aye                 Rebecca C. Hubert             Aye

            Ogle E. Forrest, Sr.             Aye                 Roger R. Lee                         Aye

            Auriel Walker                      Aye

 

  • Police Station Update: Councilman Lee

The blueprints have been drawn and should be received by the middle of the month and ready for approval after the Town Manager reviews them and they meet the criteria as discussed previously.  We are getting close to be able to begin the process of remodeling

the building and getting it ready for the Warsaw Police Department. Councilman Lee moved to proceed with the remodeling of the building for the Warsaw Police Department. Councilman Forrest seconded and the motion carried with the following votes.

 

            Randall L. Phelps                Aye                 Rebecca C. Hubert            Aye

            Ogle E. Forrest, Sr.             Aye                 Roger R. Lee                         Aye

            Auriel Walker                      Aye

 

 

Minutes – WTC02/08/18 - Page 10

 

  • R-1 Zoning/Revitalization:

Mayor Phelps stated he has been approached by a property owner who is interested in having an apartment over his garage. This is not currently allowed under our ordinance; however, he knows of about six homes in town that have separate living quarters. He would like to request the Planning Commission to add this to their agenda for the March meeting to review this and make a recommendation to Council.

 

Closed Session – Personnel Matters – Virginia Freedom of Information Act;

Councilman Lee moved to enter Closed Session under the Virginia Freedom of Information Act (Personnel Matters (Subsection 2.2-3711 (A)(1))  & Real Property Subsection 2.2-3711 (A)(3)) Real Property))

 

Councilman Lee moved to come out of closed session and enter regular session. The motion was seconded by Councilman Forrest and carried by the following votes.

 

            Randall L. Phelps                Aye                Rebecca C. Hubert             Aye

            Ogle E. Forrest, Sr.            Aye                 Roger R. Lee                         Aye

            Auriel Walker                      Aye

 

Mayor Phelps reconvened in regular session and Council certified by roll call vote that in the closed session just concluded they only discussed matters  (1) Specifically cited in the motion to enter closed session and (2) lawfully permitted to be so discussed under the provisions of the Virginia Freedom of Information Act cited in the motion.  The roll call votes are as follows.

 

      Randall L. Phelps                Aye                 Rebecca C. Hubert             Aye

      Ogle E. Forrest, Sr.             Aye                 Roger R. Lee                         Aye

      Auriel Walker                      Aye

 

Councilman Forrest noted it is good that we are getting the GIS tracking of our water and sewer lines. With this system we will be able to track lines from our smart phones.

 

 

 

Minutes – WTC02/08/18 – Page 11

 

Right now most of that knowledge is stored in the mind of Mark France , who will be retiring later on this year. When that happens there goes a good portion of the knowledge of where our lines are located. Councilman Forrest then moved to have the Town Manager advertise for  his position so we can get somebody in place to learn as much as possible from him before he retires. Councilman Lee seconded  and the motion carried with the following votes.

 

      Randall L. Phelps                Aye                Rebecca C. Hubert             Aye

      Ogle E. Forrest, Sr.             Aye                 Roger R. Lee                         Aye

      Auriel Walker                      Aye

 

Closing Comments

 Councilwoman Hubert reiterated she was glad to see the employees open up to discuss their concerns. We have a good group with some very good ideas. She would like to see more people come to our meetings to see what is going on in town.

 

Councilman Lee stated he is excited to see everything coming together for the new Police Department and all the other projects in town.

 

Mayor Phelps is looking forward to when the buildings have been removed so we can begin the next phase at the former Gannon property. He is behind the Police Department Committee too and looking forward to it’s completion.

 

Councilman Forrest agreed he is looking forward to seeing things move forward in the bottom and with the Police Department. The GIS Tracking System is something that has been needed for a long time so he is excited about that as well.

 

 

There being no further business Mayor Phelps adjourned the meeting at 8:30 p.m.

 

 

________________________________________

 Submitted By: Linda S. Holsinger, Assistant Clerk

 

 

Minutes – WTC02/08/18 – Page 12          

Calendar of Events

Warsaw Rotary Meeting - Wed Mar 27 @ 7:30AM
Warsaw Rotary Meeting - Wed Apr 03 @ 7:30AM
Planning Commission Meeting - Thu Apr 04 @ 7:00PM
Warsaw Rotary Meeting - Wed Apr 10 @ 7:30AM
Warsaw Town Council - Thu Apr 11 @ 7:00PM