Town Council - Regular Meeting

Welcome. Today is Thursday, October 2nd, 2025. It's 6:01 p.m. and I would like to call to order the town council meeting of Bowling Green, Virginia. Would everyone please stand for the Pledge of Allegiance? I pledge allegiance to the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible, with liberty and justice for all. The first item on our agenda is the um consent agenda uh for the town council regular meeting minutes for September the 4th. Are there any additions or corrections to the minutes?

I'll move that we approve the minutes as presented. I have a motion to approve the minutes. Do I have a second? I have a second from Councilman Hegman. Is there any discussion? All in favor, raise your right hand, please. Motion carries. Um, and I apologize, I did not take role. Councilwoman Davis, here. Councilman Voit here. Councilman Webb here. Council Dr. Schnel here. Vice Mayor Coyle here. Councilman Stor here. Councilman Hagerman here.

We have a full council tonight and we have a quorum. Next, we will move to public comment. If you have something to say, please come to the podium. State your name and your address. You have three minutes to speak after you do so. Please remember that you will address me, the mayor. And as much as they would like to, our council may not respond to your questions. Our rules do not allow for it. But we are listening. So I now open public comment. Welcome, Miss Self. My name is Kathy Self and I live over here in the Meadows. Um, I used to be a clerk at the Freredicksburg Circuit Court. So, I sat on a couple cases like this where a vehicle would be going down like the street up here in Main Street and all of a sudden somebody just throws the door open and the vehicle in the road accidentally hits them. Two of them fortunately were not serious. The third one ended up in the person getting out of the car died unfortunately and she had two small children that the grandchildren the grandmother had to take care of. Virginia state law which I made a copy of states how this is handled. My big thing that I would like to see is we send out water bills to everybody all the time. if maybe we can make a copy of that and put it inside the water bill so people will know. I've had to swerve out towards oncoming traffic because of these big trucks with lumber and all on them. Somebody fortunately so far it's not happened, but eventually somebody is going to get

seriously hurt and I'd like to see council maybe take some action towards preventing that from happening. But I pulled that from the Virginia State Code. So that's a fairly new code section. Thank you. Thank you, Miss Self, and thank you for bringing that to our attention. Is there anyone else who would like to speak at this time? I'm Sean Robertson. Um I'm at 112 Dorsy. Mayor Gamble, good to see you this evening.

Thank you. Um, as of 5:58, I didn't realize I was coming up here and 6:02 here I am walking through the door. Um, I'm going to try to make this brief. Uh, but about a month ago, I made a pretty big move. Um, I moved from Bowling Green Meadows to Dorsy Lane. Um, and process and everything went smooth. Um, we love our town. We love being a part of being a part of the community community and everything. Um, we've had some discrepancies here with our water bill, which is what I'm up here uh bringing up to y'all today. So, when we moved from Bowling Green Meadows to our property now on Dorsy Lane, um, we were build for the full cycle for the time we lived at Bowling Green Meadows. Completely understandable. Lived there the whole time. More than willing to pay pay my fair share, pay what I owe the town. Um the billing cycle for uh when we lived in Dorsy Lane, we lived there for a total of 3 days out of the 60 for the billing cycle. Um and we owe the town tells us we owe $220 for 3 days. Um, we've already uh pursued talking to the treasurer and other members members of the town, but me and my wife really don't see how it's appropriate for us living here only 3 days to pay $220 when we already just paid the full amount where we where we were living before. So, we feel like the previous owner should be respon should be responsible for the majority of that cost. I mean, if it's as simple as a little cell uh formula in an Excel spreadsheet and we can figure out a number or something that we owe for those three days, I'm more than happy to work with

the town. More than happy to pay what I pay what I owe. But um for us for paying our full water bill from when we lived in Bowling Green Meadows and paying on top of that another $220 still living in the same town for water we only used for 3 days just doesn't seem fair. Doesn't it doesn't seem right. We've pursued avenues with the, like I said, with the town treasurer, with other with other people in the town, and we really don't seem to be getting anywhere. So, now that's um I'm presenting it to the council and to Mayor Gamble. Thank you. So, thank you.

Thank you, Mr. Roberts. Are there any other comments from the public? Only once, twice. I will now close public comment. I'd like to move on to member comment. Miss Davis. I have none. Mr. Voit.

Yeah, I'll try and be brief here. Um, so really all I've got is a quick report on the sort of clean sweep that we did still have, sort of didn't have over the weekend. Um, so we did end up cancing the town hall portion and after that I uh I gave a call called everyone on the list to see if they still wanted to have a sign and and try during the rain. Um, all in all we had, I guess it would be seven, eight, eight, um, one out of town, several in town that had garages that they could, you know, shelter from when it did pick up later in the day. And then the two churches. um still did have Goodwill come out and filled a little over half of the truck. Um so that it wasn't bad. Um and those that still did have their sales, you know, I was able to go out and like, you know, hit the churches myself and bought more things than I should have, but um it was fun and there were still some people about definitely over at at Calvary and St. Asf's church, uh getting through everything. So, it was, you know, a little lackluster compared to other times, but it was still, you know, fun for for those that are able to get out and we still got some stuff over to Goodwill. So, it was, you know, overall still a good day. Just wet. So, thanks. That's all.

Thank you, Mr. Web. I don't have anything. Thank you, Dr. Chenalt. Nothing. Vice Mayor Coyle? Nothing. Councilman Stor. So I see there's a number me I just want to know what the protocol is. So just to drill down a little bit on that last water issue questions that I have is is now appropriate or wait till later speak now. Yes.

Okay. So what I know in a real estate closing there's you know there's prorated taxes and my percentage. I don't I don't guess that's done on something as drilled down as water bills. Is it? I'll ask the town treasurer to to address that during her report and she can come up and explain that, but we have already reached out to that customer at this point. You're welcome. Anything else, Mr. Stor? Anything else? Sorry. No, ma'am. Okay, Mr. Agamman. No comment. just um Jeff, are we going to try having another clean sweep because that weather rain kind of failure or

with with Harvest Fest coming up and everything, it's about to get cold and it's probably just not until uh until next spring. Um there there may be some opportunity for folks though if uh like the Tinsel Town thing, you know, maybe a non-town sponsored event might might come up. I'm not entirely sure about that, but that would probably be the avenue for that. Um and Madame Mayor, if I may real quick. Okay. Um, so when I said I called everybody, I called everybody on the list, but I just got nudged in the side. So, let me give an apology to to Miss Davis here because I had her on a on a post-it note and so I I kind of forgot to call her. I did drive by your house in the morning to see if you're set up, though. But, uh, yeah, that's all. Thanks. Thank you, Mr. Voy. Um, I have no comment at this time. We'll move on to item number two. We're going to be moving on to staff reports and presentations. Our first uh presentation is about the USDA waterline project update and Mr. Steve Ball will be speaking with us today.

Hi, I'm Steve Ball with Webon Associates. I'm the project engineer on the USDA water replacement project. Um, as far as an update, today we have completed the survey and the design of the plans as requested by the town to with the changes that were requested and we have submitted those plans to the Department of Transportation for review and they are currently I spoke to them this week and they hopefully maybe will be getting back to us next week. Um once we get review comments back from Department of Transportation, we'll incorporate those into the plans, work with the town to get a final set of plans prepared and then move into the contract preparations, which we're estimating could be another 30 days after that to have the plans ready for to be submitted to um to USDA for the final approval and bid. I that's really all I had to for presentation. So unless there's some questions, I do have a set of plans uh with those changes for the town if you would like to have those or if anyone wants to look at those. But

um Mr. Ball, how long when you submit those? What what's the turnaround time from VOTE in general? Uh we were estimating 30 days. So they're doing a a pretty trying to do an expedited review and so I'm I'm hoping within two weeks from now we might should have that the review comments back. Okay. And if they have any changes, we'll have to make the changes, get it back to them, and go through another cycle. So, so we should have some information by our November meeting, if not our December, January meeting. Yeah, we think November we would have some have a good idea. Very good. Are there any questions from council to Mr. Ball? Anything else, Mr. Ball? No, that's all we have. Thank you so much.

All right. Thank you. Andy, did you walk? The next item number three is um our utilities report. And Jamie, are you coming up to speak? Yes, ma'am. Thank you.

Good evening, everybody. here to present the emboden utilities report. Uh it was another quiet month. Uh we continue to dose chlorine at the wells and that all all the tests were collected and sent to this uh for analyzing and reported to the state on time. Um radiological radiologicals were tested and sent and reported to the state. Um, pretty quiet for water, pretty business as usual. Um, wastewater moonshot was on site. We looked at the drying beds and discussed the need for press and to refurbish the sand drying beds and all required sampling was collected and reported. Um, and we the RAZ pump was we rz pump was inspected and checked for proper operation. Uh we are looking into that further still and all preventive maintenance completed. Um pretty quiet. Everything's good for the month of August. Any any questions?

Any questions from council? Go ahead, Mr. White. Okay, that that RAZ pump. Uh so what kind of like capital expense are we potentially looking at with that? Is that like expensive as the press or No, no, no, not even close to that. All right. just uh wanted to brace for impact on that. Thank you. Not much bracing for that. Any other questions? I'll also add I don't know if uh Jamie mentioned it, but um a holdover item um that you all I think had approved back in 22 or 23 from the previous operator, the auto sampler that was never um purchased and and put in place. They purchased and put in place as well. Yes.

Um and then there was also a a repair as it relates to oxidation ditch. So those are two capital things that have been completed. Yeah, it wasn't in I guess I just not for the month of August yet sir. Anything else? Thank you Jamie. Yes, ma'am. We will now move on to item number four uh public works report from Mr. Fortune. Are there any questions from councel on the report that he has submitted to us?

I'll jump in again. Go ahead. All right. So, the uh the pump you had to clean the wipes out of, which service area is that at? Okay. Where where is I mean is there like a radius from there? Um that's basically the house on street. Okay. Okay. Yeah. I didn't recall ever hearing about that one. Okay.

Okay. Thank you. and also all the fireworks and the time right now. It took us 40 hours working. They got to go back and take a weed here and cut it. That's the only way we can get it up. We spend a lot of money on family and everything. But uh I mean once we add it if you take a weed here once you add you take weed up sideway [Music] just have to keep it dark and you know keep on Mr. Fortune, is anyone on your staff have a restricted applicator's license that they could spray round up and we could keep this maintained on the edging? But you I know that as a as a municipality, we have to have somebody that's certified with that. Um Dakota went to take the test and he didn't pass um he passes for when you break it off the test. So that's our plan to go this winter and take the test. But the issue with that too when you spray those I feel like everything belong to I talk to you guys see get them sprayed and pans and everything. I was going to talk to him as well when they got to see if I could get them to come out and spray the other thing cuz the sidewalks I know they're going to tell you everywhere

else I've worked uh residents to spray the sidewalks. Mhm. [Music] Thank you. Any questions from council or staff? Mr. Hegelman,

I don't understand why we have to have our town employees do that. It should be the responsibility of the homeowner. Just like in the winter time, we spend a lot of money to have Sean and everybody go out there and shovel snow in front of the businesses. I shovel my own. That's the way it should be. If you got the property in the storefront, you need to clean your own sidewalk because it's your responsibility if somebody slips, not the towns. It's my responsibility. And I think we should change that and maybe send some type of a me around them to people with their water bill that they need to keep their sidewalk clean of snow, debris. Um, and when I'm walking the branches that are hanging over the sidewalk, there's places in Main Street you have to get out on the street because either that you almost crawl underneath them. And that shouldn't be the town's responsibility to take care of that. That should be the homeowner and the property in front of their house. Period. That's how I agreed. I think we need to stop spending our own money on it and maybe start citing the people or whatever. I know it's going to create a lot of hardship but and animosity. But the thing is is how many municipalities do this other than Bowling Green? Not many. Most of the people I mean other towns I lived in the people that lived in front of that that sidewalk are the ones that had to take care of it regardless of what it was. And I don't think we should have to foot the bill for it all.

Miss Jacobs um or Mr. Gore may know cuz I can't remember. I believe our town code does specify residents are responsible for the sidewalks of cleaning them as well as upkeep. Um so kind of done.

Um I can take a look at it with Mr. Gore. Um and then we can in our next newsletter uh reinforce um the upcoming weather season and winter as it relates to snow and debris, uh shoveling and weeding and then go from there. Can we look at an exemption for maybe a senior citizen that has physical uh limitations that may not be able to do that? Um, I would like to at least be human humane and in keeping that as a consideration. We can look into that.

We can look into that with the attorney. I'd also like to uh just thank Mr. Fortune for his efforts over the last um month. Um did want to include some photos because there are some things that you know our residents may not be able to see and if you're not in town hall. Um we did replace um an oven um this year because there was a a quite frankly a fire hazard with the one the other one that had been there and been outdated. Um as well as uh there was a request for coverage of our thermostat um thermostats over a year ago uh Vice Mayor Coyle. So those have been put in place and that's there behind you. Um, also, uh, AED sign for our AED fi defibrillator, which is something that should also be, um, in any place our AEDs are in town, as well as beautifification and gateway efforts. Um, and thank you um, Mr. Stork, Chault, and Mr. Webb who forgo your salaries u for council for beautifification and gateway efforts. So, we were able to get two signs um, replaced, well, repaired um, and repainted this year. So, those are images there. I wish I had the before. Um I can send that to you all. But this is the after. Um as well as pictures of the edging. So just like to thanks public works for keeping our town pretty and beautiful um and working collaboratively. So thank you so much.

And also u

All right. I talk I can talk. No, you've got to be on the online. All right. Well, also we uh completed two new water connectors, one on Tender Drive and one on Fresburg Turnpike. So, that's more money coming into the town. And uh and I talked to the gentleman today and I think they want to do four or five more houses up on Farmer Drive and a couple more on Freddersburg Turner Pike. So, we should have more money coming in and hope we can get the get everything turned around here. And those, just to clarify, those were the the prior two that you all um approved as out of town connection. So, at this point, we don't have any applications for any new ones, but if they come in, we'll bring them to council for consideration. Okay. Thank you, Mr. Fortune. Thank you, Mr. Fortune.

Well, Sean, I'm sorry, Sean. We do have one more question. Yes, sir. Sean, I I I share your frustration. I mean, there there are a lot of people that take care of their Oh, yeah. sidewalks, citizens and corporate. Yeah. And then there's a lot of people that don't. And you know, the bad thing is you can't delegate Yeah. good taste or, you know, you can't I don't know. You can't and and it and it sucks, but the way the town looks just prior to harvest festival is important and it looks good and I appreciate it. Yes, sir. Thank you. And thank you. Thank you.

Go ahead, Mr. Hamman. It must I don't maybe six months ago I brought up that Verma Mahan said we could have the top part of that sign at his building on Main Street and post anything we wanted or have a sign made for the town. Did any more ever come about that where we can do anything and put some type of sign for the town up there? Uh staff provided Mr. Mahan um the graphics for that. Um but I can check in with him to see. He was supposed to be um following up on that and he was taking care of that completely. Um but the town it's probably been close to a year ago. Um but we can we can check in on that. But he was doing it on his own. So we are ultimately beholden to people's goodwill. So um if he is still interested, we'll follow up.

Very good. Thank you. We'll move on to item number five, the Bowling Green Police Department report. Chief Cecil, would you come forward, please? Are there any questions about his report? Mr. Cecil, um, when people have property checks, vacation checks, business checks, how is that done? Do they call the police department and ask or hunt you down and ask or they call town hall or? They do. And it's also something that we get out and check business and things like that. Okay. Yeah. Thank you.

Any other questions from council? Thank you very much. You're welcome. You have a lovely evening. You all too. Take care. Next, we'll move on to uh Miss Toiver with the finance department and treasurers report. Welcome, Miss Toiver.

Hello. Okay. Um the biggest things on the report uh the audit um the draft for 23 is still being finalized. Uh for 24 um work has begun internally for what we need to compile for them for the real estate personal property. Um today actually we finally had our mapping come over into the system so I signed off on that. So that's good. Um, for the utility billing portion, uh, the July August bills went out on time. Um, and we also sent out the delinquent notices. Uh, we haven't done cuto offs for quite a while. Um, due to probably, I believe, the weather. We can't do it in the summertime. Um, so those went out. We had about 172 letters and we've had compliance uh from majority of them paying their past two bills. So that's good. Um and then another thing I wanted to touch on is our leaks policy that we created um in collaboration with the town manager and the public works director Sean. Um because sometimes we'll have leaks from our system and we do allow for adjustments in our code. So, we have a policy for following up up on that better. Um, and then for our vendor registration and W9 project, um, that's still also underway and we've been getting back a lot of responses, um, getting all of our vendors corrected information and everything to go in our system. Uh, another thing I wanted to follow up on is um, just for a public followup. So the team, the town, sorry, does not

prorrate for bills. Um, and so the minimum bill is always going to be applied for any usage below 5,000 gallons. And we do also send out final bills for anyone that closes their account. Any questions? M. Toiver, it says in accordance with the town code, 5% penalty will also be assessed on unpaid delinquent accounts. Yes. Is that um just 5% total? is at 5% per month per annual total. Yeah, it's total per bill.

And typically, I believe the way that it should be done is that once you hit that 60 days, it's applied. Um, since it hasn't been done in so long, we're waiting to give, you know, people a chance to pay their bill. And then if it hasn't been paid, then, you know, we proceed with the cut offs and then they also get the 5%. We're going to be bringing this up at next month's um council meeting. It's going to be on the agenda. is our water billing system. Yeah. Um if somebody's in the town and they're moving from one residence to another, they're the same customer, wouldn't it? We don't have any provisions that you just transfer the account from one address to another.

No, because it's per property. Okay. So that's then that's Would you make a note of that please Miss India when we speak about this next month? Sure. And I can make a note about it as well. Thank you. Are there any other questions for Go ahead, Mr. Stok. Go ahead, Mr. Stor.

All right. So, Mr. Toiver, so as an example of Mr. Robertson in that bill and and I totally you know from a town standpoint we got to get our we got to get our money and from his standpoint I understand so like you know when I sell a house everything is prorated up until the day of the closing like taxes but I mean it's no way we can know who's selling the house and tracking it how is a fair way what's a fair thing to do in his instance I mean should he contact the person that sold pulled it to him and and asked them. So the taxes are different than the utility bill.

So I believe taxes can be prrated if I'm correct. Uh but utility bills are not right. So, we do have a process when someone closes their account. They have to come in and fill out a closed form as of that specific date that they put and that's when their account is closed and their bill to final bill based off of if someone was there from 6:30 and they close their account as of August 1st, they just get a bill from 6:30 to August 1st because their account was closed. Gotcha. Same if you open if you open on one date and even if it's for three five days one day unfortunately we don't prorrate so you still get the minimum so like if it was if it had been me

I got a PO box so it doesn't matter but he he gets it cuz he probably had a mailbox out in front of his house. So so just for curiosity what's what's the fair thing for him to do? reach out to the seller and say, "Hey, I mean,

so I would discourage us from discussing particular bills in in an open form, but we can definitely give you a hypothetical, but in the event of, and I think what Miss M what Miss Tolliver is getting at is if you moved into a property and you were there for one bill, one day of that cycle, if you use one gallon to 4,999, your bill is the minimum amount. and based on the the the adopted rates, that's what that is. We don't really have a way to differentiate um between customer or customer cuz we would be flying by night from customer to customer. So, unfortunately, in that particular instance, the minimum bill is the minimum bill. So,

and and I get it because a lot of your rented property, you know, the the water bill was in the renters's name and they they leave and then the landlord was like, "Well, wasn't in my name, you know, and who's out?" Well, the town's out. So, I mean, I get that. I'm just trying to Well, we're also working to try to correct that as well because of prior collection challenges, but we have had some instances where uh the town code does allow us to collect that. And so there has been at least one instance um most recently where the property owner paid the the renter who skipped town and I believe it was in excess of $900. Wow.

So yeah, we are obviously we know the last budget cycle was not fun for anyone and as we have repairs that need to happen and long deferred maintenance on infrastructure. Um as prices increase and things increase, we want to make sure that we are collecting what is owed. Um, and that's not always fun, but that's that's what we have to do and what we're entrusted to do um, as town appointees. I totally get it.

Again, this we've um, the town manager and the vice mayor and myself had discussed this at our meeting and this will be put on our agenda next month because we do need to discuss how we do our billing for our water and for our utilities. And and to further clarify, we specifically discussed uh deposit amounts for for in the event that people are not paying when they leave. Um we are seeing and with our new system, we are able to track better. Um but also um working with tax the the collection company um are able to send bills that people who may not pay um working with that company, which is something that we are are working towards um as well. But in terms of what we will be bringing back for you all for the discussion is simply a recommendation pertaining to um in increased deposits in the event that people um leave town and don't pay their bills. Um but at this point we're not prepared to bring anything else in terms of changes to our our cycle because we are two two cycles into our new fiscal year.

Solve that problem, wouldn't it? For the the the hype the bill I was talking about that it gotten to $900. No, the one that was brought up during public comment. Again, hypothetically um uh one that was brought up during public comment um has received the corrected bill. Okay. In most instances, what we are working on now is to ensure that the people who are receiving their final bill are paying their final bill. And I can assure you that what we're working towards is ensuring as much as 100% compliance in that as as possible. So, a new so like a new person comes to town and comes over here and opens a water account, they pay a deposit. Yes. Yes.

And right now it's $100. And I'm pretty sure it's been $100 since Yeah. 19 2000 whatever maybe before andund and 150 for out of town residents. So, it probably should be like the minimum, right? The 5,000 gallons. That's what we're we we're we talked about and we're going to bring a recommendation. Yeah. Okay. Good. Thank you, Mr. Web. I saw you turn your light on and I just wanted to get a little in, you know, information for a discussion next time. But, you know, if some if I move out in the middle of a billing cycle and I close my account and I haven't met, you know, I haven't used the minimum, do I pay the minimum bill? Yeah, you still

And then if someone comes in the day after, the same day and then opens an account on that same property for the second half, they get a minimum as well. Yes. So, you owe the bill for usage. could get double the minimum on one meter.

No. So, the bill is per usage. So, um it's you read the meters and it's per usage. So, your usage between, for example, uh if you were there for the bill, the last bling cycle was 6:30 through 8:29, right? So, if you were there from 6:30 to 71, you only get build for your usage for that time. Someone moves in on 71, they get build for 71 to 8:29. And if and if neither user meets the minimum, they would both end up paying the minimum for potentially the same billing cycle of two months. That's correct. Okay. All right. I just want to make sure I'm understanding how it's set up. Mr. White, you got a question?

Yeah, I I had a few things. Not all of them are really related to that matter. I have a lot of opinions on that, but I'll save it for when we have the the platform, Dave, for it. Um, it does sound like you're applying the policy correctly, though. It's just unfortunate situation there. Um, okay. Where was I at? See, I got that one. Okay. Um, when we have that, I I actually do have a similar So, that prompted me. I I do have a similar thing to follow up with a different constituent later. Let's find that. But my um comments were to ask about uh the software roll out. Um, seems you're about to roll out some more of it. So, I was just curious um where we are in in the roll out and kind of like what systems we're still kind of hanging on and like you know how much like we're not in 100% for Southern yet. So like you know how are we there? What systems are we still having on and how's it going?

Yeah. So I mean obviously we still have Keystone because we need that for our audits. So anything that we need for our audits we still have the ability to run reports and get as much information as we can. Um, in terms of Southern, obviously we've done the utility billing and we're in the process of doing the tax billing cuz that's right literally right around the corner. Um, so that portion, as I mentioned earlier, is underway.

Yeah, I think to to refine it a little bit more. We've been talking about this in phases of one, two, and three. And so phases one and two are complete. We're now at phase three um on the tax conversion piece. And Mr. Watson from the county was here as well as we were going through um and double-checking that on the real estate portion earlier today. And then we were working to verify the last of the personal property letters that came in. Um talked to a few more um customers um who we had some questions about and we'll hopefully get that finalized by the end of this week. Um and then that will be expedited because we have to have those um bills to customers by November 5th. So that portion is going still on Bright for anything too. Uh, bright. No, not at this point.

Okay. Are you having to do like the double work we were doing before where you'd have to enter it in Keystone and enter it in Bright During that window? We are in one system of record in Southern Software at this point. Good. Yes. Any other questions for Miss Toiver? I would also just um note that by next time you'll see we did close out our VDH grant in the amount of $45,000. So, we got that that funding coming back. Um and then hopefully by next month uh we'll have some um indications on um uh our grant processes um at the state. So hopefully to bring some good news by then. Good. Thank you, Miss Toiver.

We will now move on to the um town manager report.

Thank you, Madame Mayor. Um and closes my report. Um just to highlight and I won't belabor the point Mr. Mr. fall gave an update on the USDA waterline project with the federal government shutdown um at this point. Uh we've reached out to USDA for some additional updates just to make sure that we are um on the right track in our last conversation we were but they were still um very adamant about us continuing our processes to get our audits caught up and they are still trying to hold our feet to the fire on that. Um so that's something we'll talk about a little bit later. Um, we also have worked collaboratively with um the Carolina County Fire and EMS to discuss the prioritization of hydrants, which is also an item we'll discuss later. The 301 Smart Scale project, VOTE, um, which this is their project, um, continues to advance. They will have a scheduled design public hearing at town hall on October 23rd at 5:00 p.m. That's also um, included on our on our website. Uh but I would encourage anyone who has any questions related to that project to come out to that design public hearing and provide feedback to VOTE. Um as far as grants administration and community partnerships, uh we had just completed two contracts and I'd like to thank Mr. Gore for his work in helping us with that as well as um the IXA project, but with the federal government shutdown at this point, uh that is um on hold. Uh so we won't uh pick that back up until the government federal government reopens. uh also working with BGVA on the technical assistance grant um and closing that out as well as some other uh CAMS related reporting that we have to do. I will also send you all um some invites in November. There will be a transformation strategy uh day led by BGVA main street but they also want input from uh various stakeholders in the community and so council will be one of them and be invited to a session. Uh as it relates to economic development, we had a ribbon cutting for ladybirds on September 6. uh Lviejo Mexican restaurant open during the week of the 15th. So um congratulations to them. Hopefully we can get a formal ribbon cutting. And then the Domino's um that

has been rumored to occupy the former China in location um has reached out. So that is confirmed as well. And then Smoothie Haven is in the process of working on some signage um and then they will have hopefully some opening dates in the coming future. So very exciting on the economic development front. Um, and then we've also been um in communication with some of the folks on our EDA to try to land a date for our first EDA meeting to get back um and start in November. Uh, so hopefully uh we'll have some updates on that as well. Um, there's been a number of community outreach um efforts as relates to food truck surveys from the planning commission for both residents and businesses as well as um harvest festival volunteer registration. So we do have a number of volunteers signed up for harvest festival. We will hold a volunteer uh meeting on October 14th at 6:00 here in this building. And then there's um BGVA Main Street Mobilizing Main Street Transformation Strategy Community Survey which is closing October 26. So we encourage everyone to take that as well. So a lot of community engagement and a lot of um exciting efforts for the town. So everyone give your input and get involved. And that concludes my report.

Any questions for the town manager? Cole, I just want to confirm all of our EXA funds we have received for the first project that we closed out. We did re receive our 10%. Cool. Yes.

Any other questions at all? Mr. Hagen, just make sure we get them. um on the smoothie place. They've been buying a lot of stuff at the hardware store lately and they said they're having some hold up on some zoning issues or some some certain thing they can't I guess um I can't think now who it was but they were working on um JC he was working on and he left and there was still some things that need to be taken care of and they said that Jeffrey you were working on them. Do you know how long you're going to be out yet before they can do anything? So, I've been working with the Smoothie Haven. I don't believe they came in until until after um JC's departure. Uh but we've reviewed their most recent application and gotten back to them what we need. So, hopefully um I'm not sure if they're talking about us or or the county building side of things, but uh we've been in contact with them on items that they need.

They had brought it up two days ago and then I stopped by the store tonight and talked to them and told them about advertising on the Merchants Mall in Gree. They're really trying to get the advertisement out. So, um, but they were they just questioned me a couple days about it. Said there was some pulled up or something. So, that's all I I'm just bringing it said to bring it forward. Thank you.

Um, I did my husband and I went to the New Mexican restaurant last evening. We had dinner. We met the manager. I informed him of Harvest Festival, which he was unaware of, and he was very appreciative of that. The food's delicious. The restaurant's very lovely, very clean, and the staff is was really nice. So, we're really excited to have such a wonderful another wonderful new business in our community. Tina, are they open on Sundays by any chance? Did you notice?

I did not notice, but I had been told that they were, but I I do not know that for a fact. Any other questions for the town manager? Okay. Moving on. Um, we have there's nothing under unfinished business. We will move on to new business. We have the legislative agenda and I will turn the meeting at this time over to the town manager, Miss Adams Jacobs.

Thank you, Madame Mayor. Um, yes, we discussed at the last council meeting um, priorities for this year. Um, and there was a clerical error. I copied and paste uh the same thing twice, but the number four should reflect uh support and advocacy for Fort AP Hill instead of uh the town green park and pavilion. We added that um as you all are aware last year we focused on um requests for our water system improvements um pertaining to uh our water quality challenges uh which uh Senator Stewart sponsored and we were um written into um the the the budget bill um highlighting us as well as Green County and prioritization for grant funding and again hopefully uh by next month we'll get some um clarity as it relates to what we would have been awarded if anything. Um as well as uh number two request assisting uh assistance with with our wastewater system um sewer system improvements. Um as I mentioned um last year uh we keep these um pretty high level so that we can have um maximum flexibility when working with our legislators um on any assistance for the town. Uh so just ask you all for consideration for approval. Um again, they also do um encourage um a unonymity amongst council once we once we send these to them um if they're going to support any legislation on our behalf. So um it's before you all for consideration um and we request support um to adopt uh the resolution which is included um for the 2026 general assembly session as presented by a town manager. Um, I move to adopt resolution #25-010 for the town's legislative request for the 2026 general assembly session as presented by the town manager.

I have um a motion from Vice Mayor Coyle. Is there a second? Second. I have a second from Councilwoman Davis. Is there any discussion? Hearing none, I will take a roll call. Oh, go ahead, Mr. um the the memorandum the um resolution that that is not impacted by that clerical error at all. No, I've cleaned it up in this version that I have which is up there as well. Okay. And there was a council member left over that Miss Coil over brought to my attention so I edited that clerical error as well. So everything else is straight. Thank you.

Any other discussion? Miss Davis? Yes, Mr. Voit. Yes, Mr. Webb. Yes, Dr. Chenalt. Yes, Vice Mayor Coyle. Yes, Mr. Stor. Yes, Mr. Hagaman. Yes. Motion passes unanimously.

We will next move on to item number nine, the fire hydrant replacement. And um I will turn this over to Miss Adams Jacobs and Mr. Sha Fortune. Thank you very much. Um, Madame Mayor, um, included in the memo, you see, uh, the three items that we are proposing for replacement, um, on Butler, which is 589, Anderson, 50017, and Milford Street, 50092. Um, I'd like to highlight that this is, um, work that's been completed um, with Mr. Fortunes assistance and uh the free grant funded uh group sir cap that's helped us build our internal GIS system which we are still working to refine. But during their work in the summer when they were out here um in the hot sun with Mr. Fortune going through and looking at all of our assets um they've taken a picture of all of our fire hydrants throughout town. So we have a map of that. So what you're seeing are the three that we've met with a fire and EMS and they've recommended based on um their metrics and best practices from fire safety uh as it pertains to uh building value but also value of life and density um they chose these three in terms of um those locations as well as the fact that they are out of service. We also have a list of some that are either in fair or poor fair, poor, and good condition. And as a part of the next CIP process, uh we'll bring you all a plan um to consider for a replacement cycle um that we can hopefully budget and afford um on an annual basis to repair those that are um uh in the fair or poor condition based on their um installation date. Uh just for your awareness, one of these uh specific hydrants were put in in 1936. Um which is way past what would be

considered their useful life. Um and so we definitely look forward Yeah, probably around that same time. We definitely look forward to uh getting these um replaced and if you have any other specific questions, uh Mr. Fortune is here to answer. Uh, but we recommend approval to authorize fire hydro replacement and associated expenditures as outlined above. Um, and the fund number is there for consideration. Go ahead, Mr. Hman. Sean, the water's still going through the line. The hydrant just don't work. Correct. Yeah. All right. One thing we have to find out, too, Sean. Sorry.

All right. One thing we have to find out, too, if when we dig them up, we don't know if the valve's working because the hydrant's not working, but we can find that up. when we dig them up, take the hogen off, we just crack the bow and we'll see if that's, you know, if they're working. But the cost of the replacement, speaking to the mic online. The cost to replace them is everything in there is a cost for valve replacement, hydro replacement, and all that is included into the uh cost. The one on Milford Street, is that the one that only stands about a foot tall above the ground? Is that the old is that the oldest one? No, we got like I think it's like seven or eight that old in the system. It's it's a bunch of them in the system that are very old.

Mr. Fortune, um when they were doing the project on Main Street and they ran into an abaded line that we did not know about. There were hydrants throughout the town that were um that they had gotten rid of. And Yes. Have you been able to identify where all those abandoned hydrant areas are? Uh no, ma'am. It's really I mean we had old plans on it so we really didn't even see that one on there. So I mean it's more or less when we doing work we dig it up when we find it when we do the CCTV um stuff in the there should that be able to help us locate those lines.

Well that's just for sewer. They're just a camera inside. Okay. Gotcha. Yeah. Okay. Any questions from council? Thank you Mr. Fortune. All right. Thank you all. I'll make the motion if you like, madame mayor. Um move to authorize a town manager to procure and replace hydrants from the water fund line item 500-500-3139. I'll second that. I have a motion from Councilman Voit, a second from Councilman Hagerman. Is there any further discussion?

Actually, yeah. Now they look at So the motion doesn't have the not to exceed part in it. Shouldn't I include that in the motion? Okay. All right. Um, so as amended, not to exceed 40,000 for the three replacements. 40. And I'll second that. Okay. We have an amended motion. Any further discussion? All in favor, raise your right hand. Motion carries unanimously. Item number 10, we have the audit update. And I will turn this over to Miss Adams Jacobs.

Uh thank you, Madam Mayor. Um at our last meeting, uh we did receive a draft. Um our auditor um from RFCA uh mentioned to you all that we would get a final draft in two and a half weeks. Uh we have not received that yet. Uh we have reached back out um and heard that it is in um final QC. Um I mentioned a bit earlier QC being quality control, but we do not have a final and we're a month from the draft presentation. Um I mentioned a bit earlier that USDA has continued to um follow up with us as as it relates to our out outstanding audits. Um as you know in 2021 we were several years behind. We have or early in 2024 we were several years behind. We have completed 21 and 22 um within the last year and a half and look to complete 23 as soon as we get the final. Um but at this point uh I'm recommending that we make a change in our audit firm um so that we can meet those outline those deadlines outlined by uh USDA and some other granting partners that really want us to have our grants have our audits caught up in order to obtain future grant funds. Um, so we've worked um and talked to some other smaller towns um and the um quote that you have before you from Davis and Associates um works with the town of Port Port Royal as well as the Urbana. Uh Mr. Anino worked to recruit them in in in Port Royal um and they turned around a couple of audits um in a shorter time frame. So we're looking to see if we can get um a more condensed time frame to meet our requirements uh from USDA and our other granting partners. So, uh, you have that before you, um, and that total is, um, included in the fixed price not to exceed $2,500 for the two. We are currently paying about 30,000 per audit. Um, so there is a significant cost savings in this quote. Um, so I'd ask council to consider um, authorizing this

engagement and moving forward with the termination of the 24 with our prior. So once we get back up to par from the audits that weren't done every year we'll need to do an audit will it cost 30,000 will it cost x amount or is this a forensic thing

so we have not undertaken a formal forensic audit that's something we discussed at a previous retreat uh based on the condition of the records that we had I don't know if you would have had a firm that would be willing to do a forensic audit on the town Um but uh to put it kind of directly, it really depends upon the audit firms that are willing to work with us. Um we've had uh an interest. Mr. Enzino had reached out to a company called Brown Edwards and they were willing to do some pre- audit work for the town at one point in time, but based on where the records were, um they no longer had the capacity. We reached out to pre- audit firms uh when I first got here who wanted to help, but then when they saw the the condition, uh they also walked away. Um, so many of the the people in this this this work um just were not willing to work with the town based on the condition that we're in. So with our new system and the new staff that we have in place and some of the processes we put in place, I would think by the time we get to FY26, we could have um more interest from the typical audit firms of which RFC is one. Um but they have a lot of other clients and we are smaller fish. So, I think it's us maybe finding the right fit um for um our needs and then quite frankly when we're not under such a time crunch for all of the other um granting agencies um and regulatory agencies as well um then maybe we can get back with um some of the the bigger firms. But that's really up to council your on your level of interest on the type of auditing firm that you want. But they do range anywhere from what you're seeing here to up to $50,000 even for a town of our size

on a in a normal situation. Like if everything's up to par, we say, "Hey, audit these books." We're looking at about the same thing we're paying now. Uh this is one of the lowest quotes that I've seen ever for an audit. Um uh I've only ever prior to um coming here worked with RSCA in the state of Virginia. Um and so that range is typical. Um but I do believe there's an extra fee that had been added on top um because of the extensive amount of work that was required to get papers, working papers and things into a condition that they could conduct an audit. So it's not it's not it's not just the amount of money we're spending, it's finding somebody that wants to do it in the condition we're in. Correct. Yeah.

Also coupled with the pre- audit work that needs to be done to get there. So it's a it's twofold. Gotcha. But if you want a more direct answer, it really depends on what an audit firm is willing to quote you for the engagement. And what we've seen most recently um from our current audit firm is in the 25 to 30,000 plus the extra work that they go over and above their normal hours that they all lot for um a town of our size. Mr. Voit.

Okay. I I just look back at some of the old old budgets that we used to have um in not that it actually got spent, but in in 21 and 22 we were budgeting out to allocate in 15 then 20 back then, but of course we're only just now getting those audits done. Um I I do know that we we had used Brown Edwards before in the past for something. I don't know it was audits or anything, but that was years back. Um a couple other things got those. As far as replacing with somebody new, um I am regularly in Port Royal. I was actually kind of impressed with with those audits. So I I do like that idea. But um have we already expended any monies already with where we were targeting?

Not for FY24 at this time. Okay, cool. We have signed an engagement letter, but I think that'll be up for the attorney and I because that engagement was supposed to start August 15th and we're now in October and we still don't have a final FY23. Yeah, I got you. Okay, cool. Is it Mr. Web? Well, that was one of my questions. Have we spent any money on the audit already? And the answer is no. But and just to make sure I understand, we're talking we had something in the 30,000 range and now we're going to 2500. Do you think they left a decimal?

No. Uh we've confirmed that um with the individual. We've spoken to their team twice. Um and this is more in line of what um they charge towns of our sizes. I had asked our town manager to reach out and get this information from Port Royal because this came to our attention and there was such a big difference in the price and also in the expediency in which they performed the audits for Port Royal that we thought this was worth looking into. So, I would like to ask council to please consider making a motion to accept this for town manager.

I'll I'll do it. I mean, I'll I'll how you want to phrase that. Move to proceed with there's no draft motion here. We Is it Is it need to be two motions? One to rescend the other and one to do this or all in one? All in one motion is fine. Along those lines. Okay. Well, then I'll I'll move to rescend um the approval with the engagement letter to RFC and um to move forward with uh Davis and Associates for our 2024 audit. I'd second it.

I have a motion from Councilman Voit, a second from Councilwoman Davis. Is there any further discussion? I'd like to take a roll call, please. Miss Davis, yes. Mr. Voit. Yes. Mr. Webb, yes. Dr. Chenalt, yes. Vice Mayor Coyle, yes. Mr. Stor, yes. Mr. Hagaman, yes.

Motion passes unanimously. Thank you all for that. We will now move on to item number 11, the 35th annual Bowling Green Harvest Festival. And um I will turn this over to Miss Adams Jacobs.

Sure. Included in the packet um for the public's view is just a flyer. Um Jeffrey, I don't know if you still have the screen on, but if you can show that. Um for the harvest festival again we're having a kickoff on that Friday afternoon uh with music on the green featuring Scuffle Town from 6:00 to 9:00 and then our traditional Harvest Festival on Saturday, October 18th from 9 to 4 p.m. Uh the the mayor and myself will be on Virginia this morning on channel 6 next Thursday promoting the event for the first time ever. Um, so just a reminder to mark that on your calendars. And there will be some temporary street closures that afternoon um to accommodate the markings in the street for um safety so that we can um get those done um as well as uh to support the Music on the Green event. Uh but the street will uh reopen um at 11 p.m. Also included is the survey um from the Bowling Green VA Main Street Group to help to reshape and shape the future of our Main Street business district. The QR code is there um and we highly encourage you to take that to give your feedback. Um that's open until October 24th. And then the last uh flyer included is related to um the 301 Bowling Green Bypass intersection and pedestrian improvements um VOTE project. Again, that design public hearing is October 23rd here at town hall from 5:00 to 7:00 p.m. And that concludes theformational items. Madame Mayor, are there any questions for the town manager for any of the three items she's just discussed? Okay, we will now move on to our second public comment. Once again, if you have something to say, please come forward. State your name and your address. You have three minutes to speak and know that we are not allowed to respond to your questions. I'll now open public comment.

Welcome, Miss Canon.

There we go. I'm sorry I couldn't be here early, and I apologize. Bonnie Cannon, South Main Street. I have numerous things I'd like to talk to council about, so I hope I can get it in my three minutes. Uh, first of all, I'm gonna go back. Y'all, I heard especially heard Daniel, Mr. Web, excuse me. talking about water. Y'all keep talking about the water and this that and the other. I have asked before that I would like to know how my water and sewage bill is calculated. And I will bring a whiteboard in here for y'all to use. I want to see it in front of me. I don't want to see it on that tool right there. I want to see the numbers. I would like to see the numbers. I don't understand any of it. Any of it. and referring to your 0 to 5,000 gallons that we're charged for. I know I don't use 5,000 gallons, but my next question is, are you charging me your 20% rate increases on 5,000 gallons that I probably don't use? That's part of this negotiated. I don't think you should be charging it if you're charging it that way. That makes no sense. Am I making sense? Because if you're charging me for 5,000 gallons, you're probably charging your rate increases on that 5,000 gallons, which I know I don't use. Anyway, I still would like to have some information as to how it's done because I don't feel like we're getting enough information. And furthermore, I'm still my husband and I still very unhappy about all these increases that the town put on the citizens. When I walk outside in this air, when I go on a store, wherever I go, whatever I look at, I think about this economy. Then I think about the rate increases that this town and county, I'm not going to leave them out

either, has put on these citizens. And I don't even want to see Mrs. Toiver, if I got her name right, was talking about the tax bills. I don't even want to see the tax bill. And also, I think y'all can consider not charging any residents any fees if they don't pay on time. Y'all have got to have a little, as I just said, think of the air around you, what you see when you go to the grocery store, what you see when you look at a price of something. You need to think about these things. And also think about people like us that are retired senior citizens. So much for the water. Let me go back. I'm going to go to this page here that under your NDS page two. I do not feel like when surveys or whatever are sent down here under general administration specifically. I'm referencing the food truck survey. If there are surveys going out, I am not receiving them. And I have a very keen interest in surveys about food trucks. I did not get no survey to do as a resident for food. And it says on here, what does closed mean? Is that what's that mean? Number it says closed is the last word. I don't understand. Is it over? Not done. Y'all not going to not go even consider it. I don't know what's that mean.

Thank you, Miss Cannon. Your three minutes is up. I'm I say one more thing cuz it's about the highway meeting very quickly. All right. I don't I would like some explanation about the food truck thing cuz I don't understand. Anyway,

I know about the meeting on the 23rd and I just like to put a couple feelers out there and I think it's a few things y'all need to think about before that hearing that night. I know what's on this piece of paper. I know what you're doing up here at courthouse. I know what you're doing at Chase. I live on South Maine. My concern is that road down there where all that traffic comes off of 301. What's going to happen down in that spot? That's something to think about. Weekends, holidays, some days it's so much traffic down there and they're coming in and out of there. I think they need to consider putting a light down there. They need that really needs to be on the agenda to study that area. I think something needs to be done at the intersection down there that where all that 301 traffic comes into town. A lot of times I can't even get out of my driveway. Thank you. I'm sorry.

Thank you, Mr. Thank you, Mayor. I appreciate you. I'm going to move to um member comments and I I would like to say that um the VOTE public hearing is VOTE. It is not the town of Bowling Greens. So many of the questions that Miss Canon just had, she will be allowed to ask VOTE at their public hearing. Okay. Um are Miss Davis, do you have anything to say at this time, Mr. Mr. Roy, Mr. Webb, Dr. Chanel, Vice Mayor Coyle, Mr. Stor, Mr. Hagaman,

India, just one question. I keep getting asked a lot. Um, Domino's has taken over part of Chin, but I heard that they're subdividing. Is there anything on the other half? Is that Are they subdividing it? Is there somebody else going to go in the other half that we know about? I have not been contacted about anything else pertaining to another half at this time.

Anything else? At this time, I will close member comment. Um, we are finished with our main meeting. I need a motion to go into close session. Okay. Move to go into close session pursuant to Virginia Code section 2.2-3711A5 to discuss a prospective business or the expansion of an existing business where no previous announcement has been made of the business's interest in locating or expanding its facilities in the town. I'll second that.

I have a motion from Councilman Voit, a second from Councilman Heagamman. Is there any discussion? All in favor raise your right hand. Motion carries unanimously. We will now move to close session and we will take a 10-minute recess while we clear town hall and uh we start our close session time. Thank you for coming.

You're fine. I had a me. Okay. I would like to have a motion, please, to um go back into open session. I make a motion to go back into open session. And what we discussed here tonight is kept here. I have a motion from Councilman Hagman. Do I have a second? Second. Second from Councilman Voit. Is there any discussion? All in favor, raise your right hand. Motion carries unanimously. Need to certify. Oh, yes.

Um I need to certify that we only discussed what we um had a motion to go into close session for. Miss Davis, I certify. Mr. Voit, I certify. Mr. Web, certify. Dr. Chenalt, I certify. Vice Mayor Coyle, I certify. Mr. Stor, I certify. Mr. Hagman, I certify. All council persons have certified. We are now in open session. Um, we're at the end of our meeting. Is there any other business before this council tonight?

I make a motion we adjourn. I have a motion and a second. Any further discussion? All in favor, raise your right hand. I We are officially ended. Thank you.