Jun 25, 2026 Town Council

[00:00:05]

ALRIGHT, WE WILL CALL THE MEETING TO ORDER. FIRST ITEM IS PLEDGE OF ALLEGIANCE.

[I) Call meeting to order]

ONE NATION UNDER GOD, INDIVISIBLE, WITH LIBERTY AND JUSTICE FOR ALL.

OKAY. ROLL CALL. DEBORAH GALLAGHER. CHRIS HERSH.

DARLENE KIRK. BRIDGE LITTLETON. CHRIS BERNARD.

CINDY PEARSON. JOHN KEVIN DALY. PAM CURRAN. RHONDA NORTH.

TOWN CLERK. WILL MOORE. DEPUTY TOWN MANAGER. TRACY KELLER, DEPUTY TOWN ATTORNEY.

OKAY NEXT ITEM IS PUBLIC COMMENT. IF ANYBODY WOULD LIKE TO ADDRESS TOWN COUNCIL ON ANY ITEM.

[IV) Public Comment]

COME CELEBRATE OUR FOUNDER, LIEUTENANT COLONEL.

LIEUTENANT COLONEL LEVON POWELL. THANK YOU. THANK YOU.

OH, NO. BUT IF YOU CAN, THAT'D BE A WELCOME. I WILL LOVE THAT.

AND ALSO, YOU KNOW, THE 4TH OF JULY, THE WHOLE TOWN WILL BE DOING THAT.

AND WE'LL BE SERVING, DOING OUR REENACTMENT AT THE DECLARATION OF INDEPENDENCE, AS WELL AS THE BENJAMIN BANNEKER REBUTTAL.

THANK YOU. THANKS. ANYBODY ELSE? ALL RIGHT. WE WILL CLOSE PUBLIC COMMENT AND GO TO STAFF REPORTS.

[VIII.A) May Utilities Report & Drought Status Report - Vince Gugliotta, IES & Acting Town Manager Moore]

WE'LL START OFF WITH OUR UTILITY SYSTEM VOLUMES.

WASTEWATER TREATMENT, PLANT DISCHARGE 97,000 GALLONS A DAY ON AVERAGE.

AND IT DISCHARGED JUST UNDER 3 MILLION GALLONS TOTAL FOR THE MONTH OF MAY.

OUR WATER PLANTS PRODUCED ABOUT 136,000 GALLONS A DAY, WHICH ON AVERAGE AND PRODUCED A TOTAL VOLUME OF A LITTLE OVER 4.2 MILLION GALLONS. NEXT SLIDE. A COUPLE OF HIGHLIGHTS FOR THE WASTEWATER SYSTEM.

WE HAD OUR HEADWORKS DEEP CLEANED, GOT A BUNCH OF GRIT REMOVED WITH THE HELP OF FIVE-STAR SEPTIC SERVICES.

I'M SORRY, USA SEPTIC SERVICES. WE CONTINUE WORKING WITH HAYWARD INCORPORATED, ACQUIRING DATA FOR THE NEW UV SYSTEM, AND WE HAD MULTIPLE PARTS DELIVERIES FOR UPCOMING PROJECTS AROUND WASTEWATER PLANT.

A COUPLE ITEMS THERE IN THE PICTURES OFF TO THE LEFT.

THAT RED PIPE THAT'S WHAT WE WOULD CALL A SPOOL PIECE THAT, THAT LARGE GREEN OBJECTS ATTACHED TO.

ONE OF THOSE HAD TO BE REPLACED. PARTS CAME IN, WE GOT THAT DONE THIS MONTH.

THE BLUE OBJECTS ARE SOME INLINE SLUDGE VALVES.

WE HAVE A BIG PROJECT SLATED FOR THE REACTOR BASINS, WHICH HOPEFULLY TAKE PLACE SOON.

AND OFF TO THE RIGHT IS OUR HEADWORKS, OUR GRIT SEPARATING MACHINERY.

ANY QUESTIONS ABOUT THE WASTEWATER SYSTEM? RIGHT.

QUICK. I'LL MOVE ON TO WATER, THEN. OOPS. WE HAD SOME EXCITEMENT EARLIER IN THE MONTH WHEN THE WELL P PUMP MOTOR FAILED. THAT TOOK PLACE ON THE 13TH.

WE CALLED VALLEY DRILLING. THEY JUMPED ON IT RIGHT AWAY.

WE HAD THE WELL BACK UP AND RUNNING BY THE 15TH, BELIEVE IT OR NOT.

A COUPLE OTHER ITEMS WAS THE WELL 4 AIRLINE PROJECT.

OUR MARSHALL STREET WATER TOWER WAS DRAINED AND CLEANED BY A USG.

AND WE HAD SOME SCADA ISSUES LATER IN THE MONTH.

THERE WAS A BIG THUNDERSTORM, I BELIEVE. WE'RE STILL WORKING ON SOME OF THAT.

[00:05:05]

A COUPLE PICTURES FROM AROUND THE WATER SYSTEM.

THAT'S ONE OF ALI DRILLING TRUCKS THAT CAME DOWN AND WAS USED TO REMOVE THE WELL PUMP AND MOTOR, AND A COUPLE OF THE AIRLINE SETUPS WE GOT GOING ON AT, WELL 4.

IT'S JUST A COUPLE SHOTS OF OUR MARSHALL STREET WATER TOWER.

AND WE'LL MOVE ON TO GROUNDWATER. CURRENTLY, THE ENTIRE STATE OF VIRGINIA IS IN EITHER SOME KIND OF DROUGHT WATCH OR DROUGHT WARNING.

GROUNDWATER IS STILL IN THE EMERGENCY ZONE FOR OUR SECTOR ALONG WITH MUCH OF THE REST OF THE STATE.

EVEN WITH RECENT RAINFALL, I THINK WE'RE STILL ABOUT SIX INCHES BELOW FROM LEFT OVER FROM LAST YEAR.

WE HAVE TO CATCH UP ON. SO REAL QUICKLY, I MEAN, I'M LOOKING AT THIS GRAPH.

SO LAST MONTH WHEN YOU PRESENTED RIGHT, THERE WAS A, IT WAS HEADING IN THE WRONG DIRECTION.

IT'S STILL LIKE, LOOKS LIKE IT'S HEADING IN THE WRONG.

NOT AS BAD, BUT IT STILL LOOKS LIKE IT'S A LITTLE BIT LOWER.

SURE. OKAY. YEAH. I'VE BEEN TRYING TO ADD SOME MORE INFORMATION IN THERE AS WE GO ALONG.

IF YOU LOOK AT SOME OF THE TEXT ON THE BOTTOM, I TRY TO THROW IN AN AVERAGE I GUESS STATIC WATER LEVEL.

SO LAST MONTH WE SAW ABOUT 238FT IN WELL 4. THIS MONTH, WE'RE CURRENTLY SEEING ALMOST 50 FOOT REDUCTION IN AVERAGE LEVEL.

I'M SORRY FOR THE MONTH OF MAY. CURRENTLY WE HAVE SEEN A LITTLE BIT OF GAIN.

WE DID TURN ON WELL, THREE TO TRY TO HELP, YOU KNOW, MITIGATE SOME OF OUR OTHER WELLS THAT BREAK.

SO I HAVE SEEN A SLIGHT INCREASE AT WELL 4. YEAH, JUST SOMETHING TO KEEP AN EYE ON.

YEAH. AND IT'S IMPORTANT TO NOTE THESE, THE GRAPH, THE GRAPHING THAT YOU SEE HERE IS JUST THROUGH MAY 31ST.

THESE ARE THE SAME GRAPHS THAT YOU SAW WHEN YOU MADE THE DECISION TO ENACT THE VOLUNTARY WATER RESTRICTIONS.

BUT THERE'S BEEN THAT LITTLE BIT OF RECOVERY IN WELL 4 WITH THE ACTIVATION OF WELL 3, WHICH HAS BEEN SOMEWHAT HELPFUL.

AND WE ANTICIPATE THAT TO KEEP CREEPING UP ALL THINGS IF THEY STAY THE SAME BECAUSE OF THE EXTRA WALL WE'RE RUNNING.

YEAH, EXACTLY. THE MORE WE USE WELL 3 OBVIOUSLY WE SHOULD GET MORE RELIEF AT OUR OTHER WELLS.

JUST KEEP IN MIND, YOU KNOW, WE GOT TO KEEP AN EYE ON WELL 3.

I HAVEN'T SEEN A DECLINE IN THAT YET, BUT I MEAN, EVERYTHING HAS A FINITE POINT, SO HOPEFULLY WE DON'T GET THERE.

I MEAN, I GUESS, YOU KNOW, MY CONCERN IS AT THE END OF THE DAY, WE HAVE A FINITE NUMBER OF WELLS.

IT HAS A FINITE AMOUNT OF WATER. SO WE PULL FROM, WELL THREE, WE'RE GOING TO HAVE TO STOP AT SOME POINT BECAUSE IT'LL DIP.

AND THEN THE OTHER ONES, YOU KNOW. SO I MEAN, I KNOW THIS IS A LONG TERM PROBLEM, BUT I'M JUST, YOU KNOW. YEAH, IT REALLY CONCERNS ME. ALL RIGHT.

ANYWAY, I MEAN, A LONG TERM PROBLEM REQUIRES LONG TERM INVESTMENT, LONG TERM SOLUTIONS.

SO, YOU KNOW, HOW WE THINK ABOUT THAT NOW IS GOING TO, YOU KNOW, IF WE DIG ANOTHER WELL OR DO SOMETHING ELSE, RIGHT, IT'S GOING TO TAKE YEARS FOR THAT TO COME TO FRUITION, SO.

YEAH, AND JUST A REMINDER, SOME OF THE PROJECT PLANNING THAT WE HAVE GOING ON NOW, INCLUDING THE REQUEST THAT THE CONGRESSMAN HAS PUT IN ON BEHALF WOULD BE TO HELP CONNECT, WELL, THREE, TO ACTUALLY A TREATMENT PLAN SO THAT WE COULD USE IT MORE OFTEN, NOT JUST AS A SUPPLEMENTARY, BUT AS A PRODUCING WELL, BUT HAVE SOME FILTRATION ADDED TO IT.

SO IT DOESN'T HAVE THOSE EFFECTS OF THE IRON AND MANGANESE THAT COME WHEN WE INTRODUCE IT INTO THE SYSTEM.

OKAY. THANKS. SURE. I GUESS WE COULD CLICK THROUGH THE OTHER OTHER WELLS.

YEAH. HERE'S THREE. AGAIN, THIS IS ALL THE WAY BACK IN MAY.

WE'RE WE'RE ALMOST A WHOLE MONTH LATER IN JUNE.

WE ONLY FLUSHED WELL, THREE, A COUPLE OF TIMES.

WE ARE USING IT CURRENTLY. WE'RE PROBABLY SEEING ABOUT A 15 FOOT REDUCTION IN A STATIC WATER LEVEL.

BUT DURING PUMPING WE'RE SEEING IT ABOUT 200FT DEPTH TO WATER AND THAT'S ABOUT WHERE I'VE SEEN IT RECENTLY WHILE IT'S IN USE.

IT'S NOT MUCH CONCERNED WITH, WELL 3 AT THE MOMENT.

IT'S STILL DEMONSTRATING REALLY STRONG AQUIFER THERE.

[00:10:02]

KIND OF A GOOD SIGN WE'RE NOT SEEING MUCH REDUCTION.

HOWEVER, WE'RE NOT REALLY SEEING ANY RECOVERY ON IT EVEN WITH PERIODIC SHUTTING IT DOWN FOR SEVERAL DAYS OR SO.

SOMETHING TO KEEP IN MIND. WELL P'S A LITTLE BIT MORE CONCERNING.

WE ARE SEEING A STRONGER DECLINE IN IT NOW THAT WE'RE RUNNING IT HARDER.

EVEN WITH THE USE OF WELL 3 SOMETHING TO KEEP AN EYE ON.

WHILE IT'S BEING PUMPED, WE'RE SEEING IT AS LOW AS 72FT LOWER THAN WHAT WE SAW BACK IN APRIL.

YES, ABOUT A MONTH AND A HALF TIME OR SO. WE'LL SEE A BLANK SPOT IN THE TRANSDUCER GRAPH THERE.

THAT WAS WE HAD TO REMOVE THE EQUIPMENT SO WE COULD GET THE WELL PUMP AND MOTOR OUT.

SO WE DON'T HAVE ANY DATA DURING THAT TIME. BUT THAT'S WHY YOU SEE THAT BLANK SPOT THERE.

THIS IS KIND OF A SLIGHTLY MORE FINER DETAIL OF WELLS L AND P TOGETHER.

HERE YOU CAN KIND OF NOTICE WHEN BOTH WELLS ARE RUNNING, YOU'LL SEE, WELL P WILL GAIN SLIGHTLY.

WHEN YOU SEE WELLS OFF YOU'LL SEE. WELL HE'S HAVING A STEEPER DECLINE.

THINGS OF THAT NATURE. AND THAT'S JUST ALL THE WELLS COMBINED.

ANY QUESTIONS FOR VINCE? ANY THOUGHT THAT WE NEED TO THINK ABOUT MANDATORY WATER CONSERVATION? I WOULD DEFINITELY CONSIDER IT. BIGGEST OFFENDER, I WOULD SAY IS PROBABLY LAWN IRRIGATION.

FORTUNATELY, WE ARE SEEING A LITTLE BIT MORE FREQUENT RAINSTORMS. HOPEFULLY THEY CONTINUE. BUT I WOULD SAY THE BIGGEST HITS, PROBABLY LAWN IRRIGATION.

I WOULD, I WOULD CONSIDER IT.

WANT TO, I THINK AT OUR NEXT MEETING, WE'LL HAVE ALL THE JUNE DATA.

SO OUR 1ST JULY MEETING, I'LL BE CURIOUS TO SEE WHERE THINGS STAND.

MAYBE. AND MAYBE WE'D BE READY TO MAKE A DECISION THEN, IF IT LOOKS LIKE IT'S CHANGED.

YEAH, I THINK GIVING US UNTIL THE NEXT MEETING TO GET A LITTLE MORE DATA AND A LITTLE MORE INPUT FROM THE, THE FULL ARRAY OF OUR CONSULTANTS FROM IMBODEN AND AS WELL AS OUR ENGINEER CONSULTANT, WE COULD HAVE A STRONGER RECOMMENDATION FOR YOU IF YOU WANTED TO CONSIDER THAT NEXT STEP AT YOUR FIRST MEETING IN JULY.

CAN WE, AND I DON'T KNOW IF WE'LL HAVE A UTILITIES MEETING BEFORE THAT FIRST MEETING, BUT MAYBE WHEN WE HAVE THAT DATA AVAILABLE FROM JUNE, CAN YOU SEND IT OUT SO THAT WE ALL HAVE IT? BECAUSE LIKE I SAID, I THINK IF IT WARRANTS IT, WE SHOULD TAKE ACTION AS SOON AS POSSIBLE AT THAT FIRST MEETING.

SO WE SHOULD HAVE A MOTION AND EVERYTHING READY.

SYDNEY. SURE. THEY ARE CALLING FOR 100 DEGREE WEATHER COMING UP IN THE NEXT WEEK.

SO, YOU KNOW, THERE GOES THE WATER. YEAH. WELL THAT'S THE CLASSIC CASE OF YOU CAN ONLY CONTROL SO MUCH.

WE CANNOT CONTROL THE WEATHER, BUT WE NEED TO, TO MAKE SOME MOVEMENT TOWARD CONTROLLING WHAT WE CAN CONTROL.

AND THAT MAY MEAN THAT WE DO HAVE MANDATORY WATER CONSERVATION.

YEAH. CHRIS. I ALSO THINK WITH THE WELL PATTERNS, IT POINTS OUT THE IMPORTANCE OF DEVELOPMENT NEAR US IN TERMS OF LIKE KIND OF GOING DOWN THE WATER NUMBERS ON PLANNING.

I HAD A LITTLE THING AND IT'S 34 HOUSES IS BASICALLY THE EQUIVALENT OF MIDDLEBURG MANNER IN TERMS OF WATER USE.

SO YOU'RE TALKING 6 TO 18,000 GALLONS DEPENDING ON THE USE THAT'S COMING OUT AS WELL AS THAT SEPTIC FIELD.

SO THERE'S A LOT OF THINGS TO THINK ABOUT IN TERMS OF THE FUTURE AND PROTECTING A FINITE RESOURCE.

ANY OTHER QUESTIONS OR COMMENTS FOR VINCE. FOR THE SLIDESHOW? WE'RE THE ENTIRE UTILITY REPORT. WHAT'S THAT? FOR THE SLIDESHOW OR THE FULL UTILITY REPORT?

[00:15:04]

ALL RIGHT. NEXT UP IS PROJECT STATUS REPORT. MR.

[VIII.B) Special Projects Report - Acting Town Manager Moore]

SO THE CONTRACTOR IS PLANNING TO FINISH THAT.

THE WORK IS JUST OCCURRING ON WEEKDAYS BUT AT THE LATEST BY THIS COMING FRIDAY, HOPEFULLY BY BY THURSDAY, WE'LL BE ABLE TO WRAP THAT UP. SO A VERY IMPORTANT REPAIR PROJECT IN TWO PARTICULAR LOCATIONS.

AND WE'RE ALSO TAKING ADVANTAGE OF, WHILE WE HAVE THE ROAD OPEN TO DO SOME PHYSICAL INSPECTION OF WATER PIPE TO AND ACTUALLY TAKE A, A CORE, THEY CALL IT A COUPON FROM BASICALLY DRILL INTO A SECTION OF OUR WATER MAIN, PULL IT SO WE CAN DO SOME ANALYSIS OF ITS CONDITION WHILE WE'RE IN THERE.

SO A REALLY IMPORTANT PROJECT, AND I BELIEVE MISS NORTH ALSO HAS AN UPDATE ON THE ASBURY PROJECT FOR YOU AS WELL.

SO I AM SO HAPPY TO REPORT THAT THE BIPOC GRANT APPLICATION HAS NOW BEEN SUBMITTED TO THE STATE.

SO NOW WE'RE JUST IN A WAIT AND SEE MODE. SO WE'LL FIND OUT WHETHER WE GET THAT GRANT ON THE END OF SEPTEMBER.

SEPTEMBER. OKAY. YES. WE'RE APPLYING FOR $1 MILLION.

THAT'S THE MAXIMUM AMOUNT YOU CAN APPLY FOR. SO THAT'S WHAT WE HAVE ASKED FOR.

WE'VE RECEIVED THE 95% CONSTRUCTION PLANS. THE TOWN AND DOWNEY AND SCOTT ARE IN THE PROCESS OF REVIEWING THOSE NOW.

AND GLAVE & HOLMES IS SCHEDULED TO PRESENT THOSE TO COUNCIL THE SECOND MEETING IN JULY FOR YOUR APPROVAL.

AND THEN, OF COURSE, WE HAVE THE AWARD OF A CONTRACT FOR THE FUNDRAISING CONSULTANT LATER ON, ON THIS AGENDA. ANY QUESTIONS FOR WILL OR RHONDA? OH, YEAH. HOW MANY PAGES WAS THAT SUBMISSION? INCLUDING ATTACHMENTS JUST UNDER 1,100 PAGES.

WELL DONE. [APPLAUSE]. WELL DONE.

NOTHING IS FUN AS GRANT WRITING. LET'S JUST HOPE IT DOESN'T BREAK MY STREAK.

EXCUSE ME. OH, BOY. ALL RIGHT. NEXT UP IS THE.

[X) Consent Agenda]

SECOND. ANY DISCUSSION? ALL THOSE IN FAVOR, SAY AYE.

AYE. AYE. OPPOSED? ABSTENTIONS. OKAY. NEXT UP IS ACTION ITEMS.

[XI.A) Council Approval - Amendment to Council's Rules of Procedure - Town Clerk North]

THANK YOU, MR. MAYOR. SO THERE'S ESSENTIALLY TWO PIECES TO THIS.

EACH YEAR, THE COUNCIL IS REQUIRED TO ADOPT THE POLICY PERTAINING TO ELECTRONIC PARTICIPATION IN MEETINGS.

SO WE'LL BE DOING THAT AS A PART OF ADOPTING THESE RULES OF PROCEDURE.

THERE WERE NO CHANGES IN THE STATE CODE RELATED TO THAT.

THE OTHER PIECE OF IT IS SENATE BILL 699 WHICH THE TOWN ATTORNEY DID REPORT TO YOU ALL ON PERIODICALLY EARLIER IN THE YEAR THAT DID PASS AND THE GOVERNOR HAS SIGNED IT. THAT BECOMES EFFECTIVE ON JULY THE 1ST.

SO UNDER THAT BILL, THE COUNCIL IS PRECLUDED FROM TAKING FINAL ACTION.

AND THERE IS A DEFINITION OF FINAL ACTION ON ANY ITEMS THAT ARE ADDED TO THE AGENDA AFTER THE MEETING BEGINS, UNLESS THEY ARE EITHER TIME SENSITIVE OR THE RESULT OF A CLOSED SESSION.

NOW, FINAL ACTION UNDER THE STATE CODE DEFINITION GOES BEYOND JUST MERELY TAKING A VOTE.

IT ALSO IS ADJUDICATION OR ANY OTHER FINAL ACTION THAT ESSENTIALLY COMPLETES COMPLETES THE MATTER.

SO THE CONSENSUS OF THE COUNCIL WOULD BE CONSIDERED TO BE FINAL ACTION.

THERE ARE SOME THINGS YOU COULD DO IF YOU ADD AN ITEM TO THE AGENDA YOU COULD REFER IT TO A COMMITTEE.

YOU CAN REFER IT TO A FUTURE COUNCIL MEETING.

YOU CAN DIRECT THE STAFF TO PROVIDE FURTHER INFORMATION.

YOU CAN ALSO ISSUE COMMENDING OR MEMORIAL PROCLAMATIONS, BUT YOU ALL DON'T TEND TO DO THOSE ON THE FLY.

THE TOWN ATTORNEY HAS RECOMMENDED THAT IF YOU DO TAKE FINAL ACTION BECAUSE SOMETHING IS TIME SENSITIVE THAT YOU INCLUDE IN THE MOTION,

[00:20:03]

SO THAT'S A PRIME EXAMPLE OF WHAT, AFTER JULY 1ST, WE'RE NOT GOING TO BE ALLOWED TO DO.

BECAUSE THE CONSENSUS WAS UNDER THE DEFINITION OF FINAL ACTION, A FINAL ACTION.

SO WE JUST NEED TO, TO BE COGNIZANT IN THE FUTURE THAT THERE MAY BE SOME LIMITATIONS.

AND HOPEFULLY FOLKS WILL BECOME AS THIS CHANGE BECOMES MORE FAMILIAR TO FOLKS, PEOPLE WILL COME, YOU KNOW, EARLIER WHEN THEY NEED ACTION OR, YOU KNOW, COUNCIL CONSIDERATION OF SOMETHING.

SO THERE IS LANGUAGE NOW IN THE, YOU KNOW, DRAFT LANGUAGE PROPOSED IN THE RULES OF PROCEDURE.

A NEW SECTION TITLED ADDITION OF ITEMS TO THE AGENDA THAT WOULD ESSENTIALLY ADDRESS THIS THIS SENATE BILL.

CHRIS. YEAH, YEAH. JUST A QUESTION IN TERMS OF THAT SPECIFIC EXAMPLE THAT YOU GAVE, WOULD THAT NOT POTENTIALLY HAVE FALLEN UNDER TIMELY WITH THE FACT THAT IT WAS CREATING A RESPONSE TO SOMETHING THAT'S PERTINENT COMING IN THE NEAR FUTURE? I MEAN, I WOULD LEAVE THAT TO THE TO THE ATTORNEY TO DEFINE.

SURE. BUT IT'S MY UNDERSTANDING THAT THEY'RE AT THIS POINT IS STILL UNDER THE COUNTY STAFF'S REVIEW.

SO THERE WOULDN'T BE A TIME SENSITIVE NATURE ASSOCIATED WITH THAT PARTICULAR EXAMPLE.

BUT UNFORTUNATELY, THEY DID NOT DEFINE TIME SENSITIVITY.

SO I THINK THAT THAT'S GOING TO BE ONE OF THOSE THINGS AS THINGS COME UP THAT MAYBE THE TOWN ATTORNEY CAN CAN HELP.

WELL, IT'LL BE SUBJECTIVE. IT WILL BE SUBJECTIVE.

RIGHT? LIKE SO I MEAN, TO CHRIS'S POINT, I COULD MAKE YOU COULD MAKE THE ARGUMENT THAT IT'S IN REVIEW BY, BY COUNTY STAFF. WE HAVE NO IDEA WHEN THEY'RE GOING TO MAKE A DETERMINATION.

IT COULD BE TOMORROW. SO WE WANT TO MAKE SURE THAT WE HAVE OUR VOICES HEARD BEFORE THAT HAPPENS.

SO I MEAN YOU KNOW SO IT'S GOING TO BE A FACT FACTOR.

YEAH. YEAH EXACTLY. OKAY. ANY OTHER QUESTIONS FOR MISS NORTH ON THIS ITEM? ALL RIGHT. IS THERE A MOTION. SURE, SURE, I GOT IT.

I MOVE THAT COUNCIL ADOPT A RESOLUTION AMENDING COUNCIL'S RULES OF PROCEDURE TO INCLUDE A NEW SECTION 4-5 PERTAINING TO THE ADDITION OF ITEMS TO THE AGENDA AND THE ADOPTION OF THE POLICY PERTAINING TO THE PARTICIPATION IN MEETINGS ELECTRONICALLY, SAID RESOLUTION TO BE EFFECTIVE JULY 1ST OF 2026.

SECOND. ANY DISCUSSION? ALL THOSE IN FAVOR SAY AYE.

AYE. AYE. AYE. OPPOSED? ABSTENTIONS. OKAY. NEXT

[XI.B) Council Approval - Rate increase - Refuse and Recycling Contract]

SO JUST ADVISING YOU OF THAT. SO BEFORE JULY OF 2028, WE WILL HAVE TO ISSUE A NEW REQUEST FOR PROPOSALS FOR REFUSE AND RECYCLING SERVICES AND RECEIVE THOSE BIDS.

BUT IN THIS CASE, UNDER OUR CURRENT CONTRACT THE OPERATOR IS PERMITTED TO REQUEST RATE INCREASES BI ANNUALLY, SO EVERY TWO YEARS. THE LAST RATE INCREASE WAS A 3% INCREASE IN JULY OF 2024.

IN IN JUSTIFYING THAT REQUEST, THERE ARE CERTAIN FACTORS LISTED IN THE CONTRACT THAT ARE TO BE CONSIDERED, INCLUDING FUEL COSTS, TIPPING FEES, AND INFLATION IN GENERAL.

I GIVE YOU SOME INFORMATION ON THOSE FACTORS AS THEY RELATE TO THE PAST TWO YEARS AND THOSE INCREASES, I THINK MOST NOTABLY IS FUEL INCREASES, OF COURSE THEY'RE UP AROUND 44% DURING THAT TIME PERIOD.

TIPPING FEES HAVE GONE UP 9.9%. AND JUST THE CPI-U IN GENERAL FOR THIS AREA HAS GONE UP 7.5%.

SO THE PROVIDERS ARE REQUESTING AN 8% RATE INCREASE.

STAFF SUGGEST THAT THAT IS A REASONABLE REQUEST BASED ON THE INFLATIONARY FACTORS OVER THE LAST TWO YEARS.

[00:25:02]

SO THE TRUCK GOES IN AND TIPS ITS LOAD BACK. AND THAT'S.

JUST WANTED TO MAKE SURE THAT IT WAS CLEAR THAT IT WASN'T TIPPING.

YES. NO, IT'S. DISPOSAL COST FOR THE MATERIAL THEY COLLECT.

NOT THE GRATUITY. OKAY, ANY OTHER QUESTIONS FOR WILL? ALL RIGHT. IS THERE A MOTION? I'LL MAKE THE MOTION.

I MOVE COUNCIL APPROVE AN 8% RATE INCREASE FOR THE REFUSE AND RECYCLING CONTRACT WITH AMERICAN DISPOSAL SERVICES, INC., EFFECTIVE JULY 1ST, 2026. SECOND. ANY DISCUSSION? RHONDA, WOULD YOU CALL THE ROLL? VICE MAYOR BERNARD.

AYE. COUNCIL MEMBER CURRAN. AYE. COUNCIL MEMBER DALY.

AYE. COUNCIL MEMBER GALLAGHER. AYE. COUNCIL MEMBER HERSH.

AYE. COUNCIL MEMBER KIRK. AYE. COUNCIL MEMBER PEARSON.

AYE. ALL RIGHT, NEXT UP IS COUNCIL APPROVAL FOR THE AWARD OF A CONTRACT FOR CAPITAL CAMPAIGN FUNDRAISING SERVICES FOR ASBURY

[XI.C) Council Approval - Award Contract for Capital Campaign/Fundraising Services - Town Clerk North]

AND THEY RANKED CONVERGENT NONPROFIT SOLUTIONS AS THEIR NUMBER ONE FIRM.

THEY ALSO AGREED THAT THEY WANTED TO REDUCE THE SCOPE OF WORK OVER WHAT WE HAD ADVERTISED IN THE RFP.

SO WHAT THEY PROPOSED THAT THERE BE AN ALIGNMENT SESSION, WHICH WOULD BE THE KEY STAKEHOLDERS THE COMMITTEE AND MAYBE 1 OR 2 POTENTIAL DONORS. AND JUST TO GATHER INFORMATION TO HELP THEM START DOING THEIR CASE STATEMENT AND THEN ALSO TALK ABOUT WHO POSSIBLY COULD BE SOME OF THE LARGER DONORS THAT THE TOWN WOULD WANT TO, TO REACH OUT TO.

THEY WOULD THEN DRAFT THE CASE STATEMENT AND AN INVESTMENT RANGE TABLE.

THEY WOULD DO SOME SCREENING OF POTENTIAL DONORS AND THEY WOULD LOOK OUT TO FOUNDATIONS TO SEE WHAT FOUNDATIONS MAY BE OUT THERE THAT WOULD BE WILLING TO TO DONATE TOWARDS OUR PROJECT. THEY WOULD THEN RETURN FOR ANOTHER STAKEHOLDERS MEETING TO JUST SORT OF PRESENT THEIR DRAFT CASE STATEMENT, GET SOME FEEDBACK ON THAT CONTINUE TO EVALUATE POTENTIAL DONORS AND JUST SORT OF BUILD A CONSENSUS ON THE CAMPAIGN STRATEGY. AND THEN THE LAST PIECE IS THEY WOULD PRESENT US WITH THEIR FINDINGS, THEIR RECOMMENDATIONS, AND THEIR MARKETING MATERIALS. ALL OF THAT WOULD TAKE ABOUT TWO MONTHS TO, TO COMPLETE.

THE COMMITTEE RECOMMENDED IT NOT START THAT WORK, NOT START UNTIL AFTER WE KNEW WHETHER WE WERE GOING TO RECEIVE THE GRANT.

I'VE SPOKEN WITH THE FOLKS AT CONVERGENT, THEY ACTUALLY FEEL LIKE WE COULD START THE WORK IN SEPTEMBER, SO AT LEAST GET STARTED. WE WOULD KNOW BY THE END OF SEPTEMBER WHETHER WE HAD THE GRANT.

THAT WOULD THEN HELP THEM FINALIZE THE REST OF THEIR DOCUMENTS, SO THAT THAT WOULD MOVE US ALONG A LITTLE FASTER BECAUSE THE GOAL IS KIND OF, YOU KNOW, SOME FOLKS SET THEIR GIVING BEFORE THE END OF THE YEAR FOR THE NEXT YEAR.

SO WE WANT TO MAKE SURE WE'RE IN A POSITION THAT WE'RE ACTUALLY FUNDRAISING BEFORE THE END OF THE YEAR, BEFORE FOLKS HAVE ALREADY DONE THEIR COMMITMENTS.

THE OTHER THING, AND I THINK I'VE PREVIOUSLY REPORTED IT, IS THE COMMITTEE RECOMMENDED THAT WE SEEK BETWEEN 1 MILLION AND 2 MILLION, DEPENDING ON WHETHER WE GET THE GRANT AGAIN FOR THE CONSTRUCTION, BUT THEN ALSO SEEK 2 MILLION FOR AN ENDOWMENT THAT WOULD HELP FUND FUTURE OPERATIONS AND MAINTENANCE COSTS. SO WE DID DO SOME NEGOTIATIONS WITH CONVERGENT AND WAS ABLE TO GET THE PRICE DOWN TO A FLAT FEE OF $25,000. HALF WOULD BE DUE UPON SIGNING THE CONTRACT, HALF WOULD BE DUE UPON COMPLETION OF THE WORK AS WELL AS REIMBURSEMENT FOR TRAVEL EXPENSES. AND WE WOULD, WE WOULD APPROVE THOSE EXPENSES IN ADVANCE BEFORE THEY'RE COMMITTING TO THEM.

SO WITH THAT, THE FUNDRAISING COMMITTEE HAS RECOMMENDED TO THE COUNCIL THE AWARD OF THE CONTRACT TO CONVERGENT NONPROFIT SOLUTIONS.

ANY QUESTIONS OR COMMENTS FOR RHONDA? YEAH. FOR THE EXPENSES.

THANK YOU FOR ADDING A LITTLE CONTEXT ON THAT.

SO JUST A KIND OF A RANDOM QUESTION. SO IF WE APPROVE THIS, IT WOULD BE $25,000.

IS THERE ANY CONTROL ON THE EXPENSES OTHER THAN KIND OF WHATEVER THE ACTING TOWN MANAGER'S APPROVAL LIMIT IS?

[00:30:07]

AND WE DID GET THEM TO REDUCE THAT TO ONE ON SITE, ONE REMOTE PERSON SO THAT, SO WE KNOW WE'VE CUT THE TRAVEL EXPENSES IN HALF JUST BY, JUST BY DOING THAT. BUT WE'RE TALKING, YOU KNOW, AIRFARE, MEALS, MAYBE A NIGHT IN A HOTEL, ALTHOUGH THEY DON'T SEE IT BEING MORE THAN A ONE-DAY SESSION FOR EACH MEETING.

YES. WHAT I WAS GETTING AT IS THERE IS THERE SOME MECHANISM WE SHOULD CONSIDER PUTTING AS FAR AS LIKE A CAP? HOW ABOUT WE DO THIS? JUST TELL THEM THEY HAVE TO USE THE JTR, JOINT TRAVEL REGULATIONS FROM THE FEDERAL GOVERNMENT, WHICH IS ALWAYS LOWEST AIRFARE, LOWEST AVAILABLE CAR.

THE MEALS ARE CAPPED AND THE PER DIEM IS CAPPED.

AND SO IS THE HOTEL BASED ON LOCATION. YEAH. AND IT'S ALL I MEAN, YOU CAN LOOK AT IT.

IT'S ALL ONLINE AND EASY TO USE. YEAH. PAM. I WANT TO ASK WANDA.

SO. AND MAYBE YOU SAID IT, BUT WHAT? WHY DID THEY DECIDE TO WAIT UNTIL AFTER WE KNEW IF WE RECEIVED THE GRANT BEFORE THEY MOVE FORWARD, SINCE WE WANT TO BUILD AN ENDOWMENT AS WELL. BECAUSE IT HELPS THEM IDENTIFY, YOU KNOW, WE'RE GOING TO IDENTIFY PEOPLE THAT WE'RE GOING TO, TO REACH OUT TO AND TOUCH, BUT WE'RE ALSO GOING TO IDENTIFY HOW MUCH OF A TOUCH WE'RE GOING TO ASK FROM EACH PERSON.

AND YOU KNOW, IT'S $1 MILLION DIFFERENCE. SO THEY WANTED TO KNOW WHAT IS THE EXACT AMOUNT THAT WE'RE TRYING TO PURSUE.

YOU KNOW, IS IT 3 MILLION? IS IT 4 MILLION OR SOME NUMBER IN BETWEEN IF WE GET A LESSER AMOUNT FROM THE GRANT? OKAY. RHONDA, THE ONLY QUESTION I HAD, AND IT'S NOTHING REALLY TO DO WITH THE FIRM.

IT'S MORE ALONG THE LINES OF I MEAN, I HAVE NO DOUBT THAT WE'RE GOING TO ACCEPT GIFTS THAT PEOPLE CAN DONATE OVER TIME.

YES. RIGHT. SO THIS ISN'T ACTUALLY THIS ISN'T REALLY A QUESTION.

IT'S JUST MORE OF A STATEMENT. WE HAVE TO BE THOUGHTFUL ABOUT, AND I'M FINE WITH US DOING IT, WE JUST HAVE TO MAKE SURE WE THINK ABOUT IT. IF THE MONEY IS NEEDED BEFORE SOMEBODY SENDS IT, DO WE BACKFILL IT AND THEN JUST REPAY OURSELVES WHEN THE, YOU KNOW, WHEN THE CASH COMES IN, SO. YES, AND. JUST HAVE TO MAKE SURE WE CARRY IT ON.

YES. AND THERE IS SOME MONEY IN THE CURRENT BUDGET FOR THAT TO OCCUR.

YEAH. WITH THE FACT, YOU KNOW, BECAUSE IF WE GET THE GRANT, WE'RE GOING TO HAVE TO START WORK IMMEDIATELY BECAUSE THERE'S A LIMITED AMOUNT OF TIME WE HAVE TO COMPLETE THE WORK AND GET THE REIMBURSEMENT FROM THE STATE.

AND SO WITH THAT IN MIND MR. DAVIS DID INCLUDE SOME FUNDS THAT WOULD ALLOW US TO ADVANCE AND THEN AND THEN GET REPAID FROM.

DONATIONS. EITHER PLEDGES OR, YOU KNOW, OUTRIGHT DONATIONS.

YES. OKAY, GREAT. I HAVE A QUESTION ABOUT WHAT.

KIND OF. CONTACT WITH THE DONORS AND SPECIFICALLY LOCAL DONORS.

I'M AWARE THAT THE ORGANIZATION IS PROBABLY VERY EXPERT AT CONTACTING ORGANIZATIONS, BUT IT SEEMS TO ME, CONTACT WITH LOCAL CITIZENS WHO HAVE PROVEN GENEROUS IN THE PAST HAS TO BE DONE IN A SENSITIVE MANNER, AND THAT MANY OF THEM FEEL QUITE STRONGLY ON THAT ISSUE.

WILL THIS COMPANY BE AWARE OF THOSE SENSITIVITIES? SO THIS COMPANY WILL NOT BE MAKING THE CONTACTS.

OKAY. THEY ARE DEVELOPING THE ROADMAP FOR US.

WE WILL BE THE ONES MAKING THE CONTACTS. OH, EXCELLENT.

SO THAT'S PART OF WHAT WE WILL DO AS WE IDENTIFY THE DONORS.

WE WILL ALSO FIGURE OUT WHO WITHIN THE FUNDRAISING COMMITTEE OR THE COMMUNITY.

A LOT OF IT PROBABLY IS GOING TO FALL ON THE MAYOR.

WHO WILL BE THE PERSON WHO WILL ACTUALLY DO THE TOUCH.

GOOD. VERY GOOD. THANK YOU. WAY AHEAD OF ME. YEAH.

THANKS. ANY OTHER QUESTIONS? ALL RIGHT. WOULD SOMEONE LIKE TO MAKE A MOTION KEVIN OR WHOEVER.

WITH A QUICK STATEMENT. THIS IS OUR HERITAGE.

THIS IS OUR HISTORY. THIS IS IMPORTANT TO ALL OF US.

SO I THEREFORE, I MOVE THE COUNCIL AUTHORIZED THE ACTING TOWN MANAGER TO ENTER INTO A CONTRACT WITH CONVERGENT NON PROFIT SOLUTIONS, LLC IN THE AMOUNT OF $25,000 PLUS OUT OF POCKET EXPENSES FOR CAPITAL CAMPAIGN FUNDRAISING SERVICES FOR THE ASBURY CHURCH RESTORATION PROJECT.

[00:35:01]

SECOND. ANY DISCUSSION? RHONDA, PLEASE CALL THE ROLL.

VICE MAYOR BERNARD. AYE. COUNCIL MEMBER CURRAN.

AYE. COUNCIL MEMBER DALY. AYE. COUNCIL MEMBER GALLAGHER.

AYE. COUNCIL MEMBER HERSH. AYE. COUNCIL MEMBER KIRK.

AYE. COUNCIL MEMBER PEARSON. AYE. OKAY, THANK YOU.

AND RHONDA, THANKS FOR ALL THE HARD WORK. THANK YOU.

NEXT UP IS CANCELLATION OF THE AUGUST MEETING.

[XII.A) Cancellation of August Meeting - Town Clerk North]

NO, WAIT. SORRY, SORRY. CANCELING THE FIRST MEETING.

SORRY. I'M GONE. THE FIRST MEETING? YEAH. LET'S MAKE IT EASY.

DOES THAT WORK? 13. NO MEETING ON THE 13TH. I'LL BE IN SCOTLAND.

OKAY. RON, ARE YOU GOOD WITH THAT? OKAY. AND THEN WHEN WE GOT UP NEXT IS OH, THE VOLUNTEER APPRECIATION RECEPTION.

[XII.B) 2026 Volunteer Appreciation Reception - Town Clerk North]

SO IF YOU DO, I RECOMMEND WE DO IT ON OCTOBER THE 29TH, ASSUMING THE CATERER IS AVAILABLE, THAT WOULD BE A FIFTH THURSDAY. WE FOUND IF WE KEEP THEM ON A FIFTH, WHATEVER, THEN WE GET MORE PEOPLE HERE BECAUSE THEY DON'T HAVE MEETINGS GENERALLY SCHEDULED ON THOSE NIGHTS. ALSO IN KEEPING WITH OUR AMERICAS.

250 THIS YEAR, I WOULD RECOMMEND THE THEME BE STARS, STRIPES AND SERVICE YOUR IMPACT, OUR FUTURE.

AND OF COURSE, IT WOULD BE A RED, WHITE AND BLUE, YOU KNOW, THEME DECORATION.

AND IF YOU'RE GOOD WITH THAT, THEN I RECOMMEND WE'VE GOT SOME STEMLESS WINE GLASSES THAT HAVE THE TOWNS AMERICAS 250 LOGO ON IT THAT WE PRESENT THAT AS THE GIFT ALONG WITH A LITTLE SOMETHING TO GO INSIDE, A LITTLE MINIATURE, SOMETHING TO GO INSIDE OF IT, INCLUDING THAT OF A NONALCOHOLIC VARIETY.

SO IF YOU'RE GOOD WITH THAT, THEN I'LL MOVE FORWARD WITH WITH PLANNING THAT EVENT.

AND MR. DALY CAN WEAR HIS AMERICAN FLAG OUTFIT.

OH, NO. I HAVE A PERIOD UNIFORM THAT GOES BACK TO 1972 AND IT STILL FITS.

OKAY. I LIKE THE I LIKE THE ONE THAT MY SON CALLS THOMAS JEFFERSON HOLDING A DUCK.

NOW IT'S MY SWEAT SUIT, BUT IT STILL FITS. YES.

I DON'T WANT TO SEE THE MOTHS. ANY ISSUES WITH SCHEDULING THE RECEPTION FOR THAT DATE? OCTOBER 29TH. OKAY. I'LL SEND THE MEETING INVITE SO YOU ALL HAVE IT ON YOUR CALENDARS.

AWESOME. RHONDA, THANKS. I REALLY ENJOYED THAT EVENT.

THAT'S A GREAT ONE. YEAH. ME TOO. A LOT OF FUN. OKAY.

ANY OTHER INFORMATION ITEMS FOR COUNCIL? MR. MOORE.

[XIII) Information Items]

MISS BELL COMES TO US WITH A WEALTH OF EXPERIENCE AND DESTINATION MARKETING, DOWNTOWN REVITALIZATION, EVENT MANAGEMENT, BUSINESS SUPPORT, AND COMMUNITY ENGAGEMENT.

SHE HAS SERVED THE PAST SEVEN YEARS AS TOURISM MANAGER FOR THE CITY OF HARRISONBURG, VIRGINIA.

SIX AND A HALF YEARS BEFORE THAT, SHE SERVED AS THE DOWNTOWN MANAGER FOR CITY OF WINCHESTER, VIRGINIA. AND PRIOR TO THAT, FIVE AND A HALF YEARS AS THE EXECUTIVE DIRECTOR OF THE MAIN STREET PROGRAM IN SALEM, MASSACHUSETTS. SO WE'RE REALLY EXCITED FOR HER ARRIVAL AND LOOK FORWARD TO INTRODUCING HER TO YOU AND ALL OF THE COMMUNITY WHEN SHE GETS HERE.

AND SHE STARTS MONDAY? STARTS MONDAY. AWESOME.

ALL RIGHT. ANY OTHER INFORMATION ITEM? YEAH. KEVIN.

ON THE 7TH OF JULY AT 11:00, THE SUSTAINABILITY COMMITTEE WILL HAVE A SPECIAL MEETING TO DISCUSS WATER SUSTAINABILITY AND CONSERVATION THAT THE INDIVIDUAL CAN DO.

[00:40:01]

CAN I THROW A SUGGESTION? THROW AWAY. IT MIGHT NOT BE A BAD IDEA IF THEY ALSO THOUGHT OF THINGS FOR THE BUSINESSES, YOU KNOW. I MEAN, ONE OF THE THINGS I THOUGHT ABOUT WAS YOU GO TO A RESTAURANT AND THEY ALWAYS BRING YOU A CUP OF WATER WHETHER YOU WANT IT OR NOT.

AND IF YOU DON'T TOUCH IT, THEY POUR IT OUT, YOU KNOW? SO WOULD WE WANT TO SAY LIKE, HEY, TO BE THOUGHTFUL ABOUT WATER CONSERVATION, YOU KNOW, SOMEBODY ASKED FOR A GLASS OF WATER.

ABSOLUTELY. BUT DON'T JUST AUTOMATICALLY, YOU KNOW, SERVE IT.

I CAN ONLY IMAGINE HOW MUCH, YOU KNOW, JUST GETS POURED OUT BECAUSE EVERYBODY ORDERS A DRINK OR SOMETHING ELSE.

SO AND I WAS REALLY TRYING TO THINK OF, ARE THERE OTHER WAYS THAT BUSINESSES CAN CONSERVE ON WATER.

YOU KNOW, I GO INTO RESTAURANTS AND BACK THERE, BACK WHERE THEY'RE CLEANING THE DISHES, THEY LITERALLY JUST HAVE THE FAUCETS RUNNING, WHETHER THEY'RE CLEANING SOMETHING OR NOT. AND IT DRIVES ME INSANE. SO, YOU KNOW, SO ANYWAY, I THROW IT TO YOU GUYS TO, YOU KNOW, THINK OF SOME OTHER IDEAS THAT MAYBE WE CAN COMMUNICATE WITH THE BUSINESSES TO THE RESTAURANTS.

SO YEAH. OKAY. THANK YOU. ANY OTHER INFORMATION ITEMS? ALL RIGHT. LOOKS LIKE WE'VE GOT A CLOSED SESSION COMING UP.

[XIV) Closed Session]

I FURTHER MOVE THAT COUNCIL THEREAFTER RECONVENE IN OPEN SESSION FOR ACTION AS APPROPRIATE.

SECOND. ANY DISCUSSION? ALL THOSE IN FAVOR, SAY AYE.

AYE. OPPOSED? ABSTENTIONS. ALL RIGHT. CLOSED SESSION, THAT IS.

OKAY. I ASKED THE COUNCIL CERTIFY THAT IN THE CLOSED SESSION JUST CONCLUDED.

TO THE BEST OF EACH MEMBER'S KNOWLEDGE, NOTHING WAS DISCLOSED EXCEPT THE MATTER OR MATTERS SPECIFICALLY IDENTIFIED THE MOTION TO CONVENE IN CLOSED SESSION AND TO LAWFULLY PERMITTED TO BE DISCUSSED IN A CLOSED SESSION UNDER THE PROVISIONS OF THE VIRGINIA FREEDOM OF INFORMATION ACT, AS CITED IN THE MOTION. I WOULD LIKE TO REMIND THOSE PRESENT FOR THE CLOSED SESSION THAT ANY DISCUSSION THAT OCCURRED WITHIN IT SHOULD BE TREATED AS CONFIDENTIAL. OH YES. YES. YES. YES. YES. YES. YES. YES. ANY OTHER ITEMS? YEAH. CHRIS. I MOVE THAT THE TOWN COUNCIL AUTHORIZED THE TOWN ATTORNEY TO FILE AN APPEAL OF THE LOUDOUN CIRCUIT COURT DECISION IN THE CASE OF SALAMANDER FARMS, LLC VERSUS THE TOWN OF MIDDLEBURG.

SECOND. SECOND. ANY DISCUSSION? ALL THOSE IN FAVOR, SAY AYE.

AYE. AYE. AYE. AYE. AYE. OPPOSED? ABSTENTIONS? ALL RIGHT. MEETING ADJOURNED. THANKS, EVERYBODY.

* This transcript was compiled from uncorrected Closed Captioning.