SMITHFIELD TOWN COUNCIL AGENDA April 4th 2017 at 730 pm

Held at Smithfield Center 220 N Church Street

A INFORMATIONAL SECTION

1 Managerrsquos Report a March Activity Report

B UPCOMING MEETINGS AND ACTIVITIES

April 4 - 730 pm ndash Town Council Meeting April 11 - 630 pm ndash Smithfield Planning Commission Meeting April 18 - 400 pm - Special Budget Work Session April 18 - 630 pm ndash Board of Historic and Architectural Review April 18 - 730 pm ndash Board of Zoning Appeals April 24 - 400 pm ndash Town Council Committee Meetings (Consecutive) Police Committee Water and Sewer Committee Finance Committee April 25 - 400 pm ndash Town Council Committee Meetings (Consecutive) Parks and Recreation Committee Public Works Committee

Public Buildings and Welfare Committee

NOTE All of the above public meetings will be held at the Smithfield Center unless otherwise noted C Public Comments

The public is invited to speak to Council on any matters except scheduled public hearing(s) There will be a separate sign up sheet for public hearings For public comments please use the appropriate sign-up sheet and include your preferred method of contact Comments are limited to five (5) minutes per person Any required response(s) from the Town will be provided in writing following the meeting

A Briefing by Mr Dick Grice Isle of Wight County Board of Supervisors Smithfield District

D Council Comments

NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT Reasonable efforts will be made to provide assistance or special arrangements to qualified individuals with disabilities in order to participate in or attend Town Council Meetings ADA compliant hearing devices are available for use upon request Please call (757) 356-9939 at least 24 hours prior to the meeting date so that proper arrangements may be made

E Summary of Consent Agenda Items

a Finance Committee Chair Mr Randy Pack b Parks and Recreation Committee Chair Ms Connie Chapman c Public Works Committee Chair Mr Michael G Smith

CONSENT AGENDA ITEMS

C1 Invoices Over $10000 Requiring Council Authorization Finance Committee Chair Mr Randy Pack

a MUSCO Lighting $ 3967000 b RAD Sports $49024750 c Lewis Construction of Virginia $ 8970400 Additional Invoice Requiring Council Authorization TAB 1 d Kimley-Horn Associates (Joseph W Luter Jr Sports Complex) $ 2803397

C2 Proposed Price Adjustment for the Smithfield Center Venue

Parks and Recreation Committee Chair Ms Connie Chapman C3 Motion to Approve Request to Use Clontz Park for the Annual Fireworks Display July 3rd

2017 Parks and Recreation Committee Chair Ms Connie Chapman C4 Motion Accept Memorandum of Understanding (MOU) between the Town and Isle of

Wight County for the Joseph W Luter Jr Sports Complex TAB 2 Parks and Recreation Committee Chair Ms Connie Chapman

C5 Motion to Renew Street Maintenance Contract to Blair Brothers Inc for One Additional Year Public Works Committee Chair Mr Michael Smith C6 Motion to Accept Proposals from Blair Brothers for Street Maintenance Work on the following Streets Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Public Works Committee Chair Mr Michael Smith C7 Motion to Approve Cary Street Drainage Improvement and Easement Public Works Committee Chair Mr Michael Smith C8 Motion to Accept Proposal from Draper Aden Association for Repair and Hazard Mitigation to the Smithfield Lake Dam Emergency Spillway Public Works Committee Chair Mr Michael Smith C9 Motion to Award Refuse and Recycling Contract to Bay Disposal and Recycling Public Works Committee Chair Mr Michael Smith (forthcoming)

ACTION SECTION

1 PUBLIC HEARING Rezoning Community Conservation (C-C) to Highway Retail

Commercial (HR-C) a Staff Presentation by Planning and Zoning Administrator William G Saunders IV

b Public Hearing Open

c Public Hearing Closed

d Consideration by Public Buildings and Welfare Committee Chair Dr Milton Cook

2 PUBLIC HEARING Special Use Permit Retail Sales in Residential Office Zoning Districts a Staff Presentation by Planning and Zoning Administrator William G Saunders IV

b Public Hearing Open

c Public Hearing Closed

d Consideration by Public Buildings and Welfare Committee Chair Dr Milton Cook

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures Public Buildings and Welfare Committee Chair Dr Milton Cook

4 Preserve Smithfieldrsquos Request for PartneringFunding for the Preservation of Pierceville Public Buildings and Welfare Committee Chair Dr Milton Cook

4 Motion to Approve the Town Council Meeting Minutes of March 7th 2017 Mr William H Riddick III Town Attorney

5 Old Business 6 Closed Session 7 Adjournment

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA‐CM TOWN MANAGER SUBJECT MONTHLY ACTIVITY REPORT ndash MARCH 2017 TOWN MANAGERS OFFICE

a Attended the following meetings and activities Smithfield 2020 hosted HRPDC CAO meeting along with Town of Windsor at The Smithfield Center Chamber Post‐Legislative Breakfast Smithfield High School Key Club Refuse and Recycling RFP interviews First AidCPRAED training Pinewood Heights Management Team lunch meeting with IOW County Administrator Randy Keaton sports complex monthly progress and multiple site visits VML Insurance Programs Board Meeting in Glen Allen etc

HUMAN RESOURCE DIRECTOR

a Presented proposed update of section 7 in the Personnel Manual b Continued recruiting efforts for Police Officer positions c Began recruiting efforts for two (2) Laborer positions in Public Works d Continued work on Compensation Plan e Began Benefits Negotiations f Attended VRS Introductory Training on 32 at The Smithfield Center g Attended CPR Certification Training on 37 at The Smithfield Center

TOWN CLERKrsquoS OFFICE

a Transcribed and proofed the monthly minutes from Town Council Planning Commission and the Board of Historic and Architectural Review

b Attended Pinewood Heights Management Team meeting March 14th c Attended Employee CPRFirst Aide Training on March 16th

d Prepared March Town Council Committee Agenda and April Town Council Agenda e Attended Town Council Committee meetings on March 27th and 28th and prepared

summary reports from committees f Met with Ellen Minga on March 30th to review Pinewood Heights files in preparation for

VDHCD audit on April 4th and 5th g Continue to work on records management projects h Working on Preparing the Spring Newsletter

TREASURERrsquoS OFFICE

a Reconciled February cash balances and prepared February financial statements b Began budget process with projected general fund revenues c Recertified in CPR at the Smithfield Center on March 8 d Attended Pinewood Heights Management Team meeting on March 14 at the Smithfield

Center e Took vacation days on March 23 and March 24 f Met with Chief Bowman Deputy Chief Howell Lt Rogers and Peter Stephenson on

March 28 to review 2018 budget requests for the Police Department g Met with Ashley Rogers Peter Stephenson and Stacy Viles (TFA) on March 29 to review

employee insurance renewal quotes h Met with Lesley King on March 30 to review Pinewood Heights files in preparation for

VDHCD audit on April 4 and 5 i Met with Amy Musick at the Smithfield Center on March 30 to discuss Parks amp

Recreation budget for FY2018

PUBLIC WORKS

A Staff performs the following duties on a monthly basis Miss Utility marking read meters for billing and to transfer property owners cut offs and cut‐ons check pump stations daily install and repair street signs replace and repair broken water meters take a minimum of 9 water samples and have them tested flush water lines repair water leaks repair radio reads after each reading if needed maintenance on town owned buildings

1 Sewer Line Repairs and Maintenance

A Located and repaired sewer line laterals in various locations B Cleaned sewer main line in various areas of the town C 100 Windsor Ave replaced 10ft of damaged sewer line

2 Sewer Pump Station Repairs and Maintenance

A Weekly and daily checks on all 27 pump stations B Performed the following scheduled maintenance at all pump station

Cleaning of wet‐wells Alarms testing Sump pump cleaning Check Valve cleaning and repair Generator checks Godwin pump checks Control Panel Flow monitor checks Fence and Grounds inspections Inspected Structure Inspect and clean pumps Level system check Test limit switches Bar screen cleaning Rain gauge cleaning

C Pump inspections completed at various pump stations D Water and sewer disconnect completed ndash 110 and 111 Carver Ave E Bradford Mews pump station has an electrical problem ‐ staff working to find the

problem either with control panel or pump F Lakeside pump station down to one pump Godwin bypass pump is in place G Storm came thru on 3142017 ‐ lost power at Smithfield Blvd Waterford Oaks

Canteberry and Plaza pump stations ‐ set up bypass pumps H Power lost at Main St James St Drummonds Lane pump stations due to downed

power line Dominion Virginia Power fixed problem I Found sewer lateral for vacant lot on Cockes Ln

3 Water line Repairs and Maintenance

A Found water valves for Pinewood Heights B Lewis Const has installed 12rdquo water main on 100 and 200 block of Main St

4 Well Repairs and Maintenance

A All wells except 8A and 10 (at RO Plant) are off now that RO plant is running Upgrades to well houses have been completed to keep wells in operating condition in case of an emergency Emergency wells are flushed sampled and inspected once a month

5 Water Treatment Plant

A Operate RO Plant and monitor distribution system B Daily lab analysis monthly sampling and reports for VDH HRSD DEQ and RO

contractors C Performed monthly routine tasks including but not limited to

1 Daily Inspection of RO Plant and grounds 2 Monthly Tank inspections 3 Inspect and exercise plant generator monthly 4 Fill antiscalant day tank 5 Truck Inspections 6 Routine service of lime system 7 Service online fluoride and chlorine analyzers 8 Calibrate online turbidimeter and pH meter 9 Check and replace air filters 10 Test Alarms

D Reliability analyst from RE Mason testing bearings on all major pumps and motors and found them to be in good working order

E RO Plant staff greased lime feeder gear box and cleaned lime dissolving tank F RO Plant staff replaced pump and tubing system in fluoride analyzer G CAT technician repaired coolant leak on RO Plant generator

6 Safety

A Monthly truck inspections B Staff attended received First Aid and CPR certification

7 Miscellaneous

A Grounds crews cut grass at town‐owned property and rights‐of‐way weekly and

empty trash cans on Monday and Friday B Minor repairs at Town Hall and town buildings C Grounds crews completed right of way clearing on sewer force in the Town limits

PLANNING AND ZONING

1 Planning Commission ndash March 14 2017

A Public Hearing ‐ Rezoning ndash Community Conservation (C‐C) to Highway Retail Commercial (HR‐C) ndash Benns Church Boulevard (TPIN 32‐01‐005) ndash Charles D Layman Goodwill of Central and Coastal Virginia Inc applicants ndash Approval recommended to Town Council with no conditions

B Public Hearing ‐ Special Use Permit ndash Retail Sales in Residential Office (R‐O) Zoning District 1306 South Church Street ndash Autumn Marade applicant ‐ Approval recommended to Town Council with no conditions

2 Rezoning Applications under review

A C‐C to HR‐C ‐ Benns Church Boulevard ndashGoodwill Industries applicant

3 Special Use Permit Applications under review A Retail Sales in R‐O District ndash 1306 S Church St ‐ Autumn Marade applicant

4 Subdivision and Site Plans under review

A 305 Smithfield Boulevard Subdivision ndash Dale Steffensmeier applicant B KLS Battery Park Subdivision ndash S Church St ndash KLS Battery Park Development

Group LLC applicant C Smithfield Self Storage ndash 201 Battery Park Road ndash Smithfield Self Storage LLC

applicant

5 Subdivision and Commercial Sites Under Construction and Inspection

A Church Square Phase I (95 complete) B Smithfield Manor Townhomes (95 complete) C Lakeview Cove Condos (75 complete)

6 Board of Historic amp Architectural Review ndash March 21 2017

A New Construction Single Family Home ndash Lot 252 Cockes Lane ndash No Designation ndash Stuart ampBonnie Resor applicants ndash Approved

B Garden Shed (After the Fact) ndash 144 Sykes Court ndash Non‐contributing Remigio Holmes applicant ndash Approved

C Historic District Designation Review ndash Cedar Street Chalmers Row amp N Church Street ndash No action taken

7 Board of Zoning Appeals ndash March 21 2017

No meeting held

ENGINEERING A Church Square Phase I contractor has installed E amp S controls as required by the

Town and the approved site plans Homes are under construction as per market demand

B Lakeview Cove is now under new ownership All E amp S controls have been

installed previously by the contractor as per the approved site plans and required by the Town

C Blair Brotherrsquos Contr Contractor repaired sinkhole area around drop inlet at 228

Lane Crescent in the Moonefield Estates subdivision Contractor also repaired two storm pipe joint separation areas at 107 Barclay Crescent and also three storm pipe joint separation areas at 401 Watson Drive

D Erosion amp Sedimentation control field inspections were performed and

appropriate reports filed on the following active project Moody Properties Also Erosion amp Sedimentation control field inspections for single family dwellings were performed at 17 locations throughout the Town and required reports were filed

E Field inspections continued to be held this month involving the Smithfield Lake

Dam Some structural deficiencies were found at the emergency outfall due to storm damage by Matthew The Town is coordinating the repair with FEMA representatives

F Cypress Creek Development Contractor C A Barrs Constr all work on project

has now been completed including the roadway asphalt surface The project is now under its one year warranty period

G Smithfield Center Parking Lot Extension Contractor started clearing and

grubbing activities along with subgrade excavation of project area Existing power pole and circuit board panel has been relocated along with conduit run from new pole to the Veterans Memorial

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE POLICE COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Police Committee met Monday March 27th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mrs Denise Tynes Chair Ms Connie Chapman and Mr Andrew Gregory Vice Mayor Other Council members present were Mr Michael Smith Mr Randy Pack Dr Milton Cook and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Mr Steve Bowman Smithfield Police Chief Mr Alonzo Howell Deputy Chief of Police Mr Matt Rogers Smithfield Police Lieutenant Mr Patrick Araojo Investigating Lieutenant Ms Ashley Rogers Director of Human Resources Mr William H Riddick III Town Attorney Mr Jessie Snead Superintendent of Public Works Ms Amy Musick Director of Parks and Recreation Also in attendance were Mr Rick Bodson Mr Stacy Lewis of Lewis Construction of Virginia Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Police Committee Chair Mrs Denise Tynes called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA 1 Operational Updates ndash Chief Bowman reported that everything has been relatively quiet since last committee The Police Department assisted with the Triathlon Race this past Saturday and it went very well Currently they are working on their budget for FY 20172018 and will be meeting with the Town Treasurer tomorrow Lastly Chief Bowman stated that effective July 1st 2017 he will be resigning as Smithfieldrsquos Police Chief He stated that he has spent 36 years in law enforcement and with much thought and consideration he feels now is the right time to leave so that he can have more time with his family He stated that during his tenure as Chief the past five year he and his

staff and the town have been recognized as one of the safest communities in Virginia became a certified crime preventive community and has been re-accredited Committee thanked Chief Bowman for his leadership to the Smithfield Police Department and Town of Smithfield

The meeting adjourned at 406 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE WATER amp SEWER COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Water amp Sewer Committee held a meeting on Monday March 27th 2017 at 406 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Andrew Gregory Chair Mr Michael Smith and Mrs Denise Tynes Other Council members present were Ms Connie Chapman Mr Randy Pack Dr Milton Cook and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Ms Ashley Rogers Director of Human Resources Mr William H Riddick III Town Attorney Mr Jessie Snead Superintendent of Public Works Also in attendance were Mr Rick Bodson of Smithfield 2020 Mr Stacy Lewis of Lewis Construction of Virginia Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Water and Sewer Committee Chair Mr Andrew Gregory called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA

1 Operational Updates ndash Mr Snead reported that the work in the 100 and 200 block of Main Street continues to move forward Now that they are working on service lines it is not moving as quickly as it did with the water main He stated that at this time they will not meet the March 31st deadline as hoped due to the number of issues that they have found Service lines are taking longer because they are working on sewer at the same time and repairing any problems that are found The project will be suspended for a week on April 3rd thru April 7th so that Lewis Construction can do another project that was previously scheduled while Newport News Schools are out on spring break Had there not been so many problems with the individual service lines the project would have met the March 31 deadline and there would not have been a conflict in scheduling The completion of our project should now be by the middle to end of April Lewis

Construction is also putting in cleanouts to all the lines as they put in new service lines Cleanouts have never been there before Mr Pack stated that he wanted to thank Mr Lewis and the townrsquos Public Works staff for keeping everyone informed on the status of the project Mr Snead stated that he would like to thank Mr Bodson as he has been involved since day one helping with sharing the information about the project This project has had a lot of unknown problems along the way but we are working through them to get this project finished up Committee thanked Mr Lewis and Mr Snead for the update

The meeting adjourned at 412 pm

March 3 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE FINANCE COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Finance Committee held a meeting on Monday March 27th 2017 at 412 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Randy Pack Chair Dr Milton Cook and Mr Andrew Gregory Vice Mayor Other Council members present were Ms Connie Chapman Mr Michael Smith Mrs Denise Tynes and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Mr William H Riddick III Town Attorney and Ms Ashley Rogers Director of Human Resources Also in attendance were Mr Rick Bodson of Smithfield 2020 Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Finance Committee Chair Randy Pack called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE

COUNCIL AGENDA

1 Invoices Over $10000 Requiring Council Authorization

a MUSCO Lighting $ 3967000 The Town Manager explained that staff continues to communicate with MUSCO Lighting to determine the correct amount that is due at this time According to MUSCO Lighting the Town paid 100 of the material amount with the first invoice approved by Town Council on March 7th The second invoice in the amount of $10268475 is for 75 of the installation cost Mr Camden expressed concern that if the town pays this invoice we will have paid over 90 of the overall contract amount of $400000 without seeing if the lights work Mr Weist responded by e-mail that MUSCO Lighting is a very reputable company and will stand behind their product however he does agree that paying 92 of the overall

cost before they are testedactivated is risky Mr Weist suggested that we meet MUSCO Lighting in the middle Staff will continue to work with our consultants and MUSCO Lighting to come to an agreed amount to pay before Town Councilrsquos meeting on April 4th b RAD Sports $49024750 This invoice is progress bill for the construction of the Joseph W Luter Jr Sport Complex Mr Camden of Alpha Corporation and Mr Weist of Kimley Horn Associates have reviewed the invoice and recommends approval of invoice This item will be sent to Town Council for consideration c Lewis Construction of Virginia $ 8970400 Staff explained that included in the original posting was an invoice in the amount of 3710700 for the Main Street waterline replacement Today an additional invoice from Lewis Construction of Virginia was posted in the amount of $5259700 Staff is recommending that both invoices be paid for a total of $8970400 The total amount of the project at this time is still under budget Committee recommends approval of payment

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA 1 Contribution Requests for Fiscal Year 20172018

a Western Tidewater Free Clinic ndash Ms Stephie Broadwater of Western Tidewater Free Clinic was present to thank the Town Council of Smithfield for supporting the Clinic and to give an update on how the clinic is doing The mission of the clinic is to continue to provide high-quality non-emergency health care to the residents of Western Tidewater who cannot otherwise afford it She reported that overall the clinic served 1400 unduplicated patients in 2016 with an all-time record high of 18022 visits This averages 13 visits a year per patient These visits include primary and specialty medical visits womenrsquos health visits mental health counselling physical therapy vision exams pharmacy consults and eligibility appointments Residents of Smithfield account for 112 of their total patients One hundred and fifty-six (156) residents received care through 2010 visits in 2016 and medications valued at approximately $630000 Of these patients sixty-three (63) received dental services through 2014 visits Over the last year the clinic has partnered with the Isle of Wight Health Department to provide medical assessment services here in town Ms Broadwater also mentioned that they have fourteen (14) volunteers from Smithfield and four out of the fifteen board members live in Smithfield Mr Pack asked what the clinic was requesting this year Ms Broadwater replied that the clinic is requesting $38640 Their request last year was for $38000 Committee thanked Ms Broadwater for the update

b Historic Smithfield ndash 1750 Isle of Wight Courthouse ndash Dr Lanny Hinson was present to thank Town Council for their support of the historic courthouse He explained that they continue to keep the courthouse open to visitors with volunteer docents during the week and paid docents on the weekends They hold special programs for local groups and out of town bus tours beyond our regular opening hours The Courthouse also participate in events here in town such as Olden Days Ghost Walks Town amp Country Day and the Christmas Market and parade Dr Hinson explained that their most popular event each year is the colonial court trail in October Christmas in Smithfield has been successful also and Tourism has asked if the name could be used to denote all the events in town during December Dr Lanny Hinson stated that he is asking Town Council to consider financial support of $5000 Mr Pack asked Ms Minga what was in the budget Ms Minga replied that $4000 is what was budgeted Committee thanked Dr Hinson for the update

c The Genieve Shelter ndash Ms Montgomery of The Genieve Shelter was

present to thank Town Council for their past support and to request funding for the upcoming year She explained that their mission is to provide a safe refuge for the victims of domestic violence and their children and to provide information education and training services which focus on ending domestic violence During 2016 The Genieve Shelter provided crisis and supportive services to forty-nine (49) individuals attempting to escape domestic violence in the Town of Smithfield They provided 824 nights of shelter and responded to ninety-six (96) hotline calls from residents of the Town of Smithfield seeking various services Ms Montgomery stated that the shelter has recently expanded from twenty (20) beds to thirty-six (36) beds which allows them the opportunity to serve more survivors fleeing domestic violence sexual assault and human trafficking She stated that their goal for the upcoming year is to focus on Community Enrichment Programs to provide education and prevention The Genieve Shelter is requesting a contribution of $10000 for fiscal 20172018 Ms Minga stated that currently $7200 is in the budget Committee thanked Ms Montgomery for coming

2 Fiscal Year 20172018 Revenue Projections Revenues Real Estate for the town is tracking a little over what was budgeted and collections are expected to be around $16940000 by June 30th The Town Treasurer stated that she has bumped this amount up a little for next fiscal year Delinquent Real Estate Taxes are down this year because staff has been able to work more on collections Assessments and taxes for Personal Property went up this year even with the Machinery and Tools Tax

being lower The Town Treasurer stated that she anticipates that the town will exceed what was budgeted Ms Minga reported that in regards to Delinquent Personal Property taxes she is still waiting to hear back from the auditors on how to show the refunds for Machinery and Tools Tax Public Service Corporations is usually pretty flat so that will stay the same next year Franchise Taxes is where we are looking at the banks that we do business with The banks do give us schedules each year to know what to budget We have received all the schedules to date with the exception of one At this time we will be a little lower than what we had originally budgeted Cigarette Tax is up and down It is a very difficult one to project Money comes in when the wholesalers buy the stamps not when individuals buy the packages in the stores Stamps are purchased in bulk and sometimes returned in bulk At this time we are still higher than what was projected for this year Transient Occupancy is tracking a little lower however this is not because the businesses are not doing as well The town had a local business that changed ownership and the new owner is paying everything on time so we are no longer collecting the penalties from the last owner that was always delinquent Those delinquent penalties had become the norm with this revenue Meals Tax continues to be strong and grow At this time it is projected to be a little higher that what was expected Ms Minga stated that she is projecting that next year will be a little higher due to a full year with increased percentage of 25 Sales Tax is looking up however it does tend to fluctuate Consumption and Utility Taxes normally go hand in hand For many years it has remained flat and there is not a whole lot of fluctuation this year Ms Minga stated that it could probably be bumped up a little for next fiscal year Business Licenses are tracking very similar to last year She explained that she is not expecting it to be this much next year due to nursing home project has been completed Vehicle Licenses goes hand and hand with personal property If personal property is tracking higher then vehicle licenses will track a little higher as well It does take a lot to get this number up because it is $20 per vehicle Inspection fees have already exceeded budget for this year This line item depends on what type of projects are going on around town Dog Park registrations have fallen off a little bit but this is not a large number Fines and cost are down at this time Smithfield Center rentals are tracking lower than expected Ms Musick is looking at ways to address these revenues Kayak rentals are consistent Ms Minga explained that Special Events is a formula used for Police and Public Works staffing at special events Organizations pay for these town services and the fee is based on the rate of town employees Currently we will exceed budget for this year so it will be bumped up for next year Isle of Wight Museum is tracking higher than expected Gift shop sales have been very good this year Since staff feels that it is higher due to it being an anniversary year at the museum the budget will not be increased significantly for next year Sale of equipment is tracking lower than is the previous years This amount is a result of surplus items being sold on GovDeals Normally the higher amounts are when we are selling old vehicles At this time we have no vehicles to be sold Cash Proffer revenues are never budgeted because they are voluntary If proffers are received then a budget amendment will be done Ms Minga explained that under the reserve section there will be some amendments on the Police Departments side of the budget under expenses to reflect

$15690 that is sitting there The Police Department has a CD that they have had for a number of years from a citizen that had left some money to the Police Department in their will The Police Department has opted to pull some of that money out to purchase various pieces of equipment This money is restricted for their use so that will come out of reserve The Pinewood Heights Escrow is up in the air depending on how many homes we acquire by the end of this fiscal year Ms Minga stated that she cannot plug in the number for operating reserves until we do the expense side of the budget Under Intergovernmental Virginia Law Enforcement 599 Funds are funds the state gives the town and they are not recommending any change for next year The Litter Control grant is something that town staff puts in for each year and we will put the same amount in the budget for next year Communication Tax from the state has consistently dropped over the last few years and staff believes this is due to state administrative fees The Personal Property Tax Relief Act (PPTRA) has remained flat since the program became stagnant The state has established a fixed amount to each locality and unless that changes this amount will remain the same for next year The TRIAD grant was granted this year and we expect that it will be granted for next yearrsquos budget The VCA grant is the matching grant for the Isle of Wight Arts League The grant is for $5000 and we give them $10000 The boat ramp grant does not look like it will get accomplished this fiscal year so it will be rolled over to next fiscal year Ms Minga stated that for Pinewood Heights she has put in the remainder of the CDBG grant that is left for Phase III because we are really rolling through it now Not sure if it will be depleted by June 30 but it will be close Under Line of credit proceeds the town has the $500000 line of credit for the Pinewood Heights project and the note proceeds for the $500000000 from Farmers Bank to be used like a one year revolving line of credit The town will need to draw most of that down by the end of the fiscal year This will be done before the contributing funds are used Insurance recoveries the town has taken in $1374799 and like cash proffers we do not budget for this If a claim is made then the budget will be amended Ms Minga stated that lastly under contributions the CHIP Program has been doing very well We are on track for this year however for next year with the volunteer work they are doing with Smithfield VA Events they are supposed to receive a check for approximately $10000 This amount will bump up the budget for next fiscal year Smithfield VA Events continues to make donations to the town through the proceeds of the festivals held at Windsor Castle Park

3 Establish Meeting Date- Special Budget Work Session - The special budget work session has been scheduled for April 18th 2017 400 pm at the Smithfield Center 4 February Financial Statements amp Graphs ndash Ms Minga reported that she did not have a lot to report on as most of her time has been spent on preparing the information for budget discussions Sewer consumption is very close to where we were last year Consumption continues to be down in the Gatling Pointe area The Town Manager stated that the accuracy of the meter going to Gatling Pointe is in question and staff may be

making a recommendation in the near future to change the entire meter out at a cost of approximately $17000

4 February Cash Balances ndash Ms Minga reported that the cash balances remain strong The VIP Pool has been pretty flat this year This will impact the townrsquos revenues next fiscal year - Water = $45645245 Water Debt Service = $81000834 Water Capital Escrow Availability Fees = $41742177 Water Treatment Plant Escrow = $11237909 Water Deposit Account = $8912571 Water Development Escrow = $11857194 Subtotal Water = $200395930 Sewer = $(438177) Sewer Development Escrow = $37686095 Sewer Capital Escrow Availability Fees = $79989178 Sewer Compliance = $181812809 Subtotal Sewer = $299049905 Highway = $12185463 General Fund = $302975059 Payroll = $19552696 Money Market General Fund Towne Bank = $220013 Business Super NOW-General Fund = $3338990 Money Market General Fund Farmers Bank = $29145156 General Fund Capital Escrow = $21602302 Certificate of Deposit = $52663145 Certificate of Deposit Police Dept = $3691019 Special Project Account = $305094457 Pinewood Heights Escrow = $7620948 SNAP Program = $229475 Museum Account = $15047569 Windsor Castle Acct $6350000 Subtotal General Fund = $767530829 TOTAL ALL FUNDS = $1279162127 5 Personnel Policies Manual Proposed Updates for Section 7 ndash Ms Ashley Rogers went over the changes that she has made to Section 7 - Workplace Safety There were also a couple of items added to Section 2 and 3 since it was updated earlier this year Section 7 Policy 71 Safety Program the only change was to add that Human Resources should be notified of a life threatening or contagious disease along with the Town Manager No changes to the rest of the policy Policy 72 Emergency Office Closing minor rewording for clarification purposes only Policy 73 Work Area there are no changes to this policy Policy 74 Bully Free Workplace (NEW) this policy discusses behavior that is inappropriate but not based on discriminatory actions Policy 75 Workplace Violence Prevention (NEW) has been reviewed and approved by the Virginia Municipal League (VML) This type of policy is pretty common in most employee handbooks It addresses acts of violence in the workplace weapons in the workplace and protective orders If an employee has a protective order against them then they must let the town know

Addition to Section 2 - Employment Ms Rogers explained that she is proposing an addition to Section 2 Performance and Evaluations The objective of this policy is to provide an overview of the performance planning and evaluation process The addition does not provide for a performance appraisal at the end of the probationary period but does involve a documented discussion surrounding goals The specific dates of the performance cycle are not listed It states that they are conducted on a ldquopre-determined annual daterdquo The evaluations are now

based on employeersquos performance in core competencies as well as their achievement of agreed upon SMART Goals This is different than the current evaluation that evaluates employeersquos capacity to perform job requirements conduct and supervision (if applicable) The focus is on helping both the employees and the Town perform at a high level

Addition to Section 3 ndash Corrective Action Policy (NEW) Ms Rogers explained that although the policy is new the concept is not It was located within the Standards of Conduct Policy The word ldquodisciplinaryrdquo was changed to ldquocorrectiverdquo action since the goal is really to correct the behavior Added two steps in the ldquoformal process ldquoVerbal Warningrdquo and ldquoFinal Written Warningrdquo These steps would provide ample opportunities to course correct either poor performance or conduct Although the town reserves the right to skip steps in the process as appropriate There is a list of offenses included that may warrant immediate termination The Town Manager stated that staff hopes to have the entire updated Personnel Policy Manual adopted by Town Council at their May meeting

Meeting Adjourned at 523 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PARKS AND RECREATION

COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Parks and Recreation Committee held a meeting on Tuesday March 28th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee member attending was Ms Connie Chapman Chair Mr Randy Pack and Mrs Denise Tynes Other Council members present were Mr Andrew Gregory Dr Milton Cook Mr Michael Smith and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Parks and Recreation Committee Chair Ms Connie Chapman called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA

1 Proposed Price Adjustment for the Smithfield Center Venue ndash Ms Musick explained that since the rates at the Smithfield Center were increased a year ago she has seen a reduction in bookings for Friday and Sunday events Bookings for Friday and Sunday events went from 14 available in 2016 to 32 available in 2017 She stated that she would like to propose lowering the rates for Friday and Sunday She feels she overshot her market by raising them too high for those days Committee agreed and recommends approval of lower the fee structure for Friday and Sunday events Ms Musick also stated that she would like to offer 50 off the established rate for bookings on a Friday Saturday or Sunday in the months of January and February as these months are hard to

book Committee agreed to the price adjustment of 50 off for January and February 2018 only at this time 2 Request to Use Clontz Park for the Annual Fireworks Display July 3rd 2017 ndash Ms Chapman stated that Isle of Wight County has requested the use of Clontz Park for the annual fireworks display Monday July 3rd The start time for the fireworks is 950 pm The County has also contacted Emergency Services Representatives to request their services during the display Committee recommends approval of the annual fireworks display at Clontz Park 3 Joseph W Luter Jr Sports Complex ndash MOU with Isle of Wight County ndash The Town Manager stated that he and the County Administrator have met and discussed the MOU between the town and county in regards to the Joseph W Luter Jr Sports Complex Minor changes have been made and the revised MOU was included in your packet today The MOU will be on the Board of Supervisors agenda at their April meeting The Town Manager stated that the County Administrator did not see reason for the County to review and approve rates Rates would be developed by Smithfield Recreation Association (SRA) and the town only Dr Cook expressed some concerns about the wording under casual use He stated that he envisions the sports complex to be much like Nike Park where the fields can be used by the general public when not being used by SRA It also requires users of the sports complex to pay a refundable deposit of $10000 per use Vice Mayor Gregory stated that this is not Nike Park and should not allow anyone to use it without any recourse if the property is damaged The town reserves the right to establish rules to govern the use of the park This facility will be a learning curve How much it can be used for casual use is yet to be determined The idea is to make the facility available but also make sure that it is not vandalized Dr Cook asked if county entities can use these facilities SRA has first use but when it is not is use by them the fields can be used by others by scheduling through Ms Musick at the Smithfield Center This allows the town to know what is going on at all times since it is town property After some discussion it was determined that ldquothe Town reserves the right to amend its fee structure in the futurerdquo needs to be included in the MOU Ms Chapman asked if the County would be responsible for any of the maintenance at the sports complex The Town Attorney stated that would be included in SRArsquos Lease Agreement with the Town in lieu of rent SRA will be responsible for all the maintenance with the exception of the multi-purpose field and the indoor facility once it has been constructed The County has no responsible for the maintenance of the complex Vice Mayor Gregory also stated that we are leaning on other groups that have already built facilities like these and the multi-use field may need some time after construction before it can be used We do not want to open the field too soon and they get ruined Having a turf expert come in and assess the field for use may need to be done before it is opened

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON COUNCILrsquoS AGENDA

1 Operational Update ndash Parks and Recreation Committee Report 2017 Event List ndashMs Musick reported that the Smithfield Center was busy for the month of March Upcoming events to note are the Womenrsquos Club Annual Flea Market on Saturday April 1st This is a first time event here at the Smithfield Center Also the Wine and Brew Festival is coming up on Saturday April 8th at Windsor Castle Park Ms Musick reported that the Manor House restoration project at Windsor Castle Park is still going strong Isle of Wight County Museum staff will be giving historical tours of the Manor House Property on Saturday April 29 at 200 pm Saturday June 10th at 200 pm and Saturday September 9th at 200 pm Mayor Williams and Roger Ealy will be present on these days to answer any questions about the ongoing restoration project Ms Musick stated that the Joseph W Luter Jr Sports Complex continues to move along quickly The dugouts were installed this week Pictures of the site work have been included in the agenda posting Committee thanked Ms Musick for the update 2 Joseph W Luter Jr Sports Complex ndash Update on Agreement with Smithfield Recreation Association (SRA) ndash The Town Attorney stated that he Ms Musick and the Town Manager are working on the agreement and will be meeting this Friday to discuss He mentioned that in all reality the agreement may not be ready until we get closer to the sports complex being complete It does not make much sense to sign an agreement that may need numerous amendments if approved too early

3 Clontz Park Boat Ramp Grant Status Report - The Town Manager stated that if you recall this project was bid out last fall and then Town Council rejected the bids in November because the bids were much higher than anticipated due to all the bids received having a cofferdam included in the construction of the project The bids exceeded the approved state grant from VMRC The grant money was supposed to cover the design and construction of the boat ramp The cofferdam by itself may cost $200000 so staff asked Jamie Weist of Kimley Horn Associates to look to see if there is anything with the design of the ramp that could be cut to save cost before rebidding One option would be to put in an articulated block ramp instead of the cofferdam but it is not recommended Option two would be to go back to VMRC to request an extension and see if there is additional grant money available based on the cost of the cofferdam Option three would be for the town to look at adding money to this project All the work below ground would be done with the grant funds and improvements made above ground level would be paid for by the town Mr Pack stated that he is on the RFAB board and recommends taking it back to request additional grant funding The Town Attorney mentioned that we need to keep in mind that there is a clause in the deed from Smithfield Foods where the project must be completed in a certain time frame There may need to be an amendment made if the project is granted an extension

4 Old Business Pagan River Dredging Request ndash The Town Manager stated that he has received a request to have the Pagan River dredged again particularly at Bob Shoal In 2015 the Presidentrsquos Fiscal year Budget did not include funding for dredging the Pagan River however it was noted that in the event that funds became available we do have the necessary environmental permits in place for the dredging and dredged material placement The Town Manager stated that this item is for informational purposes only as he would like to start the process to get it on the radar for possible funding Conditions are not getting any better and we need to start the process especially with the possibility of the new public boat ramp coming

The meeting adjourned at 447 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC WORKS COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Works Committee held a meeting on Tuesday March 28th 2017 at 447 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Michael Smith Chair Mrs Denise Tynes and Dr Milton Cook Other Council members present were Ms Connie Chapman Mr Randy Pack Mr Andrew Gregory Vice Mayor and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Works Committee Chair Mr Michael G Smith called the meeting to order

A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE COUNCILrsquoS AGENDA 1 Renewal of Street Maintenance Contract with Blair Brothers Inc ndash Ms Eubank reported that the town currently has an annual contract with Blair Brothers Inc for street maintenance services that expires on May 6th 2017 The town does reserve the right to renew the contract for two additional years one year at a time The street maintenance contract includes sidewalk repairs clearing and grading roadways and outfall ditches road repairs and road overlays Staff has been pleased with their work and therefore recommends that this contract be extended one additional year All contract terms will remain the same Committee will forward this item to Town Council for consideration

2 Proposals from Blair Brothers Inc for Street Maintenance Work ndash Mr Griffin reported that the proposals included in the agenda packet are for street that he would like to have paved this spring The streets include Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Mr Griffin stated that he also has one street that was approved by Town Council at their April 2016 meeting that was never paved and he would like to pave that one at this time as well This work is paid for through state Highway Funds that the town receives each quarter Committee recommends approval of all the proposals

3 Cary Street Drainage Improvement and Easement ndash Mr Griffin explained that Canada Land Surveying has prepared a plat of where the easement is located on Mr Gehringrsquos property and the other adjacent property owners This information will be forwarded to the Town Attorney to notify the adjacent property owners and get all the deeds recorded Blair Brothers has provided the town with a proposal to do the drainage improvements in the amount of $2253355 Staff recommends approval of proposal so that once the deeds have been recorded Blair Brothers can move forward with making the necessary drainage improvements Committee recommends approval of proposal

4 Smithfield Lake Dam Emergency Spillway and Hazard Mitigation Proposal from Draper Aden Associates (FEMA VDEM Grant) The Town Manager explained that included in the packet is a proposal from Draper Aden Associates for hazard mitigation work to the Smithfield Lake Dam emergency spillway The damage is on the downstream side of the dam near the emergency spillway The original cost estimate to put everything back just as it was prior to Hurricane Matthew was $85000 This expense would be covered by FEMA at 100 Discussion was held in regards to putting it back just as it was however if we have another heavy rainwind event it is very possible that the same thing will happen again Town staff has met with representatives from the Federal Emergency Management Agency (FEMA) and the Virginia Department of Emergency Management (VDEM) to initiate efforts to secure funding for permanent repairs and hazard mitigation work This funding will allow the town to make improvements and the cost of the work would be covered at 75 and at this time the townrsquos portion will be approximately $35000 for next yearrsquos budget This work must be procured by means of a competitive bid process In order to solicit competitive bids engineering and surveying services will be required to provide the appropriate information for contractors to develop bid proposals The additional work will look much like the primary spillway Committee expressed concern about the time it will take to bid the project out The Town Manager explained that Mr Griffin monitors the dam

on a weekly basis At this time this is not an emergency repair because it is not on the road side of the emergency spillway Committee asked if we have another heavy rain event and more washes out what happens The Town Manager stated that if that happens it could become an emergency repair at that time Committee recommends approval of Draper Aden Associates proposal

3 Closed Session Refuse and Recycling Services RFP - This item was discussed during closed session The Town Attorney stated that we need a motion to go into closed session for the discussion of the award of a public contract and discussion of terms not yet subject to public disclosure pursuant to 22-3711 A-29 of the Code of Virginia Vice Mayor Gregory so moved the motion and Ms Chapman seconded the motion

In Closed Session 506 Out of Closed Session 526

A motion was made to come back into open session by Vice Mayor Gregory and Seconded by Dr Cook

Meeting adjourned at 528 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

E Summary of Consent Agenda Items

a Finance Committee Chair Mr Randy Pack b Parks and Recreation Committee Chair Ms Connie Chapman c Public Works Committee Chair Mr Michael G Smith

CONSENT AGENDA ITEMS

C1 Invoices Over $10000 Requiring Council Authorization Finance Committee Chair Mr Randy Pack

a MUSCO Lighting $ 3967000 b RAD Sports $49024750 c Lewis Construction of Virginia $ 8970400 Additional Invoice Requiring Council Authorization TAB 1 d Kimley-Horn Associates (Joseph W Luter Jr Sports Complex) $ 2803397

C2 Proposed Price Adjustment for the Smithfield Center Venue

Parks and Recreation Committee Chair Ms Connie Chapman C3 Motion to Approve Request to Use Clontz Park for the Annual Fireworks Display July 3rd

2017 Parks and Recreation Committee Chair Ms Connie Chapman C4 Motion Accept Memorandum of Understanding (MOU) between the Town and Isle of

Wight County for the Joseph W Luter Jr Sports Complex TAB 2 Parks and Recreation Committee Chair Ms Connie Chapman

C5 Motion to Renew Street Maintenance Contract to Blair Brothers Inc for One Additional Year Public Works Committee Chair Mr Michael Smith C6 Motion to Accept Proposals from Blair Brothers for Street Maintenance Work on the following Streets Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Public Works Committee Chair Mr Michael Smith C7 Motion to Approve Cary Street Drainage Improvement and Easement Public Works Committee Chair Mr Michael Smith C8 Motion to Accept Proposal from Draper Aden Association for Repair and Hazard Mitigation to the Smithfield Lake Dam Emergency Spillway Public Works Committee Chair Mr Michael Smith C9 Motion to Award Refuse and Recycling Contract to Bay Disposal and Recycling Public Works Committee Chair Mr Michael Smith (forthcoming)

ACTION SECTION

1 PUBLIC HEARING Rezoning Community Conservation (C-C) to Highway Retail

Commercial (HR-C) a Staff Presentation by Planning and Zoning Administrator William G Saunders IV

b Public Hearing Open

c Public Hearing Closed

d Consideration by Public Buildings and Welfare Committee Chair Dr Milton Cook

2 PUBLIC HEARING Special Use Permit Retail Sales in Residential Office Zoning Districts a Staff Presentation by Planning and Zoning Administrator William G Saunders IV

b Public Hearing Open

c Public Hearing Closed

d Consideration by Public Buildings and Welfare Committee Chair Dr Milton Cook

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures Public Buildings and Welfare Committee Chair Dr Milton Cook

4 Preserve Smithfieldrsquos Request for PartneringFunding for the Preservation of Pierceville Public Buildings and Welfare Committee Chair Dr Milton Cook

4 Motion to Approve the Town Council Meeting Minutes of March 7th 2017 Mr William H Riddick III Town Attorney

5 Old Business 6 Closed Session 7 Adjournment

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA‐CM TOWN MANAGER SUBJECT MONTHLY ACTIVITY REPORT ndash MARCH 2017 TOWN MANAGERS OFFICE

a Attended the following meetings and activities Smithfield 2020 hosted HRPDC CAO meeting along with Town of Windsor at The Smithfield Center Chamber Post‐Legislative Breakfast Smithfield High School Key Club Refuse and Recycling RFP interviews First AidCPRAED training Pinewood Heights Management Team lunch meeting with IOW County Administrator Randy Keaton sports complex monthly progress and multiple site visits VML Insurance Programs Board Meeting in Glen Allen etc

HUMAN RESOURCE DIRECTOR

a Presented proposed update of section 7 in the Personnel Manual b Continued recruiting efforts for Police Officer positions c Began recruiting efforts for two (2) Laborer positions in Public Works d Continued work on Compensation Plan e Began Benefits Negotiations f Attended VRS Introductory Training on 32 at The Smithfield Center g Attended CPR Certification Training on 37 at The Smithfield Center

TOWN CLERKrsquoS OFFICE

a Transcribed and proofed the monthly minutes from Town Council Planning Commission and the Board of Historic and Architectural Review

b Attended Pinewood Heights Management Team meeting March 14th c Attended Employee CPRFirst Aide Training on March 16th

d Prepared March Town Council Committee Agenda and April Town Council Agenda e Attended Town Council Committee meetings on March 27th and 28th and prepared

summary reports from committees f Met with Ellen Minga on March 30th to review Pinewood Heights files in preparation for

VDHCD audit on April 4th and 5th g Continue to work on records management projects h Working on Preparing the Spring Newsletter

TREASURERrsquoS OFFICE

a Reconciled February cash balances and prepared February financial statements b Began budget process with projected general fund revenues c Recertified in CPR at the Smithfield Center on March 8 d Attended Pinewood Heights Management Team meeting on March 14 at the Smithfield

Center e Took vacation days on March 23 and March 24 f Met with Chief Bowman Deputy Chief Howell Lt Rogers and Peter Stephenson on

March 28 to review 2018 budget requests for the Police Department g Met with Ashley Rogers Peter Stephenson and Stacy Viles (TFA) on March 29 to review

employee insurance renewal quotes h Met with Lesley King on March 30 to review Pinewood Heights files in preparation for

VDHCD audit on April 4 and 5 i Met with Amy Musick at the Smithfield Center on March 30 to discuss Parks amp

Recreation budget for FY2018

PUBLIC WORKS

A Staff performs the following duties on a monthly basis Miss Utility marking read meters for billing and to transfer property owners cut offs and cut‐ons check pump stations daily install and repair street signs replace and repair broken water meters take a minimum of 9 water samples and have them tested flush water lines repair water leaks repair radio reads after each reading if needed maintenance on town owned buildings

1 Sewer Line Repairs and Maintenance

A Located and repaired sewer line laterals in various locations B Cleaned sewer main line in various areas of the town C 100 Windsor Ave replaced 10ft of damaged sewer line

2 Sewer Pump Station Repairs and Maintenance

A Weekly and daily checks on all 27 pump stations B Performed the following scheduled maintenance at all pump station

Cleaning of wet‐wells Alarms testing Sump pump cleaning Check Valve cleaning and repair Generator checks Godwin pump checks Control Panel Flow monitor checks Fence and Grounds inspections Inspected Structure Inspect and clean pumps Level system check Test limit switches Bar screen cleaning Rain gauge cleaning

C Pump inspections completed at various pump stations D Water and sewer disconnect completed ndash 110 and 111 Carver Ave E Bradford Mews pump station has an electrical problem ‐ staff working to find the

problem either with control panel or pump F Lakeside pump station down to one pump Godwin bypass pump is in place G Storm came thru on 3142017 ‐ lost power at Smithfield Blvd Waterford Oaks

Canteberry and Plaza pump stations ‐ set up bypass pumps H Power lost at Main St James St Drummonds Lane pump stations due to downed

power line Dominion Virginia Power fixed problem I Found sewer lateral for vacant lot on Cockes Ln

3 Water line Repairs and Maintenance

A Found water valves for Pinewood Heights B Lewis Const has installed 12rdquo water main on 100 and 200 block of Main St

4 Well Repairs and Maintenance

A All wells except 8A and 10 (at RO Plant) are off now that RO plant is running Upgrades to well houses have been completed to keep wells in operating condition in case of an emergency Emergency wells are flushed sampled and inspected once a month

5 Water Treatment Plant

A Operate RO Plant and monitor distribution system B Daily lab analysis monthly sampling and reports for VDH HRSD DEQ and RO

contractors C Performed monthly routine tasks including but not limited to

1 Daily Inspection of RO Plant and grounds 2 Monthly Tank inspections 3 Inspect and exercise plant generator monthly 4 Fill antiscalant day tank 5 Truck Inspections 6 Routine service of lime system 7 Service online fluoride and chlorine analyzers 8 Calibrate online turbidimeter and pH meter 9 Check and replace air filters 10 Test Alarms

D Reliability analyst from RE Mason testing bearings on all major pumps and motors and found them to be in good working order

E RO Plant staff greased lime feeder gear box and cleaned lime dissolving tank F RO Plant staff replaced pump and tubing system in fluoride analyzer G CAT technician repaired coolant leak on RO Plant generator

6 Safety

A Monthly truck inspections B Staff attended received First Aid and CPR certification

7 Miscellaneous

A Grounds crews cut grass at town‐owned property and rights‐of‐way weekly and

empty trash cans on Monday and Friday B Minor repairs at Town Hall and town buildings C Grounds crews completed right of way clearing on sewer force in the Town limits

PLANNING AND ZONING

1 Planning Commission ndash March 14 2017

A Public Hearing ‐ Rezoning ndash Community Conservation (C‐C) to Highway Retail Commercial (HR‐C) ndash Benns Church Boulevard (TPIN 32‐01‐005) ndash Charles D Layman Goodwill of Central and Coastal Virginia Inc applicants ndash Approval recommended to Town Council with no conditions

B Public Hearing ‐ Special Use Permit ndash Retail Sales in Residential Office (R‐O) Zoning District 1306 South Church Street ndash Autumn Marade applicant ‐ Approval recommended to Town Council with no conditions

2 Rezoning Applications under review

A C‐C to HR‐C ‐ Benns Church Boulevard ndashGoodwill Industries applicant

3 Special Use Permit Applications under review A Retail Sales in R‐O District ndash 1306 S Church St ‐ Autumn Marade applicant

4 Subdivision and Site Plans under review

A 305 Smithfield Boulevard Subdivision ndash Dale Steffensmeier applicant B KLS Battery Park Subdivision ndash S Church St ndash KLS Battery Park Development

Group LLC applicant C Smithfield Self Storage ndash 201 Battery Park Road ndash Smithfield Self Storage LLC

applicant

5 Subdivision and Commercial Sites Under Construction and Inspection

A Church Square Phase I (95 complete) B Smithfield Manor Townhomes (95 complete) C Lakeview Cove Condos (75 complete)

6 Board of Historic amp Architectural Review ndash March 21 2017

A New Construction Single Family Home ndash Lot 252 Cockes Lane ndash No Designation ndash Stuart ampBonnie Resor applicants ndash Approved

B Garden Shed (After the Fact) ndash 144 Sykes Court ndash Non‐contributing Remigio Holmes applicant ndash Approved

C Historic District Designation Review ndash Cedar Street Chalmers Row amp N Church Street ndash No action taken

7 Board of Zoning Appeals ndash March 21 2017

No meeting held

ENGINEERING A Church Square Phase I contractor has installed E amp S controls as required by the

Town and the approved site plans Homes are under construction as per market demand

B Lakeview Cove is now under new ownership All E amp S controls have been

installed previously by the contractor as per the approved site plans and required by the Town

C Blair Brotherrsquos Contr Contractor repaired sinkhole area around drop inlet at 228

Lane Crescent in the Moonefield Estates subdivision Contractor also repaired two storm pipe joint separation areas at 107 Barclay Crescent and also three storm pipe joint separation areas at 401 Watson Drive

D Erosion amp Sedimentation control field inspections were performed and

appropriate reports filed on the following active project Moody Properties Also Erosion amp Sedimentation control field inspections for single family dwellings were performed at 17 locations throughout the Town and required reports were filed

E Field inspections continued to be held this month involving the Smithfield Lake

Dam Some structural deficiencies were found at the emergency outfall due to storm damage by Matthew The Town is coordinating the repair with FEMA representatives

F Cypress Creek Development Contractor C A Barrs Constr all work on project

has now been completed including the roadway asphalt surface The project is now under its one year warranty period

G Smithfield Center Parking Lot Extension Contractor started clearing and

grubbing activities along with subgrade excavation of project area Existing power pole and circuit board panel has been relocated along with conduit run from new pole to the Veterans Memorial

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE POLICE COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Police Committee met Monday March 27th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mrs Denise Tynes Chair Ms Connie Chapman and Mr Andrew Gregory Vice Mayor Other Council members present were Mr Michael Smith Mr Randy Pack Dr Milton Cook and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Mr Steve Bowman Smithfield Police Chief Mr Alonzo Howell Deputy Chief of Police Mr Matt Rogers Smithfield Police Lieutenant Mr Patrick Araojo Investigating Lieutenant Ms Ashley Rogers Director of Human Resources Mr William H Riddick III Town Attorney Mr Jessie Snead Superintendent of Public Works Ms Amy Musick Director of Parks and Recreation Also in attendance were Mr Rick Bodson Mr Stacy Lewis of Lewis Construction of Virginia Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Police Committee Chair Mrs Denise Tynes called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA 1 Operational Updates ndash Chief Bowman reported that everything has been relatively quiet since last committee The Police Department assisted with the Triathlon Race this past Saturday and it went very well Currently they are working on their budget for FY 20172018 and will be meeting with the Town Treasurer tomorrow Lastly Chief Bowman stated that effective July 1st 2017 he will be resigning as Smithfieldrsquos Police Chief He stated that he has spent 36 years in law enforcement and with much thought and consideration he feels now is the right time to leave so that he can have more time with his family He stated that during his tenure as Chief the past five year he and his

staff and the town have been recognized as one of the safest communities in Virginia became a certified crime preventive community and has been re-accredited Committee thanked Chief Bowman for his leadership to the Smithfield Police Department and Town of Smithfield

The meeting adjourned at 406 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE WATER amp SEWER COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Water amp Sewer Committee held a meeting on Monday March 27th 2017 at 406 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Andrew Gregory Chair Mr Michael Smith and Mrs Denise Tynes Other Council members present were Ms Connie Chapman Mr Randy Pack Dr Milton Cook and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Ms Ashley Rogers Director of Human Resources Mr William H Riddick III Town Attorney Mr Jessie Snead Superintendent of Public Works Also in attendance were Mr Rick Bodson of Smithfield 2020 Mr Stacy Lewis of Lewis Construction of Virginia Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Water and Sewer Committee Chair Mr Andrew Gregory called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA

1 Operational Updates ndash Mr Snead reported that the work in the 100 and 200 block of Main Street continues to move forward Now that they are working on service lines it is not moving as quickly as it did with the water main He stated that at this time they will not meet the March 31st deadline as hoped due to the number of issues that they have found Service lines are taking longer because they are working on sewer at the same time and repairing any problems that are found The project will be suspended for a week on April 3rd thru April 7th so that Lewis Construction can do another project that was previously scheduled while Newport News Schools are out on spring break Had there not been so many problems with the individual service lines the project would have met the March 31 deadline and there would not have been a conflict in scheduling The completion of our project should now be by the middle to end of April Lewis

Construction is also putting in cleanouts to all the lines as they put in new service lines Cleanouts have never been there before Mr Pack stated that he wanted to thank Mr Lewis and the townrsquos Public Works staff for keeping everyone informed on the status of the project Mr Snead stated that he would like to thank Mr Bodson as he has been involved since day one helping with sharing the information about the project This project has had a lot of unknown problems along the way but we are working through them to get this project finished up Committee thanked Mr Lewis and Mr Snead for the update

The meeting adjourned at 412 pm

March 3 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE FINANCE COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Finance Committee held a meeting on Monday March 27th 2017 at 412 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Randy Pack Chair Dr Milton Cook and Mr Andrew Gregory Vice Mayor Other Council members present were Ms Connie Chapman Mr Michael Smith Mrs Denise Tynes and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Mr William H Riddick III Town Attorney and Ms Ashley Rogers Director of Human Resources Also in attendance were Mr Rick Bodson of Smithfield 2020 Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Finance Committee Chair Randy Pack called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE

COUNCIL AGENDA

1 Invoices Over $10000 Requiring Council Authorization

a MUSCO Lighting $ 3967000 The Town Manager explained that staff continues to communicate with MUSCO Lighting to determine the correct amount that is due at this time According to MUSCO Lighting the Town paid 100 of the material amount with the first invoice approved by Town Council on March 7th The second invoice in the amount of $10268475 is for 75 of the installation cost Mr Camden expressed concern that if the town pays this invoice we will have paid over 90 of the overall contract amount of $400000 without seeing if the lights work Mr Weist responded by e-mail that MUSCO Lighting is a very reputable company and will stand behind their product however he does agree that paying 92 of the overall

cost before they are testedactivated is risky Mr Weist suggested that we meet MUSCO Lighting in the middle Staff will continue to work with our consultants and MUSCO Lighting to come to an agreed amount to pay before Town Councilrsquos meeting on April 4th b RAD Sports $49024750 This invoice is progress bill for the construction of the Joseph W Luter Jr Sport Complex Mr Camden of Alpha Corporation and Mr Weist of Kimley Horn Associates have reviewed the invoice and recommends approval of invoice This item will be sent to Town Council for consideration c Lewis Construction of Virginia $ 8970400 Staff explained that included in the original posting was an invoice in the amount of 3710700 for the Main Street waterline replacement Today an additional invoice from Lewis Construction of Virginia was posted in the amount of $5259700 Staff is recommending that both invoices be paid for a total of $8970400 The total amount of the project at this time is still under budget Committee recommends approval of payment

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA 1 Contribution Requests for Fiscal Year 20172018

a Western Tidewater Free Clinic ndash Ms Stephie Broadwater of Western Tidewater Free Clinic was present to thank the Town Council of Smithfield for supporting the Clinic and to give an update on how the clinic is doing The mission of the clinic is to continue to provide high-quality non-emergency health care to the residents of Western Tidewater who cannot otherwise afford it She reported that overall the clinic served 1400 unduplicated patients in 2016 with an all-time record high of 18022 visits This averages 13 visits a year per patient These visits include primary and specialty medical visits womenrsquos health visits mental health counselling physical therapy vision exams pharmacy consults and eligibility appointments Residents of Smithfield account for 112 of their total patients One hundred and fifty-six (156) residents received care through 2010 visits in 2016 and medications valued at approximately $630000 Of these patients sixty-three (63) received dental services through 2014 visits Over the last year the clinic has partnered with the Isle of Wight Health Department to provide medical assessment services here in town Ms Broadwater also mentioned that they have fourteen (14) volunteers from Smithfield and four out of the fifteen board members live in Smithfield Mr Pack asked what the clinic was requesting this year Ms Broadwater replied that the clinic is requesting $38640 Their request last year was for $38000 Committee thanked Ms Broadwater for the update

b Historic Smithfield ndash 1750 Isle of Wight Courthouse ndash Dr Lanny Hinson was present to thank Town Council for their support of the historic courthouse He explained that they continue to keep the courthouse open to visitors with volunteer docents during the week and paid docents on the weekends They hold special programs for local groups and out of town bus tours beyond our regular opening hours The Courthouse also participate in events here in town such as Olden Days Ghost Walks Town amp Country Day and the Christmas Market and parade Dr Hinson explained that their most popular event each year is the colonial court trail in October Christmas in Smithfield has been successful also and Tourism has asked if the name could be used to denote all the events in town during December Dr Lanny Hinson stated that he is asking Town Council to consider financial support of $5000 Mr Pack asked Ms Minga what was in the budget Ms Minga replied that $4000 is what was budgeted Committee thanked Dr Hinson for the update

c The Genieve Shelter ndash Ms Montgomery of The Genieve Shelter was

present to thank Town Council for their past support and to request funding for the upcoming year She explained that their mission is to provide a safe refuge for the victims of domestic violence and their children and to provide information education and training services which focus on ending domestic violence During 2016 The Genieve Shelter provided crisis and supportive services to forty-nine (49) individuals attempting to escape domestic violence in the Town of Smithfield They provided 824 nights of shelter and responded to ninety-six (96) hotline calls from residents of the Town of Smithfield seeking various services Ms Montgomery stated that the shelter has recently expanded from twenty (20) beds to thirty-six (36) beds which allows them the opportunity to serve more survivors fleeing domestic violence sexual assault and human trafficking She stated that their goal for the upcoming year is to focus on Community Enrichment Programs to provide education and prevention The Genieve Shelter is requesting a contribution of $10000 for fiscal 20172018 Ms Minga stated that currently $7200 is in the budget Committee thanked Ms Montgomery for coming

2 Fiscal Year 20172018 Revenue Projections Revenues Real Estate for the town is tracking a little over what was budgeted and collections are expected to be around $16940000 by June 30th The Town Treasurer stated that she has bumped this amount up a little for next fiscal year Delinquent Real Estate Taxes are down this year because staff has been able to work more on collections Assessments and taxes for Personal Property went up this year even with the Machinery and Tools Tax

being lower The Town Treasurer stated that she anticipates that the town will exceed what was budgeted Ms Minga reported that in regards to Delinquent Personal Property taxes she is still waiting to hear back from the auditors on how to show the refunds for Machinery and Tools Tax Public Service Corporations is usually pretty flat so that will stay the same next year Franchise Taxes is where we are looking at the banks that we do business with The banks do give us schedules each year to know what to budget We have received all the schedules to date with the exception of one At this time we will be a little lower than what we had originally budgeted Cigarette Tax is up and down It is a very difficult one to project Money comes in when the wholesalers buy the stamps not when individuals buy the packages in the stores Stamps are purchased in bulk and sometimes returned in bulk At this time we are still higher than what was projected for this year Transient Occupancy is tracking a little lower however this is not because the businesses are not doing as well The town had a local business that changed ownership and the new owner is paying everything on time so we are no longer collecting the penalties from the last owner that was always delinquent Those delinquent penalties had become the norm with this revenue Meals Tax continues to be strong and grow At this time it is projected to be a little higher that what was expected Ms Minga stated that she is projecting that next year will be a little higher due to a full year with increased percentage of 25 Sales Tax is looking up however it does tend to fluctuate Consumption and Utility Taxes normally go hand in hand For many years it has remained flat and there is not a whole lot of fluctuation this year Ms Minga stated that it could probably be bumped up a little for next fiscal year Business Licenses are tracking very similar to last year She explained that she is not expecting it to be this much next year due to nursing home project has been completed Vehicle Licenses goes hand and hand with personal property If personal property is tracking higher then vehicle licenses will track a little higher as well It does take a lot to get this number up because it is $20 per vehicle Inspection fees have already exceeded budget for this year This line item depends on what type of projects are going on around town Dog Park registrations have fallen off a little bit but this is not a large number Fines and cost are down at this time Smithfield Center rentals are tracking lower than expected Ms Musick is looking at ways to address these revenues Kayak rentals are consistent Ms Minga explained that Special Events is a formula used for Police and Public Works staffing at special events Organizations pay for these town services and the fee is based on the rate of town employees Currently we will exceed budget for this year so it will be bumped up for next year Isle of Wight Museum is tracking higher than expected Gift shop sales have been very good this year Since staff feels that it is higher due to it being an anniversary year at the museum the budget will not be increased significantly for next year Sale of equipment is tracking lower than is the previous years This amount is a result of surplus items being sold on GovDeals Normally the higher amounts are when we are selling old vehicles At this time we have no vehicles to be sold Cash Proffer revenues are never budgeted because they are voluntary If proffers are received then a budget amendment will be done Ms Minga explained that under the reserve section there will be some amendments on the Police Departments side of the budget under expenses to reflect

$15690 that is sitting there The Police Department has a CD that they have had for a number of years from a citizen that had left some money to the Police Department in their will The Police Department has opted to pull some of that money out to purchase various pieces of equipment This money is restricted for their use so that will come out of reserve The Pinewood Heights Escrow is up in the air depending on how many homes we acquire by the end of this fiscal year Ms Minga stated that she cannot plug in the number for operating reserves until we do the expense side of the budget Under Intergovernmental Virginia Law Enforcement 599 Funds are funds the state gives the town and they are not recommending any change for next year The Litter Control grant is something that town staff puts in for each year and we will put the same amount in the budget for next year Communication Tax from the state has consistently dropped over the last few years and staff believes this is due to state administrative fees The Personal Property Tax Relief Act (PPTRA) has remained flat since the program became stagnant The state has established a fixed amount to each locality and unless that changes this amount will remain the same for next year The TRIAD grant was granted this year and we expect that it will be granted for next yearrsquos budget The VCA grant is the matching grant for the Isle of Wight Arts League The grant is for $5000 and we give them $10000 The boat ramp grant does not look like it will get accomplished this fiscal year so it will be rolled over to next fiscal year Ms Minga stated that for Pinewood Heights she has put in the remainder of the CDBG grant that is left for Phase III because we are really rolling through it now Not sure if it will be depleted by June 30 but it will be close Under Line of credit proceeds the town has the $500000 line of credit for the Pinewood Heights project and the note proceeds for the $500000000 from Farmers Bank to be used like a one year revolving line of credit The town will need to draw most of that down by the end of the fiscal year This will be done before the contributing funds are used Insurance recoveries the town has taken in $1374799 and like cash proffers we do not budget for this If a claim is made then the budget will be amended Ms Minga stated that lastly under contributions the CHIP Program has been doing very well We are on track for this year however for next year with the volunteer work they are doing with Smithfield VA Events they are supposed to receive a check for approximately $10000 This amount will bump up the budget for next fiscal year Smithfield VA Events continues to make donations to the town through the proceeds of the festivals held at Windsor Castle Park

3 Establish Meeting Date- Special Budget Work Session - The special budget work session has been scheduled for April 18th 2017 400 pm at the Smithfield Center 4 February Financial Statements amp Graphs ndash Ms Minga reported that she did not have a lot to report on as most of her time has been spent on preparing the information for budget discussions Sewer consumption is very close to where we were last year Consumption continues to be down in the Gatling Pointe area The Town Manager stated that the accuracy of the meter going to Gatling Pointe is in question and staff may be

making a recommendation in the near future to change the entire meter out at a cost of approximately $17000

4 February Cash Balances ndash Ms Minga reported that the cash balances remain strong The VIP Pool has been pretty flat this year This will impact the townrsquos revenues next fiscal year - Water = $45645245 Water Debt Service = $81000834 Water Capital Escrow Availability Fees = $41742177 Water Treatment Plant Escrow = $11237909 Water Deposit Account = $8912571 Water Development Escrow = $11857194 Subtotal Water = $200395930 Sewer = $(438177) Sewer Development Escrow = $37686095 Sewer Capital Escrow Availability Fees = $79989178 Sewer Compliance = $181812809 Subtotal Sewer = $299049905 Highway = $12185463 General Fund = $302975059 Payroll = $19552696 Money Market General Fund Towne Bank = $220013 Business Super NOW-General Fund = $3338990 Money Market General Fund Farmers Bank = $29145156 General Fund Capital Escrow = $21602302 Certificate of Deposit = $52663145 Certificate of Deposit Police Dept = $3691019 Special Project Account = $305094457 Pinewood Heights Escrow = $7620948 SNAP Program = $229475 Museum Account = $15047569 Windsor Castle Acct $6350000 Subtotal General Fund = $767530829 TOTAL ALL FUNDS = $1279162127 5 Personnel Policies Manual Proposed Updates for Section 7 ndash Ms Ashley Rogers went over the changes that she has made to Section 7 - Workplace Safety There were also a couple of items added to Section 2 and 3 since it was updated earlier this year Section 7 Policy 71 Safety Program the only change was to add that Human Resources should be notified of a life threatening or contagious disease along with the Town Manager No changes to the rest of the policy Policy 72 Emergency Office Closing minor rewording for clarification purposes only Policy 73 Work Area there are no changes to this policy Policy 74 Bully Free Workplace (NEW) this policy discusses behavior that is inappropriate but not based on discriminatory actions Policy 75 Workplace Violence Prevention (NEW) has been reviewed and approved by the Virginia Municipal League (VML) This type of policy is pretty common in most employee handbooks It addresses acts of violence in the workplace weapons in the workplace and protective orders If an employee has a protective order against them then they must let the town know

Addition to Section 2 - Employment Ms Rogers explained that she is proposing an addition to Section 2 Performance and Evaluations The objective of this policy is to provide an overview of the performance planning and evaluation process The addition does not provide for a performance appraisal at the end of the probationary period but does involve a documented discussion surrounding goals The specific dates of the performance cycle are not listed It states that they are conducted on a ldquopre-determined annual daterdquo The evaluations are now

based on employeersquos performance in core competencies as well as their achievement of agreed upon SMART Goals This is different than the current evaluation that evaluates employeersquos capacity to perform job requirements conduct and supervision (if applicable) The focus is on helping both the employees and the Town perform at a high level

Addition to Section 3 ndash Corrective Action Policy (NEW) Ms Rogers explained that although the policy is new the concept is not It was located within the Standards of Conduct Policy The word ldquodisciplinaryrdquo was changed to ldquocorrectiverdquo action since the goal is really to correct the behavior Added two steps in the ldquoformal process ldquoVerbal Warningrdquo and ldquoFinal Written Warningrdquo These steps would provide ample opportunities to course correct either poor performance or conduct Although the town reserves the right to skip steps in the process as appropriate There is a list of offenses included that may warrant immediate termination The Town Manager stated that staff hopes to have the entire updated Personnel Policy Manual adopted by Town Council at their May meeting

Meeting Adjourned at 523 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PARKS AND RECREATION

COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Parks and Recreation Committee held a meeting on Tuesday March 28th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee member attending was Ms Connie Chapman Chair Mr Randy Pack and Mrs Denise Tynes Other Council members present were Mr Andrew Gregory Dr Milton Cook Mr Michael Smith and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Parks and Recreation Committee Chair Ms Connie Chapman called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA

1 Proposed Price Adjustment for the Smithfield Center Venue ndash Ms Musick explained that since the rates at the Smithfield Center were increased a year ago she has seen a reduction in bookings for Friday and Sunday events Bookings for Friday and Sunday events went from 14 available in 2016 to 32 available in 2017 She stated that she would like to propose lowering the rates for Friday and Sunday She feels she overshot her market by raising them too high for those days Committee agreed and recommends approval of lower the fee structure for Friday and Sunday events Ms Musick also stated that she would like to offer 50 off the established rate for bookings on a Friday Saturday or Sunday in the months of January and February as these months are hard to

book Committee agreed to the price adjustment of 50 off for January and February 2018 only at this time 2 Request to Use Clontz Park for the Annual Fireworks Display July 3rd 2017 ndash Ms Chapman stated that Isle of Wight County has requested the use of Clontz Park for the annual fireworks display Monday July 3rd The start time for the fireworks is 950 pm The County has also contacted Emergency Services Representatives to request their services during the display Committee recommends approval of the annual fireworks display at Clontz Park 3 Joseph W Luter Jr Sports Complex ndash MOU with Isle of Wight County ndash The Town Manager stated that he and the County Administrator have met and discussed the MOU between the town and county in regards to the Joseph W Luter Jr Sports Complex Minor changes have been made and the revised MOU was included in your packet today The MOU will be on the Board of Supervisors agenda at their April meeting The Town Manager stated that the County Administrator did not see reason for the County to review and approve rates Rates would be developed by Smithfield Recreation Association (SRA) and the town only Dr Cook expressed some concerns about the wording under casual use He stated that he envisions the sports complex to be much like Nike Park where the fields can be used by the general public when not being used by SRA It also requires users of the sports complex to pay a refundable deposit of $10000 per use Vice Mayor Gregory stated that this is not Nike Park and should not allow anyone to use it without any recourse if the property is damaged The town reserves the right to establish rules to govern the use of the park This facility will be a learning curve How much it can be used for casual use is yet to be determined The idea is to make the facility available but also make sure that it is not vandalized Dr Cook asked if county entities can use these facilities SRA has first use but when it is not is use by them the fields can be used by others by scheduling through Ms Musick at the Smithfield Center This allows the town to know what is going on at all times since it is town property After some discussion it was determined that ldquothe Town reserves the right to amend its fee structure in the futurerdquo needs to be included in the MOU Ms Chapman asked if the County would be responsible for any of the maintenance at the sports complex The Town Attorney stated that would be included in SRArsquos Lease Agreement with the Town in lieu of rent SRA will be responsible for all the maintenance with the exception of the multi-purpose field and the indoor facility once it has been constructed The County has no responsible for the maintenance of the complex Vice Mayor Gregory also stated that we are leaning on other groups that have already built facilities like these and the multi-use field may need some time after construction before it can be used We do not want to open the field too soon and they get ruined Having a turf expert come in and assess the field for use may need to be done before it is opened

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON COUNCILrsquoS AGENDA

1 Operational Update ndash Parks and Recreation Committee Report 2017 Event List ndashMs Musick reported that the Smithfield Center was busy for the month of March Upcoming events to note are the Womenrsquos Club Annual Flea Market on Saturday April 1st This is a first time event here at the Smithfield Center Also the Wine and Brew Festival is coming up on Saturday April 8th at Windsor Castle Park Ms Musick reported that the Manor House restoration project at Windsor Castle Park is still going strong Isle of Wight County Museum staff will be giving historical tours of the Manor House Property on Saturday April 29 at 200 pm Saturday June 10th at 200 pm and Saturday September 9th at 200 pm Mayor Williams and Roger Ealy will be present on these days to answer any questions about the ongoing restoration project Ms Musick stated that the Joseph W Luter Jr Sports Complex continues to move along quickly The dugouts were installed this week Pictures of the site work have been included in the agenda posting Committee thanked Ms Musick for the update 2 Joseph W Luter Jr Sports Complex ndash Update on Agreement with Smithfield Recreation Association (SRA) ndash The Town Attorney stated that he Ms Musick and the Town Manager are working on the agreement and will be meeting this Friday to discuss He mentioned that in all reality the agreement may not be ready until we get closer to the sports complex being complete It does not make much sense to sign an agreement that may need numerous amendments if approved too early

3 Clontz Park Boat Ramp Grant Status Report - The Town Manager stated that if you recall this project was bid out last fall and then Town Council rejected the bids in November because the bids were much higher than anticipated due to all the bids received having a cofferdam included in the construction of the project The bids exceeded the approved state grant from VMRC The grant money was supposed to cover the design and construction of the boat ramp The cofferdam by itself may cost $200000 so staff asked Jamie Weist of Kimley Horn Associates to look to see if there is anything with the design of the ramp that could be cut to save cost before rebidding One option would be to put in an articulated block ramp instead of the cofferdam but it is not recommended Option two would be to go back to VMRC to request an extension and see if there is additional grant money available based on the cost of the cofferdam Option three would be for the town to look at adding money to this project All the work below ground would be done with the grant funds and improvements made above ground level would be paid for by the town Mr Pack stated that he is on the RFAB board and recommends taking it back to request additional grant funding The Town Attorney mentioned that we need to keep in mind that there is a clause in the deed from Smithfield Foods where the project must be completed in a certain time frame There may need to be an amendment made if the project is granted an extension

4 Old Business Pagan River Dredging Request ndash The Town Manager stated that he has received a request to have the Pagan River dredged again particularly at Bob Shoal In 2015 the Presidentrsquos Fiscal year Budget did not include funding for dredging the Pagan River however it was noted that in the event that funds became available we do have the necessary environmental permits in place for the dredging and dredged material placement The Town Manager stated that this item is for informational purposes only as he would like to start the process to get it on the radar for possible funding Conditions are not getting any better and we need to start the process especially with the possibility of the new public boat ramp coming

The meeting adjourned at 447 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC WORKS COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Works Committee held a meeting on Tuesday March 28th 2017 at 447 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Michael Smith Chair Mrs Denise Tynes and Dr Milton Cook Other Council members present were Ms Connie Chapman Mr Randy Pack Mr Andrew Gregory Vice Mayor and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Works Committee Chair Mr Michael G Smith called the meeting to order

A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE COUNCILrsquoS AGENDA 1 Renewal of Street Maintenance Contract with Blair Brothers Inc ndash Ms Eubank reported that the town currently has an annual contract with Blair Brothers Inc for street maintenance services that expires on May 6th 2017 The town does reserve the right to renew the contract for two additional years one year at a time The street maintenance contract includes sidewalk repairs clearing and grading roadways and outfall ditches road repairs and road overlays Staff has been pleased with their work and therefore recommends that this contract be extended one additional year All contract terms will remain the same Committee will forward this item to Town Council for consideration

2 Proposals from Blair Brothers Inc for Street Maintenance Work ndash Mr Griffin reported that the proposals included in the agenda packet are for street that he would like to have paved this spring The streets include Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Mr Griffin stated that he also has one street that was approved by Town Council at their April 2016 meeting that was never paved and he would like to pave that one at this time as well This work is paid for through state Highway Funds that the town receives each quarter Committee recommends approval of all the proposals

3 Cary Street Drainage Improvement and Easement ndash Mr Griffin explained that Canada Land Surveying has prepared a plat of where the easement is located on Mr Gehringrsquos property and the other adjacent property owners This information will be forwarded to the Town Attorney to notify the adjacent property owners and get all the deeds recorded Blair Brothers has provided the town with a proposal to do the drainage improvements in the amount of $2253355 Staff recommends approval of proposal so that once the deeds have been recorded Blair Brothers can move forward with making the necessary drainage improvements Committee recommends approval of proposal

4 Smithfield Lake Dam Emergency Spillway and Hazard Mitigation Proposal from Draper Aden Associates (FEMA VDEM Grant) The Town Manager explained that included in the packet is a proposal from Draper Aden Associates for hazard mitigation work to the Smithfield Lake Dam emergency spillway The damage is on the downstream side of the dam near the emergency spillway The original cost estimate to put everything back just as it was prior to Hurricane Matthew was $85000 This expense would be covered by FEMA at 100 Discussion was held in regards to putting it back just as it was however if we have another heavy rainwind event it is very possible that the same thing will happen again Town staff has met with representatives from the Federal Emergency Management Agency (FEMA) and the Virginia Department of Emergency Management (VDEM) to initiate efforts to secure funding for permanent repairs and hazard mitigation work This funding will allow the town to make improvements and the cost of the work would be covered at 75 and at this time the townrsquos portion will be approximately $35000 for next yearrsquos budget This work must be procured by means of a competitive bid process In order to solicit competitive bids engineering and surveying services will be required to provide the appropriate information for contractors to develop bid proposals The additional work will look much like the primary spillway Committee expressed concern about the time it will take to bid the project out The Town Manager explained that Mr Griffin monitors the dam

on a weekly basis At this time this is not an emergency repair because it is not on the road side of the emergency spillway Committee asked if we have another heavy rain event and more washes out what happens The Town Manager stated that if that happens it could become an emergency repair at that time Committee recommends approval of Draper Aden Associates proposal

3 Closed Session Refuse and Recycling Services RFP - This item was discussed during closed session The Town Attorney stated that we need a motion to go into closed session for the discussion of the award of a public contract and discussion of terms not yet subject to public disclosure pursuant to 22-3711 A-29 of the Code of Virginia Vice Mayor Gregory so moved the motion and Ms Chapman seconded the motion

In Closed Session 506 Out of Closed Session 526

A motion was made to come back into open session by Vice Mayor Gregory and Seconded by Dr Cook

Meeting adjourned at 528 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

ACTION SECTION

1 PUBLIC HEARING Rezoning Community Conservation (C-C) to Highway Retail

Commercial (HR-C) a Staff Presentation by Planning and Zoning Administrator William G Saunders IV

b Public Hearing Open

c Public Hearing Closed

d Consideration by Public Buildings and Welfare Committee Chair Dr Milton Cook

2 PUBLIC HEARING Special Use Permit Retail Sales in Residential Office Zoning Districts a Staff Presentation by Planning and Zoning Administrator William G Saunders IV

b Public Hearing Open

c Public Hearing Closed

d Consideration by Public Buildings and Welfare Committee Chair Dr Milton Cook

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures Public Buildings and Welfare Committee Chair Dr Milton Cook

4 Preserve Smithfieldrsquos Request for PartneringFunding for the Preservation of Pierceville Public Buildings and Welfare Committee Chair Dr Milton Cook

4 Motion to Approve the Town Council Meeting Minutes of March 7th 2017 Mr William H Riddick III Town Attorney

5 Old Business 6 Closed Session 7 Adjournment

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA‐CM TOWN MANAGER SUBJECT MONTHLY ACTIVITY REPORT ndash MARCH 2017 TOWN MANAGERS OFFICE

a Attended the following meetings and activities Smithfield 2020 hosted HRPDC CAO meeting along with Town of Windsor at The Smithfield Center Chamber Post‐Legislative Breakfast Smithfield High School Key Club Refuse and Recycling RFP interviews First AidCPRAED training Pinewood Heights Management Team lunch meeting with IOW County Administrator Randy Keaton sports complex monthly progress and multiple site visits VML Insurance Programs Board Meeting in Glen Allen etc

HUMAN RESOURCE DIRECTOR

a Presented proposed update of section 7 in the Personnel Manual b Continued recruiting efforts for Police Officer positions c Began recruiting efforts for two (2) Laborer positions in Public Works d Continued work on Compensation Plan e Began Benefits Negotiations f Attended VRS Introductory Training on 32 at The Smithfield Center g Attended CPR Certification Training on 37 at The Smithfield Center

TOWN CLERKrsquoS OFFICE

a Transcribed and proofed the monthly minutes from Town Council Planning Commission and the Board of Historic and Architectural Review

b Attended Pinewood Heights Management Team meeting March 14th c Attended Employee CPRFirst Aide Training on March 16th

d Prepared March Town Council Committee Agenda and April Town Council Agenda e Attended Town Council Committee meetings on March 27th and 28th and prepared

summary reports from committees f Met with Ellen Minga on March 30th to review Pinewood Heights files in preparation for

VDHCD audit on April 4th and 5th g Continue to work on records management projects h Working on Preparing the Spring Newsletter

TREASURERrsquoS OFFICE

a Reconciled February cash balances and prepared February financial statements b Began budget process with projected general fund revenues c Recertified in CPR at the Smithfield Center on March 8 d Attended Pinewood Heights Management Team meeting on March 14 at the Smithfield

Center e Took vacation days on March 23 and March 24 f Met with Chief Bowman Deputy Chief Howell Lt Rogers and Peter Stephenson on

March 28 to review 2018 budget requests for the Police Department g Met with Ashley Rogers Peter Stephenson and Stacy Viles (TFA) on March 29 to review

employee insurance renewal quotes h Met with Lesley King on March 30 to review Pinewood Heights files in preparation for

VDHCD audit on April 4 and 5 i Met with Amy Musick at the Smithfield Center on March 30 to discuss Parks amp

Recreation budget for FY2018

PUBLIC WORKS

A Staff performs the following duties on a monthly basis Miss Utility marking read meters for billing and to transfer property owners cut offs and cut‐ons check pump stations daily install and repair street signs replace and repair broken water meters take a minimum of 9 water samples and have them tested flush water lines repair water leaks repair radio reads after each reading if needed maintenance on town owned buildings

1 Sewer Line Repairs and Maintenance

A Located and repaired sewer line laterals in various locations B Cleaned sewer main line in various areas of the town C 100 Windsor Ave replaced 10ft of damaged sewer line

2 Sewer Pump Station Repairs and Maintenance

A Weekly and daily checks on all 27 pump stations B Performed the following scheduled maintenance at all pump station

Cleaning of wet‐wells Alarms testing Sump pump cleaning Check Valve cleaning and repair Generator checks Godwin pump checks Control Panel Flow monitor checks Fence and Grounds inspections Inspected Structure Inspect and clean pumps Level system check Test limit switches Bar screen cleaning Rain gauge cleaning

C Pump inspections completed at various pump stations D Water and sewer disconnect completed ndash 110 and 111 Carver Ave E Bradford Mews pump station has an electrical problem ‐ staff working to find the

problem either with control panel or pump F Lakeside pump station down to one pump Godwin bypass pump is in place G Storm came thru on 3142017 ‐ lost power at Smithfield Blvd Waterford Oaks

Canteberry and Plaza pump stations ‐ set up bypass pumps H Power lost at Main St James St Drummonds Lane pump stations due to downed

power line Dominion Virginia Power fixed problem I Found sewer lateral for vacant lot on Cockes Ln

3 Water line Repairs and Maintenance

A Found water valves for Pinewood Heights B Lewis Const has installed 12rdquo water main on 100 and 200 block of Main St

4 Well Repairs and Maintenance

A All wells except 8A and 10 (at RO Plant) are off now that RO plant is running Upgrades to well houses have been completed to keep wells in operating condition in case of an emergency Emergency wells are flushed sampled and inspected once a month

5 Water Treatment Plant

A Operate RO Plant and monitor distribution system B Daily lab analysis monthly sampling and reports for VDH HRSD DEQ and RO

contractors C Performed monthly routine tasks including but not limited to

1 Daily Inspection of RO Plant and grounds 2 Monthly Tank inspections 3 Inspect and exercise plant generator monthly 4 Fill antiscalant day tank 5 Truck Inspections 6 Routine service of lime system 7 Service online fluoride and chlorine analyzers 8 Calibrate online turbidimeter and pH meter 9 Check and replace air filters 10 Test Alarms

D Reliability analyst from RE Mason testing bearings on all major pumps and motors and found them to be in good working order

E RO Plant staff greased lime feeder gear box and cleaned lime dissolving tank F RO Plant staff replaced pump and tubing system in fluoride analyzer G CAT technician repaired coolant leak on RO Plant generator

6 Safety

A Monthly truck inspections B Staff attended received First Aid and CPR certification

7 Miscellaneous

A Grounds crews cut grass at town‐owned property and rights‐of‐way weekly and

empty trash cans on Monday and Friday B Minor repairs at Town Hall and town buildings C Grounds crews completed right of way clearing on sewer force in the Town limits

PLANNING AND ZONING

1 Planning Commission ndash March 14 2017

A Public Hearing ‐ Rezoning ndash Community Conservation (C‐C) to Highway Retail Commercial (HR‐C) ndash Benns Church Boulevard (TPIN 32‐01‐005) ndash Charles D Layman Goodwill of Central and Coastal Virginia Inc applicants ndash Approval recommended to Town Council with no conditions

B Public Hearing ‐ Special Use Permit ndash Retail Sales in Residential Office (R‐O) Zoning District 1306 South Church Street ndash Autumn Marade applicant ‐ Approval recommended to Town Council with no conditions

2 Rezoning Applications under review

A C‐C to HR‐C ‐ Benns Church Boulevard ndashGoodwill Industries applicant

3 Special Use Permit Applications under review A Retail Sales in R‐O District ndash 1306 S Church St ‐ Autumn Marade applicant

4 Subdivision and Site Plans under review

A 305 Smithfield Boulevard Subdivision ndash Dale Steffensmeier applicant B KLS Battery Park Subdivision ndash S Church St ndash KLS Battery Park Development

Group LLC applicant C Smithfield Self Storage ndash 201 Battery Park Road ndash Smithfield Self Storage LLC

applicant

5 Subdivision and Commercial Sites Under Construction and Inspection

A Church Square Phase I (95 complete) B Smithfield Manor Townhomes (95 complete) C Lakeview Cove Condos (75 complete)

6 Board of Historic amp Architectural Review ndash March 21 2017

A New Construction Single Family Home ndash Lot 252 Cockes Lane ndash No Designation ndash Stuart ampBonnie Resor applicants ndash Approved

B Garden Shed (After the Fact) ndash 144 Sykes Court ndash Non‐contributing Remigio Holmes applicant ndash Approved

C Historic District Designation Review ndash Cedar Street Chalmers Row amp N Church Street ndash No action taken

7 Board of Zoning Appeals ndash March 21 2017

No meeting held

ENGINEERING A Church Square Phase I contractor has installed E amp S controls as required by the

Town and the approved site plans Homes are under construction as per market demand

B Lakeview Cove is now under new ownership All E amp S controls have been

installed previously by the contractor as per the approved site plans and required by the Town

C Blair Brotherrsquos Contr Contractor repaired sinkhole area around drop inlet at 228

Lane Crescent in the Moonefield Estates subdivision Contractor also repaired two storm pipe joint separation areas at 107 Barclay Crescent and also three storm pipe joint separation areas at 401 Watson Drive

D Erosion amp Sedimentation control field inspections were performed and

appropriate reports filed on the following active project Moody Properties Also Erosion amp Sedimentation control field inspections for single family dwellings were performed at 17 locations throughout the Town and required reports were filed

E Field inspections continued to be held this month involving the Smithfield Lake

Dam Some structural deficiencies were found at the emergency outfall due to storm damage by Matthew The Town is coordinating the repair with FEMA representatives

F Cypress Creek Development Contractor C A Barrs Constr all work on project

has now been completed including the roadway asphalt surface The project is now under its one year warranty period

G Smithfield Center Parking Lot Extension Contractor started clearing and

grubbing activities along with subgrade excavation of project area Existing power pole and circuit board panel has been relocated along with conduit run from new pole to the Veterans Memorial

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE POLICE COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Police Committee met Monday March 27th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mrs Denise Tynes Chair Ms Connie Chapman and Mr Andrew Gregory Vice Mayor Other Council members present were Mr Michael Smith Mr Randy Pack Dr Milton Cook and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Mr Steve Bowman Smithfield Police Chief Mr Alonzo Howell Deputy Chief of Police Mr Matt Rogers Smithfield Police Lieutenant Mr Patrick Araojo Investigating Lieutenant Ms Ashley Rogers Director of Human Resources Mr William H Riddick III Town Attorney Mr Jessie Snead Superintendent of Public Works Ms Amy Musick Director of Parks and Recreation Also in attendance were Mr Rick Bodson Mr Stacy Lewis of Lewis Construction of Virginia Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Police Committee Chair Mrs Denise Tynes called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA 1 Operational Updates ndash Chief Bowman reported that everything has been relatively quiet since last committee The Police Department assisted with the Triathlon Race this past Saturday and it went very well Currently they are working on their budget for FY 20172018 and will be meeting with the Town Treasurer tomorrow Lastly Chief Bowman stated that effective July 1st 2017 he will be resigning as Smithfieldrsquos Police Chief He stated that he has spent 36 years in law enforcement and with much thought and consideration he feels now is the right time to leave so that he can have more time with his family He stated that during his tenure as Chief the past five year he and his

staff and the town have been recognized as one of the safest communities in Virginia became a certified crime preventive community and has been re-accredited Committee thanked Chief Bowman for his leadership to the Smithfield Police Department and Town of Smithfield

The meeting adjourned at 406 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE WATER amp SEWER COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Water amp Sewer Committee held a meeting on Monday March 27th 2017 at 406 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Andrew Gregory Chair Mr Michael Smith and Mrs Denise Tynes Other Council members present were Ms Connie Chapman Mr Randy Pack Dr Milton Cook and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Ms Ashley Rogers Director of Human Resources Mr William H Riddick III Town Attorney Mr Jessie Snead Superintendent of Public Works Also in attendance were Mr Rick Bodson of Smithfield 2020 Mr Stacy Lewis of Lewis Construction of Virginia Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Water and Sewer Committee Chair Mr Andrew Gregory called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA

1 Operational Updates ndash Mr Snead reported that the work in the 100 and 200 block of Main Street continues to move forward Now that they are working on service lines it is not moving as quickly as it did with the water main He stated that at this time they will not meet the March 31st deadline as hoped due to the number of issues that they have found Service lines are taking longer because they are working on sewer at the same time and repairing any problems that are found The project will be suspended for a week on April 3rd thru April 7th so that Lewis Construction can do another project that was previously scheduled while Newport News Schools are out on spring break Had there not been so many problems with the individual service lines the project would have met the March 31 deadline and there would not have been a conflict in scheduling The completion of our project should now be by the middle to end of April Lewis

Construction is also putting in cleanouts to all the lines as they put in new service lines Cleanouts have never been there before Mr Pack stated that he wanted to thank Mr Lewis and the townrsquos Public Works staff for keeping everyone informed on the status of the project Mr Snead stated that he would like to thank Mr Bodson as he has been involved since day one helping with sharing the information about the project This project has had a lot of unknown problems along the way but we are working through them to get this project finished up Committee thanked Mr Lewis and Mr Snead for the update

The meeting adjourned at 412 pm

March 3 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE FINANCE COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Finance Committee held a meeting on Monday March 27th 2017 at 412 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Randy Pack Chair Dr Milton Cook and Mr Andrew Gregory Vice Mayor Other Council members present were Ms Connie Chapman Mr Michael Smith Mrs Denise Tynes and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Mr William H Riddick III Town Attorney and Ms Ashley Rogers Director of Human Resources Also in attendance were Mr Rick Bodson of Smithfield 2020 Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Finance Committee Chair Randy Pack called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE

COUNCIL AGENDA

1 Invoices Over $10000 Requiring Council Authorization

a MUSCO Lighting $ 3967000 The Town Manager explained that staff continues to communicate with MUSCO Lighting to determine the correct amount that is due at this time According to MUSCO Lighting the Town paid 100 of the material amount with the first invoice approved by Town Council on March 7th The second invoice in the amount of $10268475 is for 75 of the installation cost Mr Camden expressed concern that if the town pays this invoice we will have paid over 90 of the overall contract amount of $400000 without seeing if the lights work Mr Weist responded by e-mail that MUSCO Lighting is a very reputable company and will stand behind their product however he does agree that paying 92 of the overall

cost before they are testedactivated is risky Mr Weist suggested that we meet MUSCO Lighting in the middle Staff will continue to work with our consultants and MUSCO Lighting to come to an agreed amount to pay before Town Councilrsquos meeting on April 4th b RAD Sports $49024750 This invoice is progress bill for the construction of the Joseph W Luter Jr Sport Complex Mr Camden of Alpha Corporation and Mr Weist of Kimley Horn Associates have reviewed the invoice and recommends approval of invoice This item will be sent to Town Council for consideration c Lewis Construction of Virginia $ 8970400 Staff explained that included in the original posting was an invoice in the amount of 3710700 for the Main Street waterline replacement Today an additional invoice from Lewis Construction of Virginia was posted in the amount of $5259700 Staff is recommending that both invoices be paid for a total of $8970400 The total amount of the project at this time is still under budget Committee recommends approval of payment

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA 1 Contribution Requests for Fiscal Year 20172018

a Western Tidewater Free Clinic ndash Ms Stephie Broadwater of Western Tidewater Free Clinic was present to thank the Town Council of Smithfield for supporting the Clinic and to give an update on how the clinic is doing The mission of the clinic is to continue to provide high-quality non-emergency health care to the residents of Western Tidewater who cannot otherwise afford it She reported that overall the clinic served 1400 unduplicated patients in 2016 with an all-time record high of 18022 visits This averages 13 visits a year per patient These visits include primary and specialty medical visits womenrsquos health visits mental health counselling physical therapy vision exams pharmacy consults and eligibility appointments Residents of Smithfield account for 112 of their total patients One hundred and fifty-six (156) residents received care through 2010 visits in 2016 and medications valued at approximately $630000 Of these patients sixty-three (63) received dental services through 2014 visits Over the last year the clinic has partnered with the Isle of Wight Health Department to provide medical assessment services here in town Ms Broadwater also mentioned that they have fourteen (14) volunteers from Smithfield and four out of the fifteen board members live in Smithfield Mr Pack asked what the clinic was requesting this year Ms Broadwater replied that the clinic is requesting $38640 Their request last year was for $38000 Committee thanked Ms Broadwater for the update

b Historic Smithfield ndash 1750 Isle of Wight Courthouse ndash Dr Lanny Hinson was present to thank Town Council for their support of the historic courthouse He explained that they continue to keep the courthouse open to visitors with volunteer docents during the week and paid docents on the weekends They hold special programs for local groups and out of town bus tours beyond our regular opening hours The Courthouse also participate in events here in town such as Olden Days Ghost Walks Town amp Country Day and the Christmas Market and parade Dr Hinson explained that their most popular event each year is the colonial court trail in October Christmas in Smithfield has been successful also and Tourism has asked if the name could be used to denote all the events in town during December Dr Lanny Hinson stated that he is asking Town Council to consider financial support of $5000 Mr Pack asked Ms Minga what was in the budget Ms Minga replied that $4000 is what was budgeted Committee thanked Dr Hinson for the update

c The Genieve Shelter ndash Ms Montgomery of The Genieve Shelter was

present to thank Town Council for their past support and to request funding for the upcoming year She explained that their mission is to provide a safe refuge for the victims of domestic violence and their children and to provide information education and training services which focus on ending domestic violence During 2016 The Genieve Shelter provided crisis and supportive services to forty-nine (49) individuals attempting to escape domestic violence in the Town of Smithfield They provided 824 nights of shelter and responded to ninety-six (96) hotline calls from residents of the Town of Smithfield seeking various services Ms Montgomery stated that the shelter has recently expanded from twenty (20) beds to thirty-six (36) beds which allows them the opportunity to serve more survivors fleeing domestic violence sexual assault and human trafficking She stated that their goal for the upcoming year is to focus on Community Enrichment Programs to provide education and prevention The Genieve Shelter is requesting a contribution of $10000 for fiscal 20172018 Ms Minga stated that currently $7200 is in the budget Committee thanked Ms Montgomery for coming

2 Fiscal Year 20172018 Revenue Projections Revenues Real Estate for the town is tracking a little over what was budgeted and collections are expected to be around $16940000 by June 30th The Town Treasurer stated that she has bumped this amount up a little for next fiscal year Delinquent Real Estate Taxes are down this year because staff has been able to work more on collections Assessments and taxes for Personal Property went up this year even with the Machinery and Tools Tax

being lower The Town Treasurer stated that she anticipates that the town will exceed what was budgeted Ms Minga reported that in regards to Delinquent Personal Property taxes she is still waiting to hear back from the auditors on how to show the refunds for Machinery and Tools Tax Public Service Corporations is usually pretty flat so that will stay the same next year Franchise Taxes is where we are looking at the banks that we do business with The banks do give us schedules each year to know what to budget We have received all the schedules to date with the exception of one At this time we will be a little lower than what we had originally budgeted Cigarette Tax is up and down It is a very difficult one to project Money comes in when the wholesalers buy the stamps not when individuals buy the packages in the stores Stamps are purchased in bulk and sometimes returned in bulk At this time we are still higher than what was projected for this year Transient Occupancy is tracking a little lower however this is not because the businesses are not doing as well The town had a local business that changed ownership and the new owner is paying everything on time so we are no longer collecting the penalties from the last owner that was always delinquent Those delinquent penalties had become the norm with this revenue Meals Tax continues to be strong and grow At this time it is projected to be a little higher that what was expected Ms Minga stated that she is projecting that next year will be a little higher due to a full year with increased percentage of 25 Sales Tax is looking up however it does tend to fluctuate Consumption and Utility Taxes normally go hand in hand For many years it has remained flat and there is not a whole lot of fluctuation this year Ms Minga stated that it could probably be bumped up a little for next fiscal year Business Licenses are tracking very similar to last year She explained that she is not expecting it to be this much next year due to nursing home project has been completed Vehicle Licenses goes hand and hand with personal property If personal property is tracking higher then vehicle licenses will track a little higher as well It does take a lot to get this number up because it is $20 per vehicle Inspection fees have already exceeded budget for this year This line item depends on what type of projects are going on around town Dog Park registrations have fallen off a little bit but this is not a large number Fines and cost are down at this time Smithfield Center rentals are tracking lower than expected Ms Musick is looking at ways to address these revenues Kayak rentals are consistent Ms Minga explained that Special Events is a formula used for Police and Public Works staffing at special events Organizations pay for these town services and the fee is based on the rate of town employees Currently we will exceed budget for this year so it will be bumped up for next year Isle of Wight Museum is tracking higher than expected Gift shop sales have been very good this year Since staff feels that it is higher due to it being an anniversary year at the museum the budget will not be increased significantly for next year Sale of equipment is tracking lower than is the previous years This amount is a result of surplus items being sold on GovDeals Normally the higher amounts are when we are selling old vehicles At this time we have no vehicles to be sold Cash Proffer revenues are never budgeted because they are voluntary If proffers are received then a budget amendment will be done Ms Minga explained that under the reserve section there will be some amendments on the Police Departments side of the budget under expenses to reflect

$15690 that is sitting there The Police Department has a CD that they have had for a number of years from a citizen that had left some money to the Police Department in their will The Police Department has opted to pull some of that money out to purchase various pieces of equipment This money is restricted for their use so that will come out of reserve The Pinewood Heights Escrow is up in the air depending on how many homes we acquire by the end of this fiscal year Ms Minga stated that she cannot plug in the number for operating reserves until we do the expense side of the budget Under Intergovernmental Virginia Law Enforcement 599 Funds are funds the state gives the town and they are not recommending any change for next year The Litter Control grant is something that town staff puts in for each year and we will put the same amount in the budget for next year Communication Tax from the state has consistently dropped over the last few years and staff believes this is due to state administrative fees The Personal Property Tax Relief Act (PPTRA) has remained flat since the program became stagnant The state has established a fixed amount to each locality and unless that changes this amount will remain the same for next year The TRIAD grant was granted this year and we expect that it will be granted for next yearrsquos budget The VCA grant is the matching grant for the Isle of Wight Arts League The grant is for $5000 and we give them $10000 The boat ramp grant does not look like it will get accomplished this fiscal year so it will be rolled over to next fiscal year Ms Minga stated that for Pinewood Heights she has put in the remainder of the CDBG grant that is left for Phase III because we are really rolling through it now Not sure if it will be depleted by June 30 but it will be close Under Line of credit proceeds the town has the $500000 line of credit for the Pinewood Heights project and the note proceeds for the $500000000 from Farmers Bank to be used like a one year revolving line of credit The town will need to draw most of that down by the end of the fiscal year This will be done before the contributing funds are used Insurance recoveries the town has taken in $1374799 and like cash proffers we do not budget for this If a claim is made then the budget will be amended Ms Minga stated that lastly under contributions the CHIP Program has been doing very well We are on track for this year however for next year with the volunteer work they are doing with Smithfield VA Events they are supposed to receive a check for approximately $10000 This amount will bump up the budget for next fiscal year Smithfield VA Events continues to make donations to the town through the proceeds of the festivals held at Windsor Castle Park

3 Establish Meeting Date- Special Budget Work Session - The special budget work session has been scheduled for April 18th 2017 400 pm at the Smithfield Center 4 February Financial Statements amp Graphs ndash Ms Minga reported that she did not have a lot to report on as most of her time has been spent on preparing the information for budget discussions Sewer consumption is very close to where we were last year Consumption continues to be down in the Gatling Pointe area The Town Manager stated that the accuracy of the meter going to Gatling Pointe is in question and staff may be

making a recommendation in the near future to change the entire meter out at a cost of approximately $17000

4 February Cash Balances ndash Ms Minga reported that the cash balances remain strong The VIP Pool has been pretty flat this year This will impact the townrsquos revenues next fiscal year - Water = $45645245 Water Debt Service = $81000834 Water Capital Escrow Availability Fees = $41742177 Water Treatment Plant Escrow = $11237909 Water Deposit Account = $8912571 Water Development Escrow = $11857194 Subtotal Water = $200395930 Sewer = $(438177) Sewer Development Escrow = $37686095 Sewer Capital Escrow Availability Fees = $79989178 Sewer Compliance = $181812809 Subtotal Sewer = $299049905 Highway = $12185463 General Fund = $302975059 Payroll = $19552696 Money Market General Fund Towne Bank = $220013 Business Super NOW-General Fund = $3338990 Money Market General Fund Farmers Bank = $29145156 General Fund Capital Escrow = $21602302 Certificate of Deposit = $52663145 Certificate of Deposit Police Dept = $3691019 Special Project Account = $305094457 Pinewood Heights Escrow = $7620948 SNAP Program = $229475 Museum Account = $15047569 Windsor Castle Acct $6350000 Subtotal General Fund = $767530829 TOTAL ALL FUNDS = $1279162127 5 Personnel Policies Manual Proposed Updates for Section 7 ndash Ms Ashley Rogers went over the changes that she has made to Section 7 - Workplace Safety There were also a couple of items added to Section 2 and 3 since it was updated earlier this year Section 7 Policy 71 Safety Program the only change was to add that Human Resources should be notified of a life threatening or contagious disease along with the Town Manager No changes to the rest of the policy Policy 72 Emergency Office Closing minor rewording for clarification purposes only Policy 73 Work Area there are no changes to this policy Policy 74 Bully Free Workplace (NEW) this policy discusses behavior that is inappropriate but not based on discriminatory actions Policy 75 Workplace Violence Prevention (NEW) has been reviewed and approved by the Virginia Municipal League (VML) This type of policy is pretty common in most employee handbooks It addresses acts of violence in the workplace weapons in the workplace and protective orders If an employee has a protective order against them then they must let the town know

Addition to Section 2 - Employment Ms Rogers explained that she is proposing an addition to Section 2 Performance and Evaluations The objective of this policy is to provide an overview of the performance planning and evaluation process The addition does not provide for a performance appraisal at the end of the probationary period but does involve a documented discussion surrounding goals The specific dates of the performance cycle are not listed It states that they are conducted on a ldquopre-determined annual daterdquo The evaluations are now

based on employeersquos performance in core competencies as well as their achievement of agreed upon SMART Goals This is different than the current evaluation that evaluates employeersquos capacity to perform job requirements conduct and supervision (if applicable) The focus is on helping both the employees and the Town perform at a high level

Addition to Section 3 ndash Corrective Action Policy (NEW) Ms Rogers explained that although the policy is new the concept is not It was located within the Standards of Conduct Policy The word ldquodisciplinaryrdquo was changed to ldquocorrectiverdquo action since the goal is really to correct the behavior Added two steps in the ldquoformal process ldquoVerbal Warningrdquo and ldquoFinal Written Warningrdquo These steps would provide ample opportunities to course correct either poor performance or conduct Although the town reserves the right to skip steps in the process as appropriate There is a list of offenses included that may warrant immediate termination The Town Manager stated that staff hopes to have the entire updated Personnel Policy Manual adopted by Town Council at their May meeting

Meeting Adjourned at 523 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PARKS AND RECREATION

COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Parks and Recreation Committee held a meeting on Tuesday March 28th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee member attending was Ms Connie Chapman Chair Mr Randy Pack and Mrs Denise Tynes Other Council members present were Mr Andrew Gregory Dr Milton Cook Mr Michael Smith and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Parks and Recreation Committee Chair Ms Connie Chapman called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA

1 Proposed Price Adjustment for the Smithfield Center Venue ndash Ms Musick explained that since the rates at the Smithfield Center were increased a year ago she has seen a reduction in bookings for Friday and Sunday events Bookings for Friday and Sunday events went from 14 available in 2016 to 32 available in 2017 She stated that she would like to propose lowering the rates for Friday and Sunday She feels she overshot her market by raising them too high for those days Committee agreed and recommends approval of lower the fee structure for Friday and Sunday events Ms Musick also stated that she would like to offer 50 off the established rate for bookings on a Friday Saturday or Sunday in the months of January and February as these months are hard to

book Committee agreed to the price adjustment of 50 off for January and February 2018 only at this time 2 Request to Use Clontz Park for the Annual Fireworks Display July 3rd 2017 ndash Ms Chapman stated that Isle of Wight County has requested the use of Clontz Park for the annual fireworks display Monday July 3rd The start time for the fireworks is 950 pm The County has also contacted Emergency Services Representatives to request their services during the display Committee recommends approval of the annual fireworks display at Clontz Park 3 Joseph W Luter Jr Sports Complex ndash MOU with Isle of Wight County ndash The Town Manager stated that he and the County Administrator have met and discussed the MOU between the town and county in regards to the Joseph W Luter Jr Sports Complex Minor changes have been made and the revised MOU was included in your packet today The MOU will be on the Board of Supervisors agenda at their April meeting The Town Manager stated that the County Administrator did not see reason for the County to review and approve rates Rates would be developed by Smithfield Recreation Association (SRA) and the town only Dr Cook expressed some concerns about the wording under casual use He stated that he envisions the sports complex to be much like Nike Park where the fields can be used by the general public when not being used by SRA It also requires users of the sports complex to pay a refundable deposit of $10000 per use Vice Mayor Gregory stated that this is not Nike Park and should not allow anyone to use it without any recourse if the property is damaged The town reserves the right to establish rules to govern the use of the park This facility will be a learning curve How much it can be used for casual use is yet to be determined The idea is to make the facility available but also make sure that it is not vandalized Dr Cook asked if county entities can use these facilities SRA has first use but when it is not is use by them the fields can be used by others by scheduling through Ms Musick at the Smithfield Center This allows the town to know what is going on at all times since it is town property After some discussion it was determined that ldquothe Town reserves the right to amend its fee structure in the futurerdquo needs to be included in the MOU Ms Chapman asked if the County would be responsible for any of the maintenance at the sports complex The Town Attorney stated that would be included in SRArsquos Lease Agreement with the Town in lieu of rent SRA will be responsible for all the maintenance with the exception of the multi-purpose field and the indoor facility once it has been constructed The County has no responsible for the maintenance of the complex Vice Mayor Gregory also stated that we are leaning on other groups that have already built facilities like these and the multi-use field may need some time after construction before it can be used We do not want to open the field too soon and they get ruined Having a turf expert come in and assess the field for use may need to be done before it is opened

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON COUNCILrsquoS AGENDA

1 Operational Update ndash Parks and Recreation Committee Report 2017 Event List ndashMs Musick reported that the Smithfield Center was busy for the month of March Upcoming events to note are the Womenrsquos Club Annual Flea Market on Saturday April 1st This is a first time event here at the Smithfield Center Also the Wine and Brew Festival is coming up on Saturday April 8th at Windsor Castle Park Ms Musick reported that the Manor House restoration project at Windsor Castle Park is still going strong Isle of Wight County Museum staff will be giving historical tours of the Manor House Property on Saturday April 29 at 200 pm Saturday June 10th at 200 pm and Saturday September 9th at 200 pm Mayor Williams and Roger Ealy will be present on these days to answer any questions about the ongoing restoration project Ms Musick stated that the Joseph W Luter Jr Sports Complex continues to move along quickly The dugouts were installed this week Pictures of the site work have been included in the agenda posting Committee thanked Ms Musick for the update 2 Joseph W Luter Jr Sports Complex ndash Update on Agreement with Smithfield Recreation Association (SRA) ndash The Town Attorney stated that he Ms Musick and the Town Manager are working on the agreement and will be meeting this Friday to discuss He mentioned that in all reality the agreement may not be ready until we get closer to the sports complex being complete It does not make much sense to sign an agreement that may need numerous amendments if approved too early

3 Clontz Park Boat Ramp Grant Status Report - The Town Manager stated that if you recall this project was bid out last fall and then Town Council rejected the bids in November because the bids were much higher than anticipated due to all the bids received having a cofferdam included in the construction of the project The bids exceeded the approved state grant from VMRC The grant money was supposed to cover the design and construction of the boat ramp The cofferdam by itself may cost $200000 so staff asked Jamie Weist of Kimley Horn Associates to look to see if there is anything with the design of the ramp that could be cut to save cost before rebidding One option would be to put in an articulated block ramp instead of the cofferdam but it is not recommended Option two would be to go back to VMRC to request an extension and see if there is additional grant money available based on the cost of the cofferdam Option three would be for the town to look at adding money to this project All the work below ground would be done with the grant funds and improvements made above ground level would be paid for by the town Mr Pack stated that he is on the RFAB board and recommends taking it back to request additional grant funding The Town Attorney mentioned that we need to keep in mind that there is a clause in the deed from Smithfield Foods where the project must be completed in a certain time frame There may need to be an amendment made if the project is granted an extension

4 Old Business Pagan River Dredging Request ndash The Town Manager stated that he has received a request to have the Pagan River dredged again particularly at Bob Shoal In 2015 the Presidentrsquos Fiscal year Budget did not include funding for dredging the Pagan River however it was noted that in the event that funds became available we do have the necessary environmental permits in place for the dredging and dredged material placement The Town Manager stated that this item is for informational purposes only as he would like to start the process to get it on the radar for possible funding Conditions are not getting any better and we need to start the process especially with the possibility of the new public boat ramp coming

The meeting adjourned at 447 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC WORKS COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Works Committee held a meeting on Tuesday March 28th 2017 at 447 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Michael Smith Chair Mrs Denise Tynes and Dr Milton Cook Other Council members present were Ms Connie Chapman Mr Randy Pack Mr Andrew Gregory Vice Mayor and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Works Committee Chair Mr Michael G Smith called the meeting to order

A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE COUNCILrsquoS AGENDA 1 Renewal of Street Maintenance Contract with Blair Brothers Inc ndash Ms Eubank reported that the town currently has an annual contract with Blair Brothers Inc for street maintenance services that expires on May 6th 2017 The town does reserve the right to renew the contract for two additional years one year at a time The street maintenance contract includes sidewalk repairs clearing and grading roadways and outfall ditches road repairs and road overlays Staff has been pleased with their work and therefore recommends that this contract be extended one additional year All contract terms will remain the same Committee will forward this item to Town Council for consideration

2 Proposals from Blair Brothers Inc for Street Maintenance Work ndash Mr Griffin reported that the proposals included in the agenda packet are for street that he would like to have paved this spring The streets include Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Mr Griffin stated that he also has one street that was approved by Town Council at their April 2016 meeting that was never paved and he would like to pave that one at this time as well This work is paid for through state Highway Funds that the town receives each quarter Committee recommends approval of all the proposals

3 Cary Street Drainage Improvement and Easement ndash Mr Griffin explained that Canada Land Surveying has prepared a plat of where the easement is located on Mr Gehringrsquos property and the other adjacent property owners This information will be forwarded to the Town Attorney to notify the adjacent property owners and get all the deeds recorded Blair Brothers has provided the town with a proposal to do the drainage improvements in the amount of $2253355 Staff recommends approval of proposal so that once the deeds have been recorded Blair Brothers can move forward with making the necessary drainage improvements Committee recommends approval of proposal

4 Smithfield Lake Dam Emergency Spillway and Hazard Mitigation Proposal from Draper Aden Associates (FEMA VDEM Grant) The Town Manager explained that included in the packet is a proposal from Draper Aden Associates for hazard mitigation work to the Smithfield Lake Dam emergency spillway The damage is on the downstream side of the dam near the emergency spillway The original cost estimate to put everything back just as it was prior to Hurricane Matthew was $85000 This expense would be covered by FEMA at 100 Discussion was held in regards to putting it back just as it was however if we have another heavy rainwind event it is very possible that the same thing will happen again Town staff has met with representatives from the Federal Emergency Management Agency (FEMA) and the Virginia Department of Emergency Management (VDEM) to initiate efforts to secure funding for permanent repairs and hazard mitigation work This funding will allow the town to make improvements and the cost of the work would be covered at 75 and at this time the townrsquos portion will be approximately $35000 for next yearrsquos budget This work must be procured by means of a competitive bid process In order to solicit competitive bids engineering and surveying services will be required to provide the appropriate information for contractors to develop bid proposals The additional work will look much like the primary spillway Committee expressed concern about the time it will take to bid the project out The Town Manager explained that Mr Griffin monitors the dam

on a weekly basis At this time this is not an emergency repair because it is not on the road side of the emergency spillway Committee asked if we have another heavy rain event and more washes out what happens The Town Manager stated that if that happens it could become an emergency repair at that time Committee recommends approval of Draper Aden Associates proposal

3 Closed Session Refuse and Recycling Services RFP - This item was discussed during closed session The Town Attorney stated that we need a motion to go into closed session for the discussion of the award of a public contract and discussion of terms not yet subject to public disclosure pursuant to 22-3711 A-29 of the Code of Virginia Vice Mayor Gregory so moved the motion and Ms Chapman seconded the motion

In Closed Session 506 Out of Closed Session 526

A motion was made to come back into open session by Vice Mayor Gregory and Seconded by Dr Cook

Meeting adjourned at 528 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA‐CM TOWN MANAGER SUBJECT MONTHLY ACTIVITY REPORT ndash MARCH 2017 TOWN MANAGERS OFFICE

a Attended the following meetings and activities Smithfield 2020 hosted HRPDC CAO meeting along with Town of Windsor at The Smithfield Center Chamber Post‐Legislative Breakfast Smithfield High School Key Club Refuse and Recycling RFP interviews First AidCPRAED training Pinewood Heights Management Team lunch meeting with IOW County Administrator Randy Keaton sports complex monthly progress and multiple site visits VML Insurance Programs Board Meeting in Glen Allen etc

HUMAN RESOURCE DIRECTOR

a Presented proposed update of section 7 in the Personnel Manual b Continued recruiting efforts for Police Officer positions c Began recruiting efforts for two (2) Laborer positions in Public Works d Continued work on Compensation Plan e Began Benefits Negotiations f Attended VRS Introductory Training on 32 at The Smithfield Center g Attended CPR Certification Training on 37 at The Smithfield Center

TOWN CLERKrsquoS OFFICE

a Transcribed and proofed the monthly minutes from Town Council Planning Commission and the Board of Historic and Architectural Review

b Attended Pinewood Heights Management Team meeting March 14th c Attended Employee CPRFirst Aide Training on March 16th

d Prepared March Town Council Committee Agenda and April Town Council Agenda e Attended Town Council Committee meetings on March 27th and 28th and prepared

summary reports from committees f Met with Ellen Minga on March 30th to review Pinewood Heights files in preparation for

VDHCD audit on April 4th and 5th g Continue to work on records management projects h Working on Preparing the Spring Newsletter

TREASURERrsquoS OFFICE

a Reconciled February cash balances and prepared February financial statements b Began budget process with projected general fund revenues c Recertified in CPR at the Smithfield Center on March 8 d Attended Pinewood Heights Management Team meeting on March 14 at the Smithfield

Center e Took vacation days on March 23 and March 24 f Met with Chief Bowman Deputy Chief Howell Lt Rogers and Peter Stephenson on

March 28 to review 2018 budget requests for the Police Department g Met with Ashley Rogers Peter Stephenson and Stacy Viles (TFA) on March 29 to review

employee insurance renewal quotes h Met with Lesley King on March 30 to review Pinewood Heights files in preparation for

VDHCD audit on April 4 and 5 i Met with Amy Musick at the Smithfield Center on March 30 to discuss Parks amp

Recreation budget for FY2018

PUBLIC WORKS

A Staff performs the following duties on a monthly basis Miss Utility marking read meters for billing and to transfer property owners cut offs and cut‐ons check pump stations daily install and repair street signs replace and repair broken water meters take a minimum of 9 water samples and have them tested flush water lines repair water leaks repair radio reads after each reading if needed maintenance on town owned buildings

1 Sewer Line Repairs and Maintenance

A Located and repaired sewer line laterals in various locations B Cleaned sewer main line in various areas of the town C 100 Windsor Ave replaced 10ft of damaged sewer line

2 Sewer Pump Station Repairs and Maintenance

A Weekly and daily checks on all 27 pump stations B Performed the following scheduled maintenance at all pump station

Cleaning of wet‐wells Alarms testing Sump pump cleaning Check Valve cleaning and repair Generator checks Godwin pump checks Control Panel Flow monitor checks Fence and Grounds inspections Inspected Structure Inspect and clean pumps Level system check Test limit switches Bar screen cleaning Rain gauge cleaning

C Pump inspections completed at various pump stations D Water and sewer disconnect completed ndash 110 and 111 Carver Ave E Bradford Mews pump station has an electrical problem ‐ staff working to find the

problem either with control panel or pump F Lakeside pump station down to one pump Godwin bypass pump is in place G Storm came thru on 3142017 ‐ lost power at Smithfield Blvd Waterford Oaks

Canteberry and Plaza pump stations ‐ set up bypass pumps H Power lost at Main St James St Drummonds Lane pump stations due to downed

power line Dominion Virginia Power fixed problem I Found sewer lateral for vacant lot on Cockes Ln

3 Water line Repairs and Maintenance

A Found water valves for Pinewood Heights B Lewis Const has installed 12rdquo water main on 100 and 200 block of Main St

4 Well Repairs and Maintenance

A All wells except 8A and 10 (at RO Plant) are off now that RO plant is running Upgrades to well houses have been completed to keep wells in operating condition in case of an emergency Emergency wells are flushed sampled and inspected once a month

5 Water Treatment Plant

A Operate RO Plant and monitor distribution system B Daily lab analysis monthly sampling and reports for VDH HRSD DEQ and RO

contractors C Performed monthly routine tasks including but not limited to

1 Daily Inspection of RO Plant and grounds 2 Monthly Tank inspections 3 Inspect and exercise plant generator monthly 4 Fill antiscalant day tank 5 Truck Inspections 6 Routine service of lime system 7 Service online fluoride and chlorine analyzers 8 Calibrate online turbidimeter and pH meter 9 Check and replace air filters 10 Test Alarms

D Reliability analyst from RE Mason testing bearings on all major pumps and motors and found them to be in good working order

E RO Plant staff greased lime feeder gear box and cleaned lime dissolving tank F RO Plant staff replaced pump and tubing system in fluoride analyzer G CAT technician repaired coolant leak on RO Plant generator

6 Safety

A Monthly truck inspections B Staff attended received First Aid and CPR certification

7 Miscellaneous

A Grounds crews cut grass at town‐owned property and rights‐of‐way weekly and

empty trash cans on Monday and Friday B Minor repairs at Town Hall and town buildings C Grounds crews completed right of way clearing on sewer force in the Town limits

PLANNING AND ZONING

1 Planning Commission ndash March 14 2017

A Public Hearing ‐ Rezoning ndash Community Conservation (C‐C) to Highway Retail Commercial (HR‐C) ndash Benns Church Boulevard (TPIN 32‐01‐005) ndash Charles D Layman Goodwill of Central and Coastal Virginia Inc applicants ndash Approval recommended to Town Council with no conditions

B Public Hearing ‐ Special Use Permit ndash Retail Sales in Residential Office (R‐O) Zoning District 1306 South Church Street ndash Autumn Marade applicant ‐ Approval recommended to Town Council with no conditions

2 Rezoning Applications under review

A C‐C to HR‐C ‐ Benns Church Boulevard ndashGoodwill Industries applicant

3 Special Use Permit Applications under review A Retail Sales in R‐O District ndash 1306 S Church St ‐ Autumn Marade applicant

4 Subdivision and Site Plans under review

A 305 Smithfield Boulevard Subdivision ndash Dale Steffensmeier applicant B KLS Battery Park Subdivision ndash S Church St ndash KLS Battery Park Development

Group LLC applicant C Smithfield Self Storage ndash 201 Battery Park Road ndash Smithfield Self Storage LLC

applicant

5 Subdivision and Commercial Sites Under Construction and Inspection

A Church Square Phase I (95 complete) B Smithfield Manor Townhomes (95 complete) C Lakeview Cove Condos (75 complete)

6 Board of Historic amp Architectural Review ndash March 21 2017

A New Construction Single Family Home ndash Lot 252 Cockes Lane ndash No Designation ndash Stuart ampBonnie Resor applicants ndash Approved

B Garden Shed (After the Fact) ndash 144 Sykes Court ndash Non‐contributing Remigio Holmes applicant ndash Approved

C Historic District Designation Review ndash Cedar Street Chalmers Row amp N Church Street ndash No action taken

7 Board of Zoning Appeals ndash March 21 2017

No meeting held

ENGINEERING A Church Square Phase I contractor has installed E amp S controls as required by the

Town and the approved site plans Homes are under construction as per market demand

B Lakeview Cove is now under new ownership All E amp S controls have been

installed previously by the contractor as per the approved site plans and required by the Town

C Blair Brotherrsquos Contr Contractor repaired sinkhole area around drop inlet at 228

Lane Crescent in the Moonefield Estates subdivision Contractor also repaired two storm pipe joint separation areas at 107 Barclay Crescent and also three storm pipe joint separation areas at 401 Watson Drive

D Erosion amp Sedimentation control field inspections were performed and

appropriate reports filed on the following active project Moody Properties Also Erosion amp Sedimentation control field inspections for single family dwellings were performed at 17 locations throughout the Town and required reports were filed

E Field inspections continued to be held this month involving the Smithfield Lake

Dam Some structural deficiencies were found at the emergency outfall due to storm damage by Matthew The Town is coordinating the repair with FEMA representatives

F Cypress Creek Development Contractor C A Barrs Constr all work on project

has now been completed including the roadway asphalt surface The project is now under its one year warranty period

G Smithfield Center Parking Lot Extension Contractor started clearing and

grubbing activities along with subgrade excavation of project area Existing power pole and circuit board panel has been relocated along with conduit run from new pole to the Veterans Memorial

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE POLICE COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Police Committee met Monday March 27th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mrs Denise Tynes Chair Ms Connie Chapman and Mr Andrew Gregory Vice Mayor Other Council members present were Mr Michael Smith Mr Randy Pack Dr Milton Cook and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Mr Steve Bowman Smithfield Police Chief Mr Alonzo Howell Deputy Chief of Police Mr Matt Rogers Smithfield Police Lieutenant Mr Patrick Araojo Investigating Lieutenant Ms Ashley Rogers Director of Human Resources Mr William H Riddick III Town Attorney Mr Jessie Snead Superintendent of Public Works Ms Amy Musick Director of Parks and Recreation Also in attendance were Mr Rick Bodson Mr Stacy Lewis of Lewis Construction of Virginia Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Police Committee Chair Mrs Denise Tynes called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA 1 Operational Updates ndash Chief Bowman reported that everything has been relatively quiet since last committee The Police Department assisted with the Triathlon Race this past Saturday and it went very well Currently they are working on their budget for FY 20172018 and will be meeting with the Town Treasurer tomorrow Lastly Chief Bowman stated that effective July 1st 2017 he will be resigning as Smithfieldrsquos Police Chief He stated that he has spent 36 years in law enforcement and with much thought and consideration he feels now is the right time to leave so that he can have more time with his family He stated that during his tenure as Chief the past five year he and his

staff and the town have been recognized as one of the safest communities in Virginia became a certified crime preventive community and has been re-accredited Committee thanked Chief Bowman for his leadership to the Smithfield Police Department and Town of Smithfield

The meeting adjourned at 406 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE WATER amp SEWER COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Water amp Sewer Committee held a meeting on Monday March 27th 2017 at 406 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Andrew Gregory Chair Mr Michael Smith and Mrs Denise Tynes Other Council members present were Ms Connie Chapman Mr Randy Pack Dr Milton Cook and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Ms Ashley Rogers Director of Human Resources Mr William H Riddick III Town Attorney Mr Jessie Snead Superintendent of Public Works Also in attendance were Mr Rick Bodson of Smithfield 2020 Mr Stacy Lewis of Lewis Construction of Virginia Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Water and Sewer Committee Chair Mr Andrew Gregory called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA

1 Operational Updates ndash Mr Snead reported that the work in the 100 and 200 block of Main Street continues to move forward Now that they are working on service lines it is not moving as quickly as it did with the water main He stated that at this time they will not meet the March 31st deadline as hoped due to the number of issues that they have found Service lines are taking longer because they are working on sewer at the same time and repairing any problems that are found The project will be suspended for a week on April 3rd thru April 7th so that Lewis Construction can do another project that was previously scheduled while Newport News Schools are out on spring break Had there not been so many problems with the individual service lines the project would have met the March 31 deadline and there would not have been a conflict in scheduling The completion of our project should now be by the middle to end of April Lewis

Construction is also putting in cleanouts to all the lines as they put in new service lines Cleanouts have never been there before Mr Pack stated that he wanted to thank Mr Lewis and the townrsquos Public Works staff for keeping everyone informed on the status of the project Mr Snead stated that he would like to thank Mr Bodson as he has been involved since day one helping with sharing the information about the project This project has had a lot of unknown problems along the way but we are working through them to get this project finished up Committee thanked Mr Lewis and Mr Snead for the update

The meeting adjourned at 412 pm

March 3 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE FINANCE COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Finance Committee held a meeting on Monday March 27th 2017 at 412 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Randy Pack Chair Dr Milton Cook and Mr Andrew Gregory Vice Mayor Other Council members present were Ms Connie Chapman Mr Michael Smith Mrs Denise Tynes and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Mr William H Riddick III Town Attorney and Ms Ashley Rogers Director of Human Resources Also in attendance were Mr Rick Bodson of Smithfield 2020 Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Finance Committee Chair Randy Pack called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE

COUNCIL AGENDA

1 Invoices Over $10000 Requiring Council Authorization

a MUSCO Lighting $ 3967000 The Town Manager explained that staff continues to communicate with MUSCO Lighting to determine the correct amount that is due at this time According to MUSCO Lighting the Town paid 100 of the material amount with the first invoice approved by Town Council on March 7th The second invoice in the amount of $10268475 is for 75 of the installation cost Mr Camden expressed concern that if the town pays this invoice we will have paid over 90 of the overall contract amount of $400000 without seeing if the lights work Mr Weist responded by e-mail that MUSCO Lighting is a very reputable company and will stand behind their product however he does agree that paying 92 of the overall

cost before they are testedactivated is risky Mr Weist suggested that we meet MUSCO Lighting in the middle Staff will continue to work with our consultants and MUSCO Lighting to come to an agreed amount to pay before Town Councilrsquos meeting on April 4th b RAD Sports $49024750 This invoice is progress bill for the construction of the Joseph W Luter Jr Sport Complex Mr Camden of Alpha Corporation and Mr Weist of Kimley Horn Associates have reviewed the invoice and recommends approval of invoice This item will be sent to Town Council for consideration c Lewis Construction of Virginia $ 8970400 Staff explained that included in the original posting was an invoice in the amount of 3710700 for the Main Street waterline replacement Today an additional invoice from Lewis Construction of Virginia was posted in the amount of $5259700 Staff is recommending that both invoices be paid for a total of $8970400 The total amount of the project at this time is still under budget Committee recommends approval of payment

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA 1 Contribution Requests for Fiscal Year 20172018

a Western Tidewater Free Clinic ndash Ms Stephie Broadwater of Western Tidewater Free Clinic was present to thank the Town Council of Smithfield for supporting the Clinic and to give an update on how the clinic is doing The mission of the clinic is to continue to provide high-quality non-emergency health care to the residents of Western Tidewater who cannot otherwise afford it She reported that overall the clinic served 1400 unduplicated patients in 2016 with an all-time record high of 18022 visits This averages 13 visits a year per patient These visits include primary and specialty medical visits womenrsquos health visits mental health counselling physical therapy vision exams pharmacy consults and eligibility appointments Residents of Smithfield account for 112 of their total patients One hundred and fifty-six (156) residents received care through 2010 visits in 2016 and medications valued at approximately $630000 Of these patients sixty-three (63) received dental services through 2014 visits Over the last year the clinic has partnered with the Isle of Wight Health Department to provide medical assessment services here in town Ms Broadwater also mentioned that they have fourteen (14) volunteers from Smithfield and four out of the fifteen board members live in Smithfield Mr Pack asked what the clinic was requesting this year Ms Broadwater replied that the clinic is requesting $38640 Their request last year was for $38000 Committee thanked Ms Broadwater for the update

b Historic Smithfield ndash 1750 Isle of Wight Courthouse ndash Dr Lanny Hinson was present to thank Town Council for their support of the historic courthouse He explained that they continue to keep the courthouse open to visitors with volunteer docents during the week and paid docents on the weekends They hold special programs for local groups and out of town bus tours beyond our regular opening hours The Courthouse also participate in events here in town such as Olden Days Ghost Walks Town amp Country Day and the Christmas Market and parade Dr Hinson explained that their most popular event each year is the colonial court trail in October Christmas in Smithfield has been successful also and Tourism has asked if the name could be used to denote all the events in town during December Dr Lanny Hinson stated that he is asking Town Council to consider financial support of $5000 Mr Pack asked Ms Minga what was in the budget Ms Minga replied that $4000 is what was budgeted Committee thanked Dr Hinson for the update

c The Genieve Shelter ndash Ms Montgomery of The Genieve Shelter was

present to thank Town Council for their past support and to request funding for the upcoming year She explained that their mission is to provide a safe refuge for the victims of domestic violence and their children and to provide information education and training services which focus on ending domestic violence During 2016 The Genieve Shelter provided crisis and supportive services to forty-nine (49) individuals attempting to escape domestic violence in the Town of Smithfield They provided 824 nights of shelter and responded to ninety-six (96) hotline calls from residents of the Town of Smithfield seeking various services Ms Montgomery stated that the shelter has recently expanded from twenty (20) beds to thirty-six (36) beds which allows them the opportunity to serve more survivors fleeing domestic violence sexual assault and human trafficking She stated that their goal for the upcoming year is to focus on Community Enrichment Programs to provide education and prevention The Genieve Shelter is requesting a contribution of $10000 for fiscal 20172018 Ms Minga stated that currently $7200 is in the budget Committee thanked Ms Montgomery for coming

2 Fiscal Year 20172018 Revenue Projections Revenues Real Estate for the town is tracking a little over what was budgeted and collections are expected to be around $16940000 by June 30th The Town Treasurer stated that she has bumped this amount up a little for next fiscal year Delinquent Real Estate Taxes are down this year because staff has been able to work more on collections Assessments and taxes for Personal Property went up this year even with the Machinery and Tools Tax

being lower The Town Treasurer stated that she anticipates that the town will exceed what was budgeted Ms Minga reported that in regards to Delinquent Personal Property taxes she is still waiting to hear back from the auditors on how to show the refunds for Machinery and Tools Tax Public Service Corporations is usually pretty flat so that will stay the same next year Franchise Taxes is where we are looking at the banks that we do business with The banks do give us schedules each year to know what to budget We have received all the schedules to date with the exception of one At this time we will be a little lower than what we had originally budgeted Cigarette Tax is up and down It is a very difficult one to project Money comes in when the wholesalers buy the stamps not when individuals buy the packages in the stores Stamps are purchased in bulk and sometimes returned in bulk At this time we are still higher than what was projected for this year Transient Occupancy is tracking a little lower however this is not because the businesses are not doing as well The town had a local business that changed ownership and the new owner is paying everything on time so we are no longer collecting the penalties from the last owner that was always delinquent Those delinquent penalties had become the norm with this revenue Meals Tax continues to be strong and grow At this time it is projected to be a little higher that what was expected Ms Minga stated that she is projecting that next year will be a little higher due to a full year with increased percentage of 25 Sales Tax is looking up however it does tend to fluctuate Consumption and Utility Taxes normally go hand in hand For many years it has remained flat and there is not a whole lot of fluctuation this year Ms Minga stated that it could probably be bumped up a little for next fiscal year Business Licenses are tracking very similar to last year She explained that she is not expecting it to be this much next year due to nursing home project has been completed Vehicle Licenses goes hand and hand with personal property If personal property is tracking higher then vehicle licenses will track a little higher as well It does take a lot to get this number up because it is $20 per vehicle Inspection fees have already exceeded budget for this year This line item depends on what type of projects are going on around town Dog Park registrations have fallen off a little bit but this is not a large number Fines and cost are down at this time Smithfield Center rentals are tracking lower than expected Ms Musick is looking at ways to address these revenues Kayak rentals are consistent Ms Minga explained that Special Events is a formula used for Police and Public Works staffing at special events Organizations pay for these town services and the fee is based on the rate of town employees Currently we will exceed budget for this year so it will be bumped up for next year Isle of Wight Museum is tracking higher than expected Gift shop sales have been very good this year Since staff feels that it is higher due to it being an anniversary year at the museum the budget will not be increased significantly for next year Sale of equipment is tracking lower than is the previous years This amount is a result of surplus items being sold on GovDeals Normally the higher amounts are when we are selling old vehicles At this time we have no vehicles to be sold Cash Proffer revenues are never budgeted because they are voluntary If proffers are received then a budget amendment will be done Ms Minga explained that under the reserve section there will be some amendments on the Police Departments side of the budget under expenses to reflect

$15690 that is sitting there The Police Department has a CD that they have had for a number of years from a citizen that had left some money to the Police Department in their will The Police Department has opted to pull some of that money out to purchase various pieces of equipment This money is restricted for their use so that will come out of reserve The Pinewood Heights Escrow is up in the air depending on how many homes we acquire by the end of this fiscal year Ms Minga stated that she cannot plug in the number for operating reserves until we do the expense side of the budget Under Intergovernmental Virginia Law Enforcement 599 Funds are funds the state gives the town and they are not recommending any change for next year The Litter Control grant is something that town staff puts in for each year and we will put the same amount in the budget for next year Communication Tax from the state has consistently dropped over the last few years and staff believes this is due to state administrative fees The Personal Property Tax Relief Act (PPTRA) has remained flat since the program became stagnant The state has established a fixed amount to each locality and unless that changes this amount will remain the same for next year The TRIAD grant was granted this year and we expect that it will be granted for next yearrsquos budget The VCA grant is the matching grant for the Isle of Wight Arts League The grant is for $5000 and we give them $10000 The boat ramp grant does not look like it will get accomplished this fiscal year so it will be rolled over to next fiscal year Ms Minga stated that for Pinewood Heights she has put in the remainder of the CDBG grant that is left for Phase III because we are really rolling through it now Not sure if it will be depleted by June 30 but it will be close Under Line of credit proceeds the town has the $500000 line of credit for the Pinewood Heights project and the note proceeds for the $500000000 from Farmers Bank to be used like a one year revolving line of credit The town will need to draw most of that down by the end of the fiscal year This will be done before the contributing funds are used Insurance recoveries the town has taken in $1374799 and like cash proffers we do not budget for this If a claim is made then the budget will be amended Ms Minga stated that lastly under contributions the CHIP Program has been doing very well We are on track for this year however for next year with the volunteer work they are doing with Smithfield VA Events they are supposed to receive a check for approximately $10000 This amount will bump up the budget for next fiscal year Smithfield VA Events continues to make donations to the town through the proceeds of the festivals held at Windsor Castle Park

3 Establish Meeting Date- Special Budget Work Session - The special budget work session has been scheduled for April 18th 2017 400 pm at the Smithfield Center 4 February Financial Statements amp Graphs ndash Ms Minga reported that she did not have a lot to report on as most of her time has been spent on preparing the information for budget discussions Sewer consumption is very close to where we were last year Consumption continues to be down in the Gatling Pointe area The Town Manager stated that the accuracy of the meter going to Gatling Pointe is in question and staff may be

making a recommendation in the near future to change the entire meter out at a cost of approximately $17000

4 February Cash Balances ndash Ms Minga reported that the cash balances remain strong The VIP Pool has been pretty flat this year This will impact the townrsquos revenues next fiscal year - Water = $45645245 Water Debt Service = $81000834 Water Capital Escrow Availability Fees = $41742177 Water Treatment Plant Escrow = $11237909 Water Deposit Account = $8912571 Water Development Escrow = $11857194 Subtotal Water = $200395930 Sewer = $(438177) Sewer Development Escrow = $37686095 Sewer Capital Escrow Availability Fees = $79989178 Sewer Compliance = $181812809 Subtotal Sewer = $299049905 Highway = $12185463 General Fund = $302975059 Payroll = $19552696 Money Market General Fund Towne Bank = $220013 Business Super NOW-General Fund = $3338990 Money Market General Fund Farmers Bank = $29145156 General Fund Capital Escrow = $21602302 Certificate of Deposit = $52663145 Certificate of Deposit Police Dept = $3691019 Special Project Account = $305094457 Pinewood Heights Escrow = $7620948 SNAP Program = $229475 Museum Account = $15047569 Windsor Castle Acct $6350000 Subtotal General Fund = $767530829 TOTAL ALL FUNDS = $1279162127 5 Personnel Policies Manual Proposed Updates for Section 7 ndash Ms Ashley Rogers went over the changes that she has made to Section 7 - Workplace Safety There were also a couple of items added to Section 2 and 3 since it was updated earlier this year Section 7 Policy 71 Safety Program the only change was to add that Human Resources should be notified of a life threatening or contagious disease along with the Town Manager No changes to the rest of the policy Policy 72 Emergency Office Closing minor rewording for clarification purposes only Policy 73 Work Area there are no changes to this policy Policy 74 Bully Free Workplace (NEW) this policy discusses behavior that is inappropriate but not based on discriminatory actions Policy 75 Workplace Violence Prevention (NEW) has been reviewed and approved by the Virginia Municipal League (VML) This type of policy is pretty common in most employee handbooks It addresses acts of violence in the workplace weapons in the workplace and protective orders If an employee has a protective order against them then they must let the town know

Addition to Section 2 - Employment Ms Rogers explained that she is proposing an addition to Section 2 Performance and Evaluations The objective of this policy is to provide an overview of the performance planning and evaluation process The addition does not provide for a performance appraisal at the end of the probationary period but does involve a documented discussion surrounding goals The specific dates of the performance cycle are not listed It states that they are conducted on a ldquopre-determined annual daterdquo The evaluations are now

based on employeersquos performance in core competencies as well as their achievement of agreed upon SMART Goals This is different than the current evaluation that evaluates employeersquos capacity to perform job requirements conduct and supervision (if applicable) The focus is on helping both the employees and the Town perform at a high level

Addition to Section 3 ndash Corrective Action Policy (NEW) Ms Rogers explained that although the policy is new the concept is not It was located within the Standards of Conduct Policy The word ldquodisciplinaryrdquo was changed to ldquocorrectiverdquo action since the goal is really to correct the behavior Added two steps in the ldquoformal process ldquoVerbal Warningrdquo and ldquoFinal Written Warningrdquo These steps would provide ample opportunities to course correct either poor performance or conduct Although the town reserves the right to skip steps in the process as appropriate There is a list of offenses included that may warrant immediate termination The Town Manager stated that staff hopes to have the entire updated Personnel Policy Manual adopted by Town Council at their May meeting

Meeting Adjourned at 523 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PARKS AND RECREATION

COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Parks and Recreation Committee held a meeting on Tuesday March 28th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee member attending was Ms Connie Chapman Chair Mr Randy Pack and Mrs Denise Tynes Other Council members present were Mr Andrew Gregory Dr Milton Cook Mr Michael Smith and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Parks and Recreation Committee Chair Ms Connie Chapman called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA

1 Proposed Price Adjustment for the Smithfield Center Venue ndash Ms Musick explained that since the rates at the Smithfield Center were increased a year ago she has seen a reduction in bookings for Friday and Sunday events Bookings for Friday and Sunday events went from 14 available in 2016 to 32 available in 2017 She stated that she would like to propose lowering the rates for Friday and Sunday She feels she overshot her market by raising them too high for those days Committee agreed and recommends approval of lower the fee structure for Friday and Sunday events Ms Musick also stated that she would like to offer 50 off the established rate for bookings on a Friday Saturday or Sunday in the months of January and February as these months are hard to

book Committee agreed to the price adjustment of 50 off for January and February 2018 only at this time 2 Request to Use Clontz Park for the Annual Fireworks Display July 3rd 2017 ndash Ms Chapman stated that Isle of Wight County has requested the use of Clontz Park for the annual fireworks display Monday July 3rd The start time for the fireworks is 950 pm The County has also contacted Emergency Services Representatives to request their services during the display Committee recommends approval of the annual fireworks display at Clontz Park 3 Joseph W Luter Jr Sports Complex ndash MOU with Isle of Wight County ndash The Town Manager stated that he and the County Administrator have met and discussed the MOU between the town and county in regards to the Joseph W Luter Jr Sports Complex Minor changes have been made and the revised MOU was included in your packet today The MOU will be on the Board of Supervisors agenda at their April meeting The Town Manager stated that the County Administrator did not see reason for the County to review and approve rates Rates would be developed by Smithfield Recreation Association (SRA) and the town only Dr Cook expressed some concerns about the wording under casual use He stated that he envisions the sports complex to be much like Nike Park where the fields can be used by the general public when not being used by SRA It also requires users of the sports complex to pay a refundable deposit of $10000 per use Vice Mayor Gregory stated that this is not Nike Park and should not allow anyone to use it without any recourse if the property is damaged The town reserves the right to establish rules to govern the use of the park This facility will be a learning curve How much it can be used for casual use is yet to be determined The idea is to make the facility available but also make sure that it is not vandalized Dr Cook asked if county entities can use these facilities SRA has first use but when it is not is use by them the fields can be used by others by scheduling through Ms Musick at the Smithfield Center This allows the town to know what is going on at all times since it is town property After some discussion it was determined that ldquothe Town reserves the right to amend its fee structure in the futurerdquo needs to be included in the MOU Ms Chapman asked if the County would be responsible for any of the maintenance at the sports complex The Town Attorney stated that would be included in SRArsquos Lease Agreement with the Town in lieu of rent SRA will be responsible for all the maintenance with the exception of the multi-purpose field and the indoor facility once it has been constructed The County has no responsible for the maintenance of the complex Vice Mayor Gregory also stated that we are leaning on other groups that have already built facilities like these and the multi-use field may need some time after construction before it can be used We do not want to open the field too soon and they get ruined Having a turf expert come in and assess the field for use may need to be done before it is opened

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON COUNCILrsquoS AGENDA

1 Operational Update ndash Parks and Recreation Committee Report 2017 Event List ndashMs Musick reported that the Smithfield Center was busy for the month of March Upcoming events to note are the Womenrsquos Club Annual Flea Market on Saturday April 1st This is a first time event here at the Smithfield Center Also the Wine and Brew Festival is coming up on Saturday April 8th at Windsor Castle Park Ms Musick reported that the Manor House restoration project at Windsor Castle Park is still going strong Isle of Wight County Museum staff will be giving historical tours of the Manor House Property on Saturday April 29 at 200 pm Saturday June 10th at 200 pm and Saturday September 9th at 200 pm Mayor Williams and Roger Ealy will be present on these days to answer any questions about the ongoing restoration project Ms Musick stated that the Joseph W Luter Jr Sports Complex continues to move along quickly The dugouts were installed this week Pictures of the site work have been included in the agenda posting Committee thanked Ms Musick for the update 2 Joseph W Luter Jr Sports Complex ndash Update on Agreement with Smithfield Recreation Association (SRA) ndash The Town Attorney stated that he Ms Musick and the Town Manager are working on the agreement and will be meeting this Friday to discuss He mentioned that in all reality the agreement may not be ready until we get closer to the sports complex being complete It does not make much sense to sign an agreement that may need numerous amendments if approved too early

3 Clontz Park Boat Ramp Grant Status Report - The Town Manager stated that if you recall this project was bid out last fall and then Town Council rejected the bids in November because the bids were much higher than anticipated due to all the bids received having a cofferdam included in the construction of the project The bids exceeded the approved state grant from VMRC The grant money was supposed to cover the design and construction of the boat ramp The cofferdam by itself may cost $200000 so staff asked Jamie Weist of Kimley Horn Associates to look to see if there is anything with the design of the ramp that could be cut to save cost before rebidding One option would be to put in an articulated block ramp instead of the cofferdam but it is not recommended Option two would be to go back to VMRC to request an extension and see if there is additional grant money available based on the cost of the cofferdam Option three would be for the town to look at adding money to this project All the work below ground would be done with the grant funds and improvements made above ground level would be paid for by the town Mr Pack stated that he is on the RFAB board and recommends taking it back to request additional grant funding The Town Attorney mentioned that we need to keep in mind that there is a clause in the deed from Smithfield Foods where the project must be completed in a certain time frame There may need to be an amendment made if the project is granted an extension

4 Old Business Pagan River Dredging Request ndash The Town Manager stated that he has received a request to have the Pagan River dredged again particularly at Bob Shoal In 2015 the Presidentrsquos Fiscal year Budget did not include funding for dredging the Pagan River however it was noted that in the event that funds became available we do have the necessary environmental permits in place for the dredging and dredged material placement The Town Manager stated that this item is for informational purposes only as he would like to start the process to get it on the radar for possible funding Conditions are not getting any better and we need to start the process especially with the possibility of the new public boat ramp coming

The meeting adjourned at 447 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC WORKS COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Works Committee held a meeting on Tuesday March 28th 2017 at 447 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Michael Smith Chair Mrs Denise Tynes and Dr Milton Cook Other Council members present were Ms Connie Chapman Mr Randy Pack Mr Andrew Gregory Vice Mayor and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Works Committee Chair Mr Michael G Smith called the meeting to order

A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE COUNCILrsquoS AGENDA 1 Renewal of Street Maintenance Contract with Blair Brothers Inc ndash Ms Eubank reported that the town currently has an annual contract with Blair Brothers Inc for street maintenance services that expires on May 6th 2017 The town does reserve the right to renew the contract for two additional years one year at a time The street maintenance contract includes sidewalk repairs clearing and grading roadways and outfall ditches road repairs and road overlays Staff has been pleased with their work and therefore recommends that this contract be extended one additional year All contract terms will remain the same Committee will forward this item to Town Council for consideration

2 Proposals from Blair Brothers Inc for Street Maintenance Work ndash Mr Griffin reported that the proposals included in the agenda packet are for street that he would like to have paved this spring The streets include Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Mr Griffin stated that he also has one street that was approved by Town Council at their April 2016 meeting that was never paved and he would like to pave that one at this time as well This work is paid for through state Highway Funds that the town receives each quarter Committee recommends approval of all the proposals

3 Cary Street Drainage Improvement and Easement ndash Mr Griffin explained that Canada Land Surveying has prepared a plat of where the easement is located on Mr Gehringrsquos property and the other adjacent property owners This information will be forwarded to the Town Attorney to notify the adjacent property owners and get all the deeds recorded Blair Brothers has provided the town with a proposal to do the drainage improvements in the amount of $2253355 Staff recommends approval of proposal so that once the deeds have been recorded Blair Brothers can move forward with making the necessary drainage improvements Committee recommends approval of proposal

4 Smithfield Lake Dam Emergency Spillway and Hazard Mitigation Proposal from Draper Aden Associates (FEMA VDEM Grant) The Town Manager explained that included in the packet is a proposal from Draper Aden Associates for hazard mitigation work to the Smithfield Lake Dam emergency spillway The damage is on the downstream side of the dam near the emergency spillway The original cost estimate to put everything back just as it was prior to Hurricane Matthew was $85000 This expense would be covered by FEMA at 100 Discussion was held in regards to putting it back just as it was however if we have another heavy rainwind event it is very possible that the same thing will happen again Town staff has met with representatives from the Federal Emergency Management Agency (FEMA) and the Virginia Department of Emergency Management (VDEM) to initiate efforts to secure funding for permanent repairs and hazard mitigation work This funding will allow the town to make improvements and the cost of the work would be covered at 75 and at this time the townrsquos portion will be approximately $35000 for next yearrsquos budget This work must be procured by means of a competitive bid process In order to solicit competitive bids engineering and surveying services will be required to provide the appropriate information for contractors to develop bid proposals The additional work will look much like the primary spillway Committee expressed concern about the time it will take to bid the project out The Town Manager explained that Mr Griffin monitors the dam

on a weekly basis At this time this is not an emergency repair because it is not on the road side of the emergency spillway Committee asked if we have another heavy rain event and more washes out what happens The Town Manager stated that if that happens it could become an emergency repair at that time Committee recommends approval of Draper Aden Associates proposal

3 Closed Session Refuse and Recycling Services RFP - This item was discussed during closed session The Town Attorney stated that we need a motion to go into closed session for the discussion of the award of a public contract and discussion of terms not yet subject to public disclosure pursuant to 22-3711 A-29 of the Code of Virginia Vice Mayor Gregory so moved the motion and Ms Chapman seconded the motion

In Closed Session 506 Out of Closed Session 526

A motion was made to come back into open session by Vice Mayor Gregory and Seconded by Dr Cook

Meeting adjourned at 528 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

d Prepared March Town Council Committee Agenda and April Town Council Agenda e Attended Town Council Committee meetings on March 27th and 28th and prepared

summary reports from committees f Met with Ellen Minga on March 30th to review Pinewood Heights files in preparation for

VDHCD audit on April 4th and 5th g Continue to work on records management projects h Working on Preparing the Spring Newsletter

TREASURERrsquoS OFFICE

a Reconciled February cash balances and prepared February financial statements b Began budget process with projected general fund revenues c Recertified in CPR at the Smithfield Center on March 8 d Attended Pinewood Heights Management Team meeting on March 14 at the Smithfield

Center e Took vacation days on March 23 and March 24 f Met with Chief Bowman Deputy Chief Howell Lt Rogers and Peter Stephenson on

March 28 to review 2018 budget requests for the Police Department g Met with Ashley Rogers Peter Stephenson and Stacy Viles (TFA) on March 29 to review

employee insurance renewal quotes h Met with Lesley King on March 30 to review Pinewood Heights files in preparation for

VDHCD audit on April 4 and 5 i Met with Amy Musick at the Smithfield Center on March 30 to discuss Parks amp

Recreation budget for FY2018

PUBLIC WORKS

A Staff performs the following duties on a monthly basis Miss Utility marking read meters for billing and to transfer property owners cut offs and cut‐ons check pump stations daily install and repair street signs replace and repair broken water meters take a minimum of 9 water samples and have them tested flush water lines repair water leaks repair radio reads after each reading if needed maintenance on town owned buildings

1 Sewer Line Repairs and Maintenance

A Located and repaired sewer line laterals in various locations B Cleaned sewer main line in various areas of the town C 100 Windsor Ave replaced 10ft of damaged sewer line

2 Sewer Pump Station Repairs and Maintenance

A Weekly and daily checks on all 27 pump stations B Performed the following scheduled maintenance at all pump station

Cleaning of wet‐wells Alarms testing Sump pump cleaning Check Valve cleaning and repair Generator checks Godwin pump checks Control Panel Flow monitor checks Fence and Grounds inspections Inspected Structure Inspect and clean pumps Level system check Test limit switches Bar screen cleaning Rain gauge cleaning

C Pump inspections completed at various pump stations D Water and sewer disconnect completed ndash 110 and 111 Carver Ave E Bradford Mews pump station has an electrical problem ‐ staff working to find the

problem either with control panel or pump F Lakeside pump station down to one pump Godwin bypass pump is in place G Storm came thru on 3142017 ‐ lost power at Smithfield Blvd Waterford Oaks

Canteberry and Plaza pump stations ‐ set up bypass pumps H Power lost at Main St James St Drummonds Lane pump stations due to downed

power line Dominion Virginia Power fixed problem I Found sewer lateral for vacant lot on Cockes Ln

3 Water line Repairs and Maintenance

A Found water valves for Pinewood Heights B Lewis Const has installed 12rdquo water main on 100 and 200 block of Main St

4 Well Repairs and Maintenance

A All wells except 8A and 10 (at RO Plant) are off now that RO plant is running Upgrades to well houses have been completed to keep wells in operating condition in case of an emergency Emergency wells are flushed sampled and inspected once a month

5 Water Treatment Plant

A Operate RO Plant and monitor distribution system B Daily lab analysis monthly sampling and reports for VDH HRSD DEQ and RO

contractors C Performed monthly routine tasks including but not limited to

1 Daily Inspection of RO Plant and grounds 2 Monthly Tank inspections 3 Inspect and exercise plant generator monthly 4 Fill antiscalant day tank 5 Truck Inspections 6 Routine service of lime system 7 Service online fluoride and chlorine analyzers 8 Calibrate online turbidimeter and pH meter 9 Check and replace air filters 10 Test Alarms

D Reliability analyst from RE Mason testing bearings on all major pumps and motors and found them to be in good working order

E RO Plant staff greased lime feeder gear box and cleaned lime dissolving tank F RO Plant staff replaced pump and tubing system in fluoride analyzer G CAT technician repaired coolant leak on RO Plant generator

6 Safety

A Monthly truck inspections B Staff attended received First Aid and CPR certification

7 Miscellaneous

A Grounds crews cut grass at town‐owned property and rights‐of‐way weekly and

empty trash cans on Monday and Friday B Minor repairs at Town Hall and town buildings C Grounds crews completed right of way clearing on sewer force in the Town limits

PLANNING AND ZONING

1 Planning Commission ndash March 14 2017

A Public Hearing ‐ Rezoning ndash Community Conservation (C‐C) to Highway Retail Commercial (HR‐C) ndash Benns Church Boulevard (TPIN 32‐01‐005) ndash Charles D Layman Goodwill of Central and Coastal Virginia Inc applicants ndash Approval recommended to Town Council with no conditions

B Public Hearing ‐ Special Use Permit ndash Retail Sales in Residential Office (R‐O) Zoning District 1306 South Church Street ndash Autumn Marade applicant ‐ Approval recommended to Town Council with no conditions

2 Rezoning Applications under review

A C‐C to HR‐C ‐ Benns Church Boulevard ndashGoodwill Industries applicant

3 Special Use Permit Applications under review A Retail Sales in R‐O District ndash 1306 S Church St ‐ Autumn Marade applicant

4 Subdivision and Site Plans under review

A 305 Smithfield Boulevard Subdivision ndash Dale Steffensmeier applicant B KLS Battery Park Subdivision ndash S Church St ndash KLS Battery Park Development

Group LLC applicant C Smithfield Self Storage ndash 201 Battery Park Road ndash Smithfield Self Storage LLC

applicant

5 Subdivision and Commercial Sites Under Construction and Inspection

A Church Square Phase I (95 complete) B Smithfield Manor Townhomes (95 complete) C Lakeview Cove Condos (75 complete)

6 Board of Historic amp Architectural Review ndash March 21 2017

A New Construction Single Family Home ndash Lot 252 Cockes Lane ndash No Designation ndash Stuart ampBonnie Resor applicants ndash Approved

B Garden Shed (After the Fact) ndash 144 Sykes Court ndash Non‐contributing Remigio Holmes applicant ndash Approved

C Historic District Designation Review ndash Cedar Street Chalmers Row amp N Church Street ndash No action taken

7 Board of Zoning Appeals ndash March 21 2017

No meeting held

ENGINEERING A Church Square Phase I contractor has installed E amp S controls as required by the

Town and the approved site plans Homes are under construction as per market demand

B Lakeview Cove is now under new ownership All E amp S controls have been

installed previously by the contractor as per the approved site plans and required by the Town

C Blair Brotherrsquos Contr Contractor repaired sinkhole area around drop inlet at 228

Lane Crescent in the Moonefield Estates subdivision Contractor also repaired two storm pipe joint separation areas at 107 Barclay Crescent and also three storm pipe joint separation areas at 401 Watson Drive

D Erosion amp Sedimentation control field inspections were performed and

appropriate reports filed on the following active project Moody Properties Also Erosion amp Sedimentation control field inspections for single family dwellings were performed at 17 locations throughout the Town and required reports were filed

E Field inspections continued to be held this month involving the Smithfield Lake

Dam Some structural deficiencies were found at the emergency outfall due to storm damage by Matthew The Town is coordinating the repair with FEMA representatives

F Cypress Creek Development Contractor C A Barrs Constr all work on project

has now been completed including the roadway asphalt surface The project is now under its one year warranty period

G Smithfield Center Parking Lot Extension Contractor started clearing and

grubbing activities along with subgrade excavation of project area Existing power pole and circuit board panel has been relocated along with conduit run from new pole to the Veterans Memorial

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE POLICE COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Police Committee met Monday March 27th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mrs Denise Tynes Chair Ms Connie Chapman and Mr Andrew Gregory Vice Mayor Other Council members present were Mr Michael Smith Mr Randy Pack Dr Milton Cook and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Mr Steve Bowman Smithfield Police Chief Mr Alonzo Howell Deputy Chief of Police Mr Matt Rogers Smithfield Police Lieutenant Mr Patrick Araojo Investigating Lieutenant Ms Ashley Rogers Director of Human Resources Mr William H Riddick III Town Attorney Mr Jessie Snead Superintendent of Public Works Ms Amy Musick Director of Parks and Recreation Also in attendance were Mr Rick Bodson Mr Stacy Lewis of Lewis Construction of Virginia Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Police Committee Chair Mrs Denise Tynes called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA 1 Operational Updates ndash Chief Bowman reported that everything has been relatively quiet since last committee The Police Department assisted with the Triathlon Race this past Saturday and it went very well Currently they are working on their budget for FY 20172018 and will be meeting with the Town Treasurer tomorrow Lastly Chief Bowman stated that effective July 1st 2017 he will be resigning as Smithfieldrsquos Police Chief He stated that he has spent 36 years in law enforcement and with much thought and consideration he feels now is the right time to leave so that he can have more time with his family He stated that during his tenure as Chief the past five year he and his

staff and the town have been recognized as one of the safest communities in Virginia became a certified crime preventive community and has been re-accredited Committee thanked Chief Bowman for his leadership to the Smithfield Police Department and Town of Smithfield

The meeting adjourned at 406 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE WATER amp SEWER COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Water amp Sewer Committee held a meeting on Monday March 27th 2017 at 406 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Andrew Gregory Chair Mr Michael Smith and Mrs Denise Tynes Other Council members present were Ms Connie Chapman Mr Randy Pack Dr Milton Cook and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Ms Ashley Rogers Director of Human Resources Mr William H Riddick III Town Attorney Mr Jessie Snead Superintendent of Public Works Also in attendance were Mr Rick Bodson of Smithfield 2020 Mr Stacy Lewis of Lewis Construction of Virginia Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Water and Sewer Committee Chair Mr Andrew Gregory called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA

1 Operational Updates ndash Mr Snead reported that the work in the 100 and 200 block of Main Street continues to move forward Now that they are working on service lines it is not moving as quickly as it did with the water main He stated that at this time they will not meet the March 31st deadline as hoped due to the number of issues that they have found Service lines are taking longer because they are working on sewer at the same time and repairing any problems that are found The project will be suspended for a week on April 3rd thru April 7th so that Lewis Construction can do another project that was previously scheduled while Newport News Schools are out on spring break Had there not been so many problems with the individual service lines the project would have met the March 31 deadline and there would not have been a conflict in scheduling The completion of our project should now be by the middle to end of April Lewis

Construction is also putting in cleanouts to all the lines as they put in new service lines Cleanouts have never been there before Mr Pack stated that he wanted to thank Mr Lewis and the townrsquos Public Works staff for keeping everyone informed on the status of the project Mr Snead stated that he would like to thank Mr Bodson as he has been involved since day one helping with sharing the information about the project This project has had a lot of unknown problems along the way but we are working through them to get this project finished up Committee thanked Mr Lewis and Mr Snead for the update

The meeting adjourned at 412 pm

March 3 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE FINANCE COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Finance Committee held a meeting on Monday March 27th 2017 at 412 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Randy Pack Chair Dr Milton Cook and Mr Andrew Gregory Vice Mayor Other Council members present were Ms Connie Chapman Mr Michael Smith Mrs Denise Tynes and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Mr William H Riddick III Town Attorney and Ms Ashley Rogers Director of Human Resources Also in attendance were Mr Rick Bodson of Smithfield 2020 Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Finance Committee Chair Randy Pack called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE

COUNCIL AGENDA

1 Invoices Over $10000 Requiring Council Authorization

a MUSCO Lighting $ 3967000 The Town Manager explained that staff continues to communicate with MUSCO Lighting to determine the correct amount that is due at this time According to MUSCO Lighting the Town paid 100 of the material amount with the first invoice approved by Town Council on March 7th The second invoice in the amount of $10268475 is for 75 of the installation cost Mr Camden expressed concern that if the town pays this invoice we will have paid over 90 of the overall contract amount of $400000 without seeing if the lights work Mr Weist responded by e-mail that MUSCO Lighting is a very reputable company and will stand behind their product however he does agree that paying 92 of the overall

cost before they are testedactivated is risky Mr Weist suggested that we meet MUSCO Lighting in the middle Staff will continue to work with our consultants and MUSCO Lighting to come to an agreed amount to pay before Town Councilrsquos meeting on April 4th b RAD Sports $49024750 This invoice is progress bill for the construction of the Joseph W Luter Jr Sport Complex Mr Camden of Alpha Corporation and Mr Weist of Kimley Horn Associates have reviewed the invoice and recommends approval of invoice This item will be sent to Town Council for consideration c Lewis Construction of Virginia $ 8970400 Staff explained that included in the original posting was an invoice in the amount of 3710700 for the Main Street waterline replacement Today an additional invoice from Lewis Construction of Virginia was posted in the amount of $5259700 Staff is recommending that both invoices be paid for a total of $8970400 The total amount of the project at this time is still under budget Committee recommends approval of payment

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA 1 Contribution Requests for Fiscal Year 20172018

a Western Tidewater Free Clinic ndash Ms Stephie Broadwater of Western Tidewater Free Clinic was present to thank the Town Council of Smithfield for supporting the Clinic and to give an update on how the clinic is doing The mission of the clinic is to continue to provide high-quality non-emergency health care to the residents of Western Tidewater who cannot otherwise afford it She reported that overall the clinic served 1400 unduplicated patients in 2016 with an all-time record high of 18022 visits This averages 13 visits a year per patient These visits include primary and specialty medical visits womenrsquos health visits mental health counselling physical therapy vision exams pharmacy consults and eligibility appointments Residents of Smithfield account for 112 of their total patients One hundred and fifty-six (156) residents received care through 2010 visits in 2016 and medications valued at approximately $630000 Of these patients sixty-three (63) received dental services through 2014 visits Over the last year the clinic has partnered with the Isle of Wight Health Department to provide medical assessment services here in town Ms Broadwater also mentioned that they have fourteen (14) volunteers from Smithfield and four out of the fifteen board members live in Smithfield Mr Pack asked what the clinic was requesting this year Ms Broadwater replied that the clinic is requesting $38640 Their request last year was for $38000 Committee thanked Ms Broadwater for the update

b Historic Smithfield ndash 1750 Isle of Wight Courthouse ndash Dr Lanny Hinson was present to thank Town Council for their support of the historic courthouse He explained that they continue to keep the courthouse open to visitors with volunteer docents during the week and paid docents on the weekends They hold special programs for local groups and out of town bus tours beyond our regular opening hours The Courthouse also participate in events here in town such as Olden Days Ghost Walks Town amp Country Day and the Christmas Market and parade Dr Hinson explained that their most popular event each year is the colonial court trail in October Christmas in Smithfield has been successful also and Tourism has asked if the name could be used to denote all the events in town during December Dr Lanny Hinson stated that he is asking Town Council to consider financial support of $5000 Mr Pack asked Ms Minga what was in the budget Ms Minga replied that $4000 is what was budgeted Committee thanked Dr Hinson for the update

c The Genieve Shelter ndash Ms Montgomery of The Genieve Shelter was

present to thank Town Council for their past support and to request funding for the upcoming year She explained that their mission is to provide a safe refuge for the victims of domestic violence and their children and to provide information education and training services which focus on ending domestic violence During 2016 The Genieve Shelter provided crisis and supportive services to forty-nine (49) individuals attempting to escape domestic violence in the Town of Smithfield They provided 824 nights of shelter and responded to ninety-six (96) hotline calls from residents of the Town of Smithfield seeking various services Ms Montgomery stated that the shelter has recently expanded from twenty (20) beds to thirty-six (36) beds which allows them the opportunity to serve more survivors fleeing domestic violence sexual assault and human trafficking She stated that their goal for the upcoming year is to focus on Community Enrichment Programs to provide education and prevention The Genieve Shelter is requesting a contribution of $10000 for fiscal 20172018 Ms Minga stated that currently $7200 is in the budget Committee thanked Ms Montgomery for coming

2 Fiscal Year 20172018 Revenue Projections Revenues Real Estate for the town is tracking a little over what was budgeted and collections are expected to be around $16940000 by June 30th The Town Treasurer stated that she has bumped this amount up a little for next fiscal year Delinquent Real Estate Taxes are down this year because staff has been able to work more on collections Assessments and taxes for Personal Property went up this year even with the Machinery and Tools Tax

being lower The Town Treasurer stated that she anticipates that the town will exceed what was budgeted Ms Minga reported that in regards to Delinquent Personal Property taxes she is still waiting to hear back from the auditors on how to show the refunds for Machinery and Tools Tax Public Service Corporations is usually pretty flat so that will stay the same next year Franchise Taxes is where we are looking at the banks that we do business with The banks do give us schedules each year to know what to budget We have received all the schedules to date with the exception of one At this time we will be a little lower than what we had originally budgeted Cigarette Tax is up and down It is a very difficult one to project Money comes in when the wholesalers buy the stamps not when individuals buy the packages in the stores Stamps are purchased in bulk and sometimes returned in bulk At this time we are still higher than what was projected for this year Transient Occupancy is tracking a little lower however this is not because the businesses are not doing as well The town had a local business that changed ownership and the new owner is paying everything on time so we are no longer collecting the penalties from the last owner that was always delinquent Those delinquent penalties had become the norm with this revenue Meals Tax continues to be strong and grow At this time it is projected to be a little higher that what was expected Ms Minga stated that she is projecting that next year will be a little higher due to a full year with increased percentage of 25 Sales Tax is looking up however it does tend to fluctuate Consumption and Utility Taxes normally go hand in hand For many years it has remained flat and there is not a whole lot of fluctuation this year Ms Minga stated that it could probably be bumped up a little for next fiscal year Business Licenses are tracking very similar to last year She explained that she is not expecting it to be this much next year due to nursing home project has been completed Vehicle Licenses goes hand and hand with personal property If personal property is tracking higher then vehicle licenses will track a little higher as well It does take a lot to get this number up because it is $20 per vehicle Inspection fees have already exceeded budget for this year This line item depends on what type of projects are going on around town Dog Park registrations have fallen off a little bit but this is not a large number Fines and cost are down at this time Smithfield Center rentals are tracking lower than expected Ms Musick is looking at ways to address these revenues Kayak rentals are consistent Ms Minga explained that Special Events is a formula used for Police and Public Works staffing at special events Organizations pay for these town services and the fee is based on the rate of town employees Currently we will exceed budget for this year so it will be bumped up for next year Isle of Wight Museum is tracking higher than expected Gift shop sales have been very good this year Since staff feels that it is higher due to it being an anniversary year at the museum the budget will not be increased significantly for next year Sale of equipment is tracking lower than is the previous years This amount is a result of surplus items being sold on GovDeals Normally the higher amounts are when we are selling old vehicles At this time we have no vehicles to be sold Cash Proffer revenues are never budgeted because they are voluntary If proffers are received then a budget amendment will be done Ms Minga explained that under the reserve section there will be some amendments on the Police Departments side of the budget under expenses to reflect

$15690 that is sitting there The Police Department has a CD that they have had for a number of years from a citizen that had left some money to the Police Department in their will The Police Department has opted to pull some of that money out to purchase various pieces of equipment This money is restricted for their use so that will come out of reserve The Pinewood Heights Escrow is up in the air depending on how many homes we acquire by the end of this fiscal year Ms Minga stated that she cannot plug in the number for operating reserves until we do the expense side of the budget Under Intergovernmental Virginia Law Enforcement 599 Funds are funds the state gives the town and they are not recommending any change for next year The Litter Control grant is something that town staff puts in for each year and we will put the same amount in the budget for next year Communication Tax from the state has consistently dropped over the last few years and staff believes this is due to state administrative fees The Personal Property Tax Relief Act (PPTRA) has remained flat since the program became stagnant The state has established a fixed amount to each locality and unless that changes this amount will remain the same for next year The TRIAD grant was granted this year and we expect that it will be granted for next yearrsquos budget The VCA grant is the matching grant for the Isle of Wight Arts League The grant is for $5000 and we give them $10000 The boat ramp grant does not look like it will get accomplished this fiscal year so it will be rolled over to next fiscal year Ms Minga stated that for Pinewood Heights she has put in the remainder of the CDBG grant that is left for Phase III because we are really rolling through it now Not sure if it will be depleted by June 30 but it will be close Under Line of credit proceeds the town has the $500000 line of credit for the Pinewood Heights project and the note proceeds for the $500000000 from Farmers Bank to be used like a one year revolving line of credit The town will need to draw most of that down by the end of the fiscal year This will be done before the contributing funds are used Insurance recoveries the town has taken in $1374799 and like cash proffers we do not budget for this If a claim is made then the budget will be amended Ms Minga stated that lastly under contributions the CHIP Program has been doing very well We are on track for this year however for next year with the volunteer work they are doing with Smithfield VA Events they are supposed to receive a check for approximately $10000 This amount will bump up the budget for next fiscal year Smithfield VA Events continues to make donations to the town through the proceeds of the festivals held at Windsor Castle Park

3 Establish Meeting Date- Special Budget Work Session - The special budget work session has been scheduled for April 18th 2017 400 pm at the Smithfield Center 4 February Financial Statements amp Graphs ndash Ms Minga reported that she did not have a lot to report on as most of her time has been spent on preparing the information for budget discussions Sewer consumption is very close to where we were last year Consumption continues to be down in the Gatling Pointe area The Town Manager stated that the accuracy of the meter going to Gatling Pointe is in question and staff may be

making a recommendation in the near future to change the entire meter out at a cost of approximately $17000

4 February Cash Balances ndash Ms Minga reported that the cash balances remain strong The VIP Pool has been pretty flat this year This will impact the townrsquos revenues next fiscal year - Water = $45645245 Water Debt Service = $81000834 Water Capital Escrow Availability Fees = $41742177 Water Treatment Plant Escrow = $11237909 Water Deposit Account = $8912571 Water Development Escrow = $11857194 Subtotal Water = $200395930 Sewer = $(438177) Sewer Development Escrow = $37686095 Sewer Capital Escrow Availability Fees = $79989178 Sewer Compliance = $181812809 Subtotal Sewer = $299049905 Highway = $12185463 General Fund = $302975059 Payroll = $19552696 Money Market General Fund Towne Bank = $220013 Business Super NOW-General Fund = $3338990 Money Market General Fund Farmers Bank = $29145156 General Fund Capital Escrow = $21602302 Certificate of Deposit = $52663145 Certificate of Deposit Police Dept = $3691019 Special Project Account = $305094457 Pinewood Heights Escrow = $7620948 SNAP Program = $229475 Museum Account = $15047569 Windsor Castle Acct $6350000 Subtotal General Fund = $767530829 TOTAL ALL FUNDS = $1279162127 5 Personnel Policies Manual Proposed Updates for Section 7 ndash Ms Ashley Rogers went over the changes that she has made to Section 7 - Workplace Safety There were also a couple of items added to Section 2 and 3 since it was updated earlier this year Section 7 Policy 71 Safety Program the only change was to add that Human Resources should be notified of a life threatening or contagious disease along with the Town Manager No changes to the rest of the policy Policy 72 Emergency Office Closing minor rewording for clarification purposes only Policy 73 Work Area there are no changes to this policy Policy 74 Bully Free Workplace (NEW) this policy discusses behavior that is inappropriate but not based on discriminatory actions Policy 75 Workplace Violence Prevention (NEW) has been reviewed and approved by the Virginia Municipal League (VML) This type of policy is pretty common in most employee handbooks It addresses acts of violence in the workplace weapons in the workplace and protective orders If an employee has a protective order against them then they must let the town know

Addition to Section 2 - Employment Ms Rogers explained that she is proposing an addition to Section 2 Performance and Evaluations The objective of this policy is to provide an overview of the performance planning and evaluation process The addition does not provide for a performance appraisal at the end of the probationary period but does involve a documented discussion surrounding goals The specific dates of the performance cycle are not listed It states that they are conducted on a ldquopre-determined annual daterdquo The evaluations are now

based on employeersquos performance in core competencies as well as their achievement of agreed upon SMART Goals This is different than the current evaluation that evaluates employeersquos capacity to perform job requirements conduct and supervision (if applicable) The focus is on helping both the employees and the Town perform at a high level

Addition to Section 3 ndash Corrective Action Policy (NEW) Ms Rogers explained that although the policy is new the concept is not It was located within the Standards of Conduct Policy The word ldquodisciplinaryrdquo was changed to ldquocorrectiverdquo action since the goal is really to correct the behavior Added two steps in the ldquoformal process ldquoVerbal Warningrdquo and ldquoFinal Written Warningrdquo These steps would provide ample opportunities to course correct either poor performance or conduct Although the town reserves the right to skip steps in the process as appropriate There is a list of offenses included that may warrant immediate termination The Town Manager stated that staff hopes to have the entire updated Personnel Policy Manual adopted by Town Council at their May meeting

Meeting Adjourned at 523 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PARKS AND RECREATION

COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Parks and Recreation Committee held a meeting on Tuesday March 28th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee member attending was Ms Connie Chapman Chair Mr Randy Pack and Mrs Denise Tynes Other Council members present were Mr Andrew Gregory Dr Milton Cook Mr Michael Smith and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Parks and Recreation Committee Chair Ms Connie Chapman called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA

1 Proposed Price Adjustment for the Smithfield Center Venue ndash Ms Musick explained that since the rates at the Smithfield Center were increased a year ago she has seen a reduction in bookings for Friday and Sunday events Bookings for Friday and Sunday events went from 14 available in 2016 to 32 available in 2017 She stated that she would like to propose lowering the rates for Friday and Sunday She feels she overshot her market by raising them too high for those days Committee agreed and recommends approval of lower the fee structure for Friday and Sunday events Ms Musick also stated that she would like to offer 50 off the established rate for bookings on a Friday Saturday or Sunday in the months of January and February as these months are hard to

book Committee agreed to the price adjustment of 50 off for January and February 2018 only at this time 2 Request to Use Clontz Park for the Annual Fireworks Display July 3rd 2017 ndash Ms Chapman stated that Isle of Wight County has requested the use of Clontz Park for the annual fireworks display Monday July 3rd The start time for the fireworks is 950 pm The County has also contacted Emergency Services Representatives to request their services during the display Committee recommends approval of the annual fireworks display at Clontz Park 3 Joseph W Luter Jr Sports Complex ndash MOU with Isle of Wight County ndash The Town Manager stated that he and the County Administrator have met and discussed the MOU between the town and county in regards to the Joseph W Luter Jr Sports Complex Minor changes have been made and the revised MOU was included in your packet today The MOU will be on the Board of Supervisors agenda at their April meeting The Town Manager stated that the County Administrator did not see reason for the County to review and approve rates Rates would be developed by Smithfield Recreation Association (SRA) and the town only Dr Cook expressed some concerns about the wording under casual use He stated that he envisions the sports complex to be much like Nike Park where the fields can be used by the general public when not being used by SRA It also requires users of the sports complex to pay a refundable deposit of $10000 per use Vice Mayor Gregory stated that this is not Nike Park and should not allow anyone to use it without any recourse if the property is damaged The town reserves the right to establish rules to govern the use of the park This facility will be a learning curve How much it can be used for casual use is yet to be determined The idea is to make the facility available but also make sure that it is not vandalized Dr Cook asked if county entities can use these facilities SRA has first use but when it is not is use by them the fields can be used by others by scheduling through Ms Musick at the Smithfield Center This allows the town to know what is going on at all times since it is town property After some discussion it was determined that ldquothe Town reserves the right to amend its fee structure in the futurerdquo needs to be included in the MOU Ms Chapman asked if the County would be responsible for any of the maintenance at the sports complex The Town Attorney stated that would be included in SRArsquos Lease Agreement with the Town in lieu of rent SRA will be responsible for all the maintenance with the exception of the multi-purpose field and the indoor facility once it has been constructed The County has no responsible for the maintenance of the complex Vice Mayor Gregory also stated that we are leaning on other groups that have already built facilities like these and the multi-use field may need some time after construction before it can be used We do not want to open the field too soon and they get ruined Having a turf expert come in and assess the field for use may need to be done before it is opened

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON COUNCILrsquoS AGENDA

1 Operational Update ndash Parks and Recreation Committee Report 2017 Event List ndashMs Musick reported that the Smithfield Center was busy for the month of March Upcoming events to note are the Womenrsquos Club Annual Flea Market on Saturday April 1st This is a first time event here at the Smithfield Center Also the Wine and Brew Festival is coming up on Saturday April 8th at Windsor Castle Park Ms Musick reported that the Manor House restoration project at Windsor Castle Park is still going strong Isle of Wight County Museum staff will be giving historical tours of the Manor House Property on Saturday April 29 at 200 pm Saturday June 10th at 200 pm and Saturday September 9th at 200 pm Mayor Williams and Roger Ealy will be present on these days to answer any questions about the ongoing restoration project Ms Musick stated that the Joseph W Luter Jr Sports Complex continues to move along quickly The dugouts were installed this week Pictures of the site work have been included in the agenda posting Committee thanked Ms Musick for the update 2 Joseph W Luter Jr Sports Complex ndash Update on Agreement with Smithfield Recreation Association (SRA) ndash The Town Attorney stated that he Ms Musick and the Town Manager are working on the agreement and will be meeting this Friday to discuss He mentioned that in all reality the agreement may not be ready until we get closer to the sports complex being complete It does not make much sense to sign an agreement that may need numerous amendments if approved too early

3 Clontz Park Boat Ramp Grant Status Report - The Town Manager stated that if you recall this project was bid out last fall and then Town Council rejected the bids in November because the bids were much higher than anticipated due to all the bids received having a cofferdam included in the construction of the project The bids exceeded the approved state grant from VMRC The grant money was supposed to cover the design and construction of the boat ramp The cofferdam by itself may cost $200000 so staff asked Jamie Weist of Kimley Horn Associates to look to see if there is anything with the design of the ramp that could be cut to save cost before rebidding One option would be to put in an articulated block ramp instead of the cofferdam but it is not recommended Option two would be to go back to VMRC to request an extension and see if there is additional grant money available based on the cost of the cofferdam Option three would be for the town to look at adding money to this project All the work below ground would be done with the grant funds and improvements made above ground level would be paid for by the town Mr Pack stated that he is on the RFAB board and recommends taking it back to request additional grant funding The Town Attorney mentioned that we need to keep in mind that there is a clause in the deed from Smithfield Foods where the project must be completed in a certain time frame There may need to be an amendment made if the project is granted an extension

4 Old Business Pagan River Dredging Request ndash The Town Manager stated that he has received a request to have the Pagan River dredged again particularly at Bob Shoal In 2015 the Presidentrsquos Fiscal year Budget did not include funding for dredging the Pagan River however it was noted that in the event that funds became available we do have the necessary environmental permits in place for the dredging and dredged material placement The Town Manager stated that this item is for informational purposes only as he would like to start the process to get it on the radar for possible funding Conditions are not getting any better and we need to start the process especially with the possibility of the new public boat ramp coming

The meeting adjourned at 447 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC WORKS COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Works Committee held a meeting on Tuesday March 28th 2017 at 447 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Michael Smith Chair Mrs Denise Tynes and Dr Milton Cook Other Council members present were Ms Connie Chapman Mr Randy Pack Mr Andrew Gregory Vice Mayor and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Works Committee Chair Mr Michael G Smith called the meeting to order

A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE COUNCILrsquoS AGENDA 1 Renewal of Street Maintenance Contract with Blair Brothers Inc ndash Ms Eubank reported that the town currently has an annual contract with Blair Brothers Inc for street maintenance services that expires on May 6th 2017 The town does reserve the right to renew the contract for two additional years one year at a time The street maintenance contract includes sidewalk repairs clearing and grading roadways and outfall ditches road repairs and road overlays Staff has been pleased with their work and therefore recommends that this contract be extended one additional year All contract terms will remain the same Committee will forward this item to Town Council for consideration

2 Proposals from Blair Brothers Inc for Street Maintenance Work ndash Mr Griffin reported that the proposals included in the agenda packet are for street that he would like to have paved this spring The streets include Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Mr Griffin stated that he also has one street that was approved by Town Council at their April 2016 meeting that was never paved and he would like to pave that one at this time as well This work is paid for through state Highway Funds that the town receives each quarter Committee recommends approval of all the proposals

3 Cary Street Drainage Improvement and Easement ndash Mr Griffin explained that Canada Land Surveying has prepared a plat of where the easement is located on Mr Gehringrsquos property and the other adjacent property owners This information will be forwarded to the Town Attorney to notify the adjacent property owners and get all the deeds recorded Blair Brothers has provided the town with a proposal to do the drainage improvements in the amount of $2253355 Staff recommends approval of proposal so that once the deeds have been recorded Blair Brothers can move forward with making the necessary drainage improvements Committee recommends approval of proposal

4 Smithfield Lake Dam Emergency Spillway and Hazard Mitigation Proposal from Draper Aden Associates (FEMA VDEM Grant) The Town Manager explained that included in the packet is a proposal from Draper Aden Associates for hazard mitigation work to the Smithfield Lake Dam emergency spillway The damage is on the downstream side of the dam near the emergency spillway The original cost estimate to put everything back just as it was prior to Hurricane Matthew was $85000 This expense would be covered by FEMA at 100 Discussion was held in regards to putting it back just as it was however if we have another heavy rainwind event it is very possible that the same thing will happen again Town staff has met with representatives from the Federal Emergency Management Agency (FEMA) and the Virginia Department of Emergency Management (VDEM) to initiate efforts to secure funding for permanent repairs and hazard mitigation work This funding will allow the town to make improvements and the cost of the work would be covered at 75 and at this time the townrsquos portion will be approximately $35000 for next yearrsquos budget This work must be procured by means of a competitive bid process In order to solicit competitive bids engineering and surveying services will be required to provide the appropriate information for contractors to develop bid proposals The additional work will look much like the primary spillway Committee expressed concern about the time it will take to bid the project out The Town Manager explained that Mr Griffin monitors the dam

on a weekly basis At this time this is not an emergency repair because it is not on the road side of the emergency spillway Committee asked if we have another heavy rain event and more washes out what happens The Town Manager stated that if that happens it could become an emergency repair at that time Committee recommends approval of Draper Aden Associates proposal

3 Closed Session Refuse and Recycling Services RFP - This item was discussed during closed session The Town Attorney stated that we need a motion to go into closed session for the discussion of the award of a public contract and discussion of terms not yet subject to public disclosure pursuant to 22-3711 A-29 of the Code of Virginia Vice Mayor Gregory so moved the motion and Ms Chapman seconded the motion

In Closed Session 506 Out of Closed Session 526

A motion was made to come back into open session by Vice Mayor Gregory and Seconded by Dr Cook

Meeting adjourned at 528 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

2 Sewer Pump Station Repairs and Maintenance

A Weekly and daily checks on all 27 pump stations B Performed the following scheduled maintenance at all pump station

Cleaning of wet‐wells Alarms testing Sump pump cleaning Check Valve cleaning and repair Generator checks Godwin pump checks Control Panel Flow monitor checks Fence and Grounds inspections Inspected Structure Inspect and clean pumps Level system check Test limit switches Bar screen cleaning Rain gauge cleaning

C Pump inspections completed at various pump stations D Water and sewer disconnect completed ndash 110 and 111 Carver Ave E Bradford Mews pump station has an electrical problem ‐ staff working to find the

problem either with control panel or pump F Lakeside pump station down to one pump Godwin bypass pump is in place G Storm came thru on 3142017 ‐ lost power at Smithfield Blvd Waterford Oaks

Canteberry and Plaza pump stations ‐ set up bypass pumps H Power lost at Main St James St Drummonds Lane pump stations due to downed

power line Dominion Virginia Power fixed problem I Found sewer lateral for vacant lot on Cockes Ln

3 Water line Repairs and Maintenance

A Found water valves for Pinewood Heights B Lewis Const has installed 12rdquo water main on 100 and 200 block of Main St

4 Well Repairs and Maintenance

A All wells except 8A and 10 (at RO Plant) are off now that RO plant is running Upgrades to well houses have been completed to keep wells in operating condition in case of an emergency Emergency wells are flushed sampled and inspected once a month

5 Water Treatment Plant

A Operate RO Plant and monitor distribution system B Daily lab analysis monthly sampling and reports for VDH HRSD DEQ and RO

contractors C Performed monthly routine tasks including but not limited to

1 Daily Inspection of RO Plant and grounds 2 Monthly Tank inspections 3 Inspect and exercise plant generator monthly 4 Fill antiscalant day tank 5 Truck Inspections 6 Routine service of lime system 7 Service online fluoride and chlorine analyzers 8 Calibrate online turbidimeter and pH meter 9 Check and replace air filters 10 Test Alarms

D Reliability analyst from RE Mason testing bearings on all major pumps and motors and found them to be in good working order

E RO Plant staff greased lime feeder gear box and cleaned lime dissolving tank F RO Plant staff replaced pump and tubing system in fluoride analyzer G CAT technician repaired coolant leak on RO Plant generator

6 Safety

A Monthly truck inspections B Staff attended received First Aid and CPR certification

7 Miscellaneous

A Grounds crews cut grass at town‐owned property and rights‐of‐way weekly and

empty trash cans on Monday and Friday B Minor repairs at Town Hall and town buildings C Grounds crews completed right of way clearing on sewer force in the Town limits

PLANNING AND ZONING

1 Planning Commission ndash March 14 2017

A Public Hearing ‐ Rezoning ndash Community Conservation (C‐C) to Highway Retail Commercial (HR‐C) ndash Benns Church Boulevard (TPIN 32‐01‐005) ndash Charles D Layman Goodwill of Central and Coastal Virginia Inc applicants ndash Approval recommended to Town Council with no conditions

B Public Hearing ‐ Special Use Permit ndash Retail Sales in Residential Office (R‐O) Zoning District 1306 South Church Street ndash Autumn Marade applicant ‐ Approval recommended to Town Council with no conditions

2 Rezoning Applications under review

A C‐C to HR‐C ‐ Benns Church Boulevard ndashGoodwill Industries applicant

3 Special Use Permit Applications under review A Retail Sales in R‐O District ndash 1306 S Church St ‐ Autumn Marade applicant

4 Subdivision and Site Plans under review

A 305 Smithfield Boulevard Subdivision ndash Dale Steffensmeier applicant B KLS Battery Park Subdivision ndash S Church St ndash KLS Battery Park Development

Group LLC applicant C Smithfield Self Storage ndash 201 Battery Park Road ndash Smithfield Self Storage LLC

applicant

5 Subdivision and Commercial Sites Under Construction and Inspection

A Church Square Phase I (95 complete) B Smithfield Manor Townhomes (95 complete) C Lakeview Cove Condos (75 complete)

6 Board of Historic amp Architectural Review ndash March 21 2017

A New Construction Single Family Home ndash Lot 252 Cockes Lane ndash No Designation ndash Stuart ampBonnie Resor applicants ndash Approved

B Garden Shed (After the Fact) ndash 144 Sykes Court ndash Non‐contributing Remigio Holmes applicant ndash Approved

C Historic District Designation Review ndash Cedar Street Chalmers Row amp N Church Street ndash No action taken

7 Board of Zoning Appeals ndash March 21 2017

No meeting held

ENGINEERING A Church Square Phase I contractor has installed E amp S controls as required by the

Town and the approved site plans Homes are under construction as per market demand

B Lakeview Cove is now under new ownership All E amp S controls have been

installed previously by the contractor as per the approved site plans and required by the Town

C Blair Brotherrsquos Contr Contractor repaired sinkhole area around drop inlet at 228

Lane Crescent in the Moonefield Estates subdivision Contractor also repaired two storm pipe joint separation areas at 107 Barclay Crescent and also three storm pipe joint separation areas at 401 Watson Drive

D Erosion amp Sedimentation control field inspections were performed and

appropriate reports filed on the following active project Moody Properties Also Erosion amp Sedimentation control field inspections for single family dwellings were performed at 17 locations throughout the Town and required reports were filed

E Field inspections continued to be held this month involving the Smithfield Lake

Dam Some structural deficiencies were found at the emergency outfall due to storm damage by Matthew The Town is coordinating the repair with FEMA representatives

F Cypress Creek Development Contractor C A Barrs Constr all work on project

has now been completed including the roadway asphalt surface The project is now under its one year warranty period

G Smithfield Center Parking Lot Extension Contractor started clearing and

grubbing activities along with subgrade excavation of project area Existing power pole and circuit board panel has been relocated along with conduit run from new pole to the Veterans Memorial

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE POLICE COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Police Committee met Monday March 27th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mrs Denise Tynes Chair Ms Connie Chapman and Mr Andrew Gregory Vice Mayor Other Council members present were Mr Michael Smith Mr Randy Pack Dr Milton Cook and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Mr Steve Bowman Smithfield Police Chief Mr Alonzo Howell Deputy Chief of Police Mr Matt Rogers Smithfield Police Lieutenant Mr Patrick Araojo Investigating Lieutenant Ms Ashley Rogers Director of Human Resources Mr William H Riddick III Town Attorney Mr Jessie Snead Superintendent of Public Works Ms Amy Musick Director of Parks and Recreation Also in attendance were Mr Rick Bodson Mr Stacy Lewis of Lewis Construction of Virginia Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Police Committee Chair Mrs Denise Tynes called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA 1 Operational Updates ndash Chief Bowman reported that everything has been relatively quiet since last committee The Police Department assisted with the Triathlon Race this past Saturday and it went very well Currently they are working on their budget for FY 20172018 and will be meeting with the Town Treasurer tomorrow Lastly Chief Bowman stated that effective July 1st 2017 he will be resigning as Smithfieldrsquos Police Chief He stated that he has spent 36 years in law enforcement and with much thought and consideration he feels now is the right time to leave so that he can have more time with his family He stated that during his tenure as Chief the past five year he and his

staff and the town have been recognized as one of the safest communities in Virginia became a certified crime preventive community and has been re-accredited Committee thanked Chief Bowman for his leadership to the Smithfield Police Department and Town of Smithfield

The meeting adjourned at 406 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE WATER amp SEWER COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Water amp Sewer Committee held a meeting on Monday March 27th 2017 at 406 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Andrew Gregory Chair Mr Michael Smith and Mrs Denise Tynes Other Council members present were Ms Connie Chapman Mr Randy Pack Dr Milton Cook and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Ms Ashley Rogers Director of Human Resources Mr William H Riddick III Town Attorney Mr Jessie Snead Superintendent of Public Works Also in attendance were Mr Rick Bodson of Smithfield 2020 Mr Stacy Lewis of Lewis Construction of Virginia Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Water and Sewer Committee Chair Mr Andrew Gregory called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA

1 Operational Updates ndash Mr Snead reported that the work in the 100 and 200 block of Main Street continues to move forward Now that they are working on service lines it is not moving as quickly as it did with the water main He stated that at this time they will not meet the March 31st deadline as hoped due to the number of issues that they have found Service lines are taking longer because they are working on sewer at the same time and repairing any problems that are found The project will be suspended for a week on April 3rd thru April 7th so that Lewis Construction can do another project that was previously scheduled while Newport News Schools are out on spring break Had there not been so many problems with the individual service lines the project would have met the March 31 deadline and there would not have been a conflict in scheduling The completion of our project should now be by the middle to end of April Lewis

Construction is also putting in cleanouts to all the lines as they put in new service lines Cleanouts have never been there before Mr Pack stated that he wanted to thank Mr Lewis and the townrsquos Public Works staff for keeping everyone informed on the status of the project Mr Snead stated that he would like to thank Mr Bodson as he has been involved since day one helping with sharing the information about the project This project has had a lot of unknown problems along the way but we are working through them to get this project finished up Committee thanked Mr Lewis and Mr Snead for the update

The meeting adjourned at 412 pm

March 3 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE FINANCE COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Finance Committee held a meeting on Monday March 27th 2017 at 412 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Randy Pack Chair Dr Milton Cook and Mr Andrew Gregory Vice Mayor Other Council members present were Ms Connie Chapman Mr Michael Smith Mrs Denise Tynes and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Mr William H Riddick III Town Attorney and Ms Ashley Rogers Director of Human Resources Also in attendance were Mr Rick Bodson of Smithfield 2020 Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Finance Committee Chair Randy Pack called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE

COUNCIL AGENDA

1 Invoices Over $10000 Requiring Council Authorization

a MUSCO Lighting $ 3967000 The Town Manager explained that staff continues to communicate with MUSCO Lighting to determine the correct amount that is due at this time According to MUSCO Lighting the Town paid 100 of the material amount with the first invoice approved by Town Council on March 7th The second invoice in the amount of $10268475 is for 75 of the installation cost Mr Camden expressed concern that if the town pays this invoice we will have paid over 90 of the overall contract amount of $400000 without seeing if the lights work Mr Weist responded by e-mail that MUSCO Lighting is a very reputable company and will stand behind their product however he does agree that paying 92 of the overall

cost before they are testedactivated is risky Mr Weist suggested that we meet MUSCO Lighting in the middle Staff will continue to work with our consultants and MUSCO Lighting to come to an agreed amount to pay before Town Councilrsquos meeting on April 4th b RAD Sports $49024750 This invoice is progress bill for the construction of the Joseph W Luter Jr Sport Complex Mr Camden of Alpha Corporation and Mr Weist of Kimley Horn Associates have reviewed the invoice and recommends approval of invoice This item will be sent to Town Council for consideration c Lewis Construction of Virginia $ 8970400 Staff explained that included in the original posting was an invoice in the amount of 3710700 for the Main Street waterline replacement Today an additional invoice from Lewis Construction of Virginia was posted in the amount of $5259700 Staff is recommending that both invoices be paid for a total of $8970400 The total amount of the project at this time is still under budget Committee recommends approval of payment

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA 1 Contribution Requests for Fiscal Year 20172018

a Western Tidewater Free Clinic ndash Ms Stephie Broadwater of Western Tidewater Free Clinic was present to thank the Town Council of Smithfield for supporting the Clinic and to give an update on how the clinic is doing The mission of the clinic is to continue to provide high-quality non-emergency health care to the residents of Western Tidewater who cannot otherwise afford it She reported that overall the clinic served 1400 unduplicated patients in 2016 with an all-time record high of 18022 visits This averages 13 visits a year per patient These visits include primary and specialty medical visits womenrsquos health visits mental health counselling physical therapy vision exams pharmacy consults and eligibility appointments Residents of Smithfield account for 112 of their total patients One hundred and fifty-six (156) residents received care through 2010 visits in 2016 and medications valued at approximately $630000 Of these patients sixty-three (63) received dental services through 2014 visits Over the last year the clinic has partnered with the Isle of Wight Health Department to provide medical assessment services here in town Ms Broadwater also mentioned that they have fourteen (14) volunteers from Smithfield and four out of the fifteen board members live in Smithfield Mr Pack asked what the clinic was requesting this year Ms Broadwater replied that the clinic is requesting $38640 Their request last year was for $38000 Committee thanked Ms Broadwater for the update

b Historic Smithfield ndash 1750 Isle of Wight Courthouse ndash Dr Lanny Hinson was present to thank Town Council for their support of the historic courthouse He explained that they continue to keep the courthouse open to visitors with volunteer docents during the week and paid docents on the weekends They hold special programs for local groups and out of town bus tours beyond our regular opening hours The Courthouse also participate in events here in town such as Olden Days Ghost Walks Town amp Country Day and the Christmas Market and parade Dr Hinson explained that their most popular event each year is the colonial court trail in October Christmas in Smithfield has been successful also and Tourism has asked if the name could be used to denote all the events in town during December Dr Lanny Hinson stated that he is asking Town Council to consider financial support of $5000 Mr Pack asked Ms Minga what was in the budget Ms Minga replied that $4000 is what was budgeted Committee thanked Dr Hinson for the update

c The Genieve Shelter ndash Ms Montgomery of The Genieve Shelter was

present to thank Town Council for their past support and to request funding for the upcoming year She explained that their mission is to provide a safe refuge for the victims of domestic violence and their children and to provide information education and training services which focus on ending domestic violence During 2016 The Genieve Shelter provided crisis and supportive services to forty-nine (49) individuals attempting to escape domestic violence in the Town of Smithfield They provided 824 nights of shelter and responded to ninety-six (96) hotline calls from residents of the Town of Smithfield seeking various services Ms Montgomery stated that the shelter has recently expanded from twenty (20) beds to thirty-six (36) beds which allows them the opportunity to serve more survivors fleeing domestic violence sexual assault and human trafficking She stated that their goal for the upcoming year is to focus on Community Enrichment Programs to provide education and prevention The Genieve Shelter is requesting a contribution of $10000 for fiscal 20172018 Ms Minga stated that currently $7200 is in the budget Committee thanked Ms Montgomery for coming

2 Fiscal Year 20172018 Revenue Projections Revenues Real Estate for the town is tracking a little over what was budgeted and collections are expected to be around $16940000 by June 30th The Town Treasurer stated that she has bumped this amount up a little for next fiscal year Delinquent Real Estate Taxes are down this year because staff has been able to work more on collections Assessments and taxes for Personal Property went up this year even with the Machinery and Tools Tax

being lower The Town Treasurer stated that she anticipates that the town will exceed what was budgeted Ms Minga reported that in regards to Delinquent Personal Property taxes she is still waiting to hear back from the auditors on how to show the refunds for Machinery and Tools Tax Public Service Corporations is usually pretty flat so that will stay the same next year Franchise Taxes is where we are looking at the banks that we do business with The banks do give us schedules each year to know what to budget We have received all the schedules to date with the exception of one At this time we will be a little lower than what we had originally budgeted Cigarette Tax is up and down It is a very difficult one to project Money comes in when the wholesalers buy the stamps not when individuals buy the packages in the stores Stamps are purchased in bulk and sometimes returned in bulk At this time we are still higher than what was projected for this year Transient Occupancy is tracking a little lower however this is not because the businesses are not doing as well The town had a local business that changed ownership and the new owner is paying everything on time so we are no longer collecting the penalties from the last owner that was always delinquent Those delinquent penalties had become the norm with this revenue Meals Tax continues to be strong and grow At this time it is projected to be a little higher that what was expected Ms Minga stated that she is projecting that next year will be a little higher due to a full year with increased percentage of 25 Sales Tax is looking up however it does tend to fluctuate Consumption and Utility Taxes normally go hand in hand For many years it has remained flat and there is not a whole lot of fluctuation this year Ms Minga stated that it could probably be bumped up a little for next fiscal year Business Licenses are tracking very similar to last year She explained that she is not expecting it to be this much next year due to nursing home project has been completed Vehicle Licenses goes hand and hand with personal property If personal property is tracking higher then vehicle licenses will track a little higher as well It does take a lot to get this number up because it is $20 per vehicle Inspection fees have already exceeded budget for this year This line item depends on what type of projects are going on around town Dog Park registrations have fallen off a little bit but this is not a large number Fines and cost are down at this time Smithfield Center rentals are tracking lower than expected Ms Musick is looking at ways to address these revenues Kayak rentals are consistent Ms Minga explained that Special Events is a formula used for Police and Public Works staffing at special events Organizations pay for these town services and the fee is based on the rate of town employees Currently we will exceed budget for this year so it will be bumped up for next year Isle of Wight Museum is tracking higher than expected Gift shop sales have been very good this year Since staff feels that it is higher due to it being an anniversary year at the museum the budget will not be increased significantly for next year Sale of equipment is tracking lower than is the previous years This amount is a result of surplus items being sold on GovDeals Normally the higher amounts are when we are selling old vehicles At this time we have no vehicles to be sold Cash Proffer revenues are never budgeted because they are voluntary If proffers are received then a budget amendment will be done Ms Minga explained that under the reserve section there will be some amendments on the Police Departments side of the budget under expenses to reflect

$15690 that is sitting there The Police Department has a CD that they have had for a number of years from a citizen that had left some money to the Police Department in their will The Police Department has opted to pull some of that money out to purchase various pieces of equipment This money is restricted for their use so that will come out of reserve The Pinewood Heights Escrow is up in the air depending on how many homes we acquire by the end of this fiscal year Ms Minga stated that she cannot plug in the number for operating reserves until we do the expense side of the budget Under Intergovernmental Virginia Law Enforcement 599 Funds are funds the state gives the town and they are not recommending any change for next year The Litter Control grant is something that town staff puts in for each year and we will put the same amount in the budget for next year Communication Tax from the state has consistently dropped over the last few years and staff believes this is due to state administrative fees The Personal Property Tax Relief Act (PPTRA) has remained flat since the program became stagnant The state has established a fixed amount to each locality and unless that changes this amount will remain the same for next year The TRIAD grant was granted this year and we expect that it will be granted for next yearrsquos budget The VCA grant is the matching grant for the Isle of Wight Arts League The grant is for $5000 and we give them $10000 The boat ramp grant does not look like it will get accomplished this fiscal year so it will be rolled over to next fiscal year Ms Minga stated that for Pinewood Heights she has put in the remainder of the CDBG grant that is left for Phase III because we are really rolling through it now Not sure if it will be depleted by June 30 but it will be close Under Line of credit proceeds the town has the $500000 line of credit for the Pinewood Heights project and the note proceeds for the $500000000 from Farmers Bank to be used like a one year revolving line of credit The town will need to draw most of that down by the end of the fiscal year This will be done before the contributing funds are used Insurance recoveries the town has taken in $1374799 and like cash proffers we do not budget for this If a claim is made then the budget will be amended Ms Minga stated that lastly under contributions the CHIP Program has been doing very well We are on track for this year however for next year with the volunteer work they are doing with Smithfield VA Events they are supposed to receive a check for approximately $10000 This amount will bump up the budget for next fiscal year Smithfield VA Events continues to make donations to the town through the proceeds of the festivals held at Windsor Castle Park

3 Establish Meeting Date- Special Budget Work Session - The special budget work session has been scheduled for April 18th 2017 400 pm at the Smithfield Center 4 February Financial Statements amp Graphs ndash Ms Minga reported that she did not have a lot to report on as most of her time has been spent on preparing the information for budget discussions Sewer consumption is very close to where we were last year Consumption continues to be down in the Gatling Pointe area The Town Manager stated that the accuracy of the meter going to Gatling Pointe is in question and staff may be

making a recommendation in the near future to change the entire meter out at a cost of approximately $17000

4 February Cash Balances ndash Ms Minga reported that the cash balances remain strong The VIP Pool has been pretty flat this year This will impact the townrsquos revenues next fiscal year - Water = $45645245 Water Debt Service = $81000834 Water Capital Escrow Availability Fees = $41742177 Water Treatment Plant Escrow = $11237909 Water Deposit Account = $8912571 Water Development Escrow = $11857194 Subtotal Water = $200395930 Sewer = $(438177) Sewer Development Escrow = $37686095 Sewer Capital Escrow Availability Fees = $79989178 Sewer Compliance = $181812809 Subtotal Sewer = $299049905 Highway = $12185463 General Fund = $302975059 Payroll = $19552696 Money Market General Fund Towne Bank = $220013 Business Super NOW-General Fund = $3338990 Money Market General Fund Farmers Bank = $29145156 General Fund Capital Escrow = $21602302 Certificate of Deposit = $52663145 Certificate of Deposit Police Dept = $3691019 Special Project Account = $305094457 Pinewood Heights Escrow = $7620948 SNAP Program = $229475 Museum Account = $15047569 Windsor Castle Acct $6350000 Subtotal General Fund = $767530829 TOTAL ALL FUNDS = $1279162127 5 Personnel Policies Manual Proposed Updates for Section 7 ndash Ms Ashley Rogers went over the changes that she has made to Section 7 - Workplace Safety There were also a couple of items added to Section 2 and 3 since it was updated earlier this year Section 7 Policy 71 Safety Program the only change was to add that Human Resources should be notified of a life threatening or contagious disease along with the Town Manager No changes to the rest of the policy Policy 72 Emergency Office Closing minor rewording for clarification purposes only Policy 73 Work Area there are no changes to this policy Policy 74 Bully Free Workplace (NEW) this policy discusses behavior that is inappropriate but not based on discriminatory actions Policy 75 Workplace Violence Prevention (NEW) has been reviewed and approved by the Virginia Municipal League (VML) This type of policy is pretty common in most employee handbooks It addresses acts of violence in the workplace weapons in the workplace and protective orders If an employee has a protective order against them then they must let the town know

Addition to Section 2 - Employment Ms Rogers explained that she is proposing an addition to Section 2 Performance and Evaluations The objective of this policy is to provide an overview of the performance planning and evaluation process The addition does not provide for a performance appraisal at the end of the probationary period but does involve a documented discussion surrounding goals The specific dates of the performance cycle are not listed It states that they are conducted on a ldquopre-determined annual daterdquo The evaluations are now

based on employeersquos performance in core competencies as well as their achievement of agreed upon SMART Goals This is different than the current evaluation that evaluates employeersquos capacity to perform job requirements conduct and supervision (if applicable) The focus is on helping both the employees and the Town perform at a high level

Addition to Section 3 ndash Corrective Action Policy (NEW) Ms Rogers explained that although the policy is new the concept is not It was located within the Standards of Conduct Policy The word ldquodisciplinaryrdquo was changed to ldquocorrectiverdquo action since the goal is really to correct the behavior Added two steps in the ldquoformal process ldquoVerbal Warningrdquo and ldquoFinal Written Warningrdquo These steps would provide ample opportunities to course correct either poor performance or conduct Although the town reserves the right to skip steps in the process as appropriate There is a list of offenses included that may warrant immediate termination The Town Manager stated that staff hopes to have the entire updated Personnel Policy Manual adopted by Town Council at their May meeting

Meeting Adjourned at 523 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PARKS AND RECREATION

COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Parks and Recreation Committee held a meeting on Tuesday March 28th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee member attending was Ms Connie Chapman Chair Mr Randy Pack and Mrs Denise Tynes Other Council members present were Mr Andrew Gregory Dr Milton Cook Mr Michael Smith and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Parks and Recreation Committee Chair Ms Connie Chapman called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA

1 Proposed Price Adjustment for the Smithfield Center Venue ndash Ms Musick explained that since the rates at the Smithfield Center were increased a year ago she has seen a reduction in bookings for Friday and Sunday events Bookings for Friday and Sunday events went from 14 available in 2016 to 32 available in 2017 She stated that she would like to propose lowering the rates for Friday and Sunday She feels she overshot her market by raising them too high for those days Committee agreed and recommends approval of lower the fee structure for Friday and Sunday events Ms Musick also stated that she would like to offer 50 off the established rate for bookings on a Friday Saturday or Sunday in the months of January and February as these months are hard to

book Committee agreed to the price adjustment of 50 off for January and February 2018 only at this time 2 Request to Use Clontz Park for the Annual Fireworks Display July 3rd 2017 ndash Ms Chapman stated that Isle of Wight County has requested the use of Clontz Park for the annual fireworks display Monday July 3rd The start time for the fireworks is 950 pm The County has also contacted Emergency Services Representatives to request their services during the display Committee recommends approval of the annual fireworks display at Clontz Park 3 Joseph W Luter Jr Sports Complex ndash MOU with Isle of Wight County ndash The Town Manager stated that he and the County Administrator have met and discussed the MOU between the town and county in regards to the Joseph W Luter Jr Sports Complex Minor changes have been made and the revised MOU was included in your packet today The MOU will be on the Board of Supervisors agenda at their April meeting The Town Manager stated that the County Administrator did not see reason for the County to review and approve rates Rates would be developed by Smithfield Recreation Association (SRA) and the town only Dr Cook expressed some concerns about the wording under casual use He stated that he envisions the sports complex to be much like Nike Park where the fields can be used by the general public when not being used by SRA It also requires users of the sports complex to pay a refundable deposit of $10000 per use Vice Mayor Gregory stated that this is not Nike Park and should not allow anyone to use it without any recourse if the property is damaged The town reserves the right to establish rules to govern the use of the park This facility will be a learning curve How much it can be used for casual use is yet to be determined The idea is to make the facility available but also make sure that it is not vandalized Dr Cook asked if county entities can use these facilities SRA has first use but when it is not is use by them the fields can be used by others by scheduling through Ms Musick at the Smithfield Center This allows the town to know what is going on at all times since it is town property After some discussion it was determined that ldquothe Town reserves the right to amend its fee structure in the futurerdquo needs to be included in the MOU Ms Chapman asked if the County would be responsible for any of the maintenance at the sports complex The Town Attorney stated that would be included in SRArsquos Lease Agreement with the Town in lieu of rent SRA will be responsible for all the maintenance with the exception of the multi-purpose field and the indoor facility once it has been constructed The County has no responsible for the maintenance of the complex Vice Mayor Gregory also stated that we are leaning on other groups that have already built facilities like these and the multi-use field may need some time after construction before it can be used We do not want to open the field too soon and they get ruined Having a turf expert come in and assess the field for use may need to be done before it is opened

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON COUNCILrsquoS AGENDA

1 Operational Update ndash Parks and Recreation Committee Report 2017 Event List ndashMs Musick reported that the Smithfield Center was busy for the month of March Upcoming events to note are the Womenrsquos Club Annual Flea Market on Saturday April 1st This is a first time event here at the Smithfield Center Also the Wine and Brew Festival is coming up on Saturday April 8th at Windsor Castle Park Ms Musick reported that the Manor House restoration project at Windsor Castle Park is still going strong Isle of Wight County Museum staff will be giving historical tours of the Manor House Property on Saturday April 29 at 200 pm Saturday June 10th at 200 pm and Saturday September 9th at 200 pm Mayor Williams and Roger Ealy will be present on these days to answer any questions about the ongoing restoration project Ms Musick stated that the Joseph W Luter Jr Sports Complex continues to move along quickly The dugouts were installed this week Pictures of the site work have been included in the agenda posting Committee thanked Ms Musick for the update 2 Joseph W Luter Jr Sports Complex ndash Update on Agreement with Smithfield Recreation Association (SRA) ndash The Town Attorney stated that he Ms Musick and the Town Manager are working on the agreement and will be meeting this Friday to discuss He mentioned that in all reality the agreement may not be ready until we get closer to the sports complex being complete It does not make much sense to sign an agreement that may need numerous amendments if approved too early

3 Clontz Park Boat Ramp Grant Status Report - The Town Manager stated that if you recall this project was bid out last fall and then Town Council rejected the bids in November because the bids were much higher than anticipated due to all the bids received having a cofferdam included in the construction of the project The bids exceeded the approved state grant from VMRC The grant money was supposed to cover the design and construction of the boat ramp The cofferdam by itself may cost $200000 so staff asked Jamie Weist of Kimley Horn Associates to look to see if there is anything with the design of the ramp that could be cut to save cost before rebidding One option would be to put in an articulated block ramp instead of the cofferdam but it is not recommended Option two would be to go back to VMRC to request an extension and see if there is additional grant money available based on the cost of the cofferdam Option three would be for the town to look at adding money to this project All the work below ground would be done with the grant funds and improvements made above ground level would be paid for by the town Mr Pack stated that he is on the RFAB board and recommends taking it back to request additional grant funding The Town Attorney mentioned that we need to keep in mind that there is a clause in the deed from Smithfield Foods where the project must be completed in a certain time frame There may need to be an amendment made if the project is granted an extension

4 Old Business Pagan River Dredging Request ndash The Town Manager stated that he has received a request to have the Pagan River dredged again particularly at Bob Shoal In 2015 the Presidentrsquos Fiscal year Budget did not include funding for dredging the Pagan River however it was noted that in the event that funds became available we do have the necessary environmental permits in place for the dredging and dredged material placement The Town Manager stated that this item is for informational purposes only as he would like to start the process to get it on the radar for possible funding Conditions are not getting any better and we need to start the process especially with the possibility of the new public boat ramp coming

The meeting adjourned at 447 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC WORKS COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Works Committee held a meeting on Tuesday March 28th 2017 at 447 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Michael Smith Chair Mrs Denise Tynes and Dr Milton Cook Other Council members present were Ms Connie Chapman Mr Randy Pack Mr Andrew Gregory Vice Mayor and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Works Committee Chair Mr Michael G Smith called the meeting to order

A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE COUNCILrsquoS AGENDA 1 Renewal of Street Maintenance Contract with Blair Brothers Inc ndash Ms Eubank reported that the town currently has an annual contract with Blair Brothers Inc for street maintenance services that expires on May 6th 2017 The town does reserve the right to renew the contract for two additional years one year at a time The street maintenance contract includes sidewalk repairs clearing and grading roadways and outfall ditches road repairs and road overlays Staff has been pleased with their work and therefore recommends that this contract be extended one additional year All contract terms will remain the same Committee will forward this item to Town Council for consideration

2 Proposals from Blair Brothers Inc for Street Maintenance Work ndash Mr Griffin reported that the proposals included in the agenda packet are for street that he would like to have paved this spring The streets include Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Mr Griffin stated that he also has one street that was approved by Town Council at their April 2016 meeting that was never paved and he would like to pave that one at this time as well This work is paid for through state Highway Funds that the town receives each quarter Committee recommends approval of all the proposals

3 Cary Street Drainage Improvement and Easement ndash Mr Griffin explained that Canada Land Surveying has prepared a plat of where the easement is located on Mr Gehringrsquos property and the other adjacent property owners This information will be forwarded to the Town Attorney to notify the adjacent property owners and get all the deeds recorded Blair Brothers has provided the town with a proposal to do the drainage improvements in the amount of $2253355 Staff recommends approval of proposal so that once the deeds have been recorded Blair Brothers can move forward with making the necessary drainage improvements Committee recommends approval of proposal

4 Smithfield Lake Dam Emergency Spillway and Hazard Mitigation Proposal from Draper Aden Associates (FEMA VDEM Grant) The Town Manager explained that included in the packet is a proposal from Draper Aden Associates for hazard mitigation work to the Smithfield Lake Dam emergency spillway The damage is on the downstream side of the dam near the emergency spillway The original cost estimate to put everything back just as it was prior to Hurricane Matthew was $85000 This expense would be covered by FEMA at 100 Discussion was held in regards to putting it back just as it was however if we have another heavy rainwind event it is very possible that the same thing will happen again Town staff has met with representatives from the Federal Emergency Management Agency (FEMA) and the Virginia Department of Emergency Management (VDEM) to initiate efforts to secure funding for permanent repairs and hazard mitigation work This funding will allow the town to make improvements and the cost of the work would be covered at 75 and at this time the townrsquos portion will be approximately $35000 for next yearrsquos budget This work must be procured by means of a competitive bid process In order to solicit competitive bids engineering and surveying services will be required to provide the appropriate information for contractors to develop bid proposals The additional work will look much like the primary spillway Committee expressed concern about the time it will take to bid the project out The Town Manager explained that Mr Griffin monitors the dam

on a weekly basis At this time this is not an emergency repair because it is not on the road side of the emergency spillway Committee asked if we have another heavy rain event and more washes out what happens The Town Manager stated that if that happens it could become an emergency repair at that time Committee recommends approval of Draper Aden Associates proposal

3 Closed Session Refuse and Recycling Services RFP - This item was discussed during closed session The Town Attorney stated that we need a motion to go into closed session for the discussion of the award of a public contract and discussion of terms not yet subject to public disclosure pursuant to 22-3711 A-29 of the Code of Virginia Vice Mayor Gregory so moved the motion and Ms Chapman seconded the motion

In Closed Session 506 Out of Closed Session 526

A motion was made to come back into open session by Vice Mayor Gregory and Seconded by Dr Cook

Meeting adjourned at 528 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

5 Water Treatment Plant

A Operate RO Plant and monitor distribution system B Daily lab analysis monthly sampling and reports for VDH HRSD DEQ and RO

contractors C Performed monthly routine tasks including but not limited to

1 Daily Inspection of RO Plant and grounds 2 Monthly Tank inspections 3 Inspect and exercise plant generator monthly 4 Fill antiscalant day tank 5 Truck Inspections 6 Routine service of lime system 7 Service online fluoride and chlorine analyzers 8 Calibrate online turbidimeter and pH meter 9 Check and replace air filters 10 Test Alarms

D Reliability analyst from RE Mason testing bearings on all major pumps and motors and found them to be in good working order

E RO Plant staff greased lime feeder gear box and cleaned lime dissolving tank F RO Plant staff replaced pump and tubing system in fluoride analyzer G CAT technician repaired coolant leak on RO Plant generator

6 Safety

A Monthly truck inspections B Staff attended received First Aid and CPR certification

7 Miscellaneous

A Grounds crews cut grass at town‐owned property and rights‐of‐way weekly and

empty trash cans on Monday and Friday B Minor repairs at Town Hall and town buildings C Grounds crews completed right of way clearing on sewer force in the Town limits

PLANNING AND ZONING

1 Planning Commission ndash March 14 2017

A Public Hearing ‐ Rezoning ndash Community Conservation (C‐C) to Highway Retail Commercial (HR‐C) ndash Benns Church Boulevard (TPIN 32‐01‐005) ndash Charles D Layman Goodwill of Central and Coastal Virginia Inc applicants ndash Approval recommended to Town Council with no conditions

B Public Hearing ‐ Special Use Permit ndash Retail Sales in Residential Office (R‐O) Zoning District 1306 South Church Street ndash Autumn Marade applicant ‐ Approval recommended to Town Council with no conditions

2 Rezoning Applications under review

A C‐C to HR‐C ‐ Benns Church Boulevard ndashGoodwill Industries applicant

3 Special Use Permit Applications under review A Retail Sales in R‐O District ndash 1306 S Church St ‐ Autumn Marade applicant

4 Subdivision and Site Plans under review

A 305 Smithfield Boulevard Subdivision ndash Dale Steffensmeier applicant B KLS Battery Park Subdivision ndash S Church St ndash KLS Battery Park Development

Group LLC applicant C Smithfield Self Storage ndash 201 Battery Park Road ndash Smithfield Self Storage LLC

applicant

5 Subdivision and Commercial Sites Under Construction and Inspection

A Church Square Phase I (95 complete) B Smithfield Manor Townhomes (95 complete) C Lakeview Cove Condos (75 complete)

6 Board of Historic amp Architectural Review ndash March 21 2017

A New Construction Single Family Home ndash Lot 252 Cockes Lane ndash No Designation ndash Stuart ampBonnie Resor applicants ndash Approved

B Garden Shed (After the Fact) ndash 144 Sykes Court ndash Non‐contributing Remigio Holmes applicant ndash Approved

C Historic District Designation Review ndash Cedar Street Chalmers Row amp N Church Street ndash No action taken

7 Board of Zoning Appeals ndash March 21 2017

No meeting held

ENGINEERING A Church Square Phase I contractor has installed E amp S controls as required by the

Town and the approved site plans Homes are under construction as per market demand

B Lakeview Cove is now under new ownership All E amp S controls have been

installed previously by the contractor as per the approved site plans and required by the Town

C Blair Brotherrsquos Contr Contractor repaired sinkhole area around drop inlet at 228

Lane Crescent in the Moonefield Estates subdivision Contractor also repaired two storm pipe joint separation areas at 107 Barclay Crescent and also three storm pipe joint separation areas at 401 Watson Drive

D Erosion amp Sedimentation control field inspections were performed and

appropriate reports filed on the following active project Moody Properties Also Erosion amp Sedimentation control field inspections for single family dwellings were performed at 17 locations throughout the Town and required reports were filed

E Field inspections continued to be held this month involving the Smithfield Lake

Dam Some structural deficiencies were found at the emergency outfall due to storm damage by Matthew The Town is coordinating the repair with FEMA representatives

F Cypress Creek Development Contractor C A Barrs Constr all work on project

has now been completed including the roadway asphalt surface The project is now under its one year warranty period

G Smithfield Center Parking Lot Extension Contractor started clearing and

grubbing activities along with subgrade excavation of project area Existing power pole and circuit board panel has been relocated along with conduit run from new pole to the Veterans Memorial

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE POLICE COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Police Committee met Monday March 27th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mrs Denise Tynes Chair Ms Connie Chapman and Mr Andrew Gregory Vice Mayor Other Council members present were Mr Michael Smith Mr Randy Pack Dr Milton Cook and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Mr Steve Bowman Smithfield Police Chief Mr Alonzo Howell Deputy Chief of Police Mr Matt Rogers Smithfield Police Lieutenant Mr Patrick Araojo Investigating Lieutenant Ms Ashley Rogers Director of Human Resources Mr William H Riddick III Town Attorney Mr Jessie Snead Superintendent of Public Works Ms Amy Musick Director of Parks and Recreation Also in attendance were Mr Rick Bodson Mr Stacy Lewis of Lewis Construction of Virginia Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Police Committee Chair Mrs Denise Tynes called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA 1 Operational Updates ndash Chief Bowman reported that everything has been relatively quiet since last committee The Police Department assisted with the Triathlon Race this past Saturday and it went very well Currently they are working on their budget for FY 20172018 and will be meeting with the Town Treasurer tomorrow Lastly Chief Bowman stated that effective July 1st 2017 he will be resigning as Smithfieldrsquos Police Chief He stated that he has spent 36 years in law enforcement and with much thought and consideration he feels now is the right time to leave so that he can have more time with his family He stated that during his tenure as Chief the past five year he and his

staff and the town have been recognized as one of the safest communities in Virginia became a certified crime preventive community and has been re-accredited Committee thanked Chief Bowman for his leadership to the Smithfield Police Department and Town of Smithfield

The meeting adjourned at 406 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE WATER amp SEWER COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Water amp Sewer Committee held a meeting on Monday March 27th 2017 at 406 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Andrew Gregory Chair Mr Michael Smith and Mrs Denise Tynes Other Council members present were Ms Connie Chapman Mr Randy Pack Dr Milton Cook and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Ms Ashley Rogers Director of Human Resources Mr William H Riddick III Town Attorney Mr Jessie Snead Superintendent of Public Works Also in attendance were Mr Rick Bodson of Smithfield 2020 Mr Stacy Lewis of Lewis Construction of Virginia Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Water and Sewer Committee Chair Mr Andrew Gregory called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA

1 Operational Updates ndash Mr Snead reported that the work in the 100 and 200 block of Main Street continues to move forward Now that they are working on service lines it is not moving as quickly as it did with the water main He stated that at this time they will not meet the March 31st deadline as hoped due to the number of issues that they have found Service lines are taking longer because they are working on sewer at the same time and repairing any problems that are found The project will be suspended for a week on April 3rd thru April 7th so that Lewis Construction can do another project that was previously scheduled while Newport News Schools are out on spring break Had there not been so many problems with the individual service lines the project would have met the March 31 deadline and there would not have been a conflict in scheduling The completion of our project should now be by the middle to end of April Lewis

Construction is also putting in cleanouts to all the lines as they put in new service lines Cleanouts have never been there before Mr Pack stated that he wanted to thank Mr Lewis and the townrsquos Public Works staff for keeping everyone informed on the status of the project Mr Snead stated that he would like to thank Mr Bodson as he has been involved since day one helping with sharing the information about the project This project has had a lot of unknown problems along the way but we are working through them to get this project finished up Committee thanked Mr Lewis and Mr Snead for the update

The meeting adjourned at 412 pm

March 3 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE FINANCE COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Finance Committee held a meeting on Monday March 27th 2017 at 412 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Randy Pack Chair Dr Milton Cook and Mr Andrew Gregory Vice Mayor Other Council members present were Ms Connie Chapman Mr Michael Smith Mrs Denise Tynes and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Mr William H Riddick III Town Attorney and Ms Ashley Rogers Director of Human Resources Also in attendance were Mr Rick Bodson of Smithfield 2020 Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Finance Committee Chair Randy Pack called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE

COUNCIL AGENDA

1 Invoices Over $10000 Requiring Council Authorization

a MUSCO Lighting $ 3967000 The Town Manager explained that staff continues to communicate with MUSCO Lighting to determine the correct amount that is due at this time According to MUSCO Lighting the Town paid 100 of the material amount with the first invoice approved by Town Council on March 7th The second invoice in the amount of $10268475 is for 75 of the installation cost Mr Camden expressed concern that if the town pays this invoice we will have paid over 90 of the overall contract amount of $400000 without seeing if the lights work Mr Weist responded by e-mail that MUSCO Lighting is a very reputable company and will stand behind their product however he does agree that paying 92 of the overall

cost before they are testedactivated is risky Mr Weist suggested that we meet MUSCO Lighting in the middle Staff will continue to work with our consultants and MUSCO Lighting to come to an agreed amount to pay before Town Councilrsquos meeting on April 4th b RAD Sports $49024750 This invoice is progress bill for the construction of the Joseph W Luter Jr Sport Complex Mr Camden of Alpha Corporation and Mr Weist of Kimley Horn Associates have reviewed the invoice and recommends approval of invoice This item will be sent to Town Council for consideration c Lewis Construction of Virginia $ 8970400 Staff explained that included in the original posting was an invoice in the amount of 3710700 for the Main Street waterline replacement Today an additional invoice from Lewis Construction of Virginia was posted in the amount of $5259700 Staff is recommending that both invoices be paid for a total of $8970400 The total amount of the project at this time is still under budget Committee recommends approval of payment

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA 1 Contribution Requests for Fiscal Year 20172018

a Western Tidewater Free Clinic ndash Ms Stephie Broadwater of Western Tidewater Free Clinic was present to thank the Town Council of Smithfield for supporting the Clinic and to give an update on how the clinic is doing The mission of the clinic is to continue to provide high-quality non-emergency health care to the residents of Western Tidewater who cannot otherwise afford it She reported that overall the clinic served 1400 unduplicated patients in 2016 with an all-time record high of 18022 visits This averages 13 visits a year per patient These visits include primary and specialty medical visits womenrsquos health visits mental health counselling physical therapy vision exams pharmacy consults and eligibility appointments Residents of Smithfield account for 112 of their total patients One hundred and fifty-six (156) residents received care through 2010 visits in 2016 and medications valued at approximately $630000 Of these patients sixty-three (63) received dental services through 2014 visits Over the last year the clinic has partnered with the Isle of Wight Health Department to provide medical assessment services here in town Ms Broadwater also mentioned that they have fourteen (14) volunteers from Smithfield and four out of the fifteen board members live in Smithfield Mr Pack asked what the clinic was requesting this year Ms Broadwater replied that the clinic is requesting $38640 Their request last year was for $38000 Committee thanked Ms Broadwater for the update

b Historic Smithfield ndash 1750 Isle of Wight Courthouse ndash Dr Lanny Hinson was present to thank Town Council for their support of the historic courthouse He explained that they continue to keep the courthouse open to visitors with volunteer docents during the week and paid docents on the weekends They hold special programs for local groups and out of town bus tours beyond our regular opening hours The Courthouse also participate in events here in town such as Olden Days Ghost Walks Town amp Country Day and the Christmas Market and parade Dr Hinson explained that their most popular event each year is the colonial court trail in October Christmas in Smithfield has been successful also and Tourism has asked if the name could be used to denote all the events in town during December Dr Lanny Hinson stated that he is asking Town Council to consider financial support of $5000 Mr Pack asked Ms Minga what was in the budget Ms Minga replied that $4000 is what was budgeted Committee thanked Dr Hinson for the update

c The Genieve Shelter ndash Ms Montgomery of The Genieve Shelter was

present to thank Town Council for their past support and to request funding for the upcoming year She explained that their mission is to provide a safe refuge for the victims of domestic violence and their children and to provide information education and training services which focus on ending domestic violence During 2016 The Genieve Shelter provided crisis and supportive services to forty-nine (49) individuals attempting to escape domestic violence in the Town of Smithfield They provided 824 nights of shelter and responded to ninety-six (96) hotline calls from residents of the Town of Smithfield seeking various services Ms Montgomery stated that the shelter has recently expanded from twenty (20) beds to thirty-six (36) beds which allows them the opportunity to serve more survivors fleeing domestic violence sexual assault and human trafficking She stated that their goal for the upcoming year is to focus on Community Enrichment Programs to provide education and prevention The Genieve Shelter is requesting a contribution of $10000 for fiscal 20172018 Ms Minga stated that currently $7200 is in the budget Committee thanked Ms Montgomery for coming

2 Fiscal Year 20172018 Revenue Projections Revenues Real Estate for the town is tracking a little over what was budgeted and collections are expected to be around $16940000 by June 30th The Town Treasurer stated that she has bumped this amount up a little for next fiscal year Delinquent Real Estate Taxes are down this year because staff has been able to work more on collections Assessments and taxes for Personal Property went up this year even with the Machinery and Tools Tax

being lower The Town Treasurer stated that she anticipates that the town will exceed what was budgeted Ms Minga reported that in regards to Delinquent Personal Property taxes she is still waiting to hear back from the auditors on how to show the refunds for Machinery and Tools Tax Public Service Corporations is usually pretty flat so that will stay the same next year Franchise Taxes is where we are looking at the banks that we do business with The banks do give us schedules each year to know what to budget We have received all the schedules to date with the exception of one At this time we will be a little lower than what we had originally budgeted Cigarette Tax is up and down It is a very difficult one to project Money comes in when the wholesalers buy the stamps not when individuals buy the packages in the stores Stamps are purchased in bulk and sometimes returned in bulk At this time we are still higher than what was projected for this year Transient Occupancy is tracking a little lower however this is not because the businesses are not doing as well The town had a local business that changed ownership and the new owner is paying everything on time so we are no longer collecting the penalties from the last owner that was always delinquent Those delinquent penalties had become the norm with this revenue Meals Tax continues to be strong and grow At this time it is projected to be a little higher that what was expected Ms Minga stated that she is projecting that next year will be a little higher due to a full year with increased percentage of 25 Sales Tax is looking up however it does tend to fluctuate Consumption and Utility Taxes normally go hand in hand For many years it has remained flat and there is not a whole lot of fluctuation this year Ms Minga stated that it could probably be bumped up a little for next fiscal year Business Licenses are tracking very similar to last year She explained that she is not expecting it to be this much next year due to nursing home project has been completed Vehicle Licenses goes hand and hand with personal property If personal property is tracking higher then vehicle licenses will track a little higher as well It does take a lot to get this number up because it is $20 per vehicle Inspection fees have already exceeded budget for this year This line item depends on what type of projects are going on around town Dog Park registrations have fallen off a little bit but this is not a large number Fines and cost are down at this time Smithfield Center rentals are tracking lower than expected Ms Musick is looking at ways to address these revenues Kayak rentals are consistent Ms Minga explained that Special Events is a formula used for Police and Public Works staffing at special events Organizations pay for these town services and the fee is based on the rate of town employees Currently we will exceed budget for this year so it will be bumped up for next year Isle of Wight Museum is tracking higher than expected Gift shop sales have been very good this year Since staff feels that it is higher due to it being an anniversary year at the museum the budget will not be increased significantly for next year Sale of equipment is tracking lower than is the previous years This amount is a result of surplus items being sold on GovDeals Normally the higher amounts are when we are selling old vehicles At this time we have no vehicles to be sold Cash Proffer revenues are never budgeted because they are voluntary If proffers are received then a budget amendment will be done Ms Minga explained that under the reserve section there will be some amendments on the Police Departments side of the budget under expenses to reflect

$15690 that is sitting there The Police Department has a CD that they have had for a number of years from a citizen that had left some money to the Police Department in their will The Police Department has opted to pull some of that money out to purchase various pieces of equipment This money is restricted for their use so that will come out of reserve The Pinewood Heights Escrow is up in the air depending on how many homes we acquire by the end of this fiscal year Ms Minga stated that she cannot plug in the number for operating reserves until we do the expense side of the budget Under Intergovernmental Virginia Law Enforcement 599 Funds are funds the state gives the town and they are not recommending any change for next year The Litter Control grant is something that town staff puts in for each year and we will put the same amount in the budget for next year Communication Tax from the state has consistently dropped over the last few years and staff believes this is due to state administrative fees The Personal Property Tax Relief Act (PPTRA) has remained flat since the program became stagnant The state has established a fixed amount to each locality and unless that changes this amount will remain the same for next year The TRIAD grant was granted this year and we expect that it will be granted for next yearrsquos budget The VCA grant is the matching grant for the Isle of Wight Arts League The grant is for $5000 and we give them $10000 The boat ramp grant does not look like it will get accomplished this fiscal year so it will be rolled over to next fiscal year Ms Minga stated that for Pinewood Heights she has put in the remainder of the CDBG grant that is left for Phase III because we are really rolling through it now Not sure if it will be depleted by June 30 but it will be close Under Line of credit proceeds the town has the $500000 line of credit for the Pinewood Heights project and the note proceeds for the $500000000 from Farmers Bank to be used like a one year revolving line of credit The town will need to draw most of that down by the end of the fiscal year This will be done before the contributing funds are used Insurance recoveries the town has taken in $1374799 and like cash proffers we do not budget for this If a claim is made then the budget will be amended Ms Minga stated that lastly under contributions the CHIP Program has been doing very well We are on track for this year however for next year with the volunteer work they are doing with Smithfield VA Events they are supposed to receive a check for approximately $10000 This amount will bump up the budget for next fiscal year Smithfield VA Events continues to make donations to the town through the proceeds of the festivals held at Windsor Castle Park

3 Establish Meeting Date- Special Budget Work Session - The special budget work session has been scheduled for April 18th 2017 400 pm at the Smithfield Center 4 February Financial Statements amp Graphs ndash Ms Minga reported that she did not have a lot to report on as most of her time has been spent on preparing the information for budget discussions Sewer consumption is very close to where we were last year Consumption continues to be down in the Gatling Pointe area The Town Manager stated that the accuracy of the meter going to Gatling Pointe is in question and staff may be

making a recommendation in the near future to change the entire meter out at a cost of approximately $17000

4 February Cash Balances ndash Ms Minga reported that the cash balances remain strong The VIP Pool has been pretty flat this year This will impact the townrsquos revenues next fiscal year - Water = $45645245 Water Debt Service = $81000834 Water Capital Escrow Availability Fees = $41742177 Water Treatment Plant Escrow = $11237909 Water Deposit Account = $8912571 Water Development Escrow = $11857194 Subtotal Water = $200395930 Sewer = $(438177) Sewer Development Escrow = $37686095 Sewer Capital Escrow Availability Fees = $79989178 Sewer Compliance = $181812809 Subtotal Sewer = $299049905 Highway = $12185463 General Fund = $302975059 Payroll = $19552696 Money Market General Fund Towne Bank = $220013 Business Super NOW-General Fund = $3338990 Money Market General Fund Farmers Bank = $29145156 General Fund Capital Escrow = $21602302 Certificate of Deposit = $52663145 Certificate of Deposit Police Dept = $3691019 Special Project Account = $305094457 Pinewood Heights Escrow = $7620948 SNAP Program = $229475 Museum Account = $15047569 Windsor Castle Acct $6350000 Subtotal General Fund = $767530829 TOTAL ALL FUNDS = $1279162127 5 Personnel Policies Manual Proposed Updates for Section 7 ndash Ms Ashley Rogers went over the changes that she has made to Section 7 - Workplace Safety There were also a couple of items added to Section 2 and 3 since it was updated earlier this year Section 7 Policy 71 Safety Program the only change was to add that Human Resources should be notified of a life threatening or contagious disease along with the Town Manager No changes to the rest of the policy Policy 72 Emergency Office Closing minor rewording for clarification purposes only Policy 73 Work Area there are no changes to this policy Policy 74 Bully Free Workplace (NEW) this policy discusses behavior that is inappropriate but not based on discriminatory actions Policy 75 Workplace Violence Prevention (NEW) has been reviewed and approved by the Virginia Municipal League (VML) This type of policy is pretty common in most employee handbooks It addresses acts of violence in the workplace weapons in the workplace and protective orders If an employee has a protective order against them then they must let the town know

Addition to Section 2 - Employment Ms Rogers explained that she is proposing an addition to Section 2 Performance and Evaluations The objective of this policy is to provide an overview of the performance planning and evaluation process The addition does not provide for a performance appraisal at the end of the probationary period but does involve a documented discussion surrounding goals The specific dates of the performance cycle are not listed It states that they are conducted on a ldquopre-determined annual daterdquo The evaluations are now

based on employeersquos performance in core competencies as well as their achievement of agreed upon SMART Goals This is different than the current evaluation that evaluates employeersquos capacity to perform job requirements conduct and supervision (if applicable) The focus is on helping both the employees and the Town perform at a high level

Addition to Section 3 ndash Corrective Action Policy (NEW) Ms Rogers explained that although the policy is new the concept is not It was located within the Standards of Conduct Policy The word ldquodisciplinaryrdquo was changed to ldquocorrectiverdquo action since the goal is really to correct the behavior Added two steps in the ldquoformal process ldquoVerbal Warningrdquo and ldquoFinal Written Warningrdquo These steps would provide ample opportunities to course correct either poor performance or conduct Although the town reserves the right to skip steps in the process as appropriate There is a list of offenses included that may warrant immediate termination The Town Manager stated that staff hopes to have the entire updated Personnel Policy Manual adopted by Town Council at their May meeting

Meeting Adjourned at 523 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PARKS AND RECREATION

COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Parks and Recreation Committee held a meeting on Tuesday March 28th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee member attending was Ms Connie Chapman Chair Mr Randy Pack and Mrs Denise Tynes Other Council members present were Mr Andrew Gregory Dr Milton Cook Mr Michael Smith and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Parks and Recreation Committee Chair Ms Connie Chapman called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA

1 Proposed Price Adjustment for the Smithfield Center Venue ndash Ms Musick explained that since the rates at the Smithfield Center were increased a year ago she has seen a reduction in bookings for Friday and Sunday events Bookings for Friday and Sunday events went from 14 available in 2016 to 32 available in 2017 She stated that she would like to propose lowering the rates for Friday and Sunday She feels she overshot her market by raising them too high for those days Committee agreed and recommends approval of lower the fee structure for Friday and Sunday events Ms Musick also stated that she would like to offer 50 off the established rate for bookings on a Friday Saturday or Sunday in the months of January and February as these months are hard to

book Committee agreed to the price adjustment of 50 off for January and February 2018 only at this time 2 Request to Use Clontz Park for the Annual Fireworks Display July 3rd 2017 ndash Ms Chapman stated that Isle of Wight County has requested the use of Clontz Park for the annual fireworks display Monday July 3rd The start time for the fireworks is 950 pm The County has also contacted Emergency Services Representatives to request their services during the display Committee recommends approval of the annual fireworks display at Clontz Park 3 Joseph W Luter Jr Sports Complex ndash MOU with Isle of Wight County ndash The Town Manager stated that he and the County Administrator have met and discussed the MOU between the town and county in regards to the Joseph W Luter Jr Sports Complex Minor changes have been made and the revised MOU was included in your packet today The MOU will be on the Board of Supervisors agenda at their April meeting The Town Manager stated that the County Administrator did not see reason for the County to review and approve rates Rates would be developed by Smithfield Recreation Association (SRA) and the town only Dr Cook expressed some concerns about the wording under casual use He stated that he envisions the sports complex to be much like Nike Park where the fields can be used by the general public when not being used by SRA It also requires users of the sports complex to pay a refundable deposit of $10000 per use Vice Mayor Gregory stated that this is not Nike Park and should not allow anyone to use it without any recourse if the property is damaged The town reserves the right to establish rules to govern the use of the park This facility will be a learning curve How much it can be used for casual use is yet to be determined The idea is to make the facility available but also make sure that it is not vandalized Dr Cook asked if county entities can use these facilities SRA has first use but when it is not is use by them the fields can be used by others by scheduling through Ms Musick at the Smithfield Center This allows the town to know what is going on at all times since it is town property After some discussion it was determined that ldquothe Town reserves the right to amend its fee structure in the futurerdquo needs to be included in the MOU Ms Chapman asked if the County would be responsible for any of the maintenance at the sports complex The Town Attorney stated that would be included in SRArsquos Lease Agreement with the Town in lieu of rent SRA will be responsible for all the maintenance with the exception of the multi-purpose field and the indoor facility once it has been constructed The County has no responsible for the maintenance of the complex Vice Mayor Gregory also stated that we are leaning on other groups that have already built facilities like these and the multi-use field may need some time after construction before it can be used We do not want to open the field too soon and they get ruined Having a turf expert come in and assess the field for use may need to be done before it is opened

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON COUNCILrsquoS AGENDA

1 Operational Update ndash Parks and Recreation Committee Report 2017 Event List ndashMs Musick reported that the Smithfield Center was busy for the month of March Upcoming events to note are the Womenrsquos Club Annual Flea Market on Saturday April 1st This is a first time event here at the Smithfield Center Also the Wine and Brew Festival is coming up on Saturday April 8th at Windsor Castle Park Ms Musick reported that the Manor House restoration project at Windsor Castle Park is still going strong Isle of Wight County Museum staff will be giving historical tours of the Manor House Property on Saturday April 29 at 200 pm Saturday June 10th at 200 pm and Saturday September 9th at 200 pm Mayor Williams and Roger Ealy will be present on these days to answer any questions about the ongoing restoration project Ms Musick stated that the Joseph W Luter Jr Sports Complex continues to move along quickly The dugouts were installed this week Pictures of the site work have been included in the agenda posting Committee thanked Ms Musick for the update 2 Joseph W Luter Jr Sports Complex ndash Update on Agreement with Smithfield Recreation Association (SRA) ndash The Town Attorney stated that he Ms Musick and the Town Manager are working on the agreement and will be meeting this Friday to discuss He mentioned that in all reality the agreement may not be ready until we get closer to the sports complex being complete It does not make much sense to sign an agreement that may need numerous amendments if approved too early

3 Clontz Park Boat Ramp Grant Status Report - The Town Manager stated that if you recall this project was bid out last fall and then Town Council rejected the bids in November because the bids were much higher than anticipated due to all the bids received having a cofferdam included in the construction of the project The bids exceeded the approved state grant from VMRC The grant money was supposed to cover the design and construction of the boat ramp The cofferdam by itself may cost $200000 so staff asked Jamie Weist of Kimley Horn Associates to look to see if there is anything with the design of the ramp that could be cut to save cost before rebidding One option would be to put in an articulated block ramp instead of the cofferdam but it is not recommended Option two would be to go back to VMRC to request an extension and see if there is additional grant money available based on the cost of the cofferdam Option three would be for the town to look at adding money to this project All the work below ground would be done with the grant funds and improvements made above ground level would be paid for by the town Mr Pack stated that he is on the RFAB board and recommends taking it back to request additional grant funding The Town Attorney mentioned that we need to keep in mind that there is a clause in the deed from Smithfield Foods where the project must be completed in a certain time frame There may need to be an amendment made if the project is granted an extension

4 Old Business Pagan River Dredging Request ndash The Town Manager stated that he has received a request to have the Pagan River dredged again particularly at Bob Shoal In 2015 the Presidentrsquos Fiscal year Budget did not include funding for dredging the Pagan River however it was noted that in the event that funds became available we do have the necessary environmental permits in place for the dredging and dredged material placement The Town Manager stated that this item is for informational purposes only as he would like to start the process to get it on the radar for possible funding Conditions are not getting any better and we need to start the process especially with the possibility of the new public boat ramp coming

The meeting adjourned at 447 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC WORKS COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Works Committee held a meeting on Tuesday March 28th 2017 at 447 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Michael Smith Chair Mrs Denise Tynes and Dr Milton Cook Other Council members present were Ms Connie Chapman Mr Randy Pack Mr Andrew Gregory Vice Mayor and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Works Committee Chair Mr Michael G Smith called the meeting to order

A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE COUNCILrsquoS AGENDA 1 Renewal of Street Maintenance Contract with Blair Brothers Inc ndash Ms Eubank reported that the town currently has an annual contract with Blair Brothers Inc for street maintenance services that expires on May 6th 2017 The town does reserve the right to renew the contract for two additional years one year at a time The street maintenance contract includes sidewalk repairs clearing and grading roadways and outfall ditches road repairs and road overlays Staff has been pleased with their work and therefore recommends that this contract be extended one additional year All contract terms will remain the same Committee will forward this item to Town Council for consideration

2 Proposals from Blair Brothers Inc for Street Maintenance Work ndash Mr Griffin reported that the proposals included in the agenda packet are for street that he would like to have paved this spring The streets include Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Mr Griffin stated that he also has one street that was approved by Town Council at their April 2016 meeting that was never paved and he would like to pave that one at this time as well This work is paid for through state Highway Funds that the town receives each quarter Committee recommends approval of all the proposals

3 Cary Street Drainage Improvement and Easement ndash Mr Griffin explained that Canada Land Surveying has prepared a plat of where the easement is located on Mr Gehringrsquos property and the other adjacent property owners This information will be forwarded to the Town Attorney to notify the adjacent property owners and get all the deeds recorded Blair Brothers has provided the town with a proposal to do the drainage improvements in the amount of $2253355 Staff recommends approval of proposal so that once the deeds have been recorded Blair Brothers can move forward with making the necessary drainage improvements Committee recommends approval of proposal

4 Smithfield Lake Dam Emergency Spillway and Hazard Mitigation Proposal from Draper Aden Associates (FEMA VDEM Grant) The Town Manager explained that included in the packet is a proposal from Draper Aden Associates for hazard mitigation work to the Smithfield Lake Dam emergency spillway The damage is on the downstream side of the dam near the emergency spillway The original cost estimate to put everything back just as it was prior to Hurricane Matthew was $85000 This expense would be covered by FEMA at 100 Discussion was held in regards to putting it back just as it was however if we have another heavy rainwind event it is very possible that the same thing will happen again Town staff has met with representatives from the Federal Emergency Management Agency (FEMA) and the Virginia Department of Emergency Management (VDEM) to initiate efforts to secure funding for permanent repairs and hazard mitigation work This funding will allow the town to make improvements and the cost of the work would be covered at 75 and at this time the townrsquos portion will be approximately $35000 for next yearrsquos budget This work must be procured by means of a competitive bid process In order to solicit competitive bids engineering and surveying services will be required to provide the appropriate information for contractors to develop bid proposals The additional work will look much like the primary spillway Committee expressed concern about the time it will take to bid the project out The Town Manager explained that Mr Griffin monitors the dam

on a weekly basis At this time this is not an emergency repair because it is not on the road side of the emergency spillway Committee asked if we have another heavy rain event and more washes out what happens The Town Manager stated that if that happens it could become an emergency repair at that time Committee recommends approval of Draper Aden Associates proposal

3 Closed Session Refuse and Recycling Services RFP - This item was discussed during closed session The Town Attorney stated that we need a motion to go into closed session for the discussion of the award of a public contract and discussion of terms not yet subject to public disclosure pursuant to 22-3711 A-29 of the Code of Virginia Vice Mayor Gregory so moved the motion and Ms Chapman seconded the motion

In Closed Session 506 Out of Closed Session 526

A motion was made to come back into open session by Vice Mayor Gregory and Seconded by Dr Cook

Meeting adjourned at 528 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

A Public Hearing ‐ Rezoning ndash Community Conservation (C‐C) to Highway Retail Commercial (HR‐C) ndash Benns Church Boulevard (TPIN 32‐01‐005) ndash Charles D Layman Goodwill of Central and Coastal Virginia Inc applicants ndash Approval recommended to Town Council with no conditions

B Public Hearing ‐ Special Use Permit ndash Retail Sales in Residential Office (R‐O) Zoning District 1306 South Church Street ndash Autumn Marade applicant ‐ Approval recommended to Town Council with no conditions

2 Rezoning Applications under review

A C‐C to HR‐C ‐ Benns Church Boulevard ndashGoodwill Industries applicant

3 Special Use Permit Applications under review A Retail Sales in R‐O District ndash 1306 S Church St ‐ Autumn Marade applicant

4 Subdivision and Site Plans under review

A 305 Smithfield Boulevard Subdivision ndash Dale Steffensmeier applicant B KLS Battery Park Subdivision ndash S Church St ndash KLS Battery Park Development

Group LLC applicant C Smithfield Self Storage ndash 201 Battery Park Road ndash Smithfield Self Storage LLC

applicant

5 Subdivision and Commercial Sites Under Construction and Inspection

A Church Square Phase I (95 complete) B Smithfield Manor Townhomes (95 complete) C Lakeview Cove Condos (75 complete)

6 Board of Historic amp Architectural Review ndash March 21 2017

A New Construction Single Family Home ndash Lot 252 Cockes Lane ndash No Designation ndash Stuart ampBonnie Resor applicants ndash Approved

B Garden Shed (After the Fact) ndash 144 Sykes Court ndash Non‐contributing Remigio Holmes applicant ndash Approved

C Historic District Designation Review ndash Cedar Street Chalmers Row amp N Church Street ndash No action taken

7 Board of Zoning Appeals ndash March 21 2017

No meeting held

ENGINEERING A Church Square Phase I contractor has installed E amp S controls as required by the

Town and the approved site plans Homes are under construction as per market demand

B Lakeview Cove is now under new ownership All E amp S controls have been

installed previously by the contractor as per the approved site plans and required by the Town

C Blair Brotherrsquos Contr Contractor repaired sinkhole area around drop inlet at 228

Lane Crescent in the Moonefield Estates subdivision Contractor also repaired two storm pipe joint separation areas at 107 Barclay Crescent and also three storm pipe joint separation areas at 401 Watson Drive

D Erosion amp Sedimentation control field inspections were performed and

appropriate reports filed on the following active project Moody Properties Also Erosion amp Sedimentation control field inspections for single family dwellings were performed at 17 locations throughout the Town and required reports were filed

E Field inspections continued to be held this month involving the Smithfield Lake

Dam Some structural deficiencies were found at the emergency outfall due to storm damage by Matthew The Town is coordinating the repair with FEMA representatives

F Cypress Creek Development Contractor C A Barrs Constr all work on project

has now been completed including the roadway asphalt surface The project is now under its one year warranty period

G Smithfield Center Parking Lot Extension Contractor started clearing and

grubbing activities along with subgrade excavation of project area Existing power pole and circuit board panel has been relocated along with conduit run from new pole to the Veterans Memorial

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE POLICE COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Police Committee met Monday March 27th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mrs Denise Tynes Chair Ms Connie Chapman and Mr Andrew Gregory Vice Mayor Other Council members present were Mr Michael Smith Mr Randy Pack Dr Milton Cook and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Mr Steve Bowman Smithfield Police Chief Mr Alonzo Howell Deputy Chief of Police Mr Matt Rogers Smithfield Police Lieutenant Mr Patrick Araojo Investigating Lieutenant Ms Ashley Rogers Director of Human Resources Mr William H Riddick III Town Attorney Mr Jessie Snead Superintendent of Public Works Ms Amy Musick Director of Parks and Recreation Also in attendance were Mr Rick Bodson Mr Stacy Lewis of Lewis Construction of Virginia Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Police Committee Chair Mrs Denise Tynes called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA 1 Operational Updates ndash Chief Bowman reported that everything has been relatively quiet since last committee The Police Department assisted with the Triathlon Race this past Saturday and it went very well Currently they are working on their budget for FY 20172018 and will be meeting with the Town Treasurer tomorrow Lastly Chief Bowman stated that effective July 1st 2017 he will be resigning as Smithfieldrsquos Police Chief He stated that he has spent 36 years in law enforcement and with much thought and consideration he feels now is the right time to leave so that he can have more time with his family He stated that during his tenure as Chief the past five year he and his

staff and the town have been recognized as one of the safest communities in Virginia became a certified crime preventive community and has been re-accredited Committee thanked Chief Bowman for his leadership to the Smithfield Police Department and Town of Smithfield

The meeting adjourned at 406 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE WATER amp SEWER COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Water amp Sewer Committee held a meeting on Monday March 27th 2017 at 406 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Andrew Gregory Chair Mr Michael Smith and Mrs Denise Tynes Other Council members present were Ms Connie Chapman Mr Randy Pack Dr Milton Cook and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Ms Ashley Rogers Director of Human Resources Mr William H Riddick III Town Attorney Mr Jessie Snead Superintendent of Public Works Also in attendance were Mr Rick Bodson of Smithfield 2020 Mr Stacy Lewis of Lewis Construction of Virginia Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Water and Sewer Committee Chair Mr Andrew Gregory called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA

1 Operational Updates ndash Mr Snead reported that the work in the 100 and 200 block of Main Street continues to move forward Now that they are working on service lines it is not moving as quickly as it did with the water main He stated that at this time they will not meet the March 31st deadline as hoped due to the number of issues that they have found Service lines are taking longer because they are working on sewer at the same time and repairing any problems that are found The project will be suspended for a week on April 3rd thru April 7th so that Lewis Construction can do another project that was previously scheduled while Newport News Schools are out on spring break Had there not been so many problems with the individual service lines the project would have met the March 31 deadline and there would not have been a conflict in scheduling The completion of our project should now be by the middle to end of April Lewis

Construction is also putting in cleanouts to all the lines as they put in new service lines Cleanouts have never been there before Mr Pack stated that he wanted to thank Mr Lewis and the townrsquos Public Works staff for keeping everyone informed on the status of the project Mr Snead stated that he would like to thank Mr Bodson as he has been involved since day one helping with sharing the information about the project This project has had a lot of unknown problems along the way but we are working through them to get this project finished up Committee thanked Mr Lewis and Mr Snead for the update

The meeting adjourned at 412 pm

March 3 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE FINANCE COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Finance Committee held a meeting on Monday March 27th 2017 at 412 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Randy Pack Chair Dr Milton Cook and Mr Andrew Gregory Vice Mayor Other Council members present were Ms Connie Chapman Mr Michael Smith Mrs Denise Tynes and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Mr William H Riddick III Town Attorney and Ms Ashley Rogers Director of Human Resources Also in attendance were Mr Rick Bodson of Smithfield 2020 Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Finance Committee Chair Randy Pack called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE

COUNCIL AGENDA

1 Invoices Over $10000 Requiring Council Authorization

a MUSCO Lighting $ 3967000 The Town Manager explained that staff continues to communicate with MUSCO Lighting to determine the correct amount that is due at this time According to MUSCO Lighting the Town paid 100 of the material amount with the first invoice approved by Town Council on March 7th The second invoice in the amount of $10268475 is for 75 of the installation cost Mr Camden expressed concern that if the town pays this invoice we will have paid over 90 of the overall contract amount of $400000 without seeing if the lights work Mr Weist responded by e-mail that MUSCO Lighting is a very reputable company and will stand behind their product however he does agree that paying 92 of the overall

cost before they are testedactivated is risky Mr Weist suggested that we meet MUSCO Lighting in the middle Staff will continue to work with our consultants and MUSCO Lighting to come to an agreed amount to pay before Town Councilrsquos meeting on April 4th b RAD Sports $49024750 This invoice is progress bill for the construction of the Joseph W Luter Jr Sport Complex Mr Camden of Alpha Corporation and Mr Weist of Kimley Horn Associates have reviewed the invoice and recommends approval of invoice This item will be sent to Town Council for consideration c Lewis Construction of Virginia $ 8970400 Staff explained that included in the original posting was an invoice in the amount of 3710700 for the Main Street waterline replacement Today an additional invoice from Lewis Construction of Virginia was posted in the amount of $5259700 Staff is recommending that both invoices be paid for a total of $8970400 The total amount of the project at this time is still under budget Committee recommends approval of payment

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA 1 Contribution Requests for Fiscal Year 20172018

a Western Tidewater Free Clinic ndash Ms Stephie Broadwater of Western Tidewater Free Clinic was present to thank the Town Council of Smithfield for supporting the Clinic and to give an update on how the clinic is doing The mission of the clinic is to continue to provide high-quality non-emergency health care to the residents of Western Tidewater who cannot otherwise afford it She reported that overall the clinic served 1400 unduplicated patients in 2016 with an all-time record high of 18022 visits This averages 13 visits a year per patient These visits include primary and specialty medical visits womenrsquos health visits mental health counselling physical therapy vision exams pharmacy consults and eligibility appointments Residents of Smithfield account for 112 of their total patients One hundred and fifty-six (156) residents received care through 2010 visits in 2016 and medications valued at approximately $630000 Of these patients sixty-three (63) received dental services through 2014 visits Over the last year the clinic has partnered with the Isle of Wight Health Department to provide medical assessment services here in town Ms Broadwater also mentioned that they have fourteen (14) volunteers from Smithfield and four out of the fifteen board members live in Smithfield Mr Pack asked what the clinic was requesting this year Ms Broadwater replied that the clinic is requesting $38640 Their request last year was for $38000 Committee thanked Ms Broadwater for the update

b Historic Smithfield ndash 1750 Isle of Wight Courthouse ndash Dr Lanny Hinson was present to thank Town Council for their support of the historic courthouse He explained that they continue to keep the courthouse open to visitors with volunteer docents during the week and paid docents on the weekends They hold special programs for local groups and out of town bus tours beyond our regular opening hours The Courthouse also participate in events here in town such as Olden Days Ghost Walks Town amp Country Day and the Christmas Market and parade Dr Hinson explained that their most popular event each year is the colonial court trail in October Christmas in Smithfield has been successful also and Tourism has asked if the name could be used to denote all the events in town during December Dr Lanny Hinson stated that he is asking Town Council to consider financial support of $5000 Mr Pack asked Ms Minga what was in the budget Ms Minga replied that $4000 is what was budgeted Committee thanked Dr Hinson for the update

c The Genieve Shelter ndash Ms Montgomery of The Genieve Shelter was

present to thank Town Council for their past support and to request funding for the upcoming year She explained that their mission is to provide a safe refuge for the victims of domestic violence and their children and to provide information education and training services which focus on ending domestic violence During 2016 The Genieve Shelter provided crisis and supportive services to forty-nine (49) individuals attempting to escape domestic violence in the Town of Smithfield They provided 824 nights of shelter and responded to ninety-six (96) hotline calls from residents of the Town of Smithfield seeking various services Ms Montgomery stated that the shelter has recently expanded from twenty (20) beds to thirty-six (36) beds which allows them the opportunity to serve more survivors fleeing domestic violence sexual assault and human trafficking She stated that their goal for the upcoming year is to focus on Community Enrichment Programs to provide education and prevention The Genieve Shelter is requesting a contribution of $10000 for fiscal 20172018 Ms Minga stated that currently $7200 is in the budget Committee thanked Ms Montgomery for coming

2 Fiscal Year 20172018 Revenue Projections Revenues Real Estate for the town is tracking a little over what was budgeted and collections are expected to be around $16940000 by June 30th The Town Treasurer stated that she has bumped this amount up a little for next fiscal year Delinquent Real Estate Taxes are down this year because staff has been able to work more on collections Assessments and taxes for Personal Property went up this year even with the Machinery and Tools Tax

being lower The Town Treasurer stated that she anticipates that the town will exceed what was budgeted Ms Minga reported that in regards to Delinquent Personal Property taxes she is still waiting to hear back from the auditors on how to show the refunds for Machinery and Tools Tax Public Service Corporations is usually pretty flat so that will stay the same next year Franchise Taxes is where we are looking at the banks that we do business with The banks do give us schedules each year to know what to budget We have received all the schedules to date with the exception of one At this time we will be a little lower than what we had originally budgeted Cigarette Tax is up and down It is a very difficult one to project Money comes in when the wholesalers buy the stamps not when individuals buy the packages in the stores Stamps are purchased in bulk and sometimes returned in bulk At this time we are still higher than what was projected for this year Transient Occupancy is tracking a little lower however this is not because the businesses are not doing as well The town had a local business that changed ownership and the new owner is paying everything on time so we are no longer collecting the penalties from the last owner that was always delinquent Those delinquent penalties had become the norm with this revenue Meals Tax continues to be strong and grow At this time it is projected to be a little higher that what was expected Ms Minga stated that she is projecting that next year will be a little higher due to a full year with increased percentage of 25 Sales Tax is looking up however it does tend to fluctuate Consumption and Utility Taxes normally go hand in hand For many years it has remained flat and there is not a whole lot of fluctuation this year Ms Minga stated that it could probably be bumped up a little for next fiscal year Business Licenses are tracking very similar to last year She explained that she is not expecting it to be this much next year due to nursing home project has been completed Vehicle Licenses goes hand and hand with personal property If personal property is tracking higher then vehicle licenses will track a little higher as well It does take a lot to get this number up because it is $20 per vehicle Inspection fees have already exceeded budget for this year This line item depends on what type of projects are going on around town Dog Park registrations have fallen off a little bit but this is not a large number Fines and cost are down at this time Smithfield Center rentals are tracking lower than expected Ms Musick is looking at ways to address these revenues Kayak rentals are consistent Ms Minga explained that Special Events is a formula used for Police and Public Works staffing at special events Organizations pay for these town services and the fee is based on the rate of town employees Currently we will exceed budget for this year so it will be bumped up for next year Isle of Wight Museum is tracking higher than expected Gift shop sales have been very good this year Since staff feels that it is higher due to it being an anniversary year at the museum the budget will not be increased significantly for next year Sale of equipment is tracking lower than is the previous years This amount is a result of surplus items being sold on GovDeals Normally the higher amounts are when we are selling old vehicles At this time we have no vehicles to be sold Cash Proffer revenues are never budgeted because they are voluntary If proffers are received then a budget amendment will be done Ms Minga explained that under the reserve section there will be some amendments on the Police Departments side of the budget under expenses to reflect

$15690 that is sitting there The Police Department has a CD that they have had for a number of years from a citizen that had left some money to the Police Department in their will The Police Department has opted to pull some of that money out to purchase various pieces of equipment This money is restricted for their use so that will come out of reserve The Pinewood Heights Escrow is up in the air depending on how many homes we acquire by the end of this fiscal year Ms Minga stated that she cannot plug in the number for operating reserves until we do the expense side of the budget Under Intergovernmental Virginia Law Enforcement 599 Funds are funds the state gives the town and they are not recommending any change for next year The Litter Control grant is something that town staff puts in for each year and we will put the same amount in the budget for next year Communication Tax from the state has consistently dropped over the last few years and staff believes this is due to state administrative fees The Personal Property Tax Relief Act (PPTRA) has remained flat since the program became stagnant The state has established a fixed amount to each locality and unless that changes this amount will remain the same for next year The TRIAD grant was granted this year and we expect that it will be granted for next yearrsquos budget The VCA grant is the matching grant for the Isle of Wight Arts League The grant is for $5000 and we give them $10000 The boat ramp grant does not look like it will get accomplished this fiscal year so it will be rolled over to next fiscal year Ms Minga stated that for Pinewood Heights she has put in the remainder of the CDBG grant that is left for Phase III because we are really rolling through it now Not sure if it will be depleted by June 30 but it will be close Under Line of credit proceeds the town has the $500000 line of credit for the Pinewood Heights project and the note proceeds for the $500000000 from Farmers Bank to be used like a one year revolving line of credit The town will need to draw most of that down by the end of the fiscal year This will be done before the contributing funds are used Insurance recoveries the town has taken in $1374799 and like cash proffers we do not budget for this If a claim is made then the budget will be amended Ms Minga stated that lastly under contributions the CHIP Program has been doing very well We are on track for this year however for next year with the volunteer work they are doing with Smithfield VA Events they are supposed to receive a check for approximately $10000 This amount will bump up the budget for next fiscal year Smithfield VA Events continues to make donations to the town through the proceeds of the festivals held at Windsor Castle Park

3 Establish Meeting Date- Special Budget Work Session - The special budget work session has been scheduled for April 18th 2017 400 pm at the Smithfield Center 4 February Financial Statements amp Graphs ndash Ms Minga reported that she did not have a lot to report on as most of her time has been spent on preparing the information for budget discussions Sewer consumption is very close to where we were last year Consumption continues to be down in the Gatling Pointe area The Town Manager stated that the accuracy of the meter going to Gatling Pointe is in question and staff may be

making a recommendation in the near future to change the entire meter out at a cost of approximately $17000

4 February Cash Balances ndash Ms Minga reported that the cash balances remain strong The VIP Pool has been pretty flat this year This will impact the townrsquos revenues next fiscal year - Water = $45645245 Water Debt Service = $81000834 Water Capital Escrow Availability Fees = $41742177 Water Treatment Plant Escrow = $11237909 Water Deposit Account = $8912571 Water Development Escrow = $11857194 Subtotal Water = $200395930 Sewer = $(438177) Sewer Development Escrow = $37686095 Sewer Capital Escrow Availability Fees = $79989178 Sewer Compliance = $181812809 Subtotal Sewer = $299049905 Highway = $12185463 General Fund = $302975059 Payroll = $19552696 Money Market General Fund Towne Bank = $220013 Business Super NOW-General Fund = $3338990 Money Market General Fund Farmers Bank = $29145156 General Fund Capital Escrow = $21602302 Certificate of Deposit = $52663145 Certificate of Deposit Police Dept = $3691019 Special Project Account = $305094457 Pinewood Heights Escrow = $7620948 SNAP Program = $229475 Museum Account = $15047569 Windsor Castle Acct $6350000 Subtotal General Fund = $767530829 TOTAL ALL FUNDS = $1279162127 5 Personnel Policies Manual Proposed Updates for Section 7 ndash Ms Ashley Rogers went over the changes that she has made to Section 7 - Workplace Safety There were also a couple of items added to Section 2 and 3 since it was updated earlier this year Section 7 Policy 71 Safety Program the only change was to add that Human Resources should be notified of a life threatening or contagious disease along with the Town Manager No changes to the rest of the policy Policy 72 Emergency Office Closing minor rewording for clarification purposes only Policy 73 Work Area there are no changes to this policy Policy 74 Bully Free Workplace (NEW) this policy discusses behavior that is inappropriate but not based on discriminatory actions Policy 75 Workplace Violence Prevention (NEW) has been reviewed and approved by the Virginia Municipal League (VML) This type of policy is pretty common in most employee handbooks It addresses acts of violence in the workplace weapons in the workplace and protective orders If an employee has a protective order against them then they must let the town know

Addition to Section 2 - Employment Ms Rogers explained that she is proposing an addition to Section 2 Performance and Evaluations The objective of this policy is to provide an overview of the performance planning and evaluation process The addition does not provide for a performance appraisal at the end of the probationary period but does involve a documented discussion surrounding goals The specific dates of the performance cycle are not listed It states that they are conducted on a ldquopre-determined annual daterdquo The evaluations are now

based on employeersquos performance in core competencies as well as their achievement of agreed upon SMART Goals This is different than the current evaluation that evaluates employeersquos capacity to perform job requirements conduct and supervision (if applicable) The focus is on helping both the employees and the Town perform at a high level

Addition to Section 3 ndash Corrective Action Policy (NEW) Ms Rogers explained that although the policy is new the concept is not It was located within the Standards of Conduct Policy The word ldquodisciplinaryrdquo was changed to ldquocorrectiverdquo action since the goal is really to correct the behavior Added two steps in the ldquoformal process ldquoVerbal Warningrdquo and ldquoFinal Written Warningrdquo These steps would provide ample opportunities to course correct either poor performance or conduct Although the town reserves the right to skip steps in the process as appropriate There is a list of offenses included that may warrant immediate termination The Town Manager stated that staff hopes to have the entire updated Personnel Policy Manual adopted by Town Council at their May meeting

Meeting Adjourned at 523 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PARKS AND RECREATION

COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Parks and Recreation Committee held a meeting on Tuesday March 28th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee member attending was Ms Connie Chapman Chair Mr Randy Pack and Mrs Denise Tynes Other Council members present were Mr Andrew Gregory Dr Milton Cook Mr Michael Smith and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Parks and Recreation Committee Chair Ms Connie Chapman called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA

1 Proposed Price Adjustment for the Smithfield Center Venue ndash Ms Musick explained that since the rates at the Smithfield Center were increased a year ago she has seen a reduction in bookings for Friday and Sunday events Bookings for Friday and Sunday events went from 14 available in 2016 to 32 available in 2017 She stated that she would like to propose lowering the rates for Friday and Sunday She feels she overshot her market by raising them too high for those days Committee agreed and recommends approval of lower the fee structure for Friday and Sunday events Ms Musick also stated that she would like to offer 50 off the established rate for bookings on a Friday Saturday or Sunday in the months of January and February as these months are hard to

book Committee agreed to the price adjustment of 50 off for January and February 2018 only at this time 2 Request to Use Clontz Park for the Annual Fireworks Display July 3rd 2017 ndash Ms Chapman stated that Isle of Wight County has requested the use of Clontz Park for the annual fireworks display Monday July 3rd The start time for the fireworks is 950 pm The County has also contacted Emergency Services Representatives to request their services during the display Committee recommends approval of the annual fireworks display at Clontz Park 3 Joseph W Luter Jr Sports Complex ndash MOU with Isle of Wight County ndash The Town Manager stated that he and the County Administrator have met and discussed the MOU between the town and county in regards to the Joseph W Luter Jr Sports Complex Minor changes have been made and the revised MOU was included in your packet today The MOU will be on the Board of Supervisors agenda at their April meeting The Town Manager stated that the County Administrator did not see reason for the County to review and approve rates Rates would be developed by Smithfield Recreation Association (SRA) and the town only Dr Cook expressed some concerns about the wording under casual use He stated that he envisions the sports complex to be much like Nike Park where the fields can be used by the general public when not being used by SRA It also requires users of the sports complex to pay a refundable deposit of $10000 per use Vice Mayor Gregory stated that this is not Nike Park and should not allow anyone to use it without any recourse if the property is damaged The town reserves the right to establish rules to govern the use of the park This facility will be a learning curve How much it can be used for casual use is yet to be determined The idea is to make the facility available but also make sure that it is not vandalized Dr Cook asked if county entities can use these facilities SRA has first use but when it is not is use by them the fields can be used by others by scheduling through Ms Musick at the Smithfield Center This allows the town to know what is going on at all times since it is town property After some discussion it was determined that ldquothe Town reserves the right to amend its fee structure in the futurerdquo needs to be included in the MOU Ms Chapman asked if the County would be responsible for any of the maintenance at the sports complex The Town Attorney stated that would be included in SRArsquos Lease Agreement with the Town in lieu of rent SRA will be responsible for all the maintenance with the exception of the multi-purpose field and the indoor facility once it has been constructed The County has no responsible for the maintenance of the complex Vice Mayor Gregory also stated that we are leaning on other groups that have already built facilities like these and the multi-use field may need some time after construction before it can be used We do not want to open the field too soon and they get ruined Having a turf expert come in and assess the field for use may need to be done before it is opened

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON COUNCILrsquoS AGENDA

1 Operational Update ndash Parks and Recreation Committee Report 2017 Event List ndashMs Musick reported that the Smithfield Center was busy for the month of March Upcoming events to note are the Womenrsquos Club Annual Flea Market on Saturday April 1st This is a first time event here at the Smithfield Center Also the Wine and Brew Festival is coming up on Saturday April 8th at Windsor Castle Park Ms Musick reported that the Manor House restoration project at Windsor Castle Park is still going strong Isle of Wight County Museum staff will be giving historical tours of the Manor House Property on Saturday April 29 at 200 pm Saturday June 10th at 200 pm and Saturday September 9th at 200 pm Mayor Williams and Roger Ealy will be present on these days to answer any questions about the ongoing restoration project Ms Musick stated that the Joseph W Luter Jr Sports Complex continues to move along quickly The dugouts were installed this week Pictures of the site work have been included in the agenda posting Committee thanked Ms Musick for the update 2 Joseph W Luter Jr Sports Complex ndash Update on Agreement with Smithfield Recreation Association (SRA) ndash The Town Attorney stated that he Ms Musick and the Town Manager are working on the agreement and will be meeting this Friday to discuss He mentioned that in all reality the agreement may not be ready until we get closer to the sports complex being complete It does not make much sense to sign an agreement that may need numerous amendments if approved too early

3 Clontz Park Boat Ramp Grant Status Report - The Town Manager stated that if you recall this project was bid out last fall and then Town Council rejected the bids in November because the bids were much higher than anticipated due to all the bids received having a cofferdam included in the construction of the project The bids exceeded the approved state grant from VMRC The grant money was supposed to cover the design and construction of the boat ramp The cofferdam by itself may cost $200000 so staff asked Jamie Weist of Kimley Horn Associates to look to see if there is anything with the design of the ramp that could be cut to save cost before rebidding One option would be to put in an articulated block ramp instead of the cofferdam but it is not recommended Option two would be to go back to VMRC to request an extension and see if there is additional grant money available based on the cost of the cofferdam Option three would be for the town to look at adding money to this project All the work below ground would be done with the grant funds and improvements made above ground level would be paid for by the town Mr Pack stated that he is on the RFAB board and recommends taking it back to request additional grant funding The Town Attorney mentioned that we need to keep in mind that there is a clause in the deed from Smithfield Foods where the project must be completed in a certain time frame There may need to be an amendment made if the project is granted an extension

4 Old Business Pagan River Dredging Request ndash The Town Manager stated that he has received a request to have the Pagan River dredged again particularly at Bob Shoal In 2015 the Presidentrsquos Fiscal year Budget did not include funding for dredging the Pagan River however it was noted that in the event that funds became available we do have the necessary environmental permits in place for the dredging and dredged material placement The Town Manager stated that this item is for informational purposes only as he would like to start the process to get it on the radar for possible funding Conditions are not getting any better and we need to start the process especially with the possibility of the new public boat ramp coming

The meeting adjourned at 447 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC WORKS COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Works Committee held a meeting on Tuesday March 28th 2017 at 447 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Michael Smith Chair Mrs Denise Tynes and Dr Milton Cook Other Council members present were Ms Connie Chapman Mr Randy Pack Mr Andrew Gregory Vice Mayor and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Works Committee Chair Mr Michael G Smith called the meeting to order

A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE COUNCILrsquoS AGENDA 1 Renewal of Street Maintenance Contract with Blair Brothers Inc ndash Ms Eubank reported that the town currently has an annual contract with Blair Brothers Inc for street maintenance services that expires on May 6th 2017 The town does reserve the right to renew the contract for two additional years one year at a time The street maintenance contract includes sidewalk repairs clearing and grading roadways and outfall ditches road repairs and road overlays Staff has been pleased with their work and therefore recommends that this contract be extended one additional year All contract terms will remain the same Committee will forward this item to Town Council for consideration

2 Proposals from Blair Brothers Inc for Street Maintenance Work ndash Mr Griffin reported that the proposals included in the agenda packet are for street that he would like to have paved this spring The streets include Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Mr Griffin stated that he also has one street that was approved by Town Council at their April 2016 meeting that was never paved and he would like to pave that one at this time as well This work is paid for through state Highway Funds that the town receives each quarter Committee recommends approval of all the proposals

3 Cary Street Drainage Improvement and Easement ndash Mr Griffin explained that Canada Land Surveying has prepared a plat of where the easement is located on Mr Gehringrsquos property and the other adjacent property owners This information will be forwarded to the Town Attorney to notify the adjacent property owners and get all the deeds recorded Blair Brothers has provided the town with a proposal to do the drainage improvements in the amount of $2253355 Staff recommends approval of proposal so that once the deeds have been recorded Blair Brothers can move forward with making the necessary drainage improvements Committee recommends approval of proposal

4 Smithfield Lake Dam Emergency Spillway and Hazard Mitigation Proposal from Draper Aden Associates (FEMA VDEM Grant) The Town Manager explained that included in the packet is a proposal from Draper Aden Associates for hazard mitigation work to the Smithfield Lake Dam emergency spillway The damage is on the downstream side of the dam near the emergency spillway The original cost estimate to put everything back just as it was prior to Hurricane Matthew was $85000 This expense would be covered by FEMA at 100 Discussion was held in regards to putting it back just as it was however if we have another heavy rainwind event it is very possible that the same thing will happen again Town staff has met with representatives from the Federal Emergency Management Agency (FEMA) and the Virginia Department of Emergency Management (VDEM) to initiate efforts to secure funding for permanent repairs and hazard mitigation work This funding will allow the town to make improvements and the cost of the work would be covered at 75 and at this time the townrsquos portion will be approximately $35000 for next yearrsquos budget This work must be procured by means of a competitive bid process In order to solicit competitive bids engineering and surveying services will be required to provide the appropriate information for contractors to develop bid proposals The additional work will look much like the primary spillway Committee expressed concern about the time it will take to bid the project out The Town Manager explained that Mr Griffin monitors the dam

on a weekly basis At this time this is not an emergency repair because it is not on the road side of the emergency spillway Committee asked if we have another heavy rain event and more washes out what happens The Town Manager stated that if that happens it could become an emergency repair at that time Committee recommends approval of Draper Aden Associates proposal

3 Closed Session Refuse and Recycling Services RFP - This item was discussed during closed session The Town Attorney stated that we need a motion to go into closed session for the discussion of the award of a public contract and discussion of terms not yet subject to public disclosure pursuant to 22-3711 A-29 of the Code of Virginia Vice Mayor Gregory so moved the motion and Ms Chapman seconded the motion

In Closed Session 506 Out of Closed Session 526

A motion was made to come back into open session by Vice Mayor Gregory and Seconded by Dr Cook

Meeting adjourned at 528 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

No meeting held

ENGINEERING A Church Square Phase I contractor has installed E amp S controls as required by the

Town and the approved site plans Homes are under construction as per market demand

B Lakeview Cove is now under new ownership All E amp S controls have been

installed previously by the contractor as per the approved site plans and required by the Town

C Blair Brotherrsquos Contr Contractor repaired sinkhole area around drop inlet at 228

Lane Crescent in the Moonefield Estates subdivision Contractor also repaired two storm pipe joint separation areas at 107 Barclay Crescent and also three storm pipe joint separation areas at 401 Watson Drive

D Erosion amp Sedimentation control field inspections were performed and

appropriate reports filed on the following active project Moody Properties Also Erosion amp Sedimentation control field inspections for single family dwellings were performed at 17 locations throughout the Town and required reports were filed

E Field inspections continued to be held this month involving the Smithfield Lake

Dam Some structural deficiencies were found at the emergency outfall due to storm damage by Matthew The Town is coordinating the repair with FEMA representatives

F Cypress Creek Development Contractor C A Barrs Constr all work on project

has now been completed including the roadway asphalt surface The project is now under its one year warranty period

G Smithfield Center Parking Lot Extension Contractor started clearing and

grubbing activities along with subgrade excavation of project area Existing power pole and circuit board panel has been relocated along with conduit run from new pole to the Veterans Memorial

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE POLICE COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Police Committee met Monday March 27th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mrs Denise Tynes Chair Ms Connie Chapman and Mr Andrew Gregory Vice Mayor Other Council members present were Mr Michael Smith Mr Randy Pack Dr Milton Cook and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Mr Steve Bowman Smithfield Police Chief Mr Alonzo Howell Deputy Chief of Police Mr Matt Rogers Smithfield Police Lieutenant Mr Patrick Araojo Investigating Lieutenant Ms Ashley Rogers Director of Human Resources Mr William H Riddick III Town Attorney Mr Jessie Snead Superintendent of Public Works Ms Amy Musick Director of Parks and Recreation Also in attendance were Mr Rick Bodson Mr Stacy Lewis of Lewis Construction of Virginia Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Police Committee Chair Mrs Denise Tynes called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA 1 Operational Updates ndash Chief Bowman reported that everything has been relatively quiet since last committee The Police Department assisted with the Triathlon Race this past Saturday and it went very well Currently they are working on their budget for FY 20172018 and will be meeting with the Town Treasurer tomorrow Lastly Chief Bowman stated that effective July 1st 2017 he will be resigning as Smithfieldrsquos Police Chief He stated that he has spent 36 years in law enforcement and with much thought and consideration he feels now is the right time to leave so that he can have more time with his family He stated that during his tenure as Chief the past five year he and his

staff and the town have been recognized as one of the safest communities in Virginia became a certified crime preventive community and has been re-accredited Committee thanked Chief Bowman for his leadership to the Smithfield Police Department and Town of Smithfield

The meeting adjourned at 406 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE WATER amp SEWER COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Water amp Sewer Committee held a meeting on Monday March 27th 2017 at 406 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Andrew Gregory Chair Mr Michael Smith and Mrs Denise Tynes Other Council members present were Ms Connie Chapman Mr Randy Pack Dr Milton Cook and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Ms Ashley Rogers Director of Human Resources Mr William H Riddick III Town Attorney Mr Jessie Snead Superintendent of Public Works Also in attendance were Mr Rick Bodson of Smithfield 2020 Mr Stacy Lewis of Lewis Construction of Virginia Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Water and Sewer Committee Chair Mr Andrew Gregory called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA

1 Operational Updates ndash Mr Snead reported that the work in the 100 and 200 block of Main Street continues to move forward Now that they are working on service lines it is not moving as quickly as it did with the water main He stated that at this time they will not meet the March 31st deadline as hoped due to the number of issues that they have found Service lines are taking longer because they are working on sewer at the same time and repairing any problems that are found The project will be suspended for a week on April 3rd thru April 7th so that Lewis Construction can do another project that was previously scheduled while Newport News Schools are out on spring break Had there not been so many problems with the individual service lines the project would have met the March 31 deadline and there would not have been a conflict in scheduling The completion of our project should now be by the middle to end of April Lewis

Construction is also putting in cleanouts to all the lines as they put in new service lines Cleanouts have never been there before Mr Pack stated that he wanted to thank Mr Lewis and the townrsquos Public Works staff for keeping everyone informed on the status of the project Mr Snead stated that he would like to thank Mr Bodson as he has been involved since day one helping with sharing the information about the project This project has had a lot of unknown problems along the way but we are working through them to get this project finished up Committee thanked Mr Lewis and Mr Snead for the update

The meeting adjourned at 412 pm

March 3 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE FINANCE COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Finance Committee held a meeting on Monday March 27th 2017 at 412 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Randy Pack Chair Dr Milton Cook and Mr Andrew Gregory Vice Mayor Other Council members present were Ms Connie Chapman Mr Michael Smith Mrs Denise Tynes and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Mr William H Riddick III Town Attorney and Ms Ashley Rogers Director of Human Resources Also in attendance were Mr Rick Bodson of Smithfield 2020 Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Finance Committee Chair Randy Pack called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE

COUNCIL AGENDA

1 Invoices Over $10000 Requiring Council Authorization

a MUSCO Lighting $ 3967000 The Town Manager explained that staff continues to communicate with MUSCO Lighting to determine the correct amount that is due at this time According to MUSCO Lighting the Town paid 100 of the material amount with the first invoice approved by Town Council on March 7th The second invoice in the amount of $10268475 is for 75 of the installation cost Mr Camden expressed concern that if the town pays this invoice we will have paid over 90 of the overall contract amount of $400000 without seeing if the lights work Mr Weist responded by e-mail that MUSCO Lighting is a very reputable company and will stand behind their product however he does agree that paying 92 of the overall

cost before they are testedactivated is risky Mr Weist suggested that we meet MUSCO Lighting in the middle Staff will continue to work with our consultants and MUSCO Lighting to come to an agreed amount to pay before Town Councilrsquos meeting on April 4th b RAD Sports $49024750 This invoice is progress bill for the construction of the Joseph W Luter Jr Sport Complex Mr Camden of Alpha Corporation and Mr Weist of Kimley Horn Associates have reviewed the invoice and recommends approval of invoice This item will be sent to Town Council for consideration c Lewis Construction of Virginia $ 8970400 Staff explained that included in the original posting was an invoice in the amount of 3710700 for the Main Street waterline replacement Today an additional invoice from Lewis Construction of Virginia was posted in the amount of $5259700 Staff is recommending that both invoices be paid for a total of $8970400 The total amount of the project at this time is still under budget Committee recommends approval of payment

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA 1 Contribution Requests for Fiscal Year 20172018

a Western Tidewater Free Clinic ndash Ms Stephie Broadwater of Western Tidewater Free Clinic was present to thank the Town Council of Smithfield for supporting the Clinic and to give an update on how the clinic is doing The mission of the clinic is to continue to provide high-quality non-emergency health care to the residents of Western Tidewater who cannot otherwise afford it She reported that overall the clinic served 1400 unduplicated patients in 2016 with an all-time record high of 18022 visits This averages 13 visits a year per patient These visits include primary and specialty medical visits womenrsquos health visits mental health counselling physical therapy vision exams pharmacy consults and eligibility appointments Residents of Smithfield account for 112 of their total patients One hundred and fifty-six (156) residents received care through 2010 visits in 2016 and medications valued at approximately $630000 Of these patients sixty-three (63) received dental services through 2014 visits Over the last year the clinic has partnered with the Isle of Wight Health Department to provide medical assessment services here in town Ms Broadwater also mentioned that they have fourteen (14) volunteers from Smithfield and four out of the fifteen board members live in Smithfield Mr Pack asked what the clinic was requesting this year Ms Broadwater replied that the clinic is requesting $38640 Their request last year was for $38000 Committee thanked Ms Broadwater for the update

b Historic Smithfield ndash 1750 Isle of Wight Courthouse ndash Dr Lanny Hinson was present to thank Town Council for their support of the historic courthouse He explained that they continue to keep the courthouse open to visitors with volunteer docents during the week and paid docents on the weekends They hold special programs for local groups and out of town bus tours beyond our regular opening hours The Courthouse also participate in events here in town such as Olden Days Ghost Walks Town amp Country Day and the Christmas Market and parade Dr Hinson explained that their most popular event each year is the colonial court trail in October Christmas in Smithfield has been successful also and Tourism has asked if the name could be used to denote all the events in town during December Dr Lanny Hinson stated that he is asking Town Council to consider financial support of $5000 Mr Pack asked Ms Minga what was in the budget Ms Minga replied that $4000 is what was budgeted Committee thanked Dr Hinson for the update

c The Genieve Shelter ndash Ms Montgomery of The Genieve Shelter was

present to thank Town Council for their past support and to request funding for the upcoming year She explained that their mission is to provide a safe refuge for the victims of domestic violence and their children and to provide information education and training services which focus on ending domestic violence During 2016 The Genieve Shelter provided crisis and supportive services to forty-nine (49) individuals attempting to escape domestic violence in the Town of Smithfield They provided 824 nights of shelter and responded to ninety-six (96) hotline calls from residents of the Town of Smithfield seeking various services Ms Montgomery stated that the shelter has recently expanded from twenty (20) beds to thirty-six (36) beds which allows them the opportunity to serve more survivors fleeing domestic violence sexual assault and human trafficking She stated that their goal for the upcoming year is to focus on Community Enrichment Programs to provide education and prevention The Genieve Shelter is requesting a contribution of $10000 for fiscal 20172018 Ms Minga stated that currently $7200 is in the budget Committee thanked Ms Montgomery for coming

2 Fiscal Year 20172018 Revenue Projections Revenues Real Estate for the town is tracking a little over what was budgeted and collections are expected to be around $16940000 by June 30th The Town Treasurer stated that she has bumped this amount up a little for next fiscal year Delinquent Real Estate Taxes are down this year because staff has been able to work more on collections Assessments and taxes for Personal Property went up this year even with the Machinery and Tools Tax

being lower The Town Treasurer stated that she anticipates that the town will exceed what was budgeted Ms Minga reported that in regards to Delinquent Personal Property taxes she is still waiting to hear back from the auditors on how to show the refunds for Machinery and Tools Tax Public Service Corporations is usually pretty flat so that will stay the same next year Franchise Taxes is where we are looking at the banks that we do business with The banks do give us schedules each year to know what to budget We have received all the schedules to date with the exception of one At this time we will be a little lower than what we had originally budgeted Cigarette Tax is up and down It is a very difficult one to project Money comes in when the wholesalers buy the stamps not when individuals buy the packages in the stores Stamps are purchased in bulk and sometimes returned in bulk At this time we are still higher than what was projected for this year Transient Occupancy is tracking a little lower however this is not because the businesses are not doing as well The town had a local business that changed ownership and the new owner is paying everything on time so we are no longer collecting the penalties from the last owner that was always delinquent Those delinquent penalties had become the norm with this revenue Meals Tax continues to be strong and grow At this time it is projected to be a little higher that what was expected Ms Minga stated that she is projecting that next year will be a little higher due to a full year with increased percentage of 25 Sales Tax is looking up however it does tend to fluctuate Consumption and Utility Taxes normally go hand in hand For many years it has remained flat and there is not a whole lot of fluctuation this year Ms Minga stated that it could probably be bumped up a little for next fiscal year Business Licenses are tracking very similar to last year She explained that she is not expecting it to be this much next year due to nursing home project has been completed Vehicle Licenses goes hand and hand with personal property If personal property is tracking higher then vehicle licenses will track a little higher as well It does take a lot to get this number up because it is $20 per vehicle Inspection fees have already exceeded budget for this year This line item depends on what type of projects are going on around town Dog Park registrations have fallen off a little bit but this is not a large number Fines and cost are down at this time Smithfield Center rentals are tracking lower than expected Ms Musick is looking at ways to address these revenues Kayak rentals are consistent Ms Minga explained that Special Events is a formula used for Police and Public Works staffing at special events Organizations pay for these town services and the fee is based on the rate of town employees Currently we will exceed budget for this year so it will be bumped up for next year Isle of Wight Museum is tracking higher than expected Gift shop sales have been very good this year Since staff feels that it is higher due to it being an anniversary year at the museum the budget will not be increased significantly for next year Sale of equipment is tracking lower than is the previous years This amount is a result of surplus items being sold on GovDeals Normally the higher amounts are when we are selling old vehicles At this time we have no vehicles to be sold Cash Proffer revenues are never budgeted because they are voluntary If proffers are received then a budget amendment will be done Ms Minga explained that under the reserve section there will be some amendments on the Police Departments side of the budget under expenses to reflect

$15690 that is sitting there The Police Department has a CD that they have had for a number of years from a citizen that had left some money to the Police Department in their will The Police Department has opted to pull some of that money out to purchase various pieces of equipment This money is restricted for their use so that will come out of reserve The Pinewood Heights Escrow is up in the air depending on how many homes we acquire by the end of this fiscal year Ms Minga stated that she cannot plug in the number for operating reserves until we do the expense side of the budget Under Intergovernmental Virginia Law Enforcement 599 Funds are funds the state gives the town and they are not recommending any change for next year The Litter Control grant is something that town staff puts in for each year and we will put the same amount in the budget for next year Communication Tax from the state has consistently dropped over the last few years and staff believes this is due to state administrative fees The Personal Property Tax Relief Act (PPTRA) has remained flat since the program became stagnant The state has established a fixed amount to each locality and unless that changes this amount will remain the same for next year The TRIAD grant was granted this year and we expect that it will be granted for next yearrsquos budget The VCA grant is the matching grant for the Isle of Wight Arts League The grant is for $5000 and we give them $10000 The boat ramp grant does not look like it will get accomplished this fiscal year so it will be rolled over to next fiscal year Ms Minga stated that for Pinewood Heights she has put in the remainder of the CDBG grant that is left for Phase III because we are really rolling through it now Not sure if it will be depleted by June 30 but it will be close Under Line of credit proceeds the town has the $500000 line of credit for the Pinewood Heights project and the note proceeds for the $500000000 from Farmers Bank to be used like a one year revolving line of credit The town will need to draw most of that down by the end of the fiscal year This will be done before the contributing funds are used Insurance recoveries the town has taken in $1374799 and like cash proffers we do not budget for this If a claim is made then the budget will be amended Ms Minga stated that lastly under contributions the CHIP Program has been doing very well We are on track for this year however for next year with the volunteer work they are doing with Smithfield VA Events they are supposed to receive a check for approximately $10000 This amount will bump up the budget for next fiscal year Smithfield VA Events continues to make donations to the town through the proceeds of the festivals held at Windsor Castle Park

3 Establish Meeting Date- Special Budget Work Session - The special budget work session has been scheduled for April 18th 2017 400 pm at the Smithfield Center 4 February Financial Statements amp Graphs ndash Ms Minga reported that she did not have a lot to report on as most of her time has been spent on preparing the information for budget discussions Sewer consumption is very close to where we were last year Consumption continues to be down in the Gatling Pointe area The Town Manager stated that the accuracy of the meter going to Gatling Pointe is in question and staff may be

making a recommendation in the near future to change the entire meter out at a cost of approximately $17000

4 February Cash Balances ndash Ms Minga reported that the cash balances remain strong The VIP Pool has been pretty flat this year This will impact the townrsquos revenues next fiscal year - Water = $45645245 Water Debt Service = $81000834 Water Capital Escrow Availability Fees = $41742177 Water Treatment Plant Escrow = $11237909 Water Deposit Account = $8912571 Water Development Escrow = $11857194 Subtotal Water = $200395930 Sewer = $(438177) Sewer Development Escrow = $37686095 Sewer Capital Escrow Availability Fees = $79989178 Sewer Compliance = $181812809 Subtotal Sewer = $299049905 Highway = $12185463 General Fund = $302975059 Payroll = $19552696 Money Market General Fund Towne Bank = $220013 Business Super NOW-General Fund = $3338990 Money Market General Fund Farmers Bank = $29145156 General Fund Capital Escrow = $21602302 Certificate of Deposit = $52663145 Certificate of Deposit Police Dept = $3691019 Special Project Account = $305094457 Pinewood Heights Escrow = $7620948 SNAP Program = $229475 Museum Account = $15047569 Windsor Castle Acct $6350000 Subtotal General Fund = $767530829 TOTAL ALL FUNDS = $1279162127 5 Personnel Policies Manual Proposed Updates for Section 7 ndash Ms Ashley Rogers went over the changes that she has made to Section 7 - Workplace Safety There were also a couple of items added to Section 2 and 3 since it was updated earlier this year Section 7 Policy 71 Safety Program the only change was to add that Human Resources should be notified of a life threatening or contagious disease along with the Town Manager No changes to the rest of the policy Policy 72 Emergency Office Closing minor rewording for clarification purposes only Policy 73 Work Area there are no changes to this policy Policy 74 Bully Free Workplace (NEW) this policy discusses behavior that is inappropriate but not based on discriminatory actions Policy 75 Workplace Violence Prevention (NEW) has been reviewed and approved by the Virginia Municipal League (VML) This type of policy is pretty common in most employee handbooks It addresses acts of violence in the workplace weapons in the workplace and protective orders If an employee has a protective order against them then they must let the town know

Addition to Section 2 - Employment Ms Rogers explained that she is proposing an addition to Section 2 Performance and Evaluations The objective of this policy is to provide an overview of the performance planning and evaluation process The addition does not provide for a performance appraisal at the end of the probationary period but does involve a documented discussion surrounding goals The specific dates of the performance cycle are not listed It states that they are conducted on a ldquopre-determined annual daterdquo The evaluations are now

based on employeersquos performance in core competencies as well as their achievement of agreed upon SMART Goals This is different than the current evaluation that evaluates employeersquos capacity to perform job requirements conduct and supervision (if applicable) The focus is on helping both the employees and the Town perform at a high level

Addition to Section 3 ndash Corrective Action Policy (NEW) Ms Rogers explained that although the policy is new the concept is not It was located within the Standards of Conduct Policy The word ldquodisciplinaryrdquo was changed to ldquocorrectiverdquo action since the goal is really to correct the behavior Added two steps in the ldquoformal process ldquoVerbal Warningrdquo and ldquoFinal Written Warningrdquo These steps would provide ample opportunities to course correct either poor performance or conduct Although the town reserves the right to skip steps in the process as appropriate There is a list of offenses included that may warrant immediate termination The Town Manager stated that staff hopes to have the entire updated Personnel Policy Manual adopted by Town Council at their May meeting

Meeting Adjourned at 523 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PARKS AND RECREATION

COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Parks and Recreation Committee held a meeting on Tuesday March 28th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee member attending was Ms Connie Chapman Chair Mr Randy Pack and Mrs Denise Tynes Other Council members present were Mr Andrew Gregory Dr Milton Cook Mr Michael Smith and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Parks and Recreation Committee Chair Ms Connie Chapman called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA

1 Proposed Price Adjustment for the Smithfield Center Venue ndash Ms Musick explained that since the rates at the Smithfield Center were increased a year ago she has seen a reduction in bookings for Friday and Sunday events Bookings for Friday and Sunday events went from 14 available in 2016 to 32 available in 2017 She stated that she would like to propose lowering the rates for Friday and Sunday She feels she overshot her market by raising them too high for those days Committee agreed and recommends approval of lower the fee structure for Friday and Sunday events Ms Musick also stated that she would like to offer 50 off the established rate for bookings on a Friday Saturday or Sunday in the months of January and February as these months are hard to

book Committee agreed to the price adjustment of 50 off for January and February 2018 only at this time 2 Request to Use Clontz Park for the Annual Fireworks Display July 3rd 2017 ndash Ms Chapman stated that Isle of Wight County has requested the use of Clontz Park for the annual fireworks display Monday July 3rd The start time for the fireworks is 950 pm The County has also contacted Emergency Services Representatives to request their services during the display Committee recommends approval of the annual fireworks display at Clontz Park 3 Joseph W Luter Jr Sports Complex ndash MOU with Isle of Wight County ndash The Town Manager stated that he and the County Administrator have met and discussed the MOU between the town and county in regards to the Joseph W Luter Jr Sports Complex Minor changes have been made and the revised MOU was included in your packet today The MOU will be on the Board of Supervisors agenda at their April meeting The Town Manager stated that the County Administrator did not see reason for the County to review and approve rates Rates would be developed by Smithfield Recreation Association (SRA) and the town only Dr Cook expressed some concerns about the wording under casual use He stated that he envisions the sports complex to be much like Nike Park where the fields can be used by the general public when not being used by SRA It also requires users of the sports complex to pay a refundable deposit of $10000 per use Vice Mayor Gregory stated that this is not Nike Park and should not allow anyone to use it without any recourse if the property is damaged The town reserves the right to establish rules to govern the use of the park This facility will be a learning curve How much it can be used for casual use is yet to be determined The idea is to make the facility available but also make sure that it is not vandalized Dr Cook asked if county entities can use these facilities SRA has first use but when it is not is use by them the fields can be used by others by scheduling through Ms Musick at the Smithfield Center This allows the town to know what is going on at all times since it is town property After some discussion it was determined that ldquothe Town reserves the right to amend its fee structure in the futurerdquo needs to be included in the MOU Ms Chapman asked if the County would be responsible for any of the maintenance at the sports complex The Town Attorney stated that would be included in SRArsquos Lease Agreement with the Town in lieu of rent SRA will be responsible for all the maintenance with the exception of the multi-purpose field and the indoor facility once it has been constructed The County has no responsible for the maintenance of the complex Vice Mayor Gregory also stated that we are leaning on other groups that have already built facilities like these and the multi-use field may need some time after construction before it can be used We do not want to open the field too soon and they get ruined Having a turf expert come in and assess the field for use may need to be done before it is opened

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON COUNCILrsquoS AGENDA

1 Operational Update ndash Parks and Recreation Committee Report 2017 Event List ndashMs Musick reported that the Smithfield Center was busy for the month of March Upcoming events to note are the Womenrsquos Club Annual Flea Market on Saturday April 1st This is a first time event here at the Smithfield Center Also the Wine and Brew Festival is coming up on Saturday April 8th at Windsor Castle Park Ms Musick reported that the Manor House restoration project at Windsor Castle Park is still going strong Isle of Wight County Museum staff will be giving historical tours of the Manor House Property on Saturday April 29 at 200 pm Saturday June 10th at 200 pm and Saturday September 9th at 200 pm Mayor Williams and Roger Ealy will be present on these days to answer any questions about the ongoing restoration project Ms Musick stated that the Joseph W Luter Jr Sports Complex continues to move along quickly The dugouts were installed this week Pictures of the site work have been included in the agenda posting Committee thanked Ms Musick for the update 2 Joseph W Luter Jr Sports Complex ndash Update on Agreement with Smithfield Recreation Association (SRA) ndash The Town Attorney stated that he Ms Musick and the Town Manager are working on the agreement and will be meeting this Friday to discuss He mentioned that in all reality the agreement may not be ready until we get closer to the sports complex being complete It does not make much sense to sign an agreement that may need numerous amendments if approved too early

3 Clontz Park Boat Ramp Grant Status Report - The Town Manager stated that if you recall this project was bid out last fall and then Town Council rejected the bids in November because the bids were much higher than anticipated due to all the bids received having a cofferdam included in the construction of the project The bids exceeded the approved state grant from VMRC The grant money was supposed to cover the design and construction of the boat ramp The cofferdam by itself may cost $200000 so staff asked Jamie Weist of Kimley Horn Associates to look to see if there is anything with the design of the ramp that could be cut to save cost before rebidding One option would be to put in an articulated block ramp instead of the cofferdam but it is not recommended Option two would be to go back to VMRC to request an extension and see if there is additional grant money available based on the cost of the cofferdam Option three would be for the town to look at adding money to this project All the work below ground would be done with the grant funds and improvements made above ground level would be paid for by the town Mr Pack stated that he is on the RFAB board and recommends taking it back to request additional grant funding The Town Attorney mentioned that we need to keep in mind that there is a clause in the deed from Smithfield Foods where the project must be completed in a certain time frame There may need to be an amendment made if the project is granted an extension

4 Old Business Pagan River Dredging Request ndash The Town Manager stated that he has received a request to have the Pagan River dredged again particularly at Bob Shoal In 2015 the Presidentrsquos Fiscal year Budget did not include funding for dredging the Pagan River however it was noted that in the event that funds became available we do have the necessary environmental permits in place for the dredging and dredged material placement The Town Manager stated that this item is for informational purposes only as he would like to start the process to get it on the radar for possible funding Conditions are not getting any better and we need to start the process especially with the possibility of the new public boat ramp coming

The meeting adjourned at 447 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC WORKS COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Works Committee held a meeting on Tuesday March 28th 2017 at 447 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Michael Smith Chair Mrs Denise Tynes and Dr Milton Cook Other Council members present were Ms Connie Chapman Mr Randy Pack Mr Andrew Gregory Vice Mayor and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Works Committee Chair Mr Michael G Smith called the meeting to order

A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE COUNCILrsquoS AGENDA 1 Renewal of Street Maintenance Contract with Blair Brothers Inc ndash Ms Eubank reported that the town currently has an annual contract with Blair Brothers Inc for street maintenance services that expires on May 6th 2017 The town does reserve the right to renew the contract for two additional years one year at a time The street maintenance contract includes sidewalk repairs clearing and grading roadways and outfall ditches road repairs and road overlays Staff has been pleased with their work and therefore recommends that this contract be extended one additional year All contract terms will remain the same Committee will forward this item to Town Council for consideration

2 Proposals from Blair Brothers Inc for Street Maintenance Work ndash Mr Griffin reported that the proposals included in the agenda packet are for street that he would like to have paved this spring The streets include Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Mr Griffin stated that he also has one street that was approved by Town Council at their April 2016 meeting that was never paved and he would like to pave that one at this time as well This work is paid for through state Highway Funds that the town receives each quarter Committee recommends approval of all the proposals

3 Cary Street Drainage Improvement and Easement ndash Mr Griffin explained that Canada Land Surveying has prepared a plat of where the easement is located on Mr Gehringrsquos property and the other adjacent property owners This information will be forwarded to the Town Attorney to notify the adjacent property owners and get all the deeds recorded Blair Brothers has provided the town with a proposal to do the drainage improvements in the amount of $2253355 Staff recommends approval of proposal so that once the deeds have been recorded Blair Brothers can move forward with making the necessary drainage improvements Committee recommends approval of proposal

4 Smithfield Lake Dam Emergency Spillway and Hazard Mitigation Proposal from Draper Aden Associates (FEMA VDEM Grant) The Town Manager explained that included in the packet is a proposal from Draper Aden Associates for hazard mitigation work to the Smithfield Lake Dam emergency spillway The damage is on the downstream side of the dam near the emergency spillway The original cost estimate to put everything back just as it was prior to Hurricane Matthew was $85000 This expense would be covered by FEMA at 100 Discussion was held in regards to putting it back just as it was however if we have another heavy rainwind event it is very possible that the same thing will happen again Town staff has met with representatives from the Federal Emergency Management Agency (FEMA) and the Virginia Department of Emergency Management (VDEM) to initiate efforts to secure funding for permanent repairs and hazard mitigation work This funding will allow the town to make improvements and the cost of the work would be covered at 75 and at this time the townrsquos portion will be approximately $35000 for next yearrsquos budget This work must be procured by means of a competitive bid process In order to solicit competitive bids engineering and surveying services will be required to provide the appropriate information for contractors to develop bid proposals The additional work will look much like the primary spillway Committee expressed concern about the time it will take to bid the project out The Town Manager explained that Mr Griffin monitors the dam

on a weekly basis At this time this is not an emergency repair because it is not on the road side of the emergency spillway Committee asked if we have another heavy rain event and more washes out what happens The Town Manager stated that if that happens it could become an emergency repair at that time Committee recommends approval of Draper Aden Associates proposal

3 Closed Session Refuse and Recycling Services RFP - This item was discussed during closed session The Town Attorney stated that we need a motion to go into closed session for the discussion of the award of a public contract and discussion of terms not yet subject to public disclosure pursuant to 22-3711 A-29 of the Code of Virginia Vice Mayor Gregory so moved the motion and Ms Chapman seconded the motion

In Closed Session 506 Out of Closed Session 526

A motion was made to come back into open session by Vice Mayor Gregory and Seconded by Dr Cook

Meeting adjourned at 528 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE POLICE COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Police Committee met Monday March 27th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mrs Denise Tynes Chair Ms Connie Chapman and Mr Andrew Gregory Vice Mayor Other Council members present were Mr Michael Smith Mr Randy Pack Dr Milton Cook and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Mr Steve Bowman Smithfield Police Chief Mr Alonzo Howell Deputy Chief of Police Mr Matt Rogers Smithfield Police Lieutenant Mr Patrick Araojo Investigating Lieutenant Ms Ashley Rogers Director of Human Resources Mr William H Riddick III Town Attorney Mr Jessie Snead Superintendent of Public Works Ms Amy Musick Director of Parks and Recreation Also in attendance were Mr Rick Bodson Mr Stacy Lewis of Lewis Construction of Virginia Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Police Committee Chair Mrs Denise Tynes called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA 1 Operational Updates ndash Chief Bowman reported that everything has been relatively quiet since last committee The Police Department assisted with the Triathlon Race this past Saturday and it went very well Currently they are working on their budget for FY 20172018 and will be meeting with the Town Treasurer tomorrow Lastly Chief Bowman stated that effective July 1st 2017 he will be resigning as Smithfieldrsquos Police Chief He stated that he has spent 36 years in law enforcement and with much thought and consideration he feels now is the right time to leave so that he can have more time with his family He stated that during his tenure as Chief the past five year he and his

staff and the town have been recognized as one of the safest communities in Virginia became a certified crime preventive community and has been re-accredited Committee thanked Chief Bowman for his leadership to the Smithfield Police Department and Town of Smithfield

The meeting adjourned at 406 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE WATER amp SEWER COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Water amp Sewer Committee held a meeting on Monday March 27th 2017 at 406 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Andrew Gregory Chair Mr Michael Smith and Mrs Denise Tynes Other Council members present were Ms Connie Chapman Mr Randy Pack Dr Milton Cook and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Ms Ashley Rogers Director of Human Resources Mr William H Riddick III Town Attorney Mr Jessie Snead Superintendent of Public Works Also in attendance were Mr Rick Bodson of Smithfield 2020 Mr Stacy Lewis of Lewis Construction of Virginia Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Water and Sewer Committee Chair Mr Andrew Gregory called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA

1 Operational Updates ndash Mr Snead reported that the work in the 100 and 200 block of Main Street continues to move forward Now that they are working on service lines it is not moving as quickly as it did with the water main He stated that at this time they will not meet the March 31st deadline as hoped due to the number of issues that they have found Service lines are taking longer because they are working on sewer at the same time and repairing any problems that are found The project will be suspended for a week on April 3rd thru April 7th so that Lewis Construction can do another project that was previously scheduled while Newport News Schools are out on spring break Had there not been so many problems with the individual service lines the project would have met the March 31 deadline and there would not have been a conflict in scheduling The completion of our project should now be by the middle to end of April Lewis

Construction is also putting in cleanouts to all the lines as they put in new service lines Cleanouts have never been there before Mr Pack stated that he wanted to thank Mr Lewis and the townrsquos Public Works staff for keeping everyone informed on the status of the project Mr Snead stated that he would like to thank Mr Bodson as he has been involved since day one helping with sharing the information about the project This project has had a lot of unknown problems along the way but we are working through them to get this project finished up Committee thanked Mr Lewis and Mr Snead for the update

The meeting adjourned at 412 pm

March 3 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE FINANCE COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Finance Committee held a meeting on Monday March 27th 2017 at 412 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Randy Pack Chair Dr Milton Cook and Mr Andrew Gregory Vice Mayor Other Council members present were Ms Connie Chapman Mr Michael Smith Mrs Denise Tynes and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Mr William H Riddick III Town Attorney and Ms Ashley Rogers Director of Human Resources Also in attendance were Mr Rick Bodson of Smithfield 2020 Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Finance Committee Chair Randy Pack called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE

COUNCIL AGENDA

1 Invoices Over $10000 Requiring Council Authorization

a MUSCO Lighting $ 3967000 The Town Manager explained that staff continues to communicate with MUSCO Lighting to determine the correct amount that is due at this time According to MUSCO Lighting the Town paid 100 of the material amount with the first invoice approved by Town Council on March 7th The second invoice in the amount of $10268475 is for 75 of the installation cost Mr Camden expressed concern that if the town pays this invoice we will have paid over 90 of the overall contract amount of $400000 without seeing if the lights work Mr Weist responded by e-mail that MUSCO Lighting is a very reputable company and will stand behind their product however he does agree that paying 92 of the overall

cost before they are testedactivated is risky Mr Weist suggested that we meet MUSCO Lighting in the middle Staff will continue to work with our consultants and MUSCO Lighting to come to an agreed amount to pay before Town Councilrsquos meeting on April 4th b RAD Sports $49024750 This invoice is progress bill for the construction of the Joseph W Luter Jr Sport Complex Mr Camden of Alpha Corporation and Mr Weist of Kimley Horn Associates have reviewed the invoice and recommends approval of invoice This item will be sent to Town Council for consideration c Lewis Construction of Virginia $ 8970400 Staff explained that included in the original posting was an invoice in the amount of 3710700 for the Main Street waterline replacement Today an additional invoice from Lewis Construction of Virginia was posted in the amount of $5259700 Staff is recommending that both invoices be paid for a total of $8970400 The total amount of the project at this time is still under budget Committee recommends approval of payment

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA 1 Contribution Requests for Fiscal Year 20172018

a Western Tidewater Free Clinic ndash Ms Stephie Broadwater of Western Tidewater Free Clinic was present to thank the Town Council of Smithfield for supporting the Clinic and to give an update on how the clinic is doing The mission of the clinic is to continue to provide high-quality non-emergency health care to the residents of Western Tidewater who cannot otherwise afford it She reported that overall the clinic served 1400 unduplicated patients in 2016 with an all-time record high of 18022 visits This averages 13 visits a year per patient These visits include primary and specialty medical visits womenrsquos health visits mental health counselling physical therapy vision exams pharmacy consults and eligibility appointments Residents of Smithfield account for 112 of their total patients One hundred and fifty-six (156) residents received care through 2010 visits in 2016 and medications valued at approximately $630000 Of these patients sixty-three (63) received dental services through 2014 visits Over the last year the clinic has partnered with the Isle of Wight Health Department to provide medical assessment services here in town Ms Broadwater also mentioned that they have fourteen (14) volunteers from Smithfield and four out of the fifteen board members live in Smithfield Mr Pack asked what the clinic was requesting this year Ms Broadwater replied that the clinic is requesting $38640 Their request last year was for $38000 Committee thanked Ms Broadwater for the update

b Historic Smithfield ndash 1750 Isle of Wight Courthouse ndash Dr Lanny Hinson was present to thank Town Council for their support of the historic courthouse He explained that they continue to keep the courthouse open to visitors with volunteer docents during the week and paid docents on the weekends They hold special programs for local groups and out of town bus tours beyond our regular opening hours The Courthouse also participate in events here in town such as Olden Days Ghost Walks Town amp Country Day and the Christmas Market and parade Dr Hinson explained that their most popular event each year is the colonial court trail in October Christmas in Smithfield has been successful also and Tourism has asked if the name could be used to denote all the events in town during December Dr Lanny Hinson stated that he is asking Town Council to consider financial support of $5000 Mr Pack asked Ms Minga what was in the budget Ms Minga replied that $4000 is what was budgeted Committee thanked Dr Hinson for the update

c The Genieve Shelter ndash Ms Montgomery of The Genieve Shelter was

present to thank Town Council for their past support and to request funding for the upcoming year She explained that their mission is to provide a safe refuge for the victims of domestic violence and their children and to provide information education and training services which focus on ending domestic violence During 2016 The Genieve Shelter provided crisis and supportive services to forty-nine (49) individuals attempting to escape domestic violence in the Town of Smithfield They provided 824 nights of shelter and responded to ninety-six (96) hotline calls from residents of the Town of Smithfield seeking various services Ms Montgomery stated that the shelter has recently expanded from twenty (20) beds to thirty-six (36) beds which allows them the opportunity to serve more survivors fleeing domestic violence sexual assault and human trafficking She stated that their goal for the upcoming year is to focus on Community Enrichment Programs to provide education and prevention The Genieve Shelter is requesting a contribution of $10000 for fiscal 20172018 Ms Minga stated that currently $7200 is in the budget Committee thanked Ms Montgomery for coming

2 Fiscal Year 20172018 Revenue Projections Revenues Real Estate for the town is tracking a little over what was budgeted and collections are expected to be around $16940000 by June 30th The Town Treasurer stated that she has bumped this amount up a little for next fiscal year Delinquent Real Estate Taxes are down this year because staff has been able to work more on collections Assessments and taxes for Personal Property went up this year even with the Machinery and Tools Tax

being lower The Town Treasurer stated that she anticipates that the town will exceed what was budgeted Ms Minga reported that in regards to Delinquent Personal Property taxes she is still waiting to hear back from the auditors on how to show the refunds for Machinery and Tools Tax Public Service Corporations is usually pretty flat so that will stay the same next year Franchise Taxes is where we are looking at the banks that we do business with The banks do give us schedules each year to know what to budget We have received all the schedules to date with the exception of one At this time we will be a little lower than what we had originally budgeted Cigarette Tax is up and down It is a very difficult one to project Money comes in when the wholesalers buy the stamps not when individuals buy the packages in the stores Stamps are purchased in bulk and sometimes returned in bulk At this time we are still higher than what was projected for this year Transient Occupancy is tracking a little lower however this is not because the businesses are not doing as well The town had a local business that changed ownership and the new owner is paying everything on time so we are no longer collecting the penalties from the last owner that was always delinquent Those delinquent penalties had become the norm with this revenue Meals Tax continues to be strong and grow At this time it is projected to be a little higher that what was expected Ms Minga stated that she is projecting that next year will be a little higher due to a full year with increased percentage of 25 Sales Tax is looking up however it does tend to fluctuate Consumption and Utility Taxes normally go hand in hand For many years it has remained flat and there is not a whole lot of fluctuation this year Ms Minga stated that it could probably be bumped up a little for next fiscal year Business Licenses are tracking very similar to last year She explained that she is not expecting it to be this much next year due to nursing home project has been completed Vehicle Licenses goes hand and hand with personal property If personal property is tracking higher then vehicle licenses will track a little higher as well It does take a lot to get this number up because it is $20 per vehicle Inspection fees have already exceeded budget for this year This line item depends on what type of projects are going on around town Dog Park registrations have fallen off a little bit but this is not a large number Fines and cost are down at this time Smithfield Center rentals are tracking lower than expected Ms Musick is looking at ways to address these revenues Kayak rentals are consistent Ms Minga explained that Special Events is a formula used for Police and Public Works staffing at special events Organizations pay for these town services and the fee is based on the rate of town employees Currently we will exceed budget for this year so it will be bumped up for next year Isle of Wight Museum is tracking higher than expected Gift shop sales have been very good this year Since staff feels that it is higher due to it being an anniversary year at the museum the budget will not be increased significantly for next year Sale of equipment is tracking lower than is the previous years This amount is a result of surplus items being sold on GovDeals Normally the higher amounts are when we are selling old vehicles At this time we have no vehicles to be sold Cash Proffer revenues are never budgeted because they are voluntary If proffers are received then a budget amendment will be done Ms Minga explained that under the reserve section there will be some amendments on the Police Departments side of the budget under expenses to reflect

$15690 that is sitting there The Police Department has a CD that they have had for a number of years from a citizen that had left some money to the Police Department in their will The Police Department has opted to pull some of that money out to purchase various pieces of equipment This money is restricted for their use so that will come out of reserve The Pinewood Heights Escrow is up in the air depending on how many homes we acquire by the end of this fiscal year Ms Minga stated that she cannot plug in the number for operating reserves until we do the expense side of the budget Under Intergovernmental Virginia Law Enforcement 599 Funds are funds the state gives the town and they are not recommending any change for next year The Litter Control grant is something that town staff puts in for each year and we will put the same amount in the budget for next year Communication Tax from the state has consistently dropped over the last few years and staff believes this is due to state administrative fees The Personal Property Tax Relief Act (PPTRA) has remained flat since the program became stagnant The state has established a fixed amount to each locality and unless that changes this amount will remain the same for next year The TRIAD grant was granted this year and we expect that it will be granted for next yearrsquos budget The VCA grant is the matching grant for the Isle of Wight Arts League The grant is for $5000 and we give them $10000 The boat ramp grant does not look like it will get accomplished this fiscal year so it will be rolled over to next fiscal year Ms Minga stated that for Pinewood Heights she has put in the remainder of the CDBG grant that is left for Phase III because we are really rolling through it now Not sure if it will be depleted by June 30 but it will be close Under Line of credit proceeds the town has the $500000 line of credit for the Pinewood Heights project and the note proceeds for the $500000000 from Farmers Bank to be used like a one year revolving line of credit The town will need to draw most of that down by the end of the fiscal year This will be done before the contributing funds are used Insurance recoveries the town has taken in $1374799 and like cash proffers we do not budget for this If a claim is made then the budget will be amended Ms Minga stated that lastly under contributions the CHIP Program has been doing very well We are on track for this year however for next year with the volunteer work they are doing with Smithfield VA Events they are supposed to receive a check for approximately $10000 This amount will bump up the budget for next fiscal year Smithfield VA Events continues to make donations to the town through the proceeds of the festivals held at Windsor Castle Park

3 Establish Meeting Date- Special Budget Work Session - The special budget work session has been scheduled for April 18th 2017 400 pm at the Smithfield Center 4 February Financial Statements amp Graphs ndash Ms Minga reported that she did not have a lot to report on as most of her time has been spent on preparing the information for budget discussions Sewer consumption is very close to where we were last year Consumption continues to be down in the Gatling Pointe area The Town Manager stated that the accuracy of the meter going to Gatling Pointe is in question and staff may be

making a recommendation in the near future to change the entire meter out at a cost of approximately $17000

4 February Cash Balances ndash Ms Minga reported that the cash balances remain strong The VIP Pool has been pretty flat this year This will impact the townrsquos revenues next fiscal year - Water = $45645245 Water Debt Service = $81000834 Water Capital Escrow Availability Fees = $41742177 Water Treatment Plant Escrow = $11237909 Water Deposit Account = $8912571 Water Development Escrow = $11857194 Subtotal Water = $200395930 Sewer = $(438177) Sewer Development Escrow = $37686095 Sewer Capital Escrow Availability Fees = $79989178 Sewer Compliance = $181812809 Subtotal Sewer = $299049905 Highway = $12185463 General Fund = $302975059 Payroll = $19552696 Money Market General Fund Towne Bank = $220013 Business Super NOW-General Fund = $3338990 Money Market General Fund Farmers Bank = $29145156 General Fund Capital Escrow = $21602302 Certificate of Deposit = $52663145 Certificate of Deposit Police Dept = $3691019 Special Project Account = $305094457 Pinewood Heights Escrow = $7620948 SNAP Program = $229475 Museum Account = $15047569 Windsor Castle Acct $6350000 Subtotal General Fund = $767530829 TOTAL ALL FUNDS = $1279162127 5 Personnel Policies Manual Proposed Updates for Section 7 ndash Ms Ashley Rogers went over the changes that she has made to Section 7 - Workplace Safety There were also a couple of items added to Section 2 and 3 since it was updated earlier this year Section 7 Policy 71 Safety Program the only change was to add that Human Resources should be notified of a life threatening or contagious disease along with the Town Manager No changes to the rest of the policy Policy 72 Emergency Office Closing minor rewording for clarification purposes only Policy 73 Work Area there are no changes to this policy Policy 74 Bully Free Workplace (NEW) this policy discusses behavior that is inappropriate but not based on discriminatory actions Policy 75 Workplace Violence Prevention (NEW) has been reviewed and approved by the Virginia Municipal League (VML) This type of policy is pretty common in most employee handbooks It addresses acts of violence in the workplace weapons in the workplace and protective orders If an employee has a protective order against them then they must let the town know

Addition to Section 2 - Employment Ms Rogers explained that she is proposing an addition to Section 2 Performance and Evaluations The objective of this policy is to provide an overview of the performance planning and evaluation process The addition does not provide for a performance appraisal at the end of the probationary period but does involve a documented discussion surrounding goals The specific dates of the performance cycle are not listed It states that they are conducted on a ldquopre-determined annual daterdquo The evaluations are now

based on employeersquos performance in core competencies as well as their achievement of agreed upon SMART Goals This is different than the current evaluation that evaluates employeersquos capacity to perform job requirements conduct and supervision (if applicable) The focus is on helping both the employees and the Town perform at a high level

Addition to Section 3 ndash Corrective Action Policy (NEW) Ms Rogers explained that although the policy is new the concept is not It was located within the Standards of Conduct Policy The word ldquodisciplinaryrdquo was changed to ldquocorrectiverdquo action since the goal is really to correct the behavior Added two steps in the ldquoformal process ldquoVerbal Warningrdquo and ldquoFinal Written Warningrdquo These steps would provide ample opportunities to course correct either poor performance or conduct Although the town reserves the right to skip steps in the process as appropriate There is a list of offenses included that may warrant immediate termination The Town Manager stated that staff hopes to have the entire updated Personnel Policy Manual adopted by Town Council at their May meeting

Meeting Adjourned at 523 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PARKS AND RECREATION

COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Parks and Recreation Committee held a meeting on Tuesday March 28th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee member attending was Ms Connie Chapman Chair Mr Randy Pack and Mrs Denise Tynes Other Council members present were Mr Andrew Gregory Dr Milton Cook Mr Michael Smith and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Parks and Recreation Committee Chair Ms Connie Chapman called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA

1 Proposed Price Adjustment for the Smithfield Center Venue ndash Ms Musick explained that since the rates at the Smithfield Center were increased a year ago she has seen a reduction in bookings for Friday and Sunday events Bookings for Friday and Sunday events went from 14 available in 2016 to 32 available in 2017 She stated that she would like to propose lowering the rates for Friday and Sunday She feels she overshot her market by raising them too high for those days Committee agreed and recommends approval of lower the fee structure for Friday and Sunday events Ms Musick also stated that she would like to offer 50 off the established rate for bookings on a Friday Saturday or Sunday in the months of January and February as these months are hard to

book Committee agreed to the price adjustment of 50 off for January and February 2018 only at this time 2 Request to Use Clontz Park for the Annual Fireworks Display July 3rd 2017 ndash Ms Chapman stated that Isle of Wight County has requested the use of Clontz Park for the annual fireworks display Monday July 3rd The start time for the fireworks is 950 pm The County has also contacted Emergency Services Representatives to request their services during the display Committee recommends approval of the annual fireworks display at Clontz Park 3 Joseph W Luter Jr Sports Complex ndash MOU with Isle of Wight County ndash The Town Manager stated that he and the County Administrator have met and discussed the MOU between the town and county in regards to the Joseph W Luter Jr Sports Complex Minor changes have been made and the revised MOU was included in your packet today The MOU will be on the Board of Supervisors agenda at their April meeting The Town Manager stated that the County Administrator did not see reason for the County to review and approve rates Rates would be developed by Smithfield Recreation Association (SRA) and the town only Dr Cook expressed some concerns about the wording under casual use He stated that he envisions the sports complex to be much like Nike Park where the fields can be used by the general public when not being used by SRA It also requires users of the sports complex to pay a refundable deposit of $10000 per use Vice Mayor Gregory stated that this is not Nike Park and should not allow anyone to use it without any recourse if the property is damaged The town reserves the right to establish rules to govern the use of the park This facility will be a learning curve How much it can be used for casual use is yet to be determined The idea is to make the facility available but also make sure that it is not vandalized Dr Cook asked if county entities can use these facilities SRA has first use but when it is not is use by them the fields can be used by others by scheduling through Ms Musick at the Smithfield Center This allows the town to know what is going on at all times since it is town property After some discussion it was determined that ldquothe Town reserves the right to amend its fee structure in the futurerdquo needs to be included in the MOU Ms Chapman asked if the County would be responsible for any of the maintenance at the sports complex The Town Attorney stated that would be included in SRArsquos Lease Agreement with the Town in lieu of rent SRA will be responsible for all the maintenance with the exception of the multi-purpose field and the indoor facility once it has been constructed The County has no responsible for the maintenance of the complex Vice Mayor Gregory also stated that we are leaning on other groups that have already built facilities like these and the multi-use field may need some time after construction before it can be used We do not want to open the field too soon and they get ruined Having a turf expert come in and assess the field for use may need to be done before it is opened

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON COUNCILrsquoS AGENDA

1 Operational Update ndash Parks and Recreation Committee Report 2017 Event List ndashMs Musick reported that the Smithfield Center was busy for the month of March Upcoming events to note are the Womenrsquos Club Annual Flea Market on Saturday April 1st This is a first time event here at the Smithfield Center Also the Wine and Brew Festival is coming up on Saturday April 8th at Windsor Castle Park Ms Musick reported that the Manor House restoration project at Windsor Castle Park is still going strong Isle of Wight County Museum staff will be giving historical tours of the Manor House Property on Saturday April 29 at 200 pm Saturday June 10th at 200 pm and Saturday September 9th at 200 pm Mayor Williams and Roger Ealy will be present on these days to answer any questions about the ongoing restoration project Ms Musick stated that the Joseph W Luter Jr Sports Complex continues to move along quickly The dugouts were installed this week Pictures of the site work have been included in the agenda posting Committee thanked Ms Musick for the update 2 Joseph W Luter Jr Sports Complex ndash Update on Agreement with Smithfield Recreation Association (SRA) ndash The Town Attorney stated that he Ms Musick and the Town Manager are working on the agreement and will be meeting this Friday to discuss He mentioned that in all reality the agreement may not be ready until we get closer to the sports complex being complete It does not make much sense to sign an agreement that may need numerous amendments if approved too early

3 Clontz Park Boat Ramp Grant Status Report - The Town Manager stated that if you recall this project was bid out last fall and then Town Council rejected the bids in November because the bids were much higher than anticipated due to all the bids received having a cofferdam included in the construction of the project The bids exceeded the approved state grant from VMRC The grant money was supposed to cover the design and construction of the boat ramp The cofferdam by itself may cost $200000 so staff asked Jamie Weist of Kimley Horn Associates to look to see if there is anything with the design of the ramp that could be cut to save cost before rebidding One option would be to put in an articulated block ramp instead of the cofferdam but it is not recommended Option two would be to go back to VMRC to request an extension and see if there is additional grant money available based on the cost of the cofferdam Option three would be for the town to look at adding money to this project All the work below ground would be done with the grant funds and improvements made above ground level would be paid for by the town Mr Pack stated that he is on the RFAB board and recommends taking it back to request additional grant funding The Town Attorney mentioned that we need to keep in mind that there is a clause in the deed from Smithfield Foods where the project must be completed in a certain time frame There may need to be an amendment made if the project is granted an extension

4 Old Business Pagan River Dredging Request ndash The Town Manager stated that he has received a request to have the Pagan River dredged again particularly at Bob Shoal In 2015 the Presidentrsquos Fiscal year Budget did not include funding for dredging the Pagan River however it was noted that in the event that funds became available we do have the necessary environmental permits in place for the dredging and dredged material placement The Town Manager stated that this item is for informational purposes only as he would like to start the process to get it on the radar for possible funding Conditions are not getting any better and we need to start the process especially with the possibility of the new public boat ramp coming

The meeting adjourned at 447 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC WORKS COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Works Committee held a meeting on Tuesday March 28th 2017 at 447 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Michael Smith Chair Mrs Denise Tynes and Dr Milton Cook Other Council members present were Ms Connie Chapman Mr Randy Pack Mr Andrew Gregory Vice Mayor and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Works Committee Chair Mr Michael G Smith called the meeting to order

A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE COUNCILrsquoS AGENDA 1 Renewal of Street Maintenance Contract with Blair Brothers Inc ndash Ms Eubank reported that the town currently has an annual contract with Blair Brothers Inc for street maintenance services that expires on May 6th 2017 The town does reserve the right to renew the contract for two additional years one year at a time The street maintenance contract includes sidewalk repairs clearing and grading roadways and outfall ditches road repairs and road overlays Staff has been pleased with their work and therefore recommends that this contract be extended one additional year All contract terms will remain the same Committee will forward this item to Town Council for consideration

2 Proposals from Blair Brothers Inc for Street Maintenance Work ndash Mr Griffin reported that the proposals included in the agenda packet are for street that he would like to have paved this spring The streets include Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Mr Griffin stated that he also has one street that was approved by Town Council at their April 2016 meeting that was never paved and he would like to pave that one at this time as well This work is paid for through state Highway Funds that the town receives each quarter Committee recommends approval of all the proposals

3 Cary Street Drainage Improvement and Easement ndash Mr Griffin explained that Canada Land Surveying has prepared a plat of where the easement is located on Mr Gehringrsquos property and the other adjacent property owners This information will be forwarded to the Town Attorney to notify the adjacent property owners and get all the deeds recorded Blair Brothers has provided the town with a proposal to do the drainage improvements in the amount of $2253355 Staff recommends approval of proposal so that once the deeds have been recorded Blair Brothers can move forward with making the necessary drainage improvements Committee recommends approval of proposal

4 Smithfield Lake Dam Emergency Spillway and Hazard Mitigation Proposal from Draper Aden Associates (FEMA VDEM Grant) The Town Manager explained that included in the packet is a proposal from Draper Aden Associates for hazard mitigation work to the Smithfield Lake Dam emergency spillway The damage is on the downstream side of the dam near the emergency spillway The original cost estimate to put everything back just as it was prior to Hurricane Matthew was $85000 This expense would be covered by FEMA at 100 Discussion was held in regards to putting it back just as it was however if we have another heavy rainwind event it is very possible that the same thing will happen again Town staff has met with representatives from the Federal Emergency Management Agency (FEMA) and the Virginia Department of Emergency Management (VDEM) to initiate efforts to secure funding for permanent repairs and hazard mitigation work This funding will allow the town to make improvements and the cost of the work would be covered at 75 and at this time the townrsquos portion will be approximately $35000 for next yearrsquos budget This work must be procured by means of a competitive bid process In order to solicit competitive bids engineering and surveying services will be required to provide the appropriate information for contractors to develop bid proposals The additional work will look much like the primary spillway Committee expressed concern about the time it will take to bid the project out The Town Manager explained that Mr Griffin monitors the dam

on a weekly basis At this time this is not an emergency repair because it is not on the road side of the emergency spillway Committee asked if we have another heavy rain event and more washes out what happens The Town Manager stated that if that happens it could become an emergency repair at that time Committee recommends approval of Draper Aden Associates proposal

3 Closed Session Refuse and Recycling Services RFP - This item was discussed during closed session The Town Attorney stated that we need a motion to go into closed session for the discussion of the award of a public contract and discussion of terms not yet subject to public disclosure pursuant to 22-3711 A-29 of the Code of Virginia Vice Mayor Gregory so moved the motion and Ms Chapman seconded the motion

In Closed Session 506 Out of Closed Session 526

A motion was made to come back into open session by Vice Mayor Gregory and Seconded by Dr Cook

Meeting adjourned at 528 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

staff and the town have been recognized as one of the safest communities in Virginia became a certified crime preventive community and has been re-accredited Committee thanked Chief Bowman for his leadership to the Smithfield Police Department and Town of Smithfield

The meeting adjourned at 406 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE WATER amp SEWER COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Water amp Sewer Committee held a meeting on Monday March 27th 2017 at 406 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Andrew Gregory Chair Mr Michael Smith and Mrs Denise Tynes Other Council members present were Ms Connie Chapman Mr Randy Pack Dr Milton Cook and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Ms Ashley Rogers Director of Human Resources Mr William H Riddick III Town Attorney Mr Jessie Snead Superintendent of Public Works Also in attendance were Mr Rick Bodson of Smithfield 2020 Mr Stacy Lewis of Lewis Construction of Virginia Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Water and Sewer Committee Chair Mr Andrew Gregory called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA

1 Operational Updates ndash Mr Snead reported that the work in the 100 and 200 block of Main Street continues to move forward Now that they are working on service lines it is not moving as quickly as it did with the water main He stated that at this time they will not meet the March 31st deadline as hoped due to the number of issues that they have found Service lines are taking longer because they are working on sewer at the same time and repairing any problems that are found The project will be suspended for a week on April 3rd thru April 7th so that Lewis Construction can do another project that was previously scheduled while Newport News Schools are out on spring break Had there not been so many problems with the individual service lines the project would have met the March 31 deadline and there would not have been a conflict in scheduling The completion of our project should now be by the middle to end of April Lewis

Construction is also putting in cleanouts to all the lines as they put in new service lines Cleanouts have never been there before Mr Pack stated that he wanted to thank Mr Lewis and the townrsquos Public Works staff for keeping everyone informed on the status of the project Mr Snead stated that he would like to thank Mr Bodson as he has been involved since day one helping with sharing the information about the project This project has had a lot of unknown problems along the way but we are working through them to get this project finished up Committee thanked Mr Lewis and Mr Snead for the update

The meeting adjourned at 412 pm

March 3 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE FINANCE COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Finance Committee held a meeting on Monday March 27th 2017 at 412 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Randy Pack Chair Dr Milton Cook and Mr Andrew Gregory Vice Mayor Other Council members present were Ms Connie Chapman Mr Michael Smith Mrs Denise Tynes and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Mr William H Riddick III Town Attorney and Ms Ashley Rogers Director of Human Resources Also in attendance were Mr Rick Bodson of Smithfield 2020 Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Finance Committee Chair Randy Pack called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE

COUNCIL AGENDA

1 Invoices Over $10000 Requiring Council Authorization

a MUSCO Lighting $ 3967000 The Town Manager explained that staff continues to communicate with MUSCO Lighting to determine the correct amount that is due at this time According to MUSCO Lighting the Town paid 100 of the material amount with the first invoice approved by Town Council on March 7th The second invoice in the amount of $10268475 is for 75 of the installation cost Mr Camden expressed concern that if the town pays this invoice we will have paid over 90 of the overall contract amount of $400000 without seeing if the lights work Mr Weist responded by e-mail that MUSCO Lighting is a very reputable company and will stand behind their product however he does agree that paying 92 of the overall

cost before they are testedactivated is risky Mr Weist suggested that we meet MUSCO Lighting in the middle Staff will continue to work with our consultants and MUSCO Lighting to come to an agreed amount to pay before Town Councilrsquos meeting on April 4th b RAD Sports $49024750 This invoice is progress bill for the construction of the Joseph W Luter Jr Sport Complex Mr Camden of Alpha Corporation and Mr Weist of Kimley Horn Associates have reviewed the invoice and recommends approval of invoice This item will be sent to Town Council for consideration c Lewis Construction of Virginia $ 8970400 Staff explained that included in the original posting was an invoice in the amount of 3710700 for the Main Street waterline replacement Today an additional invoice from Lewis Construction of Virginia was posted in the amount of $5259700 Staff is recommending that both invoices be paid for a total of $8970400 The total amount of the project at this time is still under budget Committee recommends approval of payment

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA 1 Contribution Requests for Fiscal Year 20172018

a Western Tidewater Free Clinic ndash Ms Stephie Broadwater of Western Tidewater Free Clinic was present to thank the Town Council of Smithfield for supporting the Clinic and to give an update on how the clinic is doing The mission of the clinic is to continue to provide high-quality non-emergency health care to the residents of Western Tidewater who cannot otherwise afford it She reported that overall the clinic served 1400 unduplicated patients in 2016 with an all-time record high of 18022 visits This averages 13 visits a year per patient These visits include primary and specialty medical visits womenrsquos health visits mental health counselling physical therapy vision exams pharmacy consults and eligibility appointments Residents of Smithfield account for 112 of their total patients One hundred and fifty-six (156) residents received care through 2010 visits in 2016 and medications valued at approximately $630000 Of these patients sixty-three (63) received dental services through 2014 visits Over the last year the clinic has partnered with the Isle of Wight Health Department to provide medical assessment services here in town Ms Broadwater also mentioned that they have fourteen (14) volunteers from Smithfield and four out of the fifteen board members live in Smithfield Mr Pack asked what the clinic was requesting this year Ms Broadwater replied that the clinic is requesting $38640 Their request last year was for $38000 Committee thanked Ms Broadwater for the update

b Historic Smithfield ndash 1750 Isle of Wight Courthouse ndash Dr Lanny Hinson was present to thank Town Council for their support of the historic courthouse He explained that they continue to keep the courthouse open to visitors with volunteer docents during the week and paid docents on the weekends They hold special programs for local groups and out of town bus tours beyond our regular opening hours The Courthouse also participate in events here in town such as Olden Days Ghost Walks Town amp Country Day and the Christmas Market and parade Dr Hinson explained that their most popular event each year is the colonial court trail in October Christmas in Smithfield has been successful also and Tourism has asked if the name could be used to denote all the events in town during December Dr Lanny Hinson stated that he is asking Town Council to consider financial support of $5000 Mr Pack asked Ms Minga what was in the budget Ms Minga replied that $4000 is what was budgeted Committee thanked Dr Hinson for the update

c The Genieve Shelter ndash Ms Montgomery of The Genieve Shelter was

present to thank Town Council for their past support and to request funding for the upcoming year She explained that their mission is to provide a safe refuge for the victims of domestic violence and their children and to provide information education and training services which focus on ending domestic violence During 2016 The Genieve Shelter provided crisis and supportive services to forty-nine (49) individuals attempting to escape domestic violence in the Town of Smithfield They provided 824 nights of shelter and responded to ninety-six (96) hotline calls from residents of the Town of Smithfield seeking various services Ms Montgomery stated that the shelter has recently expanded from twenty (20) beds to thirty-six (36) beds which allows them the opportunity to serve more survivors fleeing domestic violence sexual assault and human trafficking She stated that their goal for the upcoming year is to focus on Community Enrichment Programs to provide education and prevention The Genieve Shelter is requesting a contribution of $10000 for fiscal 20172018 Ms Minga stated that currently $7200 is in the budget Committee thanked Ms Montgomery for coming

2 Fiscal Year 20172018 Revenue Projections Revenues Real Estate for the town is tracking a little over what was budgeted and collections are expected to be around $16940000 by June 30th The Town Treasurer stated that she has bumped this amount up a little for next fiscal year Delinquent Real Estate Taxes are down this year because staff has been able to work more on collections Assessments and taxes for Personal Property went up this year even with the Machinery and Tools Tax

being lower The Town Treasurer stated that she anticipates that the town will exceed what was budgeted Ms Minga reported that in regards to Delinquent Personal Property taxes she is still waiting to hear back from the auditors on how to show the refunds for Machinery and Tools Tax Public Service Corporations is usually pretty flat so that will stay the same next year Franchise Taxes is where we are looking at the banks that we do business with The banks do give us schedules each year to know what to budget We have received all the schedules to date with the exception of one At this time we will be a little lower than what we had originally budgeted Cigarette Tax is up and down It is a very difficult one to project Money comes in when the wholesalers buy the stamps not when individuals buy the packages in the stores Stamps are purchased in bulk and sometimes returned in bulk At this time we are still higher than what was projected for this year Transient Occupancy is tracking a little lower however this is not because the businesses are not doing as well The town had a local business that changed ownership and the new owner is paying everything on time so we are no longer collecting the penalties from the last owner that was always delinquent Those delinquent penalties had become the norm with this revenue Meals Tax continues to be strong and grow At this time it is projected to be a little higher that what was expected Ms Minga stated that she is projecting that next year will be a little higher due to a full year with increased percentage of 25 Sales Tax is looking up however it does tend to fluctuate Consumption and Utility Taxes normally go hand in hand For many years it has remained flat and there is not a whole lot of fluctuation this year Ms Minga stated that it could probably be bumped up a little for next fiscal year Business Licenses are tracking very similar to last year She explained that she is not expecting it to be this much next year due to nursing home project has been completed Vehicle Licenses goes hand and hand with personal property If personal property is tracking higher then vehicle licenses will track a little higher as well It does take a lot to get this number up because it is $20 per vehicle Inspection fees have already exceeded budget for this year This line item depends on what type of projects are going on around town Dog Park registrations have fallen off a little bit but this is not a large number Fines and cost are down at this time Smithfield Center rentals are tracking lower than expected Ms Musick is looking at ways to address these revenues Kayak rentals are consistent Ms Minga explained that Special Events is a formula used for Police and Public Works staffing at special events Organizations pay for these town services and the fee is based on the rate of town employees Currently we will exceed budget for this year so it will be bumped up for next year Isle of Wight Museum is tracking higher than expected Gift shop sales have been very good this year Since staff feels that it is higher due to it being an anniversary year at the museum the budget will not be increased significantly for next year Sale of equipment is tracking lower than is the previous years This amount is a result of surplus items being sold on GovDeals Normally the higher amounts are when we are selling old vehicles At this time we have no vehicles to be sold Cash Proffer revenues are never budgeted because they are voluntary If proffers are received then a budget amendment will be done Ms Minga explained that under the reserve section there will be some amendments on the Police Departments side of the budget under expenses to reflect

$15690 that is sitting there The Police Department has a CD that they have had for a number of years from a citizen that had left some money to the Police Department in their will The Police Department has opted to pull some of that money out to purchase various pieces of equipment This money is restricted for their use so that will come out of reserve The Pinewood Heights Escrow is up in the air depending on how many homes we acquire by the end of this fiscal year Ms Minga stated that she cannot plug in the number for operating reserves until we do the expense side of the budget Under Intergovernmental Virginia Law Enforcement 599 Funds are funds the state gives the town and they are not recommending any change for next year The Litter Control grant is something that town staff puts in for each year and we will put the same amount in the budget for next year Communication Tax from the state has consistently dropped over the last few years and staff believes this is due to state administrative fees The Personal Property Tax Relief Act (PPTRA) has remained flat since the program became stagnant The state has established a fixed amount to each locality and unless that changes this amount will remain the same for next year The TRIAD grant was granted this year and we expect that it will be granted for next yearrsquos budget The VCA grant is the matching grant for the Isle of Wight Arts League The grant is for $5000 and we give them $10000 The boat ramp grant does not look like it will get accomplished this fiscal year so it will be rolled over to next fiscal year Ms Minga stated that for Pinewood Heights she has put in the remainder of the CDBG grant that is left for Phase III because we are really rolling through it now Not sure if it will be depleted by June 30 but it will be close Under Line of credit proceeds the town has the $500000 line of credit for the Pinewood Heights project and the note proceeds for the $500000000 from Farmers Bank to be used like a one year revolving line of credit The town will need to draw most of that down by the end of the fiscal year This will be done before the contributing funds are used Insurance recoveries the town has taken in $1374799 and like cash proffers we do not budget for this If a claim is made then the budget will be amended Ms Minga stated that lastly under contributions the CHIP Program has been doing very well We are on track for this year however for next year with the volunteer work they are doing with Smithfield VA Events they are supposed to receive a check for approximately $10000 This amount will bump up the budget for next fiscal year Smithfield VA Events continues to make donations to the town through the proceeds of the festivals held at Windsor Castle Park

3 Establish Meeting Date- Special Budget Work Session - The special budget work session has been scheduled for April 18th 2017 400 pm at the Smithfield Center 4 February Financial Statements amp Graphs ndash Ms Minga reported that she did not have a lot to report on as most of her time has been spent on preparing the information for budget discussions Sewer consumption is very close to where we were last year Consumption continues to be down in the Gatling Pointe area The Town Manager stated that the accuracy of the meter going to Gatling Pointe is in question and staff may be

making a recommendation in the near future to change the entire meter out at a cost of approximately $17000

4 February Cash Balances ndash Ms Minga reported that the cash balances remain strong The VIP Pool has been pretty flat this year This will impact the townrsquos revenues next fiscal year - Water = $45645245 Water Debt Service = $81000834 Water Capital Escrow Availability Fees = $41742177 Water Treatment Plant Escrow = $11237909 Water Deposit Account = $8912571 Water Development Escrow = $11857194 Subtotal Water = $200395930 Sewer = $(438177) Sewer Development Escrow = $37686095 Sewer Capital Escrow Availability Fees = $79989178 Sewer Compliance = $181812809 Subtotal Sewer = $299049905 Highway = $12185463 General Fund = $302975059 Payroll = $19552696 Money Market General Fund Towne Bank = $220013 Business Super NOW-General Fund = $3338990 Money Market General Fund Farmers Bank = $29145156 General Fund Capital Escrow = $21602302 Certificate of Deposit = $52663145 Certificate of Deposit Police Dept = $3691019 Special Project Account = $305094457 Pinewood Heights Escrow = $7620948 SNAP Program = $229475 Museum Account = $15047569 Windsor Castle Acct $6350000 Subtotal General Fund = $767530829 TOTAL ALL FUNDS = $1279162127 5 Personnel Policies Manual Proposed Updates for Section 7 ndash Ms Ashley Rogers went over the changes that she has made to Section 7 - Workplace Safety There were also a couple of items added to Section 2 and 3 since it was updated earlier this year Section 7 Policy 71 Safety Program the only change was to add that Human Resources should be notified of a life threatening or contagious disease along with the Town Manager No changes to the rest of the policy Policy 72 Emergency Office Closing minor rewording for clarification purposes only Policy 73 Work Area there are no changes to this policy Policy 74 Bully Free Workplace (NEW) this policy discusses behavior that is inappropriate but not based on discriminatory actions Policy 75 Workplace Violence Prevention (NEW) has been reviewed and approved by the Virginia Municipal League (VML) This type of policy is pretty common in most employee handbooks It addresses acts of violence in the workplace weapons in the workplace and protective orders If an employee has a protective order against them then they must let the town know

Addition to Section 2 - Employment Ms Rogers explained that she is proposing an addition to Section 2 Performance and Evaluations The objective of this policy is to provide an overview of the performance planning and evaluation process The addition does not provide for a performance appraisal at the end of the probationary period but does involve a documented discussion surrounding goals The specific dates of the performance cycle are not listed It states that they are conducted on a ldquopre-determined annual daterdquo The evaluations are now

based on employeersquos performance in core competencies as well as their achievement of agreed upon SMART Goals This is different than the current evaluation that evaluates employeersquos capacity to perform job requirements conduct and supervision (if applicable) The focus is on helping both the employees and the Town perform at a high level

Addition to Section 3 ndash Corrective Action Policy (NEW) Ms Rogers explained that although the policy is new the concept is not It was located within the Standards of Conduct Policy The word ldquodisciplinaryrdquo was changed to ldquocorrectiverdquo action since the goal is really to correct the behavior Added two steps in the ldquoformal process ldquoVerbal Warningrdquo and ldquoFinal Written Warningrdquo These steps would provide ample opportunities to course correct either poor performance or conduct Although the town reserves the right to skip steps in the process as appropriate There is a list of offenses included that may warrant immediate termination The Town Manager stated that staff hopes to have the entire updated Personnel Policy Manual adopted by Town Council at their May meeting

Meeting Adjourned at 523 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PARKS AND RECREATION

COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Parks and Recreation Committee held a meeting on Tuesday March 28th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee member attending was Ms Connie Chapman Chair Mr Randy Pack and Mrs Denise Tynes Other Council members present were Mr Andrew Gregory Dr Milton Cook Mr Michael Smith and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Parks and Recreation Committee Chair Ms Connie Chapman called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA

1 Proposed Price Adjustment for the Smithfield Center Venue ndash Ms Musick explained that since the rates at the Smithfield Center were increased a year ago she has seen a reduction in bookings for Friday and Sunday events Bookings for Friday and Sunday events went from 14 available in 2016 to 32 available in 2017 She stated that she would like to propose lowering the rates for Friday and Sunday She feels she overshot her market by raising them too high for those days Committee agreed and recommends approval of lower the fee structure for Friday and Sunday events Ms Musick also stated that she would like to offer 50 off the established rate for bookings on a Friday Saturday or Sunday in the months of January and February as these months are hard to

book Committee agreed to the price adjustment of 50 off for January and February 2018 only at this time 2 Request to Use Clontz Park for the Annual Fireworks Display July 3rd 2017 ndash Ms Chapman stated that Isle of Wight County has requested the use of Clontz Park for the annual fireworks display Monday July 3rd The start time for the fireworks is 950 pm The County has also contacted Emergency Services Representatives to request their services during the display Committee recommends approval of the annual fireworks display at Clontz Park 3 Joseph W Luter Jr Sports Complex ndash MOU with Isle of Wight County ndash The Town Manager stated that he and the County Administrator have met and discussed the MOU between the town and county in regards to the Joseph W Luter Jr Sports Complex Minor changes have been made and the revised MOU was included in your packet today The MOU will be on the Board of Supervisors agenda at their April meeting The Town Manager stated that the County Administrator did not see reason for the County to review and approve rates Rates would be developed by Smithfield Recreation Association (SRA) and the town only Dr Cook expressed some concerns about the wording under casual use He stated that he envisions the sports complex to be much like Nike Park where the fields can be used by the general public when not being used by SRA It also requires users of the sports complex to pay a refundable deposit of $10000 per use Vice Mayor Gregory stated that this is not Nike Park and should not allow anyone to use it without any recourse if the property is damaged The town reserves the right to establish rules to govern the use of the park This facility will be a learning curve How much it can be used for casual use is yet to be determined The idea is to make the facility available but also make sure that it is not vandalized Dr Cook asked if county entities can use these facilities SRA has first use but when it is not is use by them the fields can be used by others by scheduling through Ms Musick at the Smithfield Center This allows the town to know what is going on at all times since it is town property After some discussion it was determined that ldquothe Town reserves the right to amend its fee structure in the futurerdquo needs to be included in the MOU Ms Chapman asked if the County would be responsible for any of the maintenance at the sports complex The Town Attorney stated that would be included in SRArsquos Lease Agreement with the Town in lieu of rent SRA will be responsible for all the maintenance with the exception of the multi-purpose field and the indoor facility once it has been constructed The County has no responsible for the maintenance of the complex Vice Mayor Gregory also stated that we are leaning on other groups that have already built facilities like these and the multi-use field may need some time after construction before it can be used We do not want to open the field too soon and they get ruined Having a turf expert come in and assess the field for use may need to be done before it is opened

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON COUNCILrsquoS AGENDA

1 Operational Update ndash Parks and Recreation Committee Report 2017 Event List ndashMs Musick reported that the Smithfield Center was busy for the month of March Upcoming events to note are the Womenrsquos Club Annual Flea Market on Saturday April 1st This is a first time event here at the Smithfield Center Also the Wine and Brew Festival is coming up on Saturday April 8th at Windsor Castle Park Ms Musick reported that the Manor House restoration project at Windsor Castle Park is still going strong Isle of Wight County Museum staff will be giving historical tours of the Manor House Property on Saturday April 29 at 200 pm Saturday June 10th at 200 pm and Saturday September 9th at 200 pm Mayor Williams and Roger Ealy will be present on these days to answer any questions about the ongoing restoration project Ms Musick stated that the Joseph W Luter Jr Sports Complex continues to move along quickly The dugouts were installed this week Pictures of the site work have been included in the agenda posting Committee thanked Ms Musick for the update 2 Joseph W Luter Jr Sports Complex ndash Update on Agreement with Smithfield Recreation Association (SRA) ndash The Town Attorney stated that he Ms Musick and the Town Manager are working on the agreement and will be meeting this Friday to discuss He mentioned that in all reality the agreement may not be ready until we get closer to the sports complex being complete It does not make much sense to sign an agreement that may need numerous amendments if approved too early

3 Clontz Park Boat Ramp Grant Status Report - The Town Manager stated that if you recall this project was bid out last fall and then Town Council rejected the bids in November because the bids were much higher than anticipated due to all the bids received having a cofferdam included in the construction of the project The bids exceeded the approved state grant from VMRC The grant money was supposed to cover the design and construction of the boat ramp The cofferdam by itself may cost $200000 so staff asked Jamie Weist of Kimley Horn Associates to look to see if there is anything with the design of the ramp that could be cut to save cost before rebidding One option would be to put in an articulated block ramp instead of the cofferdam but it is not recommended Option two would be to go back to VMRC to request an extension and see if there is additional grant money available based on the cost of the cofferdam Option three would be for the town to look at adding money to this project All the work below ground would be done with the grant funds and improvements made above ground level would be paid for by the town Mr Pack stated that he is on the RFAB board and recommends taking it back to request additional grant funding The Town Attorney mentioned that we need to keep in mind that there is a clause in the deed from Smithfield Foods where the project must be completed in a certain time frame There may need to be an amendment made if the project is granted an extension

4 Old Business Pagan River Dredging Request ndash The Town Manager stated that he has received a request to have the Pagan River dredged again particularly at Bob Shoal In 2015 the Presidentrsquos Fiscal year Budget did not include funding for dredging the Pagan River however it was noted that in the event that funds became available we do have the necessary environmental permits in place for the dredging and dredged material placement The Town Manager stated that this item is for informational purposes only as he would like to start the process to get it on the radar for possible funding Conditions are not getting any better and we need to start the process especially with the possibility of the new public boat ramp coming

The meeting adjourned at 447 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC WORKS COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Works Committee held a meeting on Tuesday March 28th 2017 at 447 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Michael Smith Chair Mrs Denise Tynes and Dr Milton Cook Other Council members present were Ms Connie Chapman Mr Randy Pack Mr Andrew Gregory Vice Mayor and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Works Committee Chair Mr Michael G Smith called the meeting to order

A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE COUNCILrsquoS AGENDA 1 Renewal of Street Maintenance Contract with Blair Brothers Inc ndash Ms Eubank reported that the town currently has an annual contract with Blair Brothers Inc for street maintenance services that expires on May 6th 2017 The town does reserve the right to renew the contract for two additional years one year at a time The street maintenance contract includes sidewalk repairs clearing and grading roadways and outfall ditches road repairs and road overlays Staff has been pleased with their work and therefore recommends that this contract be extended one additional year All contract terms will remain the same Committee will forward this item to Town Council for consideration

2 Proposals from Blair Brothers Inc for Street Maintenance Work ndash Mr Griffin reported that the proposals included in the agenda packet are for street that he would like to have paved this spring The streets include Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Mr Griffin stated that he also has one street that was approved by Town Council at their April 2016 meeting that was never paved and he would like to pave that one at this time as well This work is paid for through state Highway Funds that the town receives each quarter Committee recommends approval of all the proposals

3 Cary Street Drainage Improvement and Easement ndash Mr Griffin explained that Canada Land Surveying has prepared a plat of where the easement is located on Mr Gehringrsquos property and the other adjacent property owners This information will be forwarded to the Town Attorney to notify the adjacent property owners and get all the deeds recorded Blair Brothers has provided the town with a proposal to do the drainage improvements in the amount of $2253355 Staff recommends approval of proposal so that once the deeds have been recorded Blair Brothers can move forward with making the necessary drainage improvements Committee recommends approval of proposal

4 Smithfield Lake Dam Emergency Spillway and Hazard Mitigation Proposal from Draper Aden Associates (FEMA VDEM Grant) The Town Manager explained that included in the packet is a proposal from Draper Aden Associates for hazard mitigation work to the Smithfield Lake Dam emergency spillway The damage is on the downstream side of the dam near the emergency spillway The original cost estimate to put everything back just as it was prior to Hurricane Matthew was $85000 This expense would be covered by FEMA at 100 Discussion was held in regards to putting it back just as it was however if we have another heavy rainwind event it is very possible that the same thing will happen again Town staff has met with representatives from the Federal Emergency Management Agency (FEMA) and the Virginia Department of Emergency Management (VDEM) to initiate efforts to secure funding for permanent repairs and hazard mitigation work This funding will allow the town to make improvements and the cost of the work would be covered at 75 and at this time the townrsquos portion will be approximately $35000 for next yearrsquos budget This work must be procured by means of a competitive bid process In order to solicit competitive bids engineering and surveying services will be required to provide the appropriate information for contractors to develop bid proposals The additional work will look much like the primary spillway Committee expressed concern about the time it will take to bid the project out The Town Manager explained that Mr Griffin monitors the dam

on a weekly basis At this time this is not an emergency repair because it is not on the road side of the emergency spillway Committee asked if we have another heavy rain event and more washes out what happens The Town Manager stated that if that happens it could become an emergency repair at that time Committee recommends approval of Draper Aden Associates proposal

3 Closed Session Refuse and Recycling Services RFP - This item was discussed during closed session The Town Attorney stated that we need a motion to go into closed session for the discussion of the award of a public contract and discussion of terms not yet subject to public disclosure pursuant to 22-3711 A-29 of the Code of Virginia Vice Mayor Gregory so moved the motion and Ms Chapman seconded the motion

In Closed Session 506 Out of Closed Session 526

A motion was made to come back into open session by Vice Mayor Gregory and Seconded by Dr Cook

Meeting adjourned at 528 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE WATER amp SEWER COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Water amp Sewer Committee held a meeting on Monday March 27th 2017 at 406 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Andrew Gregory Chair Mr Michael Smith and Mrs Denise Tynes Other Council members present were Ms Connie Chapman Mr Randy Pack Dr Milton Cook and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Ms Ashley Rogers Director of Human Resources Mr William H Riddick III Town Attorney Mr Jessie Snead Superintendent of Public Works Also in attendance were Mr Rick Bodson of Smithfield 2020 Mr Stacy Lewis of Lewis Construction of Virginia Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Water and Sewer Committee Chair Mr Andrew Gregory called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA

1 Operational Updates ndash Mr Snead reported that the work in the 100 and 200 block of Main Street continues to move forward Now that they are working on service lines it is not moving as quickly as it did with the water main He stated that at this time they will not meet the March 31st deadline as hoped due to the number of issues that they have found Service lines are taking longer because they are working on sewer at the same time and repairing any problems that are found The project will be suspended for a week on April 3rd thru April 7th so that Lewis Construction can do another project that was previously scheduled while Newport News Schools are out on spring break Had there not been so many problems with the individual service lines the project would have met the March 31 deadline and there would not have been a conflict in scheduling The completion of our project should now be by the middle to end of April Lewis

Construction is also putting in cleanouts to all the lines as they put in new service lines Cleanouts have never been there before Mr Pack stated that he wanted to thank Mr Lewis and the townrsquos Public Works staff for keeping everyone informed on the status of the project Mr Snead stated that he would like to thank Mr Bodson as he has been involved since day one helping with sharing the information about the project This project has had a lot of unknown problems along the way but we are working through them to get this project finished up Committee thanked Mr Lewis and Mr Snead for the update

The meeting adjourned at 412 pm

March 3 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE FINANCE COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Finance Committee held a meeting on Monday March 27th 2017 at 412 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Randy Pack Chair Dr Milton Cook and Mr Andrew Gregory Vice Mayor Other Council members present were Ms Connie Chapman Mr Michael Smith Mrs Denise Tynes and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Mr William H Riddick III Town Attorney and Ms Ashley Rogers Director of Human Resources Also in attendance were Mr Rick Bodson of Smithfield 2020 Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Finance Committee Chair Randy Pack called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE

COUNCIL AGENDA

1 Invoices Over $10000 Requiring Council Authorization

a MUSCO Lighting $ 3967000 The Town Manager explained that staff continues to communicate with MUSCO Lighting to determine the correct amount that is due at this time According to MUSCO Lighting the Town paid 100 of the material amount with the first invoice approved by Town Council on March 7th The second invoice in the amount of $10268475 is for 75 of the installation cost Mr Camden expressed concern that if the town pays this invoice we will have paid over 90 of the overall contract amount of $400000 without seeing if the lights work Mr Weist responded by e-mail that MUSCO Lighting is a very reputable company and will stand behind their product however he does agree that paying 92 of the overall

cost before they are testedactivated is risky Mr Weist suggested that we meet MUSCO Lighting in the middle Staff will continue to work with our consultants and MUSCO Lighting to come to an agreed amount to pay before Town Councilrsquos meeting on April 4th b RAD Sports $49024750 This invoice is progress bill for the construction of the Joseph W Luter Jr Sport Complex Mr Camden of Alpha Corporation and Mr Weist of Kimley Horn Associates have reviewed the invoice and recommends approval of invoice This item will be sent to Town Council for consideration c Lewis Construction of Virginia $ 8970400 Staff explained that included in the original posting was an invoice in the amount of 3710700 for the Main Street waterline replacement Today an additional invoice from Lewis Construction of Virginia was posted in the amount of $5259700 Staff is recommending that both invoices be paid for a total of $8970400 The total amount of the project at this time is still under budget Committee recommends approval of payment

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA 1 Contribution Requests for Fiscal Year 20172018

a Western Tidewater Free Clinic ndash Ms Stephie Broadwater of Western Tidewater Free Clinic was present to thank the Town Council of Smithfield for supporting the Clinic and to give an update on how the clinic is doing The mission of the clinic is to continue to provide high-quality non-emergency health care to the residents of Western Tidewater who cannot otherwise afford it She reported that overall the clinic served 1400 unduplicated patients in 2016 with an all-time record high of 18022 visits This averages 13 visits a year per patient These visits include primary and specialty medical visits womenrsquos health visits mental health counselling physical therapy vision exams pharmacy consults and eligibility appointments Residents of Smithfield account for 112 of their total patients One hundred and fifty-six (156) residents received care through 2010 visits in 2016 and medications valued at approximately $630000 Of these patients sixty-three (63) received dental services through 2014 visits Over the last year the clinic has partnered with the Isle of Wight Health Department to provide medical assessment services here in town Ms Broadwater also mentioned that they have fourteen (14) volunteers from Smithfield and four out of the fifteen board members live in Smithfield Mr Pack asked what the clinic was requesting this year Ms Broadwater replied that the clinic is requesting $38640 Their request last year was for $38000 Committee thanked Ms Broadwater for the update

b Historic Smithfield ndash 1750 Isle of Wight Courthouse ndash Dr Lanny Hinson was present to thank Town Council for their support of the historic courthouse He explained that they continue to keep the courthouse open to visitors with volunteer docents during the week and paid docents on the weekends They hold special programs for local groups and out of town bus tours beyond our regular opening hours The Courthouse also participate in events here in town such as Olden Days Ghost Walks Town amp Country Day and the Christmas Market and parade Dr Hinson explained that their most popular event each year is the colonial court trail in October Christmas in Smithfield has been successful also and Tourism has asked if the name could be used to denote all the events in town during December Dr Lanny Hinson stated that he is asking Town Council to consider financial support of $5000 Mr Pack asked Ms Minga what was in the budget Ms Minga replied that $4000 is what was budgeted Committee thanked Dr Hinson for the update

c The Genieve Shelter ndash Ms Montgomery of The Genieve Shelter was

present to thank Town Council for their past support and to request funding for the upcoming year She explained that their mission is to provide a safe refuge for the victims of domestic violence and their children and to provide information education and training services which focus on ending domestic violence During 2016 The Genieve Shelter provided crisis and supportive services to forty-nine (49) individuals attempting to escape domestic violence in the Town of Smithfield They provided 824 nights of shelter and responded to ninety-six (96) hotline calls from residents of the Town of Smithfield seeking various services Ms Montgomery stated that the shelter has recently expanded from twenty (20) beds to thirty-six (36) beds which allows them the opportunity to serve more survivors fleeing domestic violence sexual assault and human trafficking She stated that their goal for the upcoming year is to focus on Community Enrichment Programs to provide education and prevention The Genieve Shelter is requesting a contribution of $10000 for fiscal 20172018 Ms Minga stated that currently $7200 is in the budget Committee thanked Ms Montgomery for coming

2 Fiscal Year 20172018 Revenue Projections Revenues Real Estate for the town is tracking a little over what was budgeted and collections are expected to be around $16940000 by June 30th The Town Treasurer stated that she has bumped this amount up a little for next fiscal year Delinquent Real Estate Taxes are down this year because staff has been able to work more on collections Assessments and taxes for Personal Property went up this year even with the Machinery and Tools Tax

being lower The Town Treasurer stated that she anticipates that the town will exceed what was budgeted Ms Minga reported that in regards to Delinquent Personal Property taxes she is still waiting to hear back from the auditors on how to show the refunds for Machinery and Tools Tax Public Service Corporations is usually pretty flat so that will stay the same next year Franchise Taxes is where we are looking at the banks that we do business with The banks do give us schedules each year to know what to budget We have received all the schedules to date with the exception of one At this time we will be a little lower than what we had originally budgeted Cigarette Tax is up and down It is a very difficult one to project Money comes in when the wholesalers buy the stamps not when individuals buy the packages in the stores Stamps are purchased in bulk and sometimes returned in bulk At this time we are still higher than what was projected for this year Transient Occupancy is tracking a little lower however this is not because the businesses are not doing as well The town had a local business that changed ownership and the new owner is paying everything on time so we are no longer collecting the penalties from the last owner that was always delinquent Those delinquent penalties had become the norm with this revenue Meals Tax continues to be strong and grow At this time it is projected to be a little higher that what was expected Ms Minga stated that she is projecting that next year will be a little higher due to a full year with increased percentage of 25 Sales Tax is looking up however it does tend to fluctuate Consumption and Utility Taxes normally go hand in hand For many years it has remained flat and there is not a whole lot of fluctuation this year Ms Minga stated that it could probably be bumped up a little for next fiscal year Business Licenses are tracking very similar to last year She explained that she is not expecting it to be this much next year due to nursing home project has been completed Vehicle Licenses goes hand and hand with personal property If personal property is tracking higher then vehicle licenses will track a little higher as well It does take a lot to get this number up because it is $20 per vehicle Inspection fees have already exceeded budget for this year This line item depends on what type of projects are going on around town Dog Park registrations have fallen off a little bit but this is not a large number Fines and cost are down at this time Smithfield Center rentals are tracking lower than expected Ms Musick is looking at ways to address these revenues Kayak rentals are consistent Ms Minga explained that Special Events is a formula used for Police and Public Works staffing at special events Organizations pay for these town services and the fee is based on the rate of town employees Currently we will exceed budget for this year so it will be bumped up for next year Isle of Wight Museum is tracking higher than expected Gift shop sales have been very good this year Since staff feels that it is higher due to it being an anniversary year at the museum the budget will not be increased significantly for next year Sale of equipment is tracking lower than is the previous years This amount is a result of surplus items being sold on GovDeals Normally the higher amounts are when we are selling old vehicles At this time we have no vehicles to be sold Cash Proffer revenues are never budgeted because they are voluntary If proffers are received then a budget amendment will be done Ms Minga explained that under the reserve section there will be some amendments on the Police Departments side of the budget under expenses to reflect

$15690 that is sitting there The Police Department has a CD that they have had for a number of years from a citizen that had left some money to the Police Department in their will The Police Department has opted to pull some of that money out to purchase various pieces of equipment This money is restricted for their use so that will come out of reserve The Pinewood Heights Escrow is up in the air depending on how many homes we acquire by the end of this fiscal year Ms Minga stated that she cannot plug in the number for operating reserves until we do the expense side of the budget Under Intergovernmental Virginia Law Enforcement 599 Funds are funds the state gives the town and they are not recommending any change for next year The Litter Control grant is something that town staff puts in for each year and we will put the same amount in the budget for next year Communication Tax from the state has consistently dropped over the last few years and staff believes this is due to state administrative fees The Personal Property Tax Relief Act (PPTRA) has remained flat since the program became stagnant The state has established a fixed amount to each locality and unless that changes this amount will remain the same for next year The TRIAD grant was granted this year and we expect that it will be granted for next yearrsquos budget The VCA grant is the matching grant for the Isle of Wight Arts League The grant is for $5000 and we give them $10000 The boat ramp grant does not look like it will get accomplished this fiscal year so it will be rolled over to next fiscal year Ms Minga stated that for Pinewood Heights she has put in the remainder of the CDBG grant that is left for Phase III because we are really rolling through it now Not sure if it will be depleted by June 30 but it will be close Under Line of credit proceeds the town has the $500000 line of credit for the Pinewood Heights project and the note proceeds for the $500000000 from Farmers Bank to be used like a one year revolving line of credit The town will need to draw most of that down by the end of the fiscal year This will be done before the contributing funds are used Insurance recoveries the town has taken in $1374799 and like cash proffers we do not budget for this If a claim is made then the budget will be amended Ms Minga stated that lastly under contributions the CHIP Program has been doing very well We are on track for this year however for next year with the volunteer work they are doing with Smithfield VA Events they are supposed to receive a check for approximately $10000 This amount will bump up the budget for next fiscal year Smithfield VA Events continues to make donations to the town through the proceeds of the festivals held at Windsor Castle Park

3 Establish Meeting Date- Special Budget Work Session - The special budget work session has been scheduled for April 18th 2017 400 pm at the Smithfield Center 4 February Financial Statements amp Graphs ndash Ms Minga reported that she did not have a lot to report on as most of her time has been spent on preparing the information for budget discussions Sewer consumption is very close to where we were last year Consumption continues to be down in the Gatling Pointe area The Town Manager stated that the accuracy of the meter going to Gatling Pointe is in question and staff may be

making a recommendation in the near future to change the entire meter out at a cost of approximately $17000

4 February Cash Balances ndash Ms Minga reported that the cash balances remain strong The VIP Pool has been pretty flat this year This will impact the townrsquos revenues next fiscal year - Water = $45645245 Water Debt Service = $81000834 Water Capital Escrow Availability Fees = $41742177 Water Treatment Plant Escrow = $11237909 Water Deposit Account = $8912571 Water Development Escrow = $11857194 Subtotal Water = $200395930 Sewer = $(438177) Sewer Development Escrow = $37686095 Sewer Capital Escrow Availability Fees = $79989178 Sewer Compliance = $181812809 Subtotal Sewer = $299049905 Highway = $12185463 General Fund = $302975059 Payroll = $19552696 Money Market General Fund Towne Bank = $220013 Business Super NOW-General Fund = $3338990 Money Market General Fund Farmers Bank = $29145156 General Fund Capital Escrow = $21602302 Certificate of Deposit = $52663145 Certificate of Deposit Police Dept = $3691019 Special Project Account = $305094457 Pinewood Heights Escrow = $7620948 SNAP Program = $229475 Museum Account = $15047569 Windsor Castle Acct $6350000 Subtotal General Fund = $767530829 TOTAL ALL FUNDS = $1279162127 5 Personnel Policies Manual Proposed Updates for Section 7 ndash Ms Ashley Rogers went over the changes that she has made to Section 7 - Workplace Safety There were also a couple of items added to Section 2 and 3 since it was updated earlier this year Section 7 Policy 71 Safety Program the only change was to add that Human Resources should be notified of a life threatening or contagious disease along with the Town Manager No changes to the rest of the policy Policy 72 Emergency Office Closing minor rewording for clarification purposes only Policy 73 Work Area there are no changes to this policy Policy 74 Bully Free Workplace (NEW) this policy discusses behavior that is inappropriate but not based on discriminatory actions Policy 75 Workplace Violence Prevention (NEW) has been reviewed and approved by the Virginia Municipal League (VML) This type of policy is pretty common in most employee handbooks It addresses acts of violence in the workplace weapons in the workplace and protective orders If an employee has a protective order against them then they must let the town know

Addition to Section 2 - Employment Ms Rogers explained that she is proposing an addition to Section 2 Performance and Evaluations The objective of this policy is to provide an overview of the performance planning and evaluation process The addition does not provide for a performance appraisal at the end of the probationary period but does involve a documented discussion surrounding goals The specific dates of the performance cycle are not listed It states that they are conducted on a ldquopre-determined annual daterdquo The evaluations are now

based on employeersquos performance in core competencies as well as their achievement of agreed upon SMART Goals This is different than the current evaluation that evaluates employeersquos capacity to perform job requirements conduct and supervision (if applicable) The focus is on helping both the employees and the Town perform at a high level

Addition to Section 3 ndash Corrective Action Policy (NEW) Ms Rogers explained that although the policy is new the concept is not It was located within the Standards of Conduct Policy The word ldquodisciplinaryrdquo was changed to ldquocorrectiverdquo action since the goal is really to correct the behavior Added two steps in the ldquoformal process ldquoVerbal Warningrdquo and ldquoFinal Written Warningrdquo These steps would provide ample opportunities to course correct either poor performance or conduct Although the town reserves the right to skip steps in the process as appropriate There is a list of offenses included that may warrant immediate termination The Town Manager stated that staff hopes to have the entire updated Personnel Policy Manual adopted by Town Council at their May meeting

Meeting Adjourned at 523 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PARKS AND RECREATION

COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Parks and Recreation Committee held a meeting on Tuesday March 28th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee member attending was Ms Connie Chapman Chair Mr Randy Pack and Mrs Denise Tynes Other Council members present were Mr Andrew Gregory Dr Milton Cook Mr Michael Smith and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Parks and Recreation Committee Chair Ms Connie Chapman called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA

1 Proposed Price Adjustment for the Smithfield Center Venue ndash Ms Musick explained that since the rates at the Smithfield Center were increased a year ago she has seen a reduction in bookings for Friday and Sunday events Bookings for Friday and Sunday events went from 14 available in 2016 to 32 available in 2017 She stated that she would like to propose lowering the rates for Friday and Sunday She feels she overshot her market by raising them too high for those days Committee agreed and recommends approval of lower the fee structure for Friday and Sunday events Ms Musick also stated that she would like to offer 50 off the established rate for bookings on a Friday Saturday or Sunday in the months of January and February as these months are hard to

book Committee agreed to the price adjustment of 50 off for January and February 2018 only at this time 2 Request to Use Clontz Park for the Annual Fireworks Display July 3rd 2017 ndash Ms Chapman stated that Isle of Wight County has requested the use of Clontz Park for the annual fireworks display Monday July 3rd The start time for the fireworks is 950 pm The County has also contacted Emergency Services Representatives to request their services during the display Committee recommends approval of the annual fireworks display at Clontz Park 3 Joseph W Luter Jr Sports Complex ndash MOU with Isle of Wight County ndash The Town Manager stated that he and the County Administrator have met and discussed the MOU between the town and county in regards to the Joseph W Luter Jr Sports Complex Minor changes have been made and the revised MOU was included in your packet today The MOU will be on the Board of Supervisors agenda at their April meeting The Town Manager stated that the County Administrator did not see reason for the County to review and approve rates Rates would be developed by Smithfield Recreation Association (SRA) and the town only Dr Cook expressed some concerns about the wording under casual use He stated that he envisions the sports complex to be much like Nike Park where the fields can be used by the general public when not being used by SRA It also requires users of the sports complex to pay a refundable deposit of $10000 per use Vice Mayor Gregory stated that this is not Nike Park and should not allow anyone to use it without any recourse if the property is damaged The town reserves the right to establish rules to govern the use of the park This facility will be a learning curve How much it can be used for casual use is yet to be determined The idea is to make the facility available but also make sure that it is not vandalized Dr Cook asked if county entities can use these facilities SRA has first use but when it is not is use by them the fields can be used by others by scheduling through Ms Musick at the Smithfield Center This allows the town to know what is going on at all times since it is town property After some discussion it was determined that ldquothe Town reserves the right to amend its fee structure in the futurerdquo needs to be included in the MOU Ms Chapman asked if the County would be responsible for any of the maintenance at the sports complex The Town Attorney stated that would be included in SRArsquos Lease Agreement with the Town in lieu of rent SRA will be responsible for all the maintenance with the exception of the multi-purpose field and the indoor facility once it has been constructed The County has no responsible for the maintenance of the complex Vice Mayor Gregory also stated that we are leaning on other groups that have already built facilities like these and the multi-use field may need some time after construction before it can be used We do not want to open the field too soon and they get ruined Having a turf expert come in and assess the field for use may need to be done before it is opened

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON COUNCILrsquoS AGENDA

1 Operational Update ndash Parks and Recreation Committee Report 2017 Event List ndashMs Musick reported that the Smithfield Center was busy for the month of March Upcoming events to note are the Womenrsquos Club Annual Flea Market on Saturday April 1st This is a first time event here at the Smithfield Center Also the Wine and Brew Festival is coming up on Saturday April 8th at Windsor Castle Park Ms Musick reported that the Manor House restoration project at Windsor Castle Park is still going strong Isle of Wight County Museum staff will be giving historical tours of the Manor House Property on Saturday April 29 at 200 pm Saturday June 10th at 200 pm and Saturday September 9th at 200 pm Mayor Williams and Roger Ealy will be present on these days to answer any questions about the ongoing restoration project Ms Musick stated that the Joseph W Luter Jr Sports Complex continues to move along quickly The dugouts were installed this week Pictures of the site work have been included in the agenda posting Committee thanked Ms Musick for the update 2 Joseph W Luter Jr Sports Complex ndash Update on Agreement with Smithfield Recreation Association (SRA) ndash The Town Attorney stated that he Ms Musick and the Town Manager are working on the agreement and will be meeting this Friday to discuss He mentioned that in all reality the agreement may not be ready until we get closer to the sports complex being complete It does not make much sense to sign an agreement that may need numerous amendments if approved too early

3 Clontz Park Boat Ramp Grant Status Report - The Town Manager stated that if you recall this project was bid out last fall and then Town Council rejected the bids in November because the bids were much higher than anticipated due to all the bids received having a cofferdam included in the construction of the project The bids exceeded the approved state grant from VMRC The grant money was supposed to cover the design and construction of the boat ramp The cofferdam by itself may cost $200000 so staff asked Jamie Weist of Kimley Horn Associates to look to see if there is anything with the design of the ramp that could be cut to save cost before rebidding One option would be to put in an articulated block ramp instead of the cofferdam but it is not recommended Option two would be to go back to VMRC to request an extension and see if there is additional grant money available based on the cost of the cofferdam Option three would be for the town to look at adding money to this project All the work below ground would be done with the grant funds and improvements made above ground level would be paid for by the town Mr Pack stated that he is on the RFAB board and recommends taking it back to request additional grant funding The Town Attorney mentioned that we need to keep in mind that there is a clause in the deed from Smithfield Foods where the project must be completed in a certain time frame There may need to be an amendment made if the project is granted an extension

4 Old Business Pagan River Dredging Request ndash The Town Manager stated that he has received a request to have the Pagan River dredged again particularly at Bob Shoal In 2015 the Presidentrsquos Fiscal year Budget did not include funding for dredging the Pagan River however it was noted that in the event that funds became available we do have the necessary environmental permits in place for the dredging and dredged material placement The Town Manager stated that this item is for informational purposes only as he would like to start the process to get it on the radar for possible funding Conditions are not getting any better and we need to start the process especially with the possibility of the new public boat ramp coming

The meeting adjourned at 447 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC WORKS COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Works Committee held a meeting on Tuesday March 28th 2017 at 447 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Michael Smith Chair Mrs Denise Tynes and Dr Milton Cook Other Council members present were Ms Connie Chapman Mr Randy Pack Mr Andrew Gregory Vice Mayor and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Works Committee Chair Mr Michael G Smith called the meeting to order

A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE COUNCILrsquoS AGENDA 1 Renewal of Street Maintenance Contract with Blair Brothers Inc ndash Ms Eubank reported that the town currently has an annual contract with Blair Brothers Inc for street maintenance services that expires on May 6th 2017 The town does reserve the right to renew the contract for two additional years one year at a time The street maintenance contract includes sidewalk repairs clearing and grading roadways and outfall ditches road repairs and road overlays Staff has been pleased with their work and therefore recommends that this contract be extended one additional year All contract terms will remain the same Committee will forward this item to Town Council for consideration

2 Proposals from Blair Brothers Inc for Street Maintenance Work ndash Mr Griffin reported that the proposals included in the agenda packet are for street that he would like to have paved this spring The streets include Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Mr Griffin stated that he also has one street that was approved by Town Council at their April 2016 meeting that was never paved and he would like to pave that one at this time as well This work is paid for through state Highway Funds that the town receives each quarter Committee recommends approval of all the proposals

3 Cary Street Drainage Improvement and Easement ndash Mr Griffin explained that Canada Land Surveying has prepared a plat of where the easement is located on Mr Gehringrsquos property and the other adjacent property owners This information will be forwarded to the Town Attorney to notify the adjacent property owners and get all the deeds recorded Blair Brothers has provided the town with a proposal to do the drainage improvements in the amount of $2253355 Staff recommends approval of proposal so that once the deeds have been recorded Blair Brothers can move forward with making the necessary drainage improvements Committee recommends approval of proposal

4 Smithfield Lake Dam Emergency Spillway and Hazard Mitigation Proposal from Draper Aden Associates (FEMA VDEM Grant) The Town Manager explained that included in the packet is a proposal from Draper Aden Associates for hazard mitigation work to the Smithfield Lake Dam emergency spillway The damage is on the downstream side of the dam near the emergency spillway The original cost estimate to put everything back just as it was prior to Hurricane Matthew was $85000 This expense would be covered by FEMA at 100 Discussion was held in regards to putting it back just as it was however if we have another heavy rainwind event it is very possible that the same thing will happen again Town staff has met with representatives from the Federal Emergency Management Agency (FEMA) and the Virginia Department of Emergency Management (VDEM) to initiate efforts to secure funding for permanent repairs and hazard mitigation work This funding will allow the town to make improvements and the cost of the work would be covered at 75 and at this time the townrsquos portion will be approximately $35000 for next yearrsquos budget This work must be procured by means of a competitive bid process In order to solicit competitive bids engineering and surveying services will be required to provide the appropriate information for contractors to develop bid proposals The additional work will look much like the primary spillway Committee expressed concern about the time it will take to bid the project out The Town Manager explained that Mr Griffin monitors the dam

on a weekly basis At this time this is not an emergency repair because it is not on the road side of the emergency spillway Committee asked if we have another heavy rain event and more washes out what happens The Town Manager stated that if that happens it could become an emergency repair at that time Committee recommends approval of Draper Aden Associates proposal

3 Closed Session Refuse and Recycling Services RFP - This item was discussed during closed session The Town Attorney stated that we need a motion to go into closed session for the discussion of the award of a public contract and discussion of terms not yet subject to public disclosure pursuant to 22-3711 A-29 of the Code of Virginia Vice Mayor Gregory so moved the motion and Ms Chapman seconded the motion

In Closed Session 506 Out of Closed Session 526

A motion was made to come back into open session by Vice Mayor Gregory and Seconded by Dr Cook

Meeting adjourned at 528 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

Construction is also putting in cleanouts to all the lines as they put in new service lines Cleanouts have never been there before Mr Pack stated that he wanted to thank Mr Lewis and the townrsquos Public Works staff for keeping everyone informed on the status of the project Mr Snead stated that he would like to thank Mr Bodson as he has been involved since day one helping with sharing the information about the project This project has had a lot of unknown problems along the way but we are working through them to get this project finished up Committee thanked Mr Lewis and Mr Snead for the update

The meeting adjourned at 412 pm

March 3 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE FINANCE COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Finance Committee held a meeting on Monday March 27th 2017 at 412 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Randy Pack Chair Dr Milton Cook and Mr Andrew Gregory Vice Mayor Other Council members present were Ms Connie Chapman Mr Michael Smith Mrs Denise Tynes and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Mr William H Riddick III Town Attorney and Ms Ashley Rogers Director of Human Resources Also in attendance were Mr Rick Bodson of Smithfield 2020 Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Finance Committee Chair Randy Pack called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE

COUNCIL AGENDA

1 Invoices Over $10000 Requiring Council Authorization

a MUSCO Lighting $ 3967000 The Town Manager explained that staff continues to communicate with MUSCO Lighting to determine the correct amount that is due at this time According to MUSCO Lighting the Town paid 100 of the material amount with the first invoice approved by Town Council on March 7th The second invoice in the amount of $10268475 is for 75 of the installation cost Mr Camden expressed concern that if the town pays this invoice we will have paid over 90 of the overall contract amount of $400000 without seeing if the lights work Mr Weist responded by e-mail that MUSCO Lighting is a very reputable company and will stand behind their product however he does agree that paying 92 of the overall

cost before they are testedactivated is risky Mr Weist suggested that we meet MUSCO Lighting in the middle Staff will continue to work with our consultants and MUSCO Lighting to come to an agreed amount to pay before Town Councilrsquos meeting on April 4th b RAD Sports $49024750 This invoice is progress bill for the construction of the Joseph W Luter Jr Sport Complex Mr Camden of Alpha Corporation and Mr Weist of Kimley Horn Associates have reviewed the invoice and recommends approval of invoice This item will be sent to Town Council for consideration c Lewis Construction of Virginia $ 8970400 Staff explained that included in the original posting was an invoice in the amount of 3710700 for the Main Street waterline replacement Today an additional invoice from Lewis Construction of Virginia was posted in the amount of $5259700 Staff is recommending that both invoices be paid for a total of $8970400 The total amount of the project at this time is still under budget Committee recommends approval of payment

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA 1 Contribution Requests for Fiscal Year 20172018

a Western Tidewater Free Clinic ndash Ms Stephie Broadwater of Western Tidewater Free Clinic was present to thank the Town Council of Smithfield for supporting the Clinic and to give an update on how the clinic is doing The mission of the clinic is to continue to provide high-quality non-emergency health care to the residents of Western Tidewater who cannot otherwise afford it She reported that overall the clinic served 1400 unduplicated patients in 2016 with an all-time record high of 18022 visits This averages 13 visits a year per patient These visits include primary and specialty medical visits womenrsquos health visits mental health counselling physical therapy vision exams pharmacy consults and eligibility appointments Residents of Smithfield account for 112 of their total patients One hundred and fifty-six (156) residents received care through 2010 visits in 2016 and medications valued at approximately $630000 Of these patients sixty-three (63) received dental services through 2014 visits Over the last year the clinic has partnered with the Isle of Wight Health Department to provide medical assessment services here in town Ms Broadwater also mentioned that they have fourteen (14) volunteers from Smithfield and four out of the fifteen board members live in Smithfield Mr Pack asked what the clinic was requesting this year Ms Broadwater replied that the clinic is requesting $38640 Their request last year was for $38000 Committee thanked Ms Broadwater for the update

b Historic Smithfield ndash 1750 Isle of Wight Courthouse ndash Dr Lanny Hinson was present to thank Town Council for their support of the historic courthouse He explained that they continue to keep the courthouse open to visitors with volunteer docents during the week and paid docents on the weekends They hold special programs for local groups and out of town bus tours beyond our regular opening hours The Courthouse also participate in events here in town such as Olden Days Ghost Walks Town amp Country Day and the Christmas Market and parade Dr Hinson explained that their most popular event each year is the colonial court trail in October Christmas in Smithfield has been successful also and Tourism has asked if the name could be used to denote all the events in town during December Dr Lanny Hinson stated that he is asking Town Council to consider financial support of $5000 Mr Pack asked Ms Minga what was in the budget Ms Minga replied that $4000 is what was budgeted Committee thanked Dr Hinson for the update

c The Genieve Shelter ndash Ms Montgomery of The Genieve Shelter was

present to thank Town Council for their past support and to request funding for the upcoming year She explained that their mission is to provide a safe refuge for the victims of domestic violence and their children and to provide information education and training services which focus on ending domestic violence During 2016 The Genieve Shelter provided crisis and supportive services to forty-nine (49) individuals attempting to escape domestic violence in the Town of Smithfield They provided 824 nights of shelter and responded to ninety-six (96) hotline calls from residents of the Town of Smithfield seeking various services Ms Montgomery stated that the shelter has recently expanded from twenty (20) beds to thirty-six (36) beds which allows them the opportunity to serve more survivors fleeing domestic violence sexual assault and human trafficking She stated that their goal for the upcoming year is to focus on Community Enrichment Programs to provide education and prevention The Genieve Shelter is requesting a contribution of $10000 for fiscal 20172018 Ms Minga stated that currently $7200 is in the budget Committee thanked Ms Montgomery for coming

2 Fiscal Year 20172018 Revenue Projections Revenues Real Estate for the town is tracking a little over what was budgeted and collections are expected to be around $16940000 by June 30th The Town Treasurer stated that she has bumped this amount up a little for next fiscal year Delinquent Real Estate Taxes are down this year because staff has been able to work more on collections Assessments and taxes for Personal Property went up this year even with the Machinery and Tools Tax

being lower The Town Treasurer stated that she anticipates that the town will exceed what was budgeted Ms Minga reported that in regards to Delinquent Personal Property taxes she is still waiting to hear back from the auditors on how to show the refunds for Machinery and Tools Tax Public Service Corporations is usually pretty flat so that will stay the same next year Franchise Taxes is where we are looking at the banks that we do business with The banks do give us schedules each year to know what to budget We have received all the schedules to date with the exception of one At this time we will be a little lower than what we had originally budgeted Cigarette Tax is up and down It is a very difficult one to project Money comes in when the wholesalers buy the stamps not when individuals buy the packages in the stores Stamps are purchased in bulk and sometimes returned in bulk At this time we are still higher than what was projected for this year Transient Occupancy is tracking a little lower however this is not because the businesses are not doing as well The town had a local business that changed ownership and the new owner is paying everything on time so we are no longer collecting the penalties from the last owner that was always delinquent Those delinquent penalties had become the norm with this revenue Meals Tax continues to be strong and grow At this time it is projected to be a little higher that what was expected Ms Minga stated that she is projecting that next year will be a little higher due to a full year with increased percentage of 25 Sales Tax is looking up however it does tend to fluctuate Consumption and Utility Taxes normally go hand in hand For many years it has remained flat and there is not a whole lot of fluctuation this year Ms Minga stated that it could probably be bumped up a little for next fiscal year Business Licenses are tracking very similar to last year She explained that she is not expecting it to be this much next year due to nursing home project has been completed Vehicle Licenses goes hand and hand with personal property If personal property is tracking higher then vehicle licenses will track a little higher as well It does take a lot to get this number up because it is $20 per vehicle Inspection fees have already exceeded budget for this year This line item depends on what type of projects are going on around town Dog Park registrations have fallen off a little bit but this is not a large number Fines and cost are down at this time Smithfield Center rentals are tracking lower than expected Ms Musick is looking at ways to address these revenues Kayak rentals are consistent Ms Minga explained that Special Events is a formula used for Police and Public Works staffing at special events Organizations pay for these town services and the fee is based on the rate of town employees Currently we will exceed budget for this year so it will be bumped up for next year Isle of Wight Museum is tracking higher than expected Gift shop sales have been very good this year Since staff feels that it is higher due to it being an anniversary year at the museum the budget will not be increased significantly for next year Sale of equipment is tracking lower than is the previous years This amount is a result of surplus items being sold on GovDeals Normally the higher amounts are when we are selling old vehicles At this time we have no vehicles to be sold Cash Proffer revenues are never budgeted because they are voluntary If proffers are received then a budget amendment will be done Ms Minga explained that under the reserve section there will be some amendments on the Police Departments side of the budget under expenses to reflect

$15690 that is sitting there The Police Department has a CD that they have had for a number of years from a citizen that had left some money to the Police Department in their will The Police Department has opted to pull some of that money out to purchase various pieces of equipment This money is restricted for their use so that will come out of reserve The Pinewood Heights Escrow is up in the air depending on how many homes we acquire by the end of this fiscal year Ms Minga stated that she cannot plug in the number for operating reserves until we do the expense side of the budget Under Intergovernmental Virginia Law Enforcement 599 Funds are funds the state gives the town and they are not recommending any change for next year The Litter Control grant is something that town staff puts in for each year and we will put the same amount in the budget for next year Communication Tax from the state has consistently dropped over the last few years and staff believes this is due to state administrative fees The Personal Property Tax Relief Act (PPTRA) has remained flat since the program became stagnant The state has established a fixed amount to each locality and unless that changes this amount will remain the same for next year The TRIAD grant was granted this year and we expect that it will be granted for next yearrsquos budget The VCA grant is the matching grant for the Isle of Wight Arts League The grant is for $5000 and we give them $10000 The boat ramp grant does not look like it will get accomplished this fiscal year so it will be rolled over to next fiscal year Ms Minga stated that for Pinewood Heights she has put in the remainder of the CDBG grant that is left for Phase III because we are really rolling through it now Not sure if it will be depleted by June 30 but it will be close Under Line of credit proceeds the town has the $500000 line of credit for the Pinewood Heights project and the note proceeds for the $500000000 from Farmers Bank to be used like a one year revolving line of credit The town will need to draw most of that down by the end of the fiscal year This will be done before the contributing funds are used Insurance recoveries the town has taken in $1374799 and like cash proffers we do not budget for this If a claim is made then the budget will be amended Ms Minga stated that lastly under contributions the CHIP Program has been doing very well We are on track for this year however for next year with the volunteer work they are doing with Smithfield VA Events they are supposed to receive a check for approximately $10000 This amount will bump up the budget for next fiscal year Smithfield VA Events continues to make donations to the town through the proceeds of the festivals held at Windsor Castle Park

3 Establish Meeting Date- Special Budget Work Session - The special budget work session has been scheduled for April 18th 2017 400 pm at the Smithfield Center 4 February Financial Statements amp Graphs ndash Ms Minga reported that she did not have a lot to report on as most of her time has been spent on preparing the information for budget discussions Sewer consumption is very close to where we were last year Consumption continues to be down in the Gatling Pointe area The Town Manager stated that the accuracy of the meter going to Gatling Pointe is in question and staff may be

making a recommendation in the near future to change the entire meter out at a cost of approximately $17000

4 February Cash Balances ndash Ms Minga reported that the cash balances remain strong The VIP Pool has been pretty flat this year This will impact the townrsquos revenues next fiscal year - Water = $45645245 Water Debt Service = $81000834 Water Capital Escrow Availability Fees = $41742177 Water Treatment Plant Escrow = $11237909 Water Deposit Account = $8912571 Water Development Escrow = $11857194 Subtotal Water = $200395930 Sewer = $(438177) Sewer Development Escrow = $37686095 Sewer Capital Escrow Availability Fees = $79989178 Sewer Compliance = $181812809 Subtotal Sewer = $299049905 Highway = $12185463 General Fund = $302975059 Payroll = $19552696 Money Market General Fund Towne Bank = $220013 Business Super NOW-General Fund = $3338990 Money Market General Fund Farmers Bank = $29145156 General Fund Capital Escrow = $21602302 Certificate of Deposit = $52663145 Certificate of Deposit Police Dept = $3691019 Special Project Account = $305094457 Pinewood Heights Escrow = $7620948 SNAP Program = $229475 Museum Account = $15047569 Windsor Castle Acct $6350000 Subtotal General Fund = $767530829 TOTAL ALL FUNDS = $1279162127 5 Personnel Policies Manual Proposed Updates for Section 7 ndash Ms Ashley Rogers went over the changes that she has made to Section 7 - Workplace Safety There were also a couple of items added to Section 2 and 3 since it was updated earlier this year Section 7 Policy 71 Safety Program the only change was to add that Human Resources should be notified of a life threatening or contagious disease along with the Town Manager No changes to the rest of the policy Policy 72 Emergency Office Closing minor rewording for clarification purposes only Policy 73 Work Area there are no changes to this policy Policy 74 Bully Free Workplace (NEW) this policy discusses behavior that is inappropriate but not based on discriminatory actions Policy 75 Workplace Violence Prevention (NEW) has been reviewed and approved by the Virginia Municipal League (VML) This type of policy is pretty common in most employee handbooks It addresses acts of violence in the workplace weapons in the workplace and protective orders If an employee has a protective order against them then they must let the town know

Addition to Section 2 - Employment Ms Rogers explained that she is proposing an addition to Section 2 Performance and Evaluations The objective of this policy is to provide an overview of the performance planning and evaluation process The addition does not provide for a performance appraisal at the end of the probationary period but does involve a documented discussion surrounding goals The specific dates of the performance cycle are not listed It states that they are conducted on a ldquopre-determined annual daterdquo The evaluations are now

based on employeersquos performance in core competencies as well as their achievement of agreed upon SMART Goals This is different than the current evaluation that evaluates employeersquos capacity to perform job requirements conduct and supervision (if applicable) The focus is on helping both the employees and the Town perform at a high level

Addition to Section 3 ndash Corrective Action Policy (NEW) Ms Rogers explained that although the policy is new the concept is not It was located within the Standards of Conduct Policy The word ldquodisciplinaryrdquo was changed to ldquocorrectiverdquo action since the goal is really to correct the behavior Added two steps in the ldquoformal process ldquoVerbal Warningrdquo and ldquoFinal Written Warningrdquo These steps would provide ample opportunities to course correct either poor performance or conduct Although the town reserves the right to skip steps in the process as appropriate There is a list of offenses included that may warrant immediate termination The Town Manager stated that staff hopes to have the entire updated Personnel Policy Manual adopted by Town Council at their May meeting

Meeting Adjourned at 523 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PARKS AND RECREATION

COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Parks and Recreation Committee held a meeting on Tuesday March 28th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee member attending was Ms Connie Chapman Chair Mr Randy Pack and Mrs Denise Tynes Other Council members present were Mr Andrew Gregory Dr Milton Cook Mr Michael Smith and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Parks and Recreation Committee Chair Ms Connie Chapman called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA

1 Proposed Price Adjustment for the Smithfield Center Venue ndash Ms Musick explained that since the rates at the Smithfield Center were increased a year ago she has seen a reduction in bookings for Friday and Sunday events Bookings for Friday and Sunday events went from 14 available in 2016 to 32 available in 2017 She stated that she would like to propose lowering the rates for Friday and Sunday She feels she overshot her market by raising them too high for those days Committee agreed and recommends approval of lower the fee structure for Friday and Sunday events Ms Musick also stated that she would like to offer 50 off the established rate for bookings on a Friday Saturday or Sunday in the months of January and February as these months are hard to

book Committee agreed to the price adjustment of 50 off for January and February 2018 only at this time 2 Request to Use Clontz Park for the Annual Fireworks Display July 3rd 2017 ndash Ms Chapman stated that Isle of Wight County has requested the use of Clontz Park for the annual fireworks display Monday July 3rd The start time for the fireworks is 950 pm The County has also contacted Emergency Services Representatives to request their services during the display Committee recommends approval of the annual fireworks display at Clontz Park 3 Joseph W Luter Jr Sports Complex ndash MOU with Isle of Wight County ndash The Town Manager stated that he and the County Administrator have met and discussed the MOU between the town and county in regards to the Joseph W Luter Jr Sports Complex Minor changes have been made and the revised MOU was included in your packet today The MOU will be on the Board of Supervisors agenda at their April meeting The Town Manager stated that the County Administrator did not see reason for the County to review and approve rates Rates would be developed by Smithfield Recreation Association (SRA) and the town only Dr Cook expressed some concerns about the wording under casual use He stated that he envisions the sports complex to be much like Nike Park where the fields can be used by the general public when not being used by SRA It also requires users of the sports complex to pay a refundable deposit of $10000 per use Vice Mayor Gregory stated that this is not Nike Park and should not allow anyone to use it without any recourse if the property is damaged The town reserves the right to establish rules to govern the use of the park This facility will be a learning curve How much it can be used for casual use is yet to be determined The idea is to make the facility available but also make sure that it is not vandalized Dr Cook asked if county entities can use these facilities SRA has first use but when it is not is use by them the fields can be used by others by scheduling through Ms Musick at the Smithfield Center This allows the town to know what is going on at all times since it is town property After some discussion it was determined that ldquothe Town reserves the right to amend its fee structure in the futurerdquo needs to be included in the MOU Ms Chapman asked if the County would be responsible for any of the maintenance at the sports complex The Town Attorney stated that would be included in SRArsquos Lease Agreement with the Town in lieu of rent SRA will be responsible for all the maintenance with the exception of the multi-purpose field and the indoor facility once it has been constructed The County has no responsible for the maintenance of the complex Vice Mayor Gregory also stated that we are leaning on other groups that have already built facilities like these and the multi-use field may need some time after construction before it can be used We do not want to open the field too soon and they get ruined Having a turf expert come in and assess the field for use may need to be done before it is opened

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON COUNCILrsquoS AGENDA

1 Operational Update ndash Parks and Recreation Committee Report 2017 Event List ndashMs Musick reported that the Smithfield Center was busy for the month of March Upcoming events to note are the Womenrsquos Club Annual Flea Market on Saturday April 1st This is a first time event here at the Smithfield Center Also the Wine and Brew Festival is coming up on Saturday April 8th at Windsor Castle Park Ms Musick reported that the Manor House restoration project at Windsor Castle Park is still going strong Isle of Wight County Museum staff will be giving historical tours of the Manor House Property on Saturday April 29 at 200 pm Saturday June 10th at 200 pm and Saturday September 9th at 200 pm Mayor Williams and Roger Ealy will be present on these days to answer any questions about the ongoing restoration project Ms Musick stated that the Joseph W Luter Jr Sports Complex continues to move along quickly The dugouts were installed this week Pictures of the site work have been included in the agenda posting Committee thanked Ms Musick for the update 2 Joseph W Luter Jr Sports Complex ndash Update on Agreement with Smithfield Recreation Association (SRA) ndash The Town Attorney stated that he Ms Musick and the Town Manager are working on the agreement and will be meeting this Friday to discuss He mentioned that in all reality the agreement may not be ready until we get closer to the sports complex being complete It does not make much sense to sign an agreement that may need numerous amendments if approved too early

3 Clontz Park Boat Ramp Grant Status Report - The Town Manager stated that if you recall this project was bid out last fall and then Town Council rejected the bids in November because the bids were much higher than anticipated due to all the bids received having a cofferdam included in the construction of the project The bids exceeded the approved state grant from VMRC The grant money was supposed to cover the design and construction of the boat ramp The cofferdam by itself may cost $200000 so staff asked Jamie Weist of Kimley Horn Associates to look to see if there is anything with the design of the ramp that could be cut to save cost before rebidding One option would be to put in an articulated block ramp instead of the cofferdam but it is not recommended Option two would be to go back to VMRC to request an extension and see if there is additional grant money available based on the cost of the cofferdam Option three would be for the town to look at adding money to this project All the work below ground would be done with the grant funds and improvements made above ground level would be paid for by the town Mr Pack stated that he is on the RFAB board and recommends taking it back to request additional grant funding The Town Attorney mentioned that we need to keep in mind that there is a clause in the deed from Smithfield Foods where the project must be completed in a certain time frame There may need to be an amendment made if the project is granted an extension

4 Old Business Pagan River Dredging Request ndash The Town Manager stated that he has received a request to have the Pagan River dredged again particularly at Bob Shoal In 2015 the Presidentrsquos Fiscal year Budget did not include funding for dredging the Pagan River however it was noted that in the event that funds became available we do have the necessary environmental permits in place for the dredging and dredged material placement The Town Manager stated that this item is for informational purposes only as he would like to start the process to get it on the radar for possible funding Conditions are not getting any better and we need to start the process especially with the possibility of the new public boat ramp coming

The meeting adjourned at 447 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC WORKS COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Works Committee held a meeting on Tuesday March 28th 2017 at 447 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Michael Smith Chair Mrs Denise Tynes and Dr Milton Cook Other Council members present were Ms Connie Chapman Mr Randy Pack Mr Andrew Gregory Vice Mayor and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Works Committee Chair Mr Michael G Smith called the meeting to order

A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE COUNCILrsquoS AGENDA 1 Renewal of Street Maintenance Contract with Blair Brothers Inc ndash Ms Eubank reported that the town currently has an annual contract with Blair Brothers Inc for street maintenance services that expires on May 6th 2017 The town does reserve the right to renew the contract for two additional years one year at a time The street maintenance contract includes sidewalk repairs clearing and grading roadways and outfall ditches road repairs and road overlays Staff has been pleased with their work and therefore recommends that this contract be extended one additional year All contract terms will remain the same Committee will forward this item to Town Council for consideration

2 Proposals from Blair Brothers Inc for Street Maintenance Work ndash Mr Griffin reported that the proposals included in the agenda packet are for street that he would like to have paved this spring The streets include Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Mr Griffin stated that he also has one street that was approved by Town Council at their April 2016 meeting that was never paved and he would like to pave that one at this time as well This work is paid for through state Highway Funds that the town receives each quarter Committee recommends approval of all the proposals

3 Cary Street Drainage Improvement and Easement ndash Mr Griffin explained that Canada Land Surveying has prepared a plat of where the easement is located on Mr Gehringrsquos property and the other adjacent property owners This information will be forwarded to the Town Attorney to notify the adjacent property owners and get all the deeds recorded Blair Brothers has provided the town with a proposal to do the drainage improvements in the amount of $2253355 Staff recommends approval of proposal so that once the deeds have been recorded Blair Brothers can move forward with making the necessary drainage improvements Committee recommends approval of proposal

4 Smithfield Lake Dam Emergency Spillway and Hazard Mitigation Proposal from Draper Aden Associates (FEMA VDEM Grant) The Town Manager explained that included in the packet is a proposal from Draper Aden Associates for hazard mitigation work to the Smithfield Lake Dam emergency spillway The damage is on the downstream side of the dam near the emergency spillway The original cost estimate to put everything back just as it was prior to Hurricane Matthew was $85000 This expense would be covered by FEMA at 100 Discussion was held in regards to putting it back just as it was however if we have another heavy rainwind event it is very possible that the same thing will happen again Town staff has met with representatives from the Federal Emergency Management Agency (FEMA) and the Virginia Department of Emergency Management (VDEM) to initiate efforts to secure funding for permanent repairs and hazard mitigation work This funding will allow the town to make improvements and the cost of the work would be covered at 75 and at this time the townrsquos portion will be approximately $35000 for next yearrsquos budget This work must be procured by means of a competitive bid process In order to solicit competitive bids engineering and surveying services will be required to provide the appropriate information for contractors to develop bid proposals The additional work will look much like the primary spillway Committee expressed concern about the time it will take to bid the project out The Town Manager explained that Mr Griffin monitors the dam

on a weekly basis At this time this is not an emergency repair because it is not on the road side of the emergency spillway Committee asked if we have another heavy rain event and more washes out what happens The Town Manager stated that if that happens it could become an emergency repair at that time Committee recommends approval of Draper Aden Associates proposal

3 Closed Session Refuse and Recycling Services RFP - This item was discussed during closed session The Town Attorney stated that we need a motion to go into closed session for the discussion of the award of a public contract and discussion of terms not yet subject to public disclosure pursuant to 22-3711 A-29 of the Code of Virginia Vice Mayor Gregory so moved the motion and Ms Chapman seconded the motion

In Closed Session 506 Out of Closed Session 526

A motion was made to come back into open session by Vice Mayor Gregory and Seconded by Dr Cook

Meeting adjourned at 528 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

March 3 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE FINANCE COMMITTEE MEETING HELD ON MONDAY MARCH 27TH 2017 The Finance Committee held a meeting on Monday March 27th 2017 at 412 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Randy Pack Chair Dr Milton Cook and Mr Andrew Gregory Vice Mayor Other Council members present were Ms Connie Chapman Mr Michael Smith Mrs Denise Tynes and T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Ms Ellen Minga Town Treasurer Mr William H Riddick III Town Attorney and Ms Ashley Rogers Director of Human Resources Also in attendance were Mr Rick Bodson of Smithfield 2020 Ms Stephie Broadwater of the Western Tidewater Free Clinic Mr Lanny Hinson of the Old 1750 Courthouse and Ms Montgomery of The Genieve Shelter The media was represented by Mr Ryan Kushner of The Smithfield Times Finance Committee Chair Randy Pack called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE

COUNCIL AGENDA

1 Invoices Over $10000 Requiring Council Authorization

a MUSCO Lighting $ 3967000 The Town Manager explained that staff continues to communicate with MUSCO Lighting to determine the correct amount that is due at this time According to MUSCO Lighting the Town paid 100 of the material amount with the first invoice approved by Town Council on March 7th The second invoice in the amount of $10268475 is for 75 of the installation cost Mr Camden expressed concern that if the town pays this invoice we will have paid over 90 of the overall contract amount of $400000 without seeing if the lights work Mr Weist responded by e-mail that MUSCO Lighting is a very reputable company and will stand behind their product however he does agree that paying 92 of the overall

cost before they are testedactivated is risky Mr Weist suggested that we meet MUSCO Lighting in the middle Staff will continue to work with our consultants and MUSCO Lighting to come to an agreed amount to pay before Town Councilrsquos meeting on April 4th b RAD Sports $49024750 This invoice is progress bill for the construction of the Joseph W Luter Jr Sport Complex Mr Camden of Alpha Corporation and Mr Weist of Kimley Horn Associates have reviewed the invoice and recommends approval of invoice This item will be sent to Town Council for consideration c Lewis Construction of Virginia $ 8970400 Staff explained that included in the original posting was an invoice in the amount of 3710700 for the Main Street waterline replacement Today an additional invoice from Lewis Construction of Virginia was posted in the amount of $5259700 Staff is recommending that both invoices be paid for a total of $8970400 The total amount of the project at this time is still under budget Committee recommends approval of payment

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA 1 Contribution Requests for Fiscal Year 20172018

a Western Tidewater Free Clinic ndash Ms Stephie Broadwater of Western Tidewater Free Clinic was present to thank the Town Council of Smithfield for supporting the Clinic and to give an update on how the clinic is doing The mission of the clinic is to continue to provide high-quality non-emergency health care to the residents of Western Tidewater who cannot otherwise afford it She reported that overall the clinic served 1400 unduplicated patients in 2016 with an all-time record high of 18022 visits This averages 13 visits a year per patient These visits include primary and specialty medical visits womenrsquos health visits mental health counselling physical therapy vision exams pharmacy consults and eligibility appointments Residents of Smithfield account for 112 of their total patients One hundred and fifty-six (156) residents received care through 2010 visits in 2016 and medications valued at approximately $630000 Of these patients sixty-three (63) received dental services through 2014 visits Over the last year the clinic has partnered with the Isle of Wight Health Department to provide medical assessment services here in town Ms Broadwater also mentioned that they have fourteen (14) volunteers from Smithfield and four out of the fifteen board members live in Smithfield Mr Pack asked what the clinic was requesting this year Ms Broadwater replied that the clinic is requesting $38640 Their request last year was for $38000 Committee thanked Ms Broadwater for the update

b Historic Smithfield ndash 1750 Isle of Wight Courthouse ndash Dr Lanny Hinson was present to thank Town Council for their support of the historic courthouse He explained that they continue to keep the courthouse open to visitors with volunteer docents during the week and paid docents on the weekends They hold special programs for local groups and out of town bus tours beyond our regular opening hours The Courthouse also participate in events here in town such as Olden Days Ghost Walks Town amp Country Day and the Christmas Market and parade Dr Hinson explained that their most popular event each year is the colonial court trail in October Christmas in Smithfield has been successful also and Tourism has asked if the name could be used to denote all the events in town during December Dr Lanny Hinson stated that he is asking Town Council to consider financial support of $5000 Mr Pack asked Ms Minga what was in the budget Ms Minga replied that $4000 is what was budgeted Committee thanked Dr Hinson for the update

c The Genieve Shelter ndash Ms Montgomery of The Genieve Shelter was

present to thank Town Council for their past support and to request funding for the upcoming year She explained that their mission is to provide a safe refuge for the victims of domestic violence and their children and to provide information education and training services which focus on ending domestic violence During 2016 The Genieve Shelter provided crisis and supportive services to forty-nine (49) individuals attempting to escape domestic violence in the Town of Smithfield They provided 824 nights of shelter and responded to ninety-six (96) hotline calls from residents of the Town of Smithfield seeking various services Ms Montgomery stated that the shelter has recently expanded from twenty (20) beds to thirty-six (36) beds which allows them the opportunity to serve more survivors fleeing domestic violence sexual assault and human trafficking She stated that their goal for the upcoming year is to focus on Community Enrichment Programs to provide education and prevention The Genieve Shelter is requesting a contribution of $10000 for fiscal 20172018 Ms Minga stated that currently $7200 is in the budget Committee thanked Ms Montgomery for coming

2 Fiscal Year 20172018 Revenue Projections Revenues Real Estate for the town is tracking a little over what was budgeted and collections are expected to be around $16940000 by June 30th The Town Treasurer stated that she has bumped this amount up a little for next fiscal year Delinquent Real Estate Taxes are down this year because staff has been able to work more on collections Assessments and taxes for Personal Property went up this year even with the Machinery and Tools Tax

being lower The Town Treasurer stated that she anticipates that the town will exceed what was budgeted Ms Minga reported that in regards to Delinquent Personal Property taxes she is still waiting to hear back from the auditors on how to show the refunds for Machinery and Tools Tax Public Service Corporations is usually pretty flat so that will stay the same next year Franchise Taxes is where we are looking at the banks that we do business with The banks do give us schedules each year to know what to budget We have received all the schedules to date with the exception of one At this time we will be a little lower than what we had originally budgeted Cigarette Tax is up and down It is a very difficult one to project Money comes in when the wholesalers buy the stamps not when individuals buy the packages in the stores Stamps are purchased in bulk and sometimes returned in bulk At this time we are still higher than what was projected for this year Transient Occupancy is tracking a little lower however this is not because the businesses are not doing as well The town had a local business that changed ownership and the new owner is paying everything on time so we are no longer collecting the penalties from the last owner that was always delinquent Those delinquent penalties had become the norm with this revenue Meals Tax continues to be strong and grow At this time it is projected to be a little higher that what was expected Ms Minga stated that she is projecting that next year will be a little higher due to a full year with increased percentage of 25 Sales Tax is looking up however it does tend to fluctuate Consumption and Utility Taxes normally go hand in hand For many years it has remained flat and there is not a whole lot of fluctuation this year Ms Minga stated that it could probably be bumped up a little for next fiscal year Business Licenses are tracking very similar to last year She explained that she is not expecting it to be this much next year due to nursing home project has been completed Vehicle Licenses goes hand and hand with personal property If personal property is tracking higher then vehicle licenses will track a little higher as well It does take a lot to get this number up because it is $20 per vehicle Inspection fees have already exceeded budget for this year This line item depends on what type of projects are going on around town Dog Park registrations have fallen off a little bit but this is not a large number Fines and cost are down at this time Smithfield Center rentals are tracking lower than expected Ms Musick is looking at ways to address these revenues Kayak rentals are consistent Ms Minga explained that Special Events is a formula used for Police and Public Works staffing at special events Organizations pay for these town services and the fee is based on the rate of town employees Currently we will exceed budget for this year so it will be bumped up for next year Isle of Wight Museum is tracking higher than expected Gift shop sales have been very good this year Since staff feels that it is higher due to it being an anniversary year at the museum the budget will not be increased significantly for next year Sale of equipment is tracking lower than is the previous years This amount is a result of surplus items being sold on GovDeals Normally the higher amounts are when we are selling old vehicles At this time we have no vehicles to be sold Cash Proffer revenues are never budgeted because they are voluntary If proffers are received then a budget amendment will be done Ms Minga explained that under the reserve section there will be some amendments on the Police Departments side of the budget under expenses to reflect

$15690 that is sitting there The Police Department has a CD that they have had for a number of years from a citizen that had left some money to the Police Department in their will The Police Department has opted to pull some of that money out to purchase various pieces of equipment This money is restricted for their use so that will come out of reserve The Pinewood Heights Escrow is up in the air depending on how many homes we acquire by the end of this fiscal year Ms Minga stated that she cannot plug in the number for operating reserves until we do the expense side of the budget Under Intergovernmental Virginia Law Enforcement 599 Funds are funds the state gives the town and they are not recommending any change for next year The Litter Control grant is something that town staff puts in for each year and we will put the same amount in the budget for next year Communication Tax from the state has consistently dropped over the last few years and staff believes this is due to state administrative fees The Personal Property Tax Relief Act (PPTRA) has remained flat since the program became stagnant The state has established a fixed amount to each locality and unless that changes this amount will remain the same for next year The TRIAD grant was granted this year and we expect that it will be granted for next yearrsquos budget The VCA grant is the matching grant for the Isle of Wight Arts League The grant is for $5000 and we give them $10000 The boat ramp grant does not look like it will get accomplished this fiscal year so it will be rolled over to next fiscal year Ms Minga stated that for Pinewood Heights she has put in the remainder of the CDBG grant that is left for Phase III because we are really rolling through it now Not sure if it will be depleted by June 30 but it will be close Under Line of credit proceeds the town has the $500000 line of credit for the Pinewood Heights project and the note proceeds for the $500000000 from Farmers Bank to be used like a one year revolving line of credit The town will need to draw most of that down by the end of the fiscal year This will be done before the contributing funds are used Insurance recoveries the town has taken in $1374799 and like cash proffers we do not budget for this If a claim is made then the budget will be amended Ms Minga stated that lastly under contributions the CHIP Program has been doing very well We are on track for this year however for next year with the volunteer work they are doing with Smithfield VA Events they are supposed to receive a check for approximately $10000 This amount will bump up the budget for next fiscal year Smithfield VA Events continues to make donations to the town through the proceeds of the festivals held at Windsor Castle Park

3 Establish Meeting Date- Special Budget Work Session - The special budget work session has been scheduled for April 18th 2017 400 pm at the Smithfield Center 4 February Financial Statements amp Graphs ndash Ms Minga reported that she did not have a lot to report on as most of her time has been spent on preparing the information for budget discussions Sewer consumption is very close to where we were last year Consumption continues to be down in the Gatling Pointe area The Town Manager stated that the accuracy of the meter going to Gatling Pointe is in question and staff may be

making a recommendation in the near future to change the entire meter out at a cost of approximately $17000

4 February Cash Balances ndash Ms Minga reported that the cash balances remain strong The VIP Pool has been pretty flat this year This will impact the townrsquos revenues next fiscal year - Water = $45645245 Water Debt Service = $81000834 Water Capital Escrow Availability Fees = $41742177 Water Treatment Plant Escrow = $11237909 Water Deposit Account = $8912571 Water Development Escrow = $11857194 Subtotal Water = $200395930 Sewer = $(438177) Sewer Development Escrow = $37686095 Sewer Capital Escrow Availability Fees = $79989178 Sewer Compliance = $181812809 Subtotal Sewer = $299049905 Highway = $12185463 General Fund = $302975059 Payroll = $19552696 Money Market General Fund Towne Bank = $220013 Business Super NOW-General Fund = $3338990 Money Market General Fund Farmers Bank = $29145156 General Fund Capital Escrow = $21602302 Certificate of Deposit = $52663145 Certificate of Deposit Police Dept = $3691019 Special Project Account = $305094457 Pinewood Heights Escrow = $7620948 SNAP Program = $229475 Museum Account = $15047569 Windsor Castle Acct $6350000 Subtotal General Fund = $767530829 TOTAL ALL FUNDS = $1279162127 5 Personnel Policies Manual Proposed Updates for Section 7 ndash Ms Ashley Rogers went over the changes that she has made to Section 7 - Workplace Safety There were also a couple of items added to Section 2 and 3 since it was updated earlier this year Section 7 Policy 71 Safety Program the only change was to add that Human Resources should be notified of a life threatening or contagious disease along with the Town Manager No changes to the rest of the policy Policy 72 Emergency Office Closing minor rewording for clarification purposes only Policy 73 Work Area there are no changes to this policy Policy 74 Bully Free Workplace (NEW) this policy discusses behavior that is inappropriate but not based on discriminatory actions Policy 75 Workplace Violence Prevention (NEW) has been reviewed and approved by the Virginia Municipal League (VML) This type of policy is pretty common in most employee handbooks It addresses acts of violence in the workplace weapons in the workplace and protective orders If an employee has a protective order against them then they must let the town know

Addition to Section 2 - Employment Ms Rogers explained that she is proposing an addition to Section 2 Performance and Evaluations The objective of this policy is to provide an overview of the performance planning and evaluation process The addition does not provide for a performance appraisal at the end of the probationary period but does involve a documented discussion surrounding goals The specific dates of the performance cycle are not listed It states that they are conducted on a ldquopre-determined annual daterdquo The evaluations are now

based on employeersquos performance in core competencies as well as their achievement of agreed upon SMART Goals This is different than the current evaluation that evaluates employeersquos capacity to perform job requirements conduct and supervision (if applicable) The focus is on helping both the employees and the Town perform at a high level

Addition to Section 3 ndash Corrective Action Policy (NEW) Ms Rogers explained that although the policy is new the concept is not It was located within the Standards of Conduct Policy The word ldquodisciplinaryrdquo was changed to ldquocorrectiverdquo action since the goal is really to correct the behavior Added two steps in the ldquoformal process ldquoVerbal Warningrdquo and ldquoFinal Written Warningrdquo These steps would provide ample opportunities to course correct either poor performance or conduct Although the town reserves the right to skip steps in the process as appropriate There is a list of offenses included that may warrant immediate termination The Town Manager stated that staff hopes to have the entire updated Personnel Policy Manual adopted by Town Council at their May meeting

Meeting Adjourned at 523 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PARKS AND RECREATION

COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Parks and Recreation Committee held a meeting on Tuesday March 28th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee member attending was Ms Connie Chapman Chair Mr Randy Pack and Mrs Denise Tynes Other Council members present were Mr Andrew Gregory Dr Milton Cook Mr Michael Smith and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Parks and Recreation Committee Chair Ms Connie Chapman called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA

1 Proposed Price Adjustment for the Smithfield Center Venue ndash Ms Musick explained that since the rates at the Smithfield Center were increased a year ago she has seen a reduction in bookings for Friday and Sunday events Bookings for Friday and Sunday events went from 14 available in 2016 to 32 available in 2017 She stated that she would like to propose lowering the rates for Friday and Sunday She feels she overshot her market by raising them too high for those days Committee agreed and recommends approval of lower the fee structure for Friday and Sunday events Ms Musick also stated that she would like to offer 50 off the established rate for bookings on a Friday Saturday or Sunday in the months of January and February as these months are hard to

book Committee agreed to the price adjustment of 50 off for January and February 2018 only at this time 2 Request to Use Clontz Park for the Annual Fireworks Display July 3rd 2017 ndash Ms Chapman stated that Isle of Wight County has requested the use of Clontz Park for the annual fireworks display Monday July 3rd The start time for the fireworks is 950 pm The County has also contacted Emergency Services Representatives to request their services during the display Committee recommends approval of the annual fireworks display at Clontz Park 3 Joseph W Luter Jr Sports Complex ndash MOU with Isle of Wight County ndash The Town Manager stated that he and the County Administrator have met and discussed the MOU between the town and county in regards to the Joseph W Luter Jr Sports Complex Minor changes have been made and the revised MOU was included in your packet today The MOU will be on the Board of Supervisors agenda at their April meeting The Town Manager stated that the County Administrator did not see reason for the County to review and approve rates Rates would be developed by Smithfield Recreation Association (SRA) and the town only Dr Cook expressed some concerns about the wording under casual use He stated that he envisions the sports complex to be much like Nike Park where the fields can be used by the general public when not being used by SRA It also requires users of the sports complex to pay a refundable deposit of $10000 per use Vice Mayor Gregory stated that this is not Nike Park and should not allow anyone to use it without any recourse if the property is damaged The town reserves the right to establish rules to govern the use of the park This facility will be a learning curve How much it can be used for casual use is yet to be determined The idea is to make the facility available but also make sure that it is not vandalized Dr Cook asked if county entities can use these facilities SRA has first use but when it is not is use by them the fields can be used by others by scheduling through Ms Musick at the Smithfield Center This allows the town to know what is going on at all times since it is town property After some discussion it was determined that ldquothe Town reserves the right to amend its fee structure in the futurerdquo needs to be included in the MOU Ms Chapman asked if the County would be responsible for any of the maintenance at the sports complex The Town Attorney stated that would be included in SRArsquos Lease Agreement with the Town in lieu of rent SRA will be responsible for all the maintenance with the exception of the multi-purpose field and the indoor facility once it has been constructed The County has no responsible for the maintenance of the complex Vice Mayor Gregory also stated that we are leaning on other groups that have already built facilities like these and the multi-use field may need some time after construction before it can be used We do not want to open the field too soon and they get ruined Having a turf expert come in and assess the field for use may need to be done before it is opened

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON COUNCILrsquoS AGENDA

1 Operational Update ndash Parks and Recreation Committee Report 2017 Event List ndashMs Musick reported that the Smithfield Center was busy for the month of March Upcoming events to note are the Womenrsquos Club Annual Flea Market on Saturday April 1st This is a first time event here at the Smithfield Center Also the Wine and Brew Festival is coming up on Saturday April 8th at Windsor Castle Park Ms Musick reported that the Manor House restoration project at Windsor Castle Park is still going strong Isle of Wight County Museum staff will be giving historical tours of the Manor House Property on Saturday April 29 at 200 pm Saturday June 10th at 200 pm and Saturday September 9th at 200 pm Mayor Williams and Roger Ealy will be present on these days to answer any questions about the ongoing restoration project Ms Musick stated that the Joseph W Luter Jr Sports Complex continues to move along quickly The dugouts were installed this week Pictures of the site work have been included in the agenda posting Committee thanked Ms Musick for the update 2 Joseph W Luter Jr Sports Complex ndash Update on Agreement with Smithfield Recreation Association (SRA) ndash The Town Attorney stated that he Ms Musick and the Town Manager are working on the agreement and will be meeting this Friday to discuss He mentioned that in all reality the agreement may not be ready until we get closer to the sports complex being complete It does not make much sense to sign an agreement that may need numerous amendments if approved too early

3 Clontz Park Boat Ramp Grant Status Report - The Town Manager stated that if you recall this project was bid out last fall and then Town Council rejected the bids in November because the bids were much higher than anticipated due to all the bids received having a cofferdam included in the construction of the project The bids exceeded the approved state grant from VMRC The grant money was supposed to cover the design and construction of the boat ramp The cofferdam by itself may cost $200000 so staff asked Jamie Weist of Kimley Horn Associates to look to see if there is anything with the design of the ramp that could be cut to save cost before rebidding One option would be to put in an articulated block ramp instead of the cofferdam but it is not recommended Option two would be to go back to VMRC to request an extension and see if there is additional grant money available based on the cost of the cofferdam Option three would be for the town to look at adding money to this project All the work below ground would be done with the grant funds and improvements made above ground level would be paid for by the town Mr Pack stated that he is on the RFAB board and recommends taking it back to request additional grant funding The Town Attorney mentioned that we need to keep in mind that there is a clause in the deed from Smithfield Foods where the project must be completed in a certain time frame There may need to be an amendment made if the project is granted an extension

4 Old Business Pagan River Dredging Request ndash The Town Manager stated that he has received a request to have the Pagan River dredged again particularly at Bob Shoal In 2015 the Presidentrsquos Fiscal year Budget did not include funding for dredging the Pagan River however it was noted that in the event that funds became available we do have the necessary environmental permits in place for the dredging and dredged material placement The Town Manager stated that this item is for informational purposes only as he would like to start the process to get it on the radar for possible funding Conditions are not getting any better and we need to start the process especially with the possibility of the new public boat ramp coming

The meeting adjourned at 447 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC WORKS COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Works Committee held a meeting on Tuesday March 28th 2017 at 447 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Michael Smith Chair Mrs Denise Tynes and Dr Milton Cook Other Council members present were Ms Connie Chapman Mr Randy Pack Mr Andrew Gregory Vice Mayor and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Works Committee Chair Mr Michael G Smith called the meeting to order

A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE COUNCILrsquoS AGENDA 1 Renewal of Street Maintenance Contract with Blair Brothers Inc ndash Ms Eubank reported that the town currently has an annual contract with Blair Brothers Inc for street maintenance services that expires on May 6th 2017 The town does reserve the right to renew the contract for two additional years one year at a time The street maintenance contract includes sidewalk repairs clearing and grading roadways and outfall ditches road repairs and road overlays Staff has been pleased with their work and therefore recommends that this contract be extended one additional year All contract terms will remain the same Committee will forward this item to Town Council for consideration

2 Proposals from Blair Brothers Inc for Street Maintenance Work ndash Mr Griffin reported that the proposals included in the agenda packet are for street that he would like to have paved this spring The streets include Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Mr Griffin stated that he also has one street that was approved by Town Council at their April 2016 meeting that was never paved and he would like to pave that one at this time as well This work is paid for through state Highway Funds that the town receives each quarter Committee recommends approval of all the proposals

3 Cary Street Drainage Improvement and Easement ndash Mr Griffin explained that Canada Land Surveying has prepared a plat of where the easement is located on Mr Gehringrsquos property and the other adjacent property owners This information will be forwarded to the Town Attorney to notify the adjacent property owners and get all the deeds recorded Blair Brothers has provided the town with a proposal to do the drainage improvements in the amount of $2253355 Staff recommends approval of proposal so that once the deeds have been recorded Blair Brothers can move forward with making the necessary drainage improvements Committee recommends approval of proposal

4 Smithfield Lake Dam Emergency Spillway and Hazard Mitigation Proposal from Draper Aden Associates (FEMA VDEM Grant) The Town Manager explained that included in the packet is a proposal from Draper Aden Associates for hazard mitigation work to the Smithfield Lake Dam emergency spillway The damage is on the downstream side of the dam near the emergency spillway The original cost estimate to put everything back just as it was prior to Hurricane Matthew was $85000 This expense would be covered by FEMA at 100 Discussion was held in regards to putting it back just as it was however if we have another heavy rainwind event it is very possible that the same thing will happen again Town staff has met with representatives from the Federal Emergency Management Agency (FEMA) and the Virginia Department of Emergency Management (VDEM) to initiate efforts to secure funding for permanent repairs and hazard mitigation work This funding will allow the town to make improvements and the cost of the work would be covered at 75 and at this time the townrsquos portion will be approximately $35000 for next yearrsquos budget This work must be procured by means of a competitive bid process In order to solicit competitive bids engineering and surveying services will be required to provide the appropriate information for contractors to develop bid proposals The additional work will look much like the primary spillway Committee expressed concern about the time it will take to bid the project out The Town Manager explained that Mr Griffin monitors the dam

on a weekly basis At this time this is not an emergency repair because it is not on the road side of the emergency spillway Committee asked if we have another heavy rain event and more washes out what happens The Town Manager stated that if that happens it could become an emergency repair at that time Committee recommends approval of Draper Aden Associates proposal

3 Closed Session Refuse and Recycling Services RFP - This item was discussed during closed session The Town Attorney stated that we need a motion to go into closed session for the discussion of the award of a public contract and discussion of terms not yet subject to public disclosure pursuant to 22-3711 A-29 of the Code of Virginia Vice Mayor Gregory so moved the motion and Ms Chapman seconded the motion

In Closed Session 506 Out of Closed Session 526

A motion was made to come back into open session by Vice Mayor Gregory and Seconded by Dr Cook

Meeting adjourned at 528 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

cost before they are testedactivated is risky Mr Weist suggested that we meet MUSCO Lighting in the middle Staff will continue to work with our consultants and MUSCO Lighting to come to an agreed amount to pay before Town Councilrsquos meeting on April 4th b RAD Sports $49024750 This invoice is progress bill for the construction of the Joseph W Luter Jr Sport Complex Mr Camden of Alpha Corporation and Mr Weist of Kimley Horn Associates have reviewed the invoice and recommends approval of invoice This item will be sent to Town Council for consideration c Lewis Construction of Virginia $ 8970400 Staff explained that included in the original posting was an invoice in the amount of 3710700 for the Main Street waterline replacement Today an additional invoice from Lewis Construction of Virginia was posted in the amount of $5259700 Staff is recommending that both invoices be paid for a total of $8970400 The total amount of the project at this time is still under budget Committee recommends approval of payment

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON THE

COUNCILrsquoS AGENDA 1 Contribution Requests for Fiscal Year 20172018

a Western Tidewater Free Clinic ndash Ms Stephie Broadwater of Western Tidewater Free Clinic was present to thank the Town Council of Smithfield for supporting the Clinic and to give an update on how the clinic is doing The mission of the clinic is to continue to provide high-quality non-emergency health care to the residents of Western Tidewater who cannot otherwise afford it She reported that overall the clinic served 1400 unduplicated patients in 2016 with an all-time record high of 18022 visits This averages 13 visits a year per patient These visits include primary and specialty medical visits womenrsquos health visits mental health counselling physical therapy vision exams pharmacy consults and eligibility appointments Residents of Smithfield account for 112 of their total patients One hundred and fifty-six (156) residents received care through 2010 visits in 2016 and medications valued at approximately $630000 Of these patients sixty-three (63) received dental services through 2014 visits Over the last year the clinic has partnered with the Isle of Wight Health Department to provide medical assessment services here in town Ms Broadwater also mentioned that they have fourteen (14) volunteers from Smithfield and four out of the fifteen board members live in Smithfield Mr Pack asked what the clinic was requesting this year Ms Broadwater replied that the clinic is requesting $38640 Their request last year was for $38000 Committee thanked Ms Broadwater for the update

b Historic Smithfield ndash 1750 Isle of Wight Courthouse ndash Dr Lanny Hinson was present to thank Town Council for their support of the historic courthouse He explained that they continue to keep the courthouse open to visitors with volunteer docents during the week and paid docents on the weekends They hold special programs for local groups and out of town bus tours beyond our regular opening hours The Courthouse also participate in events here in town such as Olden Days Ghost Walks Town amp Country Day and the Christmas Market and parade Dr Hinson explained that their most popular event each year is the colonial court trail in October Christmas in Smithfield has been successful also and Tourism has asked if the name could be used to denote all the events in town during December Dr Lanny Hinson stated that he is asking Town Council to consider financial support of $5000 Mr Pack asked Ms Minga what was in the budget Ms Minga replied that $4000 is what was budgeted Committee thanked Dr Hinson for the update

c The Genieve Shelter ndash Ms Montgomery of The Genieve Shelter was

present to thank Town Council for their past support and to request funding for the upcoming year She explained that their mission is to provide a safe refuge for the victims of domestic violence and their children and to provide information education and training services which focus on ending domestic violence During 2016 The Genieve Shelter provided crisis and supportive services to forty-nine (49) individuals attempting to escape domestic violence in the Town of Smithfield They provided 824 nights of shelter and responded to ninety-six (96) hotline calls from residents of the Town of Smithfield seeking various services Ms Montgomery stated that the shelter has recently expanded from twenty (20) beds to thirty-six (36) beds which allows them the opportunity to serve more survivors fleeing domestic violence sexual assault and human trafficking She stated that their goal for the upcoming year is to focus on Community Enrichment Programs to provide education and prevention The Genieve Shelter is requesting a contribution of $10000 for fiscal 20172018 Ms Minga stated that currently $7200 is in the budget Committee thanked Ms Montgomery for coming

2 Fiscal Year 20172018 Revenue Projections Revenues Real Estate for the town is tracking a little over what was budgeted and collections are expected to be around $16940000 by June 30th The Town Treasurer stated that she has bumped this amount up a little for next fiscal year Delinquent Real Estate Taxes are down this year because staff has been able to work more on collections Assessments and taxes for Personal Property went up this year even with the Machinery and Tools Tax

being lower The Town Treasurer stated that she anticipates that the town will exceed what was budgeted Ms Minga reported that in regards to Delinquent Personal Property taxes she is still waiting to hear back from the auditors on how to show the refunds for Machinery and Tools Tax Public Service Corporations is usually pretty flat so that will stay the same next year Franchise Taxes is where we are looking at the banks that we do business with The banks do give us schedules each year to know what to budget We have received all the schedules to date with the exception of one At this time we will be a little lower than what we had originally budgeted Cigarette Tax is up and down It is a very difficult one to project Money comes in when the wholesalers buy the stamps not when individuals buy the packages in the stores Stamps are purchased in bulk and sometimes returned in bulk At this time we are still higher than what was projected for this year Transient Occupancy is tracking a little lower however this is not because the businesses are not doing as well The town had a local business that changed ownership and the new owner is paying everything on time so we are no longer collecting the penalties from the last owner that was always delinquent Those delinquent penalties had become the norm with this revenue Meals Tax continues to be strong and grow At this time it is projected to be a little higher that what was expected Ms Minga stated that she is projecting that next year will be a little higher due to a full year with increased percentage of 25 Sales Tax is looking up however it does tend to fluctuate Consumption and Utility Taxes normally go hand in hand For many years it has remained flat and there is not a whole lot of fluctuation this year Ms Minga stated that it could probably be bumped up a little for next fiscal year Business Licenses are tracking very similar to last year She explained that she is not expecting it to be this much next year due to nursing home project has been completed Vehicle Licenses goes hand and hand with personal property If personal property is tracking higher then vehicle licenses will track a little higher as well It does take a lot to get this number up because it is $20 per vehicle Inspection fees have already exceeded budget for this year This line item depends on what type of projects are going on around town Dog Park registrations have fallen off a little bit but this is not a large number Fines and cost are down at this time Smithfield Center rentals are tracking lower than expected Ms Musick is looking at ways to address these revenues Kayak rentals are consistent Ms Minga explained that Special Events is a formula used for Police and Public Works staffing at special events Organizations pay for these town services and the fee is based on the rate of town employees Currently we will exceed budget for this year so it will be bumped up for next year Isle of Wight Museum is tracking higher than expected Gift shop sales have been very good this year Since staff feels that it is higher due to it being an anniversary year at the museum the budget will not be increased significantly for next year Sale of equipment is tracking lower than is the previous years This amount is a result of surplus items being sold on GovDeals Normally the higher amounts are when we are selling old vehicles At this time we have no vehicles to be sold Cash Proffer revenues are never budgeted because they are voluntary If proffers are received then a budget amendment will be done Ms Minga explained that under the reserve section there will be some amendments on the Police Departments side of the budget under expenses to reflect

$15690 that is sitting there The Police Department has a CD that they have had for a number of years from a citizen that had left some money to the Police Department in their will The Police Department has opted to pull some of that money out to purchase various pieces of equipment This money is restricted for their use so that will come out of reserve The Pinewood Heights Escrow is up in the air depending on how many homes we acquire by the end of this fiscal year Ms Minga stated that she cannot plug in the number for operating reserves until we do the expense side of the budget Under Intergovernmental Virginia Law Enforcement 599 Funds are funds the state gives the town and they are not recommending any change for next year The Litter Control grant is something that town staff puts in for each year and we will put the same amount in the budget for next year Communication Tax from the state has consistently dropped over the last few years and staff believes this is due to state administrative fees The Personal Property Tax Relief Act (PPTRA) has remained flat since the program became stagnant The state has established a fixed amount to each locality and unless that changes this amount will remain the same for next year The TRIAD grant was granted this year and we expect that it will be granted for next yearrsquos budget The VCA grant is the matching grant for the Isle of Wight Arts League The grant is for $5000 and we give them $10000 The boat ramp grant does not look like it will get accomplished this fiscal year so it will be rolled over to next fiscal year Ms Minga stated that for Pinewood Heights she has put in the remainder of the CDBG grant that is left for Phase III because we are really rolling through it now Not sure if it will be depleted by June 30 but it will be close Under Line of credit proceeds the town has the $500000 line of credit for the Pinewood Heights project and the note proceeds for the $500000000 from Farmers Bank to be used like a one year revolving line of credit The town will need to draw most of that down by the end of the fiscal year This will be done before the contributing funds are used Insurance recoveries the town has taken in $1374799 and like cash proffers we do not budget for this If a claim is made then the budget will be amended Ms Minga stated that lastly under contributions the CHIP Program has been doing very well We are on track for this year however for next year with the volunteer work they are doing with Smithfield VA Events they are supposed to receive a check for approximately $10000 This amount will bump up the budget for next fiscal year Smithfield VA Events continues to make donations to the town through the proceeds of the festivals held at Windsor Castle Park

3 Establish Meeting Date- Special Budget Work Session - The special budget work session has been scheduled for April 18th 2017 400 pm at the Smithfield Center 4 February Financial Statements amp Graphs ndash Ms Minga reported that she did not have a lot to report on as most of her time has been spent on preparing the information for budget discussions Sewer consumption is very close to where we were last year Consumption continues to be down in the Gatling Pointe area The Town Manager stated that the accuracy of the meter going to Gatling Pointe is in question and staff may be

making a recommendation in the near future to change the entire meter out at a cost of approximately $17000

4 February Cash Balances ndash Ms Minga reported that the cash balances remain strong The VIP Pool has been pretty flat this year This will impact the townrsquos revenues next fiscal year - Water = $45645245 Water Debt Service = $81000834 Water Capital Escrow Availability Fees = $41742177 Water Treatment Plant Escrow = $11237909 Water Deposit Account = $8912571 Water Development Escrow = $11857194 Subtotal Water = $200395930 Sewer = $(438177) Sewer Development Escrow = $37686095 Sewer Capital Escrow Availability Fees = $79989178 Sewer Compliance = $181812809 Subtotal Sewer = $299049905 Highway = $12185463 General Fund = $302975059 Payroll = $19552696 Money Market General Fund Towne Bank = $220013 Business Super NOW-General Fund = $3338990 Money Market General Fund Farmers Bank = $29145156 General Fund Capital Escrow = $21602302 Certificate of Deposit = $52663145 Certificate of Deposit Police Dept = $3691019 Special Project Account = $305094457 Pinewood Heights Escrow = $7620948 SNAP Program = $229475 Museum Account = $15047569 Windsor Castle Acct $6350000 Subtotal General Fund = $767530829 TOTAL ALL FUNDS = $1279162127 5 Personnel Policies Manual Proposed Updates for Section 7 ndash Ms Ashley Rogers went over the changes that she has made to Section 7 - Workplace Safety There were also a couple of items added to Section 2 and 3 since it was updated earlier this year Section 7 Policy 71 Safety Program the only change was to add that Human Resources should be notified of a life threatening or contagious disease along with the Town Manager No changes to the rest of the policy Policy 72 Emergency Office Closing minor rewording for clarification purposes only Policy 73 Work Area there are no changes to this policy Policy 74 Bully Free Workplace (NEW) this policy discusses behavior that is inappropriate but not based on discriminatory actions Policy 75 Workplace Violence Prevention (NEW) has been reviewed and approved by the Virginia Municipal League (VML) This type of policy is pretty common in most employee handbooks It addresses acts of violence in the workplace weapons in the workplace and protective orders If an employee has a protective order against them then they must let the town know

Addition to Section 2 - Employment Ms Rogers explained that she is proposing an addition to Section 2 Performance and Evaluations The objective of this policy is to provide an overview of the performance planning and evaluation process The addition does not provide for a performance appraisal at the end of the probationary period but does involve a documented discussion surrounding goals The specific dates of the performance cycle are not listed It states that they are conducted on a ldquopre-determined annual daterdquo The evaluations are now

based on employeersquos performance in core competencies as well as their achievement of agreed upon SMART Goals This is different than the current evaluation that evaluates employeersquos capacity to perform job requirements conduct and supervision (if applicable) The focus is on helping both the employees and the Town perform at a high level

Addition to Section 3 ndash Corrective Action Policy (NEW) Ms Rogers explained that although the policy is new the concept is not It was located within the Standards of Conduct Policy The word ldquodisciplinaryrdquo was changed to ldquocorrectiverdquo action since the goal is really to correct the behavior Added two steps in the ldquoformal process ldquoVerbal Warningrdquo and ldquoFinal Written Warningrdquo These steps would provide ample opportunities to course correct either poor performance or conduct Although the town reserves the right to skip steps in the process as appropriate There is a list of offenses included that may warrant immediate termination The Town Manager stated that staff hopes to have the entire updated Personnel Policy Manual adopted by Town Council at their May meeting

Meeting Adjourned at 523 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PARKS AND RECREATION

COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Parks and Recreation Committee held a meeting on Tuesday March 28th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee member attending was Ms Connie Chapman Chair Mr Randy Pack and Mrs Denise Tynes Other Council members present were Mr Andrew Gregory Dr Milton Cook Mr Michael Smith and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Parks and Recreation Committee Chair Ms Connie Chapman called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA

1 Proposed Price Adjustment for the Smithfield Center Venue ndash Ms Musick explained that since the rates at the Smithfield Center were increased a year ago she has seen a reduction in bookings for Friday and Sunday events Bookings for Friday and Sunday events went from 14 available in 2016 to 32 available in 2017 She stated that she would like to propose lowering the rates for Friday and Sunday She feels she overshot her market by raising them too high for those days Committee agreed and recommends approval of lower the fee structure for Friday and Sunday events Ms Musick also stated that she would like to offer 50 off the established rate for bookings on a Friday Saturday or Sunday in the months of January and February as these months are hard to

book Committee agreed to the price adjustment of 50 off for January and February 2018 only at this time 2 Request to Use Clontz Park for the Annual Fireworks Display July 3rd 2017 ndash Ms Chapman stated that Isle of Wight County has requested the use of Clontz Park for the annual fireworks display Monday July 3rd The start time for the fireworks is 950 pm The County has also contacted Emergency Services Representatives to request their services during the display Committee recommends approval of the annual fireworks display at Clontz Park 3 Joseph W Luter Jr Sports Complex ndash MOU with Isle of Wight County ndash The Town Manager stated that he and the County Administrator have met and discussed the MOU between the town and county in regards to the Joseph W Luter Jr Sports Complex Minor changes have been made and the revised MOU was included in your packet today The MOU will be on the Board of Supervisors agenda at their April meeting The Town Manager stated that the County Administrator did not see reason for the County to review and approve rates Rates would be developed by Smithfield Recreation Association (SRA) and the town only Dr Cook expressed some concerns about the wording under casual use He stated that he envisions the sports complex to be much like Nike Park where the fields can be used by the general public when not being used by SRA It also requires users of the sports complex to pay a refundable deposit of $10000 per use Vice Mayor Gregory stated that this is not Nike Park and should not allow anyone to use it without any recourse if the property is damaged The town reserves the right to establish rules to govern the use of the park This facility will be a learning curve How much it can be used for casual use is yet to be determined The idea is to make the facility available but also make sure that it is not vandalized Dr Cook asked if county entities can use these facilities SRA has first use but when it is not is use by them the fields can be used by others by scheduling through Ms Musick at the Smithfield Center This allows the town to know what is going on at all times since it is town property After some discussion it was determined that ldquothe Town reserves the right to amend its fee structure in the futurerdquo needs to be included in the MOU Ms Chapman asked if the County would be responsible for any of the maintenance at the sports complex The Town Attorney stated that would be included in SRArsquos Lease Agreement with the Town in lieu of rent SRA will be responsible for all the maintenance with the exception of the multi-purpose field and the indoor facility once it has been constructed The County has no responsible for the maintenance of the complex Vice Mayor Gregory also stated that we are leaning on other groups that have already built facilities like these and the multi-use field may need some time after construction before it can be used We do not want to open the field too soon and they get ruined Having a turf expert come in and assess the field for use may need to be done before it is opened

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON COUNCILrsquoS AGENDA

1 Operational Update ndash Parks and Recreation Committee Report 2017 Event List ndashMs Musick reported that the Smithfield Center was busy for the month of March Upcoming events to note are the Womenrsquos Club Annual Flea Market on Saturday April 1st This is a first time event here at the Smithfield Center Also the Wine and Brew Festival is coming up on Saturday April 8th at Windsor Castle Park Ms Musick reported that the Manor House restoration project at Windsor Castle Park is still going strong Isle of Wight County Museum staff will be giving historical tours of the Manor House Property on Saturday April 29 at 200 pm Saturday June 10th at 200 pm and Saturday September 9th at 200 pm Mayor Williams and Roger Ealy will be present on these days to answer any questions about the ongoing restoration project Ms Musick stated that the Joseph W Luter Jr Sports Complex continues to move along quickly The dugouts were installed this week Pictures of the site work have been included in the agenda posting Committee thanked Ms Musick for the update 2 Joseph W Luter Jr Sports Complex ndash Update on Agreement with Smithfield Recreation Association (SRA) ndash The Town Attorney stated that he Ms Musick and the Town Manager are working on the agreement and will be meeting this Friday to discuss He mentioned that in all reality the agreement may not be ready until we get closer to the sports complex being complete It does not make much sense to sign an agreement that may need numerous amendments if approved too early

3 Clontz Park Boat Ramp Grant Status Report - The Town Manager stated that if you recall this project was bid out last fall and then Town Council rejected the bids in November because the bids were much higher than anticipated due to all the bids received having a cofferdam included in the construction of the project The bids exceeded the approved state grant from VMRC The grant money was supposed to cover the design and construction of the boat ramp The cofferdam by itself may cost $200000 so staff asked Jamie Weist of Kimley Horn Associates to look to see if there is anything with the design of the ramp that could be cut to save cost before rebidding One option would be to put in an articulated block ramp instead of the cofferdam but it is not recommended Option two would be to go back to VMRC to request an extension and see if there is additional grant money available based on the cost of the cofferdam Option three would be for the town to look at adding money to this project All the work below ground would be done with the grant funds and improvements made above ground level would be paid for by the town Mr Pack stated that he is on the RFAB board and recommends taking it back to request additional grant funding The Town Attorney mentioned that we need to keep in mind that there is a clause in the deed from Smithfield Foods where the project must be completed in a certain time frame There may need to be an amendment made if the project is granted an extension

4 Old Business Pagan River Dredging Request ndash The Town Manager stated that he has received a request to have the Pagan River dredged again particularly at Bob Shoal In 2015 the Presidentrsquos Fiscal year Budget did not include funding for dredging the Pagan River however it was noted that in the event that funds became available we do have the necessary environmental permits in place for the dredging and dredged material placement The Town Manager stated that this item is for informational purposes only as he would like to start the process to get it on the radar for possible funding Conditions are not getting any better and we need to start the process especially with the possibility of the new public boat ramp coming

The meeting adjourned at 447 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC WORKS COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Works Committee held a meeting on Tuesday March 28th 2017 at 447 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Michael Smith Chair Mrs Denise Tynes and Dr Milton Cook Other Council members present were Ms Connie Chapman Mr Randy Pack Mr Andrew Gregory Vice Mayor and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Works Committee Chair Mr Michael G Smith called the meeting to order

A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE COUNCILrsquoS AGENDA 1 Renewal of Street Maintenance Contract with Blair Brothers Inc ndash Ms Eubank reported that the town currently has an annual contract with Blair Brothers Inc for street maintenance services that expires on May 6th 2017 The town does reserve the right to renew the contract for two additional years one year at a time The street maintenance contract includes sidewalk repairs clearing and grading roadways and outfall ditches road repairs and road overlays Staff has been pleased with their work and therefore recommends that this contract be extended one additional year All contract terms will remain the same Committee will forward this item to Town Council for consideration

2 Proposals from Blair Brothers Inc for Street Maintenance Work ndash Mr Griffin reported that the proposals included in the agenda packet are for street that he would like to have paved this spring The streets include Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Mr Griffin stated that he also has one street that was approved by Town Council at their April 2016 meeting that was never paved and he would like to pave that one at this time as well This work is paid for through state Highway Funds that the town receives each quarter Committee recommends approval of all the proposals

3 Cary Street Drainage Improvement and Easement ndash Mr Griffin explained that Canada Land Surveying has prepared a plat of where the easement is located on Mr Gehringrsquos property and the other adjacent property owners This information will be forwarded to the Town Attorney to notify the adjacent property owners and get all the deeds recorded Blair Brothers has provided the town with a proposal to do the drainage improvements in the amount of $2253355 Staff recommends approval of proposal so that once the deeds have been recorded Blair Brothers can move forward with making the necessary drainage improvements Committee recommends approval of proposal

4 Smithfield Lake Dam Emergency Spillway and Hazard Mitigation Proposal from Draper Aden Associates (FEMA VDEM Grant) The Town Manager explained that included in the packet is a proposal from Draper Aden Associates for hazard mitigation work to the Smithfield Lake Dam emergency spillway The damage is on the downstream side of the dam near the emergency spillway The original cost estimate to put everything back just as it was prior to Hurricane Matthew was $85000 This expense would be covered by FEMA at 100 Discussion was held in regards to putting it back just as it was however if we have another heavy rainwind event it is very possible that the same thing will happen again Town staff has met with representatives from the Federal Emergency Management Agency (FEMA) and the Virginia Department of Emergency Management (VDEM) to initiate efforts to secure funding for permanent repairs and hazard mitigation work This funding will allow the town to make improvements and the cost of the work would be covered at 75 and at this time the townrsquos portion will be approximately $35000 for next yearrsquos budget This work must be procured by means of a competitive bid process In order to solicit competitive bids engineering and surveying services will be required to provide the appropriate information for contractors to develop bid proposals The additional work will look much like the primary spillway Committee expressed concern about the time it will take to bid the project out The Town Manager explained that Mr Griffin monitors the dam

on a weekly basis At this time this is not an emergency repair because it is not on the road side of the emergency spillway Committee asked if we have another heavy rain event and more washes out what happens The Town Manager stated that if that happens it could become an emergency repair at that time Committee recommends approval of Draper Aden Associates proposal

3 Closed Session Refuse and Recycling Services RFP - This item was discussed during closed session The Town Attorney stated that we need a motion to go into closed session for the discussion of the award of a public contract and discussion of terms not yet subject to public disclosure pursuant to 22-3711 A-29 of the Code of Virginia Vice Mayor Gregory so moved the motion and Ms Chapman seconded the motion

In Closed Session 506 Out of Closed Session 526

A motion was made to come back into open session by Vice Mayor Gregory and Seconded by Dr Cook

Meeting adjourned at 528 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

b Historic Smithfield ndash 1750 Isle of Wight Courthouse ndash Dr Lanny Hinson was present to thank Town Council for their support of the historic courthouse He explained that they continue to keep the courthouse open to visitors with volunteer docents during the week and paid docents on the weekends They hold special programs for local groups and out of town bus tours beyond our regular opening hours The Courthouse also participate in events here in town such as Olden Days Ghost Walks Town amp Country Day and the Christmas Market and parade Dr Hinson explained that their most popular event each year is the colonial court trail in October Christmas in Smithfield has been successful also and Tourism has asked if the name could be used to denote all the events in town during December Dr Lanny Hinson stated that he is asking Town Council to consider financial support of $5000 Mr Pack asked Ms Minga what was in the budget Ms Minga replied that $4000 is what was budgeted Committee thanked Dr Hinson for the update

c The Genieve Shelter ndash Ms Montgomery of The Genieve Shelter was

present to thank Town Council for their past support and to request funding for the upcoming year She explained that their mission is to provide a safe refuge for the victims of domestic violence and their children and to provide information education and training services which focus on ending domestic violence During 2016 The Genieve Shelter provided crisis and supportive services to forty-nine (49) individuals attempting to escape domestic violence in the Town of Smithfield They provided 824 nights of shelter and responded to ninety-six (96) hotline calls from residents of the Town of Smithfield seeking various services Ms Montgomery stated that the shelter has recently expanded from twenty (20) beds to thirty-six (36) beds which allows them the opportunity to serve more survivors fleeing domestic violence sexual assault and human trafficking She stated that their goal for the upcoming year is to focus on Community Enrichment Programs to provide education and prevention The Genieve Shelter is requesting a contribution of $10000 for fiscal 20172018 Ms Minga stated that currently $7200 is in the budget Committee thanked Ms Montgomery for coming

2 Fiscal Year 20172018 Revenue Projections Revenues Real Estate for the town is tracking a little over what was budgeted and collections are expected to be around $16940000 by June 30th The Town Treasurer stated that she has bumped this amount up a little for next fiscal year Delinquent Real Estate Taxes are down this year because staff has been able to work more on collections Assessments and taxes for Personal Property went up this year even with the Machinery and Tools Tax

being lower The Town Treasurer stated that she anticipates that the town will exceed what was budgeted Ms Minga reported that in regards to Delinquent Personal Property taxes she is still waiting to hear back from the auditors on how to show the refunds for Machinery and Tools Tax Public Service Corporations is usually pretty flat so that will stay the same next year Franchise Taxes is where we are looking at the banks that we do business with The banks do give us schedules each year to know what to budget We have received all the schedules to date with the exception of one At this time we will be a little lower than what we had originally budgeted Cigarette Tax is up and down It is a very difficult one to project Money comes in when the wholesalers buy the stamps not when individuals buy the packages in the stores Stamps are purchased in bulk and sometimes returned in bulk At this time we are still higher than what was projected for this year Transient Occupancy is tracking a little lower however this is not because the businesses are not doing as well The town had a local business that changed ownership and the new owner is paying everything on time so we are no longer collecting the penalties from the last owner that was always delinquent Those delinquent penalties had become the norm with this revenue Meals Tax continues to be strong and grow At this time it is projected to be a little higher that what was expected Ms Minga stated that she is projecting that next year will be a little higher due to a full year with increased percentage of 25 Sales Tax is looking up however it does tend to fluctuate Consumption and Utility Taxes normally go hand in hand For many years it has remained flat and there is not a whole lot of fluctuation this year Ms Minga stated that it could probably be bumped up a little for next fiscal year Business Licenses are tracking very similar to last year She explained that she is not expecting it to be this much next year due to nursing home project has been completed Vehicle Licenses goes hand and hand with personal property If personal property is tracking higher then vehicle licenses will track a little higher as well It does take a lot to get this number up because it is $20 per vehicle Inspection fees have already exceeded budget for this year This line item depends on what type of projects are going on around town Dog Park registrations have fallen off a little bit but this is not a large number Fines and cost are down at this time Smithfield Center rentals are tracking lower than expected Ms Musick is looking at ways to address these revenues Kayak rentals are consistent Ms Minga explained that Special Events is a formula used for Police and Public Works staffing at special events Organizations pay for these town services and the fee is based on the rate of town employees Currently we will exceed budget for this year so it will be bumped up for next year Isle of Wight Museum is tracking higher than expected Gift shop sales have been very good this year Since staff feels that it is higher due to it being an anniversary year at the museum the budget will not be increased significantly for next year Sale of equipment is tracking lower than is the previous years This amount is a result of surplus items being sold on GovDeals Normally the higher amounts are when we are selling old vehicles At this time we have no vehicles to be sold Cash Proffer revenues are never budgeted because they are voluntary If proffers are received then a budget amendment will be done Ms Minga explained that under the reserve section there will be some amendments on the Police Departments side of the budget under expenses to reflect

$15690 that is sitting there The Police Department has a CD that they have had for a number of years from a citizen that had left some money to the Police Department in their will The Police Department has opted to pull some of that money out to purchase various pieces of equipment This money is restricted for their use so that will come out of reserve The Pinewood Heights Escrow is up in the air depending on how many homes we acquire by the end of this fiscal year Ms Minga stated that she cannot plug in the number for operating reserves until we do the expense side of the budget Under Intergovernmental Virginia Law Enforcement 599 Funds are funds the state gives the town and they are not recommending any change for next year The Litter Control grant is something that town staff puts in for each year and we will put the same amount in the budget for next year Communication Tax from the state has consistently dropped over the last few years and staff believes this is due to state administrative fees The Personal Property Tax Relief Act (PPTRA) has remained flat since the program became stagnant The state has established a fixed amount to each locality and unless that changes this amount will remain the same for next year The TRIAD grant was granted this year and we expect that it will be granted for next yearrsquos budget The VCA grant is the matching grant for the Isle of Wight Arts League The grant is for $5000 and we give them $10000 The boat ramp grant does not look like it will get accomplished this fiscal year so it will be rolled over to next fiscal year Ms Minga stated that for Pinewood Heights she has put in the remainder of the CDBG grant that is left for Phase III because we are really rolling through it now Not sure if it will be depleted by June 30 but it will be close Under Line of credit proceeds the town has the $500000 line of credit for the Pinewood Heights project and the note proceeds for the $500000000 from Farmers Bank to be used like a one year revolving line of credit The town will need to draw most of that down by the end of the fiscal year This will be done before the contributing funds are used Insurance recoveries the town has taken in $1374799 and like cash proffers we do not budget for this If a claim is made then the budget will be amended Ms Minga stated that lastly under contributions the CHIP Program has been doing very well We are on track for this year however for next year with the volunteer work they are doing with Smithfield VA Events they are supposed to receive a check for approximately $10000 This amount will bump up the budget for next fiscal year Smithfield VA Events continues to make donations to the town through the proceeds of the festivals held at Windsor Castle Park

3 Establish Meeting Date- Special Budget Work Session - The special budget work session has been scheduled for April 18th 2017 400 pm at the Smithfield Center 4 February Financial Statements amp Graphs ndash Ms Minga reported that she did not have a lot to report on as most of her time has been spent on preparing the information for budget discussions Sewer consumption is very close to where we were last year Consumption continues to be down in the Gatling Pointe area The Town Manager stated that the accuracy of the meter going to Gatling Pointe is in question and staff may be

making a recommendation in the near future to change the entire meter out at a cost of approximately $17000

4 February Cash Balances ndash Ms Minga reported that the cash balances remain strong The VIP Pool has been pretty flat this year This will impact the townrsquos revenues next fiscal year - Water = $45645245 Water Debt Service = $81000834 Water Capital Escrow Availability Fees = $41742177 Water Treatment Plant Escrow = $11237909 Water Deposit Account = $8912571 Water Development Escrow = $11857194 Subtotal Water = $200395930 Sewer = $(438177) Sewer Development Escrow = $37686095 Sewer Capital Escrow Availability Fees = $79989178 Sewer Compliance = $181812809 Subtotal Sewer = $299049905 Highway = $12185463 General Fund = $302975059 Payroll = $19552696 Money Market General Fund Towne Bank = $220013 Business Super NOW-General Fund = $3338990 Money Market General Fund Farmers Bank = $29145156 General Fund Capital Escrow = $21602302 Certificate of Deposit = $52663145 Certificate of Deposit Police Dept = $3691019 Special Project Account = $305094457 Pinewood Heights Escrow = $7620948 SNAP Program = $229475 Museum Account = $15047569 Windsor Castle Acct $6350000 Subtotal General Fund = $767530829 TOTAL ALL FUNDS = $1279162127 5 Personnel Policies Manual Proposed Updates for Section 7 ndash Ms Ashley Rogers went over the changes that she has made to Section 7 - Workplace Safety There were also a couple of items added to Section 2 and 3 since it was updated earlier this year Section 7 Policy 71 Safety Program the only change was to add that Human Resources should be notified of a life threatening or contagious disease along with the Town Manager No changes to the rest of the policy Policy 72 Emergency Office Closing minor rewording for clarification purposes only Policy 73 Work Area there are no changes to this policy Policy 74 Bully Free Workplace (NEW) this policy discusses behavior that is inappropriate but not based on discriminatory actions Policy 75 Workplace Violence Prevention (NEW) has been reviewed and approved by the Virginia Municipal League (VML) This type of policy is pretty common in most employee handbooks It addresses acts of violence in the workplace weapons in the workplace and protective orders If an employee has a protective order against them then they must let the town know

Addition to Section 2 - Employment Ms Rogers explained that she is proposing an addition to Section 2 Performance and Evaluations The objective of this policy is to provide an overview of the performance planning and evaluation process The addition does not provide for a performance appraisal at the end of the probationary period but does involve a documented discussion surrounding goals The specific dates of the performance cycle are not listed It states that they are conducted on a ldquopre-determined annual daterdquo The evaluations are now

based on employeersquos performance in core competencies as well as their achievement of agreed upon SMART Goals This is different than the current evaluation that evaluates employeersquos capacity to perform job requirements conduct and supervision (if applicable) The focus is on helping both the employees and the Town perform at a high level

Addition to Section 3 ndash Corrective Action Policy (NEW) Ms Rogers explained that although the policy is new the concept is not It was located within the Standards of Conduct Policy The word ldquodisciplinaryrdquo was changed to ldquocorrectiverdquo action since the goal is really to correct the behavior Added two steps in the ldquoformal process ldquoVerbal Warningrdquo and ldquoFinal Written Warningrdquo These steps would provide ample opportunities to course correct either poor performance or conduct Although the town reserves the right to skip steps in the process as appropriate There is a list of offenses included that may warrant immediate termination The Town Manager stated that staff hopes to have the entire updated Personnel Policy Manual adopted by Town Council at their May meeting

Meeting Adjourned at 523 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PARKS AND RECREATION

COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Parks and Recreation Committee held a meeting on Tuesday March 28th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee member attending was Ms Connie Chapman Chair Mr Randy Pack and Mrs Denise Tynes Other Council members present were Mr Andrew Gregory Dr Milton Cook Mr Michael Smith and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Parks and Recreation Committee Chair Ms Connie Chapman called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA

1 Proposed Price Adjustment for the Smithfield Center Venue ndash Ms Musick explained that since the rates at the Smithfield Center were increased a year ago she has seen a reduction in bookings for Friday and Sunday events Bookings for Friday and Sunday events went from 14 available in 2016 to 32 available in 2017 She stated that she would like to propose lowering the rates for Friday and Sunday She feels she overshot her market by raising them too high for those days Committee agreed and recommends approval of lower the fee structure for Friday and Sunday events Ms Musick also stated that she would like to offer 50 off the established rate for bookings on a Friday Saturday or Sunday in the months of January and February as these months are hard to

book Committee agreed to the price adjustment of 50 off for January and February 2018 only at this time 2 Request to Use Clontz Park for the Annual Fireworks Display July 3rd 2017 ndash Ms Chapman stated that Isle of Wight County has requested the use of Clontz Park for the annual fireworks display Monday July 3rd The start time for the fireworks is 950 pm The County has also contacted Emergency Services Representatives to request their services during the display Committee recommends approval of the annual fireworks display at Clontz Park 3 Joseph W Luter Jr Sports Complex ndash MOU with Isle of Wight County ndash The Town Manager stated that he and the County Administrator have met and discussed the MOU between the town and county in regards to the Joseph W Luter Jr Sports Complex Minor changes have been made and the revised MOU was included in your packet today The MOU will be on the Board of Supervisors agenda at their April meeting The Town Manager stated that the County Administrator did not see reason for the County to review and approve rates Rates would be developed by Smithfield Recreation Association (SRA) and the town only Dr Cook expressed some concerns about the wording under casual use He stated that he envisions the sports complex to be much like Nike Park where the fields can be used by the general public when not being used by SRA It also requires users of the sports complex to pay a refundable deposit of $10000 per use Vice Mayor Gregory stated that this is not Nike Park and should not allow anyone to use it without any recourse if the property is damaged The town reserves the right to establish rules to govern the use of the park This facility will be a learning curve How much it can be used for casual use is yet to be determined The idea is to make the facility available but also make sure that it is not vandalized Dr Cook asked if county entities can use these facilities SRA has first use but when it is not is use by them the fields can be used by others by scheduling through Ms Musick at the Smithfield Center This allows the town to know what is going on at all times since it is town property After some discussion it was determined that ldquothe Town reserves the right to amend its fee structure in the futurerdquo needs to be included in the MOU Ms Chapman asked if the County would be responsible for any of the maintenance at the sports complex The Town Attorney stated that would be included in SRArsquos Lease Agreement with the Town in lieu of rent SRA will be responsible for all the maintenance with the exception of the multi-purpose field and the indoor facility once it has been constructed The County has no responsible for the maintenance of the complex Vice Mayor Gregory also stated that we are leaning on other groups that have already built facilities like these and the multi-use field may need some time after construction before it can be used We do not want to open the field too soon and they get ruined Having a turf expert come in and assess the field for use may need to be done before it is opened

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON COUNCILrsquoS AGENDA

1 Operational Update ndash Parks and Recreation Committee Report 2017 Event List ndashMs Musick reported that the Smithfield Center was busy for the month of March Upcoming events to note are the Womenrsquos Club Annual Flea Market on Saturday April 1st This is a first time event here at the Smithfield Center Also the Wine and Brew Festival is coming up on Saturday April 8th at Windsor Castle Park Ms Musick reported that the Manor House restoration project at Windsor Castle Park is still going strong Isle of Wight County Museum staff will be giving historical tours of the Manor House Property on Saturday April 29 at 200 pm Saturday June 10th at 200 pm and Saturday September 9th at 200 pm Mayor Williams and Roger Ealy will be present on these days to answer any questions about the ongoing restoration project Ms Musick stated that the Joseph W Luter Jr Sports Complex continues to move along quickly The dugouts were installed this week Pictures of the site work have been included in the agenda posting Committee thanked Ms Musick for the update 2 Joseph W Luter Jr Sports Complex ndash Update on Agreement with Smithfield Recreation Association (SRA) ndash The Town Attorney stated that he Ms Musick and the Town Manager are working on the agreement and will be meeting this Friday to discuss He mentioned that in all reality the agreement may not be ready until we get closer to the sports complex being complete It does not make much sense to sign an agreement that may need numerous amendments if approved too early

3 Clontz Park Boat Ramp Grant Status Report - The Town Manager stated that if you recall this project was bid out last fall and then Town Council rejected the bids in November because the bids were much higher than anticipated due to all the bids received having a cofferdam included in the construction of the project The bids exceeded the approved state grant from VMRC The grant money was supposed to cover the design and construction of the boat ramp The cofferdam by itself may cost $200000 so staff asked Jamie Weist of Kimley Horn Associates to look to see if there is anything with the design of the ramp that could be cut to save cost before rebidding One option would be to put in an articulated block ramp instead of the cofferdam but it is not recommended Option two would be to go back to VMRC to request an extension and see if there is additional grant money available based on the cost of the cofferdam Option three would be for the town to look at adding money to this project All the work below ground would be done with the grant funds and improvements made above ground level would be paid for by the town Mr Pack stated that he is on the RFAB board and recommends taking it back to request additional grant funding The Town Attorney mentioned that we need to keep in mind that there is a clause in the deed from Smithfield Foods where the project must be completed in a certain time frame There may need to be an amendment made if the project is granted an extension

4 Old Business Pagan River Dredging Request ndash The Town Manager stated that he has received a request to have the Pagan River dredged again particularly at Bob Shoal In 2015 the Presidentrsquos Fiscal year Budget did not include funding for dredging the Pagan River however it was noted that in the event that funds became available we do have the necessary environmental permits in place for the dredging and dredged material placement The Town Manager stated that this item is for informational purposes only as he would like to start the process to get it on the radar for possible funding Conditions are not getting any better and we need to start the process especially with the possibility of the new public boat ramp coming

The meeting adjourned at 447 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC WORKS COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Works Committee held a meeting on Tuesday March 28th 2017 at 447 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Michael Smith Chair Mrs Denise Tynes and Dr Milton Cook Other Council members present were Ms Connie Chapman Mr Randy Pack Mr Andrew Gregory Vice Mayor and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Works Committee Chair Mr Michael G Smith called the meeting to order

A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE COUNCILrsquoS AGENDA 1 Renewal of Street Maintenance Contract with Blair Brothers Inc ndash Ms Eubank reported that the town currently has an annual contract with Blair Brothers Inc for street maintenance services that expires on May 6th 2017 The town does reserve the right to renew the contract for two additional years one year at a time The street maintenance contract includes sidewalk repairs clearing and grading roadways and outfall ditches road repairs and road overlays Staff has been pleased with their work and therefore recommends that this contract be extended one additional year All contract terms will remain the same Committee will forward this item to Town Council for consideration

2 Proposals from Blair Brothers Inc for Street Maintenance Work ndash Mr Griffin reported that the proposals included in the agenda packet are for street that he would like to have paved this spring The streets include Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Mr Griffin stated that he also has one street that was approved by Town Council at their April 2016 meeting that was never paved and he would like to pave that one at this time as well This work is paid for through state Highway Funds that the town receives each quarter Committee recommends approval of all the proposals

3 Cary Street Drainage Improvement and Easement ndash Mr Griffin explained that Canada Land Surveying has prepared a plat of where the easement is located on Mr Gehringrsquos property and the other adjacent property owners This information will be forwarded to the Town Attorney to notify the adjacent property owners and get all the deeds recorded Blair Brothers has provided the town with a proposal to do the drainage improvements in the amount of $2253355 Staff recommends approval of proposal so that once the deeds have been recorded Blair Brothers can move forward with making the necessary drainage improvements Committee recommends approval of proposal

4 Smithfield Lake Dam Emergency Spillway and Hazard Mitigation Proposal from Draper Aden Associates (FEMA VDEM Grant) The Town Manager explained that included in the packet is a proposal from Draper Aden Associates for hazard mitigation work to the Smithfield Lake Dam emergency spillway The damage is on the downstream side of the dam near the emergency spillway The original cost estimate to put everything back just as it was prior to Hurricane Matthew was $85000 This expense would be covered by FEMA at 100 Discussion was held in regards to putting it back just as it was however if we have another heavy rainwind event it is very possible that the same thing will happen again Town staff has met with representatives from the Federal Emergency Management Agency (FEMA) and the Virginia Department of Emergency Management (VDEM) to initiate efforts to secure funding for permanent repairs and hazard mitigation work This funding will allow the town to make improvements and the cost of the work would be covered at 75 and at this time the townrsquos portion will be approximately $35000 for next yearrsquos budget This work must be procured by means of a competitive bid process In order to solicit competitive bids engineering and surveying services will be required to provide the appropriate information for contractors to develop bid proposals The additional work will look much like the primary spillway Committee expressed concern about the time it will take to bid the project out The Town Manager explained that Mr Griffin monitors the dam

on a weekly basis At this time this is not an emergency repair because it is not on the road side of the emergency spillway Committee asked if we have another heavy rain event and more washes out what happens The Town Manager stated that if that happens it could become an emergency repair at that time Committee recommends approval of Draper Aden Associates proposal

3 Closed Session Refuse and Recycling Services RFP - This item was discussed during closed session The Town Attorney stated that we need a motion to go into closed session for the discussion of the award of a public contract and discussion of terms not yet subject to public disclosure pursuant to 22-3711 A-29 of the Code of Virginia Vice Mayor Gregory so moved the motion and Ms Chapman seconded the motion

In Closed Session 506 Out of Closed Session 526

A motion was made to come back into open session by Vice Mayor Gregory and Seconded by Dr Cook

Meeting adjourned at 528 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

being lower The Town Treasurer stated that she anticipates that the town will exceed what was budgeted Ms Minga reported that in regards to Delinquent Personal Property taxes she is still waiting to hear back from the auditors on how to show the refunds for Machinery and Tools Tax Public Service Corporations is usually pretty flat so that will stay the same next year Franchise Taxes is where we are looking at the banks that we do business with The banks do give us schedules each year to know what to budget We have received all the schedules to date with the exception of one At this time we will be a little lower than what we had originally budgeted Cigarette Tax is up and down It is a very difficult one to project Money comes in when the wholesalers buy the stamps not when individuals buy the packages in the stores Stamps are purchased in bulk and sometimes returned in bulk At this time we are still higher than what was projected for this year Transient Occupancy is tracking a little lower however this is not because the businesses are not doing as well The town had a local business that changed ownership and the new owner is paying everything on time so we are no longer collecting the penalties from the last owner that was always delinquent Those delinquent penalties had become the norm with this revenue Meals Tax continues to be strong and grow At this time it is projected to be a little higher that what was expected Ms Minga stated that she is projecting that next year will be a little higher due to a full year with increased percentage of 25 Sales Tax is looking up however it does tend to fluctuate Consumption and Utility Taxes normally go hand in hand For many years it has remained flat and there is not a whole lot of fluctuation this year Ms Minga stated that it could probably be bumped up a little for next fiscal year Business Licenses are tracking very similar to last year She explained that she is not expecting it to be this much next year due to nursing home project has been completed Vehicle Licenses goes hand and hand with personal property If personal property is tracking higher then vehicle licenses will track a little higher as well It does take a lot to get this number up because it is $20 per vehicle Inspection fees have already exceeded budget for this year This line item depends on what type of projects are going on around town Dog Park registrations have fallen off a little bit but this is not a large number Fines and cost are down at this time Smithfield Center rentals are tracking lower than expected Ms Musick is looking at ways to address these revenues Kayak rentals are consistent Ms Minga explained that Special Events is a formula used for Police and Public Works staffing at special events Organizations pay for these town services and the fee is based on the rate of town employees Currently we will exceed budget for this year so it will be bumped up for next year Isle of Wight Museum is tracking higher than expected Gift shop sales have been very good this year Since staff feels that it is higher due to it being an anniversary year at the museum the budget will not be increased significantly for next year Sale of equipment is tracking lower than is the previous years This amount is a result of surplus items being sold on GovDeals Normally the higher amounts are when we are selling old vehicles At this time we have no vehicles to be sold Cash Proffer revenues are never budgeted because they are voluntary If proffers are received then a budget amendment will be done Ms Minga explained that under the reserve section there will be some amendments on the Police Departments side of the budget under expenses to reflect

$15690 that is sitting there The Police Department has a CD that they have had for a number of years from a citizen that had left some money to the Police Department in their will The Police Department has opted to pull some of that money out to purchase various pieces of equipment This money is restricted for their use so that will come out of reserve The Pinewood Heights Escrow is up in the air depending on how many homes we acquire by the end of this fiscal year Ms Minga stated that she cannot plug in the number for operating reserves until we do the expense side of the budget Under Intergovernmental Virginia Law Enforcement 599 Funds are funds the state gives the town and they are not recommending any change for next year The Litter Control grant is something that town staff puts in for each year and we will put the same amount in the budget for next year Communication Tax from the state has consistently dropped over the last few years and staff believes this is due to state administrative fees The Personal Property Tax Relief Act (PPTRA) has remained flat since the program became stagnant The state has established a fixed amount to each locality and unless that changes this amount will remain the same for next year The TRIAD grant was granted this year and we expect that it will be granted for next yearrsquos budget The VCA grant is the matching grant for the Isle of Wight Arts League The grant is for $5000 and we give them $10000 The boat ramp grant does not look like it will get accomplished this fiscal year so it will be rolled over to next fiscal year Ms Minga stated that for Pinewood Heights she has put in the remainder of the CDBG grant that is left for Phase III because we are really rolling through it now Not sure if it will be depleted by June 30 but it will be close Under Line of credit proceeds the town has the $500000 line of credit for the Pinewood Heights project and the note proceeds for the $500000000 from Farmers Bank to be used like a one year revolving line of credit The town will need to draw most of that down by the end of the fiscal year This will be done before the contributing funds are used Insurance recoveries the town has taken in $1374799 and like cash proffers we do not budget for this If a claim is made then the budget will be amended Ms Minga stated that lastly under contributions the CHIP Program has been doing very well We are on track for this year however for next year with the volunteer work they are doing with Smithfield VA Events they are supposed to receive a check for approximately $10000 This amount will bump up the budget for next fiscal year Smithfield VA Events continues to make donations to the town through the proceeds of the festivals held at Windsor Castle Park

3 Establish Meeting Date- Special Budget Work Session - The special budget work session has been scheduled for April 18th 2017 400 pm at the Smithfield Center 4 February Financial Statements amp Graphs ndash Ms Minga reported that she did not have a lot to report on as most of her time has been spent on preparing the information for budget discussions Sewer consumption is very close to where we were last year Consumption continues to be down in the Gatling Pointe area The Town Manager stated that the accuracy of the meter going to Gatling Pointe is in question and staff may be

making a recommendation in the near future to change the entire meter out at a cost of approximately $17000

4 February Cash Balances ndash Ms Minga reported that the cash balances remain strong The VIP Pool has been pretty flat this year This will impact the townrsquos revenues next fiscal year - Water = $45645245 Water Debt Service = $81000834 Water Capital Escrow Availability Fees = $41742177 Water Treatment Plant Escrow = $11237909 Water Deposit Account = $8912571 Water Development Escrow = $11857194 Subtotal Water = $200395930 Sewer = $(438177) Sewer Development Escrow = $37686095 Sewer Capital Escrow Availability Fees = $79989178 Sewer Compliance = $181812809 Subtotal Sewer = $299049905 Highway = $12185463 General Fund = $302975059 Payroll = $19552696 Money Market General Fund Towne Bank = $220013 Business Super NOW-General Fund = $3338990 Money Market General Fund Farmers Bank = $29145156 General Fund Capital Escrow = $21602302 Certificate of Deposit = $52663145 Certificate of Deposit Police Dept = $3691019 Special Project Account = $305094457 Pinewood Heights Escrow = $7620948 SNAP Program = $229475 Museum Account = $15047569 Windsor Castle Acct $6350000 Subtotal General Fund = $767530829 TOTAL ALL FUNDS = $1279162127 5 Personnel Policies Manual Proposed Updates for Section 7 ndash Ms Ashley Rogers went over the changes that she has made to Section 7 - Workplace Safety There were also a couple of items added to Section 2 and 3 since it was updated earlier this year Section 7 Policy 71 Safety Program the only change was to add that Human Resources should be notified of a life threatening or contagious disease along with the Town Manager No changes to the rest of the policy Policy 72 Emergency Office Closing minor rewording for clarification purposes only Policy 73 Work Area there are no changes to this policy Policy 74 Bully Free Workplace (NEW) this policy discusses behavior that is inappropriate but not based on discriminatory actions Policy 75 Workplace Violence Prevention (NEW) has been reviewed and approved by the Virginia Municipal League (VML) This type of policy is pretty common in most employee handbooks It addresses acts of violence in the workplace weapons in the workplace and protective orders If an employee has a protective order against them then they must let the town know

Addition to Section 2 - Employment Ms Rogers explained that she is proposing an addition to Section 2 Performance and Evaluations The objective of this policy is to provide an overview of the performance planning and evaluation process The addition does not provide for a performance appraisal at the end of the probationary period but does involve a documented discussion surrounding goals The specific dates of the performance cycle are not listed It states that they are conducted on a ldquopre-determined annual daterdquo The evaluations are now

based on employeersquos performance in core competencies as well as their achievement of agreed upon SMART Goals This is different than the current evaluation that evaluates employeersquos capacity to perform job requirements conduct and supervision (if applicable) The focus is on helping both the employees and the Town perform at a high level

Addition to Section 3 ndash Corrective Action Policy (NEW) Ms Rogers explained that although the policy is new the concept is not It was located within the Standards of Conduct Policy The word ldquodisciplinaryrdquo was changed to ldquocorrectiverdquo action since the goal is really to correct the behavior Added two steps in the ldquoformal process ldquoVerbal Warningrdquo and ldquoFinal Written Warningrdquo These steps would provide ample opportunities to course correct either poor performance or conduct Although the town reserves the right to skip steps in the process as appropriate There is a list of offenses included that may warrant immediate termination The Town Manager stated that staff hopes to have the entire updated Personnel Policy Manual adopted by Town Council at their May meeting

Meeting Adjourned at 523 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PARKS AND RECREATION

COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Parks and Recreation Committee held a meeting on Tuesday March 28th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee member attending was Ms Connie Chapman Chair Mr Randy Pack and Mrs Denise Tynes Other Council members present were Mr Andrew Gregory Dr Milton Cook Mr Michael Smith and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Parks and Recreation Committee Chair Ms Connie Chapman called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA

1 Proposed Price Adjustment for the Smithfield Center Venue ndash Ms Musick explained that since the rates at the Smithfield Center were increased a year ago she has seen a reduction in bookings for Friday and Sunday events Bookings for Friday and Sunday events went from 14 available in 2016 to 32 available in 2017 She stated that she would like to propose lowering the rates for Friday and Sunday She feels she overshot her market by raising them too high for those days Committee agreed and recommends approval of lower the fee structure for Friday and Sunday events Ms Musick also stated that she would like to offer 50 off the established rate for bookings on a Friday Saturday or Sunday in the months of January and February as these months are hard to

book Committee agreed to the price adjustment of 50 off for January and February 2018 only at this time 2 Request to Use Clontz Park for the Annual Fireworks Display July 3rd 2017 ndash Ms Chapman stated that Isle of Wight County has requested the use of Clontz Park for the annual fireworks display Monday July 3rd The start time for the fireworks is 950 pm The County has also contacted Emergency Services Representatives to request their services during the display Committee recommends approval of the annual fireworks display at Clontz Park 3 Joseph W Luter Jr Sports Complex ndash MOU with Isle of Wight County ndash The Town Manager stated that he and the County Administrator have met and discussed the MOU between the town and county in regards to the Joseph W Luter Jr Sports Complex Minor changes have been made and the revised MOU was included in your packet today The MOU will be on the Board of Supervisors agenda at their April meeting The Town Manager stated that the County Administrator did not see reason for the County to review and approve rates Rates would be developed by Smithfield Recreation Association (SRA) and the town only Dr Cook expressed some concerns about the wording under casual use He stated that he envisions the sports complex to be much like Nike Park where the fields can be used by the general public when not being used by SRA It also requires users of the sports complex to pay a refundable deposit of $10000 per use Vice Mayor Gregory stated that this is not Nike Park and should not allow anyone to use it without any recourse if the property is damaged The town reserves the right to establish rules to govern the use of the park This facility will be a learning curve How much it can be used for casual use is yet to be determined The idea is to make the facility available but also make sure that it is not vandalized Dr Cook asked if county entities can use these facilities SRA has first use but when it is not is use by them the fields can be used by others by scheduling through Ms Musick at the Smithfield Center This allows the town to know what is going on at all times since it is town property After some discussion it was determined that ldquothe Town reserves the right to amend its fee structure in the futurerdquo needs to be included in the MOU Ms Chapman asked if the County would be responsible for any of the maintenance at the sports complex The Town Attorney stated that would be included in SRArsquos Lease Agreement with the Town in lieu of rent SRA will be responsible for all the maintenance with the exception of the multi-purpose field and the indoor facility once it has been constructed The County has no responsible for the maintenance of the complex Vice Mayor Gregory also stated that we are leaning on other groups that have already built facilities like these and the multi-use field may need some time after construction before it can be used We do not want to open the field too soon and they get ruined Having a turf expert come in and assess the field for use may need to be done before it is opened

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON COUNCILrsquoS AGENDA

1 Operational Update ndash Parks and Recreation Committee Report 2017 Event List ndashMs Musick reported that the Smithfield Center was busy for the month of March Upcoming events to note are the Womenrsquos Club Annual Flea Market on Saturday April 1st This is a first time event here at the Smithfield Center Also the Wine and Brew Festival is coming up on Saturday April 8th at Windsor Castle Park Ms Musick reported that the Manor House restoration project at Windsor Castle Park is still going strong Isle of Wight County Museum staff will be giving historical tours of the Manor House Property on Saturday April 29 at 200 pm Saturday June 10th at 200 pm and Saturday September 9th at 200 pm Mayor Williams and Roger Ealy will be present on these days to answer any questions about the ongoing restoration project Ms Musick stated that the Joseph W Luter Jr Sports Complex continues to move along quickly The dugouts were installed this week Pictures of the site work have been included in the agenda posting Committee thanked Ms Musick for the update 2 Joseph W Luter Jr Sports Complex ndash Update on Agreement with Smithfield Recreation Association (SRA) ndash The Town Attorney stated that he Ms Musick and the Town Manager are working on the agreement and will be meeting this Friday to discuss He mentioned that in all reality the agreement may not be ready until we get closer to the sports complex being complete It does not make much sense to sign an agreement that may need numerous amendments if approved too early

3 Clontz Park Boat Ramp Grant Status Report - The Town Manager stated that if you recall this project was bid out last fall and then Town Council rejected the bids in November because the bids were much higher than anticipated due to all the bids received having a cofferdam included in the construction of the project The bids exceeded the approved state grant from VMRC The grant money was supposed to cover the design and construction of the boat ramp The cofferdam by itself may cost $200000 so staff asked Jamie Weist of Kimley Horn Associates to look to see if there is anything with the design of the ramp that could be cut to save cost before rebidding One option would be to put in an articulated block ramp instead of the cofferdam but it is not recommended Option two would be to go back to VMRC to request an extension and see if there is additional grant money available based on the cost of the cofferdam Option three would be for the town to look at adding money to this project All the work below ground would be done with the grant funds and improvements made above ground level would be paid for by the town Mr Pack stated that he is on the RFAB board and recommends taking it back to request additional grant funding The Town Attorney mentioned that we need to keep in mind that there is a clause in the deed from Smithfield Foods where the project must be completed in a certain time frame There may need to be an amendment made if the project is granted an extension

4 Old Business Pagan River Dredging Request ndash The Town Manager stated that he has received a request to have the Pagan River dredged again particularly at Bob Shoal In 2015 the Presidentrsquos Fiscal year Budget did not include funding for dredging the Pagan River however it was noted that in the event that funds became available we do have the necessary environmental permits in place for the dredging and dredged material placement The Town Manager stated that this item is for informational purposes only as he would like to start the process to get it on the radar for possible funding Conditions are not getting any better and we need to start the process especially with the possibility of the new public boat ramp coming

The meeting adjourned at 447 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC WORKS COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Works Committee held a meeting on Tuesday March 28th 2017 at 447 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Michael Smith Chair Mrs Denise Tynes and Dr Milton Cook Other Council members present were Ms Connie Chapman Mr Randy Pack Mr Andrew Gregory Vice Mayor and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Works Committee Chair Mr Michael G Smith called the meeting to order

A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE COUNCILrsquoS AGENDA 1 Renewal of Street Maintenance Contract with Blair Brothers Inc ndash Ms Eubank reported that the town currently has an annual contract with Blair Brothers Inc for street maintenance services that expires on May 6th 2017 The town does reserve the right to renew the contract for two additional years one year at a time The street maintenance contract includes sidewalk repairs clearing and grading roadways and outfall ditches road repairs and road overlays Staff has been pleased with their work and therefore recommends that this contract be extended one additional year All contract terms will remain the same Committee will forward this item to Town Council for consideration

2 Proposals from Blair Brothers Inc for Street Maintenance Work ndash Mr Griffin reported that the proposals included in the agenda packet are for street that he would like to have paved this spring The streets include Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Mr Griffin stated that he also has one street that was approved by Town Council at their April 2016 meeting that was never paved and he would like to pave that one at this time as well This work is paid for through state Highway Funds that the town receives each quarter Committee recommends approval of all the proposals

3 Cary Street Drainage Improvement and Easement ndash Mr Griffin explained that Canada Land Surveying has prepared a plat of where the easement is located on Mr Gehringrsquos property and the other adjacent property owners This information will be forwarded to the Town Attorney to notify the adjacent property owners and get all the deeds recorded Blair Brothers has provided the town with a proposal to do the drainage improvements in the amount of $2253355 Staff recommends approval of proposal so that once the deeds have been recorded Blair Brothers can move forward with making the necessary drainage improvements Committee recommends approval of proposal

4 Smithfield Lake Dam Emergency Spillway and Hazard Mitigation Proposal from Draper Aden Associates (FEMA VDEM Grant) The Town Manager explained that included in the packet is a proposal from Draper Aden Associates for hazard mitigation work to the Smithfield Lake Dam emergency spillway The damage is on the downstream side of the dam near the emergency spillway The original cost estimate to put everything back just as it was prior to Hurricane Matthew was $85000 This expense would be covered by FEMA at 100 Discussion was held in regards to putting it back just as it was however if we have another heavy rainwind event it is very possible that the same thing will happen again Town staff has met with representatives from the Federal Emergency Management Agency (FEMA) and the Virginia Department of Emergency Management (VDEM) to initiate efforts to secure funding for permanent repairs and hazard mitigation work This funding will allow the town to make improvements and the cost of the work would be covered at 75 and at this time the townrsquos portion will be approximately $35000 for next yearrsquos budget This work must be procured by means of a competitive bid process In order to solicit competitive bids engineering and surveying services will be required to provide the appropriate information for contractors to develop bid proposals The additional work will look much like the primary spillway Committee expressed concern about the time it will take to bid the project out The Town Manager explained that Mr Griffin monitors the dam

on a weekly basis At this time this is not an emergency repair because it is not on the road side of the emergency spillway Committee asked if we have another heavy rain event and more washes out what happens The Town Manager stated that if that happens it could become an emergency repair at that time Committee recommends approval of Draper Aden Associates proposal

3 Closed Session Refuse and Recycling Services RFP - This item was discussed during closed session The Town Attorney stated that we need a motion to go into closed session for the discussion of the award of a public contract and discussion of terms not yet subject to public disclosure pursuant to 22-3711 A-29 of the Code of Virginia Vice Mayor Gregory so moved the motion and Ms Chapman seconded the motion

In Closed Session 506 Out of Closed Session 526

A motion was made to come back into open session by Vice Mayor Gregory and Seconded by Dr Cook

Meeting adjourned at 528 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

$15690 that is sitting there The Police Department has a CD that they have had for a number of years from a citizen that had left some money to the Police Department in their will The Police Department has opted to pull some of that money out to purchase various pieces of equipment This money is restricted for their use so that will come out of reserve The Pinewood Heights Escrow is up in the air depending on how many homes we acquire by the end of this fiscal year Ms Minga stated that she cannot plug in the number for operating reserves until we do the expense side of the budget Under Intergovernmental Virginia Law Enforcement 599 Funds are funds the state gives the town and they are not recommending any change for next year The Litter Control grant is something that town staff puts in for each year and we will put the same amount in the budget for next year Communication Tax from the state has consistently dropped over the last few years and staff believes this is due to state administrative fees The Personal Property Tax Relief Act (PPTRA) has remained flat since the program became stagnant The state has established a fixed amount to each locality and unless that changes this amount will remain the same for next year The TRIAD grant was granted this year and we expect that it will be granted for next yearrsquos budget The VCA grant is the matching grant for the Isle of Wight Arts League The grant is for $5000 and we give them $10000 The boat ramp grant does not look like it will get accomplished this fiscal year so it will be rolled over to next fiscal year Ms Minga stated that for Pinewood Heights she has put in the remainder of the CDBG grant that is left for Phase III because we are really rolling through it now Not sure if it will be depleted by June 30 but it will be close Under Line of credit proceeds the town has the $500000 line of credit for the Pinewood Heights project and the note proceeds for the $500000000 from Farmers Bank to be used like a one year revolving line of credit The town will need to draw most of that down by the end of the fiscal year This will be done before the contributing funds are used Insurance recoveries the town has taken in $1374799 and like cash proffers we do not budget for this If a claim is made then the budget will be amended Ms Minga stated that lastly under contributions the CHIP Program has been doing very well We are on track for this year however for next year with the volunteer work they are doing with Smithfield VA Events they are supposed to receive a check for approximately $10000 This amount will bump up the budget for next fiscal year Smithfield VA Events continues to make donations to the town through the proceeds of the festivals held at Windsor Castle Park

3 Establish Meeting Date- Special Budget Work Session - The special budget work session has been scheduled for April 18th 2017 400 pm at the Smithfield Center 4 February Financial Statements amp Graphs ndash Ms Minga reported that she did not have a lot to report on as most of her time has been spent on preparing the information for budget discussions Sewer consumption is very close to where we were last year Consumption continues to be down in the Gatling Pointe area The Town Manager stated that the accuracy of the meter going to Gatling Pointe is in question and staff may be

making a recommendation in the near future to change the entire meter out at a cost of approximately $17000

4 February Cash Balances ndash Ms Minga reported that the cash balances remain strong The VIP Pool has been pretty flat this year This will impact the townrsquos revenues next fiscal year - Water = $45645245 Water Debt Service = $81000834 Water Capital Escrow Availability Fees = $41742177 Water Treatment Plant Escrow = $11237909 Water Deposit Account = $8912571 Water Development Escrow = $11857194 Subtotal Water = $200395930 Sewer = $(438177) Sewer Development Escrow = $37686095 Sewer Capital Escrow Availability Fees = $79989178 Sewer Compliance = $181812809 Subtotal Sewer = $299049905 Highway = $12185463 General Fund = $302975059 Payroll = $19552696 Money Market General Fund Towne Bank = $220013 Business Super NOW-General Fund = $3338990 Money Market General Fund Farmers Bank = $29145156 General Fund Capital Escrow = $21602302 Certificate of Deposit = $52663145 Certificate of Deposit Police Dept = $3691019 Special Project Account = $305094457 Pinewood Heights Escrow = $7620948 SNAP Program = $229475 Museum Account = $15047569 Windsor Castle Acct $6350000 Subtotal General Fund = $767530829 TOTAL ALL FUNDS = $1279162127 5 Personnel Policies Manual Proposed Updates for Section 7 ndash Ms Ashley Rogers went over the changes that she has made to Section 7 - Workplace Safety There were also a couple of items added to Section 2 and 3 since it was updated earlier this year Section 7 Policy 71 Safety Program the only change was to add that Human Resources should be notified of a life threatening or contagious disease along with the Town Manager No changes to the rest of the policy Policy 72 Emergency Office Closing minor rewording for clarification purposes only Policy 73 Work Area there are no changes to this policy Policy 74 Bully Free Workplace (NEW) this policy discusses behavior that is inappropriate but not based on discriminatory actions Policy 75 Workplace Violence Prevention (NEW) has been reviewed and approved by the Virginia Municipal League (VML) This type of policy is pretty common in most employee handbooks It addresses acts of violence in the workplace weapons in the workplace and protective orders If an employee has a protective order against them then they must let the town know

Addition to Section 2 - Employment Ms Rogers explained that she is proposing an addition to Section 2 Performance and Evaluations The objective of this policy is to provide an overview of the performance planning and evaluation process The addition does not provide for a performance appraisal at the end of the probationary period but does involve a documented discussion surrounding goals The specific dates of the performance cycle are not listed It states that they are conducted on a ldquopre-determined annual daterdquo The evaluations are now

based on employeersquos performance in core competencies as well as their achievement of agreed upon SMART Goals This is different than the current evaluation that evaluates employeersquos capacity to perform job requirements conduct and supervision (if applicable) The focus is on helping both the employees and the Town perform at a high level

Addition to Section 3 ndash Corrective Action Policy (NEW) Ms Rogers explained that although the policy is new the concept is not It was located within the Standards of Conduct Policy The word ldquodisciplinaryrdquo was changed to ldquocorrectiverdquo action since the goal is really to correct the behavior Added two steps in the ldquoformal process ldquoVerbal Warningrdquo and ldquoFinal Written Warningrdquo These steps would provide ample opportunities to course correct either poor performance or conduct Although the town reserves the right to skip steps in the process as appropriate There is a list of offenses included that may warrant immediate termination The Town Manager stated that staff hopes to have the entire updated Personnel Policy Manual adopted by Town Council at their May meeting

Meeting Adjourned at 523 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PARKS AND RECREATION

COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Parks and Recreation Committee held a meeting on Tuesday March 28th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee member attending was Ms Connie Chapman Chair Mr Randy Pack and Mrs Denise Tynes Other Council members present were Mr Andrew Gregory Dr Milton Cook Mr Michael Smith and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Parks and Recreation Committee Chair Ms Connie Chapman called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA

1 Proposed Price Adjustment for the Smithfield Center Venue ndash Ms Musick explained that since the rates at the Smithfield Center were increased a year ago she has seen a reduction in bookings for Friday and Sunday events Bookings for Friday and Sunday events went from 14 available in 2016 to 32 available in 2017 She stated that she would like to propose lowering the rates for Friday and Sunday She feels she overshot her market by raising them too high for those days Committee agreed and recommends approval of lower the fee structure for Friday and Sunday events Ms Musick also stated that she would like to offer 50 off the established rate for bookings on a Friday Saturday or Sunday in the months of January and February as these months are hard to

book Committee agreed to the price adjustment of 50 off for January and February 2018 only at this time 2 Request to Use Clontz Park for the Annual Fireworks Display July 3rd 2017 ndash Ms Chapman stated that Isle of Wight County has requested the use of Clontz Park for the annual fireworks display Monday July 3rd The start time for the fireworks is 950 pm The County has also contacted Emergency Services Representatives to request their services during the display Committee recommends approval of the annual fireworks display at Clontz Park 3 Joseph W Luter Jr Sports Complex ndash MOU with Isle of Wight County ndash The Town Manager stated that he and the County Administrator have met and discussed the MOU between the town and county in regards to the Joseph W Luter Jr Sports Complex Minor changes have been made and the revised MOU was included in your packet today The MOU will be on the Board of Supervisors agenda at their April meeting The Town Manager stated that the County Administrator did not see reason for the County to review and approve rates Rates would be developed by Smithfield Recreation Association (SRA) and the town only Dr Cook expressed some concerns about the wording under casual use He stated that he envisions the sports complex to be much like Nike Park where the fields can be used by the general public when not being used by SRA It also requires users of the sports complex to pay a refundable deposit of $10000 per use Vice Mayor Gregory stated that this is not Nike Park and should not allow anyone to use it without any recourse if the property is damaged The town reserves the right to establish rules to govern the use of the park This facility will be a learning curve How much it can be used for casual use is yet to be determined The idea is to make the facility available but also make sure that it is not vandalized Dr Cook asked if county entities can use these facilities SRA has first use but when it is not is use by them the fields can be used by others by scheduling through Ms Musick at the Smithfield Center This allows the town to know what is going on at all times since it is town property After some discussion it was determined that ldquothe Town reserves the right to amend its fee structure in the futurerdquo needs to be included in the MOU Ms Chapman asked if the County would be responsible for any of the maintenance at the sports complex The Town Attorney stated that would be included in SRArsquos Lease Agreement with the Town in lieu of rent SRA will be responsible for all the maintenance with the exception of the multi-purpose field and the indoor facility once it has been constructed The County has no responsible for the maintenance of the complex Vice Mayor Gregory also stated that we are leaning on other groups that have already built facilities like these and the multi-use field may need some time after construction before it can be used We do not want to open the field too soon and they get ruined Having a turf expert come in and assess the field for use may need to be done before it is opened

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON COUNCILrsquoS AGENDA

1 Operational Update ndash Parks and Recreation Committee Report 2017 Event List ndashMs Musick reported that the Smithfield Center was busy for the month of March Upcoming events to note are the Womenrsquos Club Annual Flea Market on Saturday April 1st This is a first time event here at the Smithfield Center Also the Wine and Brew Festival is coming up on Saturday April 8th at Windsor Castle Park Ms Musick reported that the Manor House restoration project at Windsor Castle Park is still going strong Isle of Wight County Museum staff will be giving historical tours of the Manor House Property on Saturday April 29 at 200 pm Saturday June 10th at 200 pm and Saturday September 9th at 200 pm Mayor Williams and Roger Ealy will be present on these days to answer any questions about the ongoing restoration project Ms Musick stated that the Joseph W Luter Jr Sports Complex continues to move along quickly The dugouts were installed this week Pictures of the site work have been included in the agenda posting Committee thanked Ms Musick for the update 2 Joseph W Luter Jr Sports Complex ndash Update on Agreement with Smithfield Recreation Association (SRA) ndash The Town Attorney stated that he Ms Musick and the Town Manager are working on the agreement and will be meeting this Friday to discuss He mentioned that in all reality the agreement may not be ready until we get closer to the sports complex being complete It does not make much sense to sign an agreement that may need numerous amendments if approved too early

3 Clontz Park Boat Ramp Grant Status Report - The Town Manager stated that if you recall this project was bid out last fall and then Town Council rejected the bids in November because the bids were much higher than anticipated due to all the bids received having a cofferdam included in the construction of the project The bids exceeded the approved state grant from VMRC The grant money was supposed to cover the design and construction of the boat ramp The cofferdam by itself may cost $200000 so staff asked Jamie Weist of Kimley Horn Associates to look to see if there is anything with the design of the ramp that could be cut to save cost before rebidding One option would be to put in an articulated block ramp instead of the cofferdam but it is not recommended Option two would be to go back to VMRC to request an extension and see if there is additional grant money available based on the cost of the cofferdam Option three would be for the town to look at adding money to this project All the work below ground would be done with the grant funds and improvements made above ground level would be paid for by the town Mr Pack stated that he is on the RFAB board and recommends taking it back to request additional grant funding The Town Attorney mentioned that we need to keep in mind that there is a clause in the deed from Smithfield Foods where the project must be completed in a certain time frame There may need to be an amendment made if the project is granted an extension

4 Old Business Pagan River Dredging Request ndash The Town Manager stated that he has received a request to have the Pagan River dredged again particularly at Bob Shoal In 2015 the Presidentrsquos Fiscal year Budget did not include funding for dredging the Pagan River however it was noted that in the event that funds became available we do have the necessary environmental permits in place for the dredging and dredged material placement The Town Manager stated that this item is for informational purposes only as he would like to start the process to get it on the radar for possible funding Conditions are not getting any better and we need to start the process especially with the possibility of the new public boat ramp coming

The meeting adjourned at 447 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC WORKS COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Works Committee held a meeting on Tuesday March 28th 2017 at 447 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Michael Smith Chair Mrs Denise Tynes and Dr Milton Cook Other Council members present were Ms Connie Chapman Mr Randy Pack Mr Andrew Gregory Vice Mayor and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Works Committee Chair Mr Michael G Smith called the meeting to order

A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE COUNCILrsquoS AGENDA 1 Renewal of Street Maintenance Contract with Blair Brothers Inc ndash Ms Eubank reported that the town currently has an annual contract with Blair Brothers Inc for street maintenance services that expires on May 6th 2017 The town does reserve the right to renew the contract for two additional years one year at a time The street maintenance contract includes sidewalk repairs clearing and grading roadways and outfall ditches road repairs and road overlays Staff has been pleased with their work and therefore recommends that this contract be extended one additional year All contract terms will remain the same Committee will forward this item to Town Council for consideration

2 Proposals from Blair Brothers Inc for Street Maintenance Work ndash Mr Griffin reported that the proposals included in the agenda packet are for street that he would like to have paved this spring The streets include Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Mr Griffin stated that he also has one street that was approved by Town Council at their April 2016 meeting that was never paved and he would like to pave that one at this time as well This work is paid for through state Highway Funds that the town receives each quarter Committee recommends approval of all the proposals

3 Cary Street Drainage Improvement and Easement ndash Mr Griffin explained that Canada Land Surveying has prepared a plat of where the easement is located on Mr Gehringrsquos property and the other adjacent property owners This information will be forwarded to the Town Attorney to notify the adjacent property owners and get all the deeds recorded Blair Brothers has provided the town with a proposal to do the drainage improvements in the amount of $2253355 Staff recommends approval of proposal so that once the deeds have been recorded Blair Brothers can move forward with making the necessary drainage improvements Committee recommends approval of proposal

4 Smithfield Lake Dam Emergency Spillway and Hazard Mitigation Proposal from Draper Aden Associates (FEMA VDEM Grant) The Town Manager explained that included in the packet is a proposal from Draper Aden Associates for hazard mitigation work to the Smithfield Lake Dam emergency spillway The damage is on the downstream side of the dam near the emergency spillway The original cost estimate to put everything back just as it was prior to Hurricane Matthew was $85000 This expense would be covered by FEMA at 100 Discussion was held in regards to putting it back just as it was however if we have another heavy rainwind event it is very possible that the same thing will happen again Town staff has met with representatives from the Federal Emergency Management Agency (FEMA) and the Virginia Department of Emergency Management (VDEM) to initiate efforts to secure funding for permanent repairs and hazard mitigation work This funding will allow the town to make improvements and the cost of the work would be covered at 75 and at this time the townrsquos portion will be approximately $35000 for next yearrsquos budget This work must be procured by means of a competitive bid process In order to solicit competitive bids engineering and surveying services will be required to provide the appropriate information for contractors to develop bid proposals The additional work will look much like the primary spillway Committee expressed concern about the time it will take to bid the project out The Town Manager explained that Mr Griffin monitors the dam

on a weekly basis At this time this is not an emergency repair because it is not on the road side of the emergency spillway Committee asked if we have another heavy rain event and more washes out what happens The Town Manager stated that if that happens it could become an emergency repair at that time Committee recommends approval of Draper Aden Associates proposal

3 Closed Session Refuse and Recycling Services RFP - This item was discussed during closed session The Town Attorney stated that we need a motion to go into closed session for the discussion of the award of a public contract and discussion of terms not yet subject to public disclosure pursuant to 22-3711 A-29 of the Code of Virginia Vice Mayor Gregory so moved the motion and Ms Chapman seconded the motion

In Closed Session 506 Out of Closed Session 526

A motion was made to come back into open session by Vice Mayor Gregory and Seconded by Dr Cook

Meeting adjourned at 528 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

making a recommendation in the near future to change the entire meter out at a cost of approximately $17000

4 February Cash Balances ndash Ms Minga reported that the cash balances remain strong The VIP Pool has been pretty flat this year This will impact the townrsquos revenues next fiscal year - Water = $45645245 Water Debt Service = $81000834 Water Capital Escrow Availability Fees = $41742177 Water Treatment Plant Escrow = $11237909 Water Deposit Account = $8912571 Water Development Escrow = $11857194 Subtotal Water = $200395930 Sewer = $(438177) Sewer Development Escrow = $37686095 Sewer Capital Escrow Availability Fees = $79989178 Sewer Compliance = $181812809 Subtotal Sewer = $299049905 Highway = $12185463 General Fund = $302975059 Payroll = $19552696 Money Market General Fund Towne Bank = $220013 Business Super NOW-General Fund = $3338990 Money Market General Fund Farmers Bank = $29145156 General Fund Capital Escrow = $21602302 Certificate of Deposit = $52663145 Certificate of Deposit Police Dept = $3691019 Special Project Account = $305094457 Pinewood Heights Escrow = $7620948 SNAP Program = $229475 Museum Account = $15047569 Windsor Castle Acct $6350000 Subtotal General Fund = $767530829 TOTAL ALL FUNDS = $1279162127 5 Personnel Policies Manual Proposed Updates for Section 7 ndash Ms Ashley Rogers went over the changes that she has made to Section 7 - Workplace Safety There were also a couple of items added to Section 2 and 3 since it was updated earlier this year Section 7 Policy 71 Safety Program the only change was to add that Human Resources should be notified of a life threatening or contagious disease along with the Town Manager No changes to the rest of the policy Policy 72 Emergency Office Closing minor rewording for clarification purposes only Policy 73 Work Area there are no changes to this policy Policy 74 Bully Free Workplace (NEW) this policy discusses behavior that is inappropriate but not based on discriminatory actions Policy 75 Workplace Violence Prevention (NEW) has been reviewed and approved by the Virginia Municipal League (VML) This type of policy is pretty common in most employee handbooks It addresses acts of violence in the workplace weapons in the workplace and protective orders If an employee has a protective order against them then they must let the town know

Addition to Section 2 - Employment Ms Rogers explained that she is proposing an addition to Section 2 Performance and Evaluations The objective of this policy is to provide an overview of the performance planning and evaluation process The addition does not provide for a performance appraisal at the end of the probationary period but does involve a documented discussion surrounding goals The specific dates of the performance cycle are not listed It states that they are conducted on a ldquopre-determined annual daterdquo The evaluations are now

based on employeersquos performance in core competencies as well as their achievement of agreed upon SMART Goals This is different than the current evaluation that evaluates employeersquos capacity to perform job requirements conduct and supervision (if applicable) The focus is on helping both the employees and the Town perform at a high level

Addition to Section 3 ndash Corrective Action Policy (NEW) Ms Rogers explained that although the policy is new the concept is not It was located within the Standards of Conduct Policy The word ldquodisciplinaryrdquo was changed to ldquocorrectiverdquo action since the goal is really to correct the behavior Added two steps in the ldquoformal process ldquoVerbal Warningrdquo and ldquoFinal Written Warningrdquo These steps would provide ample opportunities to course correct either poor performance or conduct Although the town reserves the right to skip steps in the process as appropriate There is a list of offenses included that may warrant immediate termination The Town Manager stated that staff hopes to have the entire updated Personnel Policy Manual adopted by Town Council at their May meeting

Meeting Adjourned at 523 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PARKS AND RECREATION

COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Parks and Recreation Committee held a meeting on Tuesday March 28th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee member attending was Ms Connie Chapman Chair Mr Randy Pack and Mrs Denise Tynes Other Council members present were Mr Andrew Gregory Dr Milton Cook Mr Michael Smith and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Parks and Recreation Committee Chair Ms Connie Chapman called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA

1 Proposed Price Adjustment for the Smithfield Center Venue ndash Ms Musick explained that since the rates at the Smithfield Center were increased a year ago she has seen a reduction in bookings for Friday and Sunday events Bookings for Friday and Sunday events went from 14 available in 2016 to 32 available in 2017 She stated that she would like to propose lowering the rates for Friday and Sunday She feels she overshot her market by raising them too high for those days Committee agreed and recommends approval of lower the fee structure for Friday and Sunday events Ms Musick also stated that she would like to offer 50 off the established rate for bookings on a Friday Saturday or Sunday in the months of January and February as these months are hard to

book Committee agreed to the price adjustment of 50 off for January and February 2018 only at this time 2 Request to Use Clontz Park for the Annual Fireworks Display July 3rd 2017 ndash Ms Chapman stated that Isle of Wight County has requested the use of Clontz Park for the annual fireworks display Monday July 3rd The start time for the fireworks is 950 pm The County has also contacted Emergency Services Representatives to request their services during the display Committee recommends approval of the annual fireworks display at Clontz Park 3 Joseph W Luter Jr Sports Complex ndash MOU with Isle of Wight County ndash The Town Manager stated that he and the County Administrator have met and discussed the MOU between the town and county in regards to the Joseph W Luter Jr Sports Complex Minor changes have been made and the revised MOU was included in your packet today The MOU will be on the Board of Supervisors agenda at their April meeting The Town Manager stated that the County Administrator did not see reason for the County to review and approve rates Rates would be developed by Smithfield Recreation Association (SRA) and the town only Dr Cook expressed some concerns about the wording under casual use He stated that he envisions the sports complex to be much like Nike Park where the fields can be used by the general public when not being used by SRA It also requires users of the sports complex to pay a refundable deposit of $10000 per use Vice Mayor Gregory stated that this is not Nike Park and should not allow anyone to use it without any recourse if the property is damaged The town reserves the right to establish rules to govern the use of the park This facility will be a learning curve How much it can be used for casual use is yet to be determined The idea is to make the facility available but also make sure that it is not vandalized Dr Cook asked if county entities can use these facilities SRA has first use but when it is not is use by them the fields can be used by others by scheduling through Ms Musick at the Smithfield Center This allows the town to know what is going on at all times since it is town property After some discussion it was determined that ldquothe Town reserves the right to amend its fee structure in the futurerdquo needs to be included in the MOU Ms Chapman asked if the County would be responsible for any of the maintenance at the sports complex The Town Attorney stated that would be included in SRArsquos Lease Agreement with the Town in lieu of rent SRA will be responsible for all the maintenance with the exception of the multi-purpose field and the indoor facility once it has been constructed The County has no responsible for the maintenance of the complex Vice Mayor Gregory also stated that we are leaning on other groups that have already built facilities like these and the multi-use field may need some time after construction before it can be used We do not want to open the field too soon and they get ruined Having a turf expert come in and assess the field for use may need to be done before it is opened

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON COUNCILrsquoS AGENDA

1 Operational Update ndash Parks and Recreation Committee Report 2017 Event List ndashMs Musick reported that the Smithfield Center was busy for the month of March Upcoming events to note are the Womenrsquos Club Annual Flea Market on Saturday April 1st This is a first time event here at the Smithfield Center Also the Wine and Brew Festival is coming up on Saturday April 8th at Windsor Castle Park Ms Musick reported that the Manor House restoration project at Windsor Castle Park is still going strong Isle of Wight County Museum staff will be giving historical tours of the Manor House Property on Saturday April 29 at 200 pm Saturday June 10th at 200 pm and Saturday September 9th at 200 pm Mayor Williams and Roger Ealy will be present on these days to answer any questions about the ongoing restoration project Ms Musick stated that the Joseph W Luter Jr Sports Complex continues to move along quickly The dugouts were installed this week Pictures of the site work have been included in the agenda posting Committee thanked Ms Musick for the update 2 Joseph W Luter Jr Sports Complex ndash Update on Agreement with Smithfield Recreation Association (SRA) ndash The Town Attorney stated that he Ms Musick and the Town Manager are working on the agreement and will be meeting this Friday to discuss He mentioned that in all reality the agreement may not be ready until we get closer to the sports complex being complete It does not make much sense to sign an agreement that may need numerous amendments if approved too early

3 Clontz Park Boat Ramp Grant Status Report - The Town Manager stated that if you recall this project was bid out last fall and then Town Council rejected the bids in November because the bids were much higher than anticipated due to all the bids received having a cofferdam included in the construction of the project The bids exceeded the approved state grant from VMRC The grant money was supposed to cover the design and construction of the boat ramp The cofferdam by itself may cost $200000 so staff asked Jamie Weist of Kimley Horn Associates to look to see if there is anything with the design of the ramp that could be cut to save cost before rebidding One option would be to put in an articulated block ramp instead of the cofferdam but it is not recommended Option two would be to go back to VMRC to request an extension and see if there is additional grant money available based on the cost of the cofferdam Option three would be for the town to look at adding money to this project All the work below ground would be done with the grant funds and improvements made above ground level would be paid for by the town Mr Pack stated that he is on the RFAB board and recommends taking it back to request additional grant funding The Town Attorney mentioned that we need to keep in mind that there is a clause in the deed from Smithfield Foods where the project must be completed in a certain time frame There may need to be an amendment made if the project is granted an extension

4 Old Business Pagan River Dredging Request ndash The Town Manager stated that he has received a request to have the Pagan River dredged again particularly at Bob Shoal In 2015 the Presidentrsquos Fiscal year Budget did not include funding for dredging the Pagan River however it was noted that in the event that funds became available we do have the necessary environmental permits in place for the dredging and dredged material placement The Town Manager stated that this item is for informational purposes only as he would like to start the process to get it on the radar for possible funding Conditions are not getting any better and we need to start the process especially with the possibility of the new public boat ramp coming

The meeting adjourned at 447 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC WORKS COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Works Committee held a meeting on Tuesday March 28th 2017 at 447 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Michael Smith Chair Mrs Denise Tynes and Dr Milton Cook Other Council members present were Ms Connie Chapman Mr Randy Pack Mr Andrew Gregory Vice Mayor and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Works Committee Chair Mr Michael G Smith called the meeting to order

A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE COUNCILrsquoS AGENDA 1 Renewal of Street Maintenance Contract with Blair Brothers Inc ndash Ms Eubank reported that the town currently has an annual contract with Blair Brothers Inc for street maintenance services that expires on May 6th 2017 The town does reserve the right to renew the contract for two additional years one year at a time The street maintenance contract includes sidewalk repairs clearing and grading roadways and outfall ditches road repairs and road overlays Staff has been pleased with their work and therefore recommends that this contract be extended one additional year All contract terms will remain the same Committee will forward this item to Town Council for consideration

2 Proposals from Blair Brothers Inc for Street Maintenance Work ndash Mr Griffin reported that the proposals included in the agenda packet are for street that he would like to have paved this spring The streets include Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Mr Griffin stated that he also has one street that was approved by Town Council at their April 2016 meeting that was never paved and he would like to pave that one at this time as well This work is paid for through state Highway Funds that the town receives each quarter Committee recommends approval of all the proposals

3 Cary Street Drainage Improvement and Easement ndash Mr Griffin explained that Canada Land Surveying has prepared a plat of where the easement is located on Mr Gehringrsquos property and the other adjacent property owners This information will be forwarded to the Town Attorney to notify the adjacent property owners and get all the deeds recorded Blair Brothers has provided the town with a proposal to do the drainage improvements in the amount of $2253355 Staff recommends approval of proposal so that once the deeds have been recorded Blair Brothers can move forward with making the necessary drainage improvements Committee recommends approval of proposal

4 Smithfield Lake Dam Emergency Spillway and Hazard Mitigation Proposal from Draper Aden Associates (FEMA VDEM Grant) The Town Manager explained that included in the packet is a proposal from Draper Aden Associates for hazard mitigation work to the Smithfield Lake Dam emergency spillway The damage is on the downstream side of the dam near the emergency spillway The original cost estimate to put everything back just as it was prior to Hurricane Matthew was $85000 This expense would be covered by FEMA at 100 Discussion was held in regards to putting it back just as it was however if we have another heavy rainwind event it is very possible that the same thing will happen again Town staff has met with representatives from the Federal Emergency Management Agency (FEMA) and the Virginia Department of Emergency Management (VDEM) to initiate efforts to secure funding for permanent repairs and hazard mitigation work This funding will allow the town to make improvements and the cost of the work would be covered at 75 and at this time the townrsquos portion will be approximately $35000 for next yearrsquos budget This work must be procured by means of a competitive bid process In order to solicit competitive bids engineering and surveying services will be required to provide the appropriate information for contractors to develop bid proposals The additional work will look much like the primary spillway Committee expressed concern about the time it will take to bid the project out The Town Manager explained that Mr Griffin monitors the dam

on a weekly basis At this time this is not an emergency repair because it is not on the road side of the emergency spillway Committee asked if we have another heavy rain event and more washes out what happens The Town Manager stated that if that happens it could become an emergency repair at that time Committee recommends approval of Draper Aden Associates proposal

3 Closed Session Refuse and Recycling Services RFP - This item was discussed during closed session The Town Attorney stated that we need a motion to go into closed session for the discussion of the award of a public contract and discussion of terms not yet subject to public disclosure pursuant to 22-3711 A-29 of the Code of Virginia Vice Mayor Gregory so moved the motion and Ms Chapman seconded the motion

In Closed Session 506 Out of Closed Session 526

A motion was made to come back into open session by Vice Mayor Gregory and Seconded by Dr Cook

Meeting adjourned at 528 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

based on employeersquos performance in core competencies as well as their achievement of agreed upon SMART Goals This is different than the current evaluation that evaluates employeersquos capacity to perform job requirements conduct and supervision (if applicable) The focus is on helping both the employees and the Town perform at a high level

Addition to Section 3 ndash Corrective Action Policy (NEW) Ms Rogers explained that although the policy is new the concept is not It was located within the Standards of Conduct Policy The word ldquodisciplinaryrdquo was changed to ldquocorrectiverdquo action since the goal is really to correct the behavior Added two steps in the ldquoformal process ldquoVerbal Warningrdquo and ldquoFinal Written Warningrdquo These steps would provide ample opportunities to course correct either poor performance or conduct Although the town reserves the right to skip steps in the process as appropriate There is a list of offenses included that may warrant immediate termination The Town Manager stated that staff hopes to have the entire updated Personnel Policy Manual adopted by Town Council at their May meeting

Meeting Adjourned at 523 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PARKS AND RECREATION

COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Parks and Recreation Committee held a meeting on Tuesday March 28th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee member attending was Ms Connie Chapman Chair Mr Randy Pack and Mrs Denise Tynes Other Council members present were Mr Andrew Gregory Dr Milton Cook Mr Michael Smith and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Parks and Recreation Committee Chair Ms Connie Chapman called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA

1 Proposed Price Adjustment for the Smithfield Center Venue ndash Ms Musick explained that since the rates at the Smithfield Center were increased a year ago she has seen a reduction in bookings for Friday and Sunday events Bookings for Friday and Sunday events went from 14 available in 2016 to 32 available in 2017 She stated that she would like to propose lowering the rates for Friday and Sunday She feels she overshot her market by raising them too high for those days Committee agreed and recommends approval of lower the fee structure for Friday and Sunday events Ms Musick also stated that she would like to offer 50 off the established rate for bookings on a Friday Saturday or Sunday in the months of January and February as these months are hard to

book Committee agreed to the price adjustment of 50 off for January and February 2018 only at this time 2 Request to Use Clontz Park for the Annual Fireworks Display July 3rd 2017 ndash Ms Chapman stated that Isle of Wight County has requested the use of Clontz Park for the annual fireworks display Monday July 3rd The start time for the fireworks is 950 pm The County has also contacted Emergency Services Representatives to request their services during the display Committee recommends approval of the annual fireworks display at Clontz Park 3 Joseph W Luter Jr Sports Complex ndash MOU with Isle of Wight County ndash The Town Manager stated that he and the County Administrator have met and discussed the MOU between the town and county in regards to the Joseph W Luter Jr Sports Complex Minor changes have been made and the revised MOU was included in your packet today The MOU will be on the Board of Supervisors agenda at their April meeting The Town Manager stated that the County Administrator did not see reason for the County to review and approve rates Rates would be developed by Smithfield Recreation Association (SRA) and the town only Dr Cook expressed some concerns about the wording under casual use He stated that he envisions the sports complex to be much like Nike Park where the fields can be used by the general public when not being used by SRA It also requires users of the sports complex to pay a refundable deposit of $10000 per use Vice Mayor Gregory stated that this is not Nike Park and should not allow anyone to use it without any recourse if the property is damaged The town reserves the right to establish rules to govern the use of the park This facility will be a learning curve How much it can be used for casual use is yet to be determined The idea is to make the facility available but also make sure that it is not vandalized Dr Cook asked if county entities can use these facilities SRA has first use but when it is not is use by them the fields can be used by others by scheduling through Ms Musick at the Smithfield Center This allows the town to know what is going on at all times since it is town property After some discussion it was determined that ldquothe Town reserves the right to amend its fee structure in the futurerdquo needs to be included in the MOU Ms Chapman asked if the County would be responsible for any of the maintenance at the sports complex The Town Attorney stated that would be included in SRArsquos Lease Agreement with the Town in lieu of rent SRA will be responsible for all the maintenance with the exception of the multi-purpose field and the indoor facility once it has been constructed The County has no responsible for the maintenance of the complex Vice Mayor Gregory also stated that we are leaning on other groups that have already built facilities like these and the multi-use field may need some time after construction before it can be used We do not want to open the field too soon and they get ruined Having a turf expert come in and assess the field for use may need to be done before it is opened

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON COUNCILrsquoS AGENDA

1 Operational Update ndash Parks and Recreation Committee Report 2017 Event List ndashMs Musick reported that the Smithfield Center was busy for the month of March Upcoming events to note are the Womenrsquos Club Annual Flea Market on Saturday April 1st This is a first time event here at the Smithfield Center Also the Wine and Brew Festival is coming up on Saturday April 8th at Windsor Castle Park Ms Musick reported that the Manor House restoration project at Windsor Castle Park is still going strong Isle of Wight County Museum staff will be giving historical tours of the Manor House Property on Saturday April 29 at 200 pm Saturday June 10th at 200 pm and Saturday September 9th at 200 pm Mayor Williams and Roger Ealy will be present on these days to answer any questions about the ongoing restoration project Ms Musick stated that the Joseph W Luter Jr Sports Complex continues to move along quickly The dugouts were installed this week Pictures of the site work have been included in the agenda posting Committee thanked Ms Musick for the update 2 Joseph W Luter Jr Sports Complex ndash Update on Agreement with Smithfield Recreation Association (SRA) ndash The Town Attorney stated that he Ms Musick and the Town Manager are working on the agreement and will be meeting this Friday to discuss He mentioned that in all reality the agreement may not be ready until we get closer to the sports complex being complete It does not make much sense to sign an agreement that may need numerous amendments if approved too early

3 Clontz Park Boat Ramp Grant Status Report - The Town Manager stated that if you recall this project was bid out last fall and then Town Council rejected the bids in November because the bids were much higher than anticipated due to all the bids received having a cofferdam included in the construction of the project The bids exceeded the approved state grant from VMRC The grant money was supposed to cover the design and construction of the boat ramp The cofferdam by itself may cost $200000 so staff asked Jamie Weist of Kimley Horn Associates to look to see if there is anything with the design of the ramp that could be cut to save cost before rebidding One option would be to put in an articulated block ramp instead of the cofferdam but it is not recommended Option two would be to go back to VMRC to request an extension and see if there is additional grant money available based on the cost of the cofferdam Option three would be for the town to look at adding money to this project All the work below ground would be done with the grant funds and improvements made above ground level would be paid for by the town Mr Pack stated that he is on the RFAB board and recommends taking it back to request additional grant funding The Town Attorney mentioned that we need to keep in mind that there is a clause in the deed from Smithfield Foods where the project must be completed in a certain time frame There may need to be an amendment made if the project is granted an extension

4 Old Business Pagan River Dredging Request ndash The Town Manager stated that he has received a request to have the Pagan River dredged again particularly at Bob Shoal In 2015 the Presidentrsquos Fiscal year Budget did not include funding for dredging the Pagan River however it was noted that in the event that funds became available we do have the necessary environmental permits in place for the dredging and dredged material placement The Town Manager stated that this item is for informational purposes only as he would like to start the process to get it on the radar for possible funding Conditions are not getting any better and we need to start the process especially with the possibility of the new public boat ramp coming

The meeting adjourned at 447 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC WORKS COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Works Committee held a meeting on Tuesday March 28th 2017 at 447 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Michael Smith Chair Mrs Denise Tynes and Dr Milton Cook Other Council members present were Ms Connie Chapman Mr Randy Pack Mr Andrew Gregory Vice Mayor and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Works Committee Chair Mr Michael G Smith called the meeting to order

A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE COUNCILrsquoS AGENDA 1 Renewal of Street Maintenance Contract with Blair Brothers Inc ndash Ms Eubank reported that the town currently has an annual contract with Blair Brothers Inc for street maintenance services that expires on May 6th 2017 The town does reserve the right to renew the contract for two additional years one year at a time The street maintenance contract includes sidewalk repairs clearing and grading roadways and outfall ditches road repairs and road overlays Staff has been pleased with their work and therefore recommends that this contract be extended one additional year All contract terms will remain the same Committee will forward this item to Town Council for consideration

2 Proposals from Blair Brothers Inc for Street Maintenance Work ndash Mr Griffin reported that the proposals included in the agenda packet are for street that he would like to have paved this spring The streets include Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Mr Griffin stated that he also has one street that was approved by Town Council at their April 2016 meeting that was never paved and he would like to pave that one at this time as well This work is paid for through state Highway Funds that the town receives each quarter Committee recommends approval of all the proposals

3 Cary Street Drainage Improvement and Easement ndash Mr Griffin explained that Canada Land Surveying has prepared a plat of where the easement is located on Mr Gehringrsquos property and the other adjacent property owners This information will be forwarded to the Town Attorney to notify the adjacent property owners and get all the deeds recorded Blair Brothers has provided the town with a proposal to do the drainage improvements in the amount of $2253355 Staff recommends approval of proposal so that once the deeds have been recorded Blair Brothers can move forward with making the necessary drainage improvements Committee recommends approval of proposal

4 Smithfield Lake Dam Emergency Spillway and Hazard Mitigation Proposal from Draper Aden Associates (FEMA VDEM Grant) The Town Manager explained that included in the packet is a proposal from Draper Aden Associates for hazard mitigation work to the Smithfield Lake Dam emergency spillway The damage is on the downstream side of the dam near the emergency spillway The original cost estimate to put everything back just as it was prior to Hurricane Matthew was $85000 This expense would be covered by FEMA at 100 Discussion was held in regards to putting it back just as it was however if we have another heavy rainwind event it is very possible that the same thing will happen again Town staff has met with representatives from the Federal Emergency Management Agency (FEMA) and the Virginia Department of Emergency Management (VDEM) to initiate efforts to secure funding for permanent repairs and hazard mitigation work This funding will allow the town to make improvements and the cost of the work would be covered at 75 and at this time the townrsquos portion will be approximately $35000 for next yearrsquos budget This work must be procured by means of a competitive bid process In order to solicit competitive bids engineering and surveying services will be required to provide the appropriate information for contractors to develop bid proposals The additional work will look much like the primary spillway Committee expressed concern about the time it will take to bid the project out The Town Manager explained that Mr Griffin monitors the dam

on a weekly basis At this time this is not an emergency repair because it is not on the road side of the emergency spillway Committee asked if we have another heavy rain event and more washes out what happens The Town Manager stated that if that happens it could become an emergency repair at that time Committee recommends approval of Draper Aden Associates proposal

3 Closed Session Refuse and Recycling Services RFP - This item was discussed during closed session The Town Attorney stated that we need a motion to go into closed session for the discussion of the award of a public contract and discussion of terms not yet subject to public disclosure pursuant to 22-3711 A-29 of the Code of Virginia Vice Mayor Gregory so moved the motion and Ms Chapman seconded the motion

In Closed Session 506 Out of Closed Session 526

A motion was made to come back into open session by Vice Mayor Gregory and Seconded by Dr Cook

Meeting adjourned at 528 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PARKS AND RECREATION

COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Parks and Recreation Committee held a meeting on Tuesday March 28th 2017 at 400 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee member attending was Ms Connie Chapman Chair Mr Randy Pack and Mrs Denise Tynes Other Council members present were Mr Andrew Gregory Dr Milton Cook Mr Michael Smith and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Parks and Recreation Committee Chair Ms Connie Chapman called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA

1 Proposed Price Adjustment for the Smithfield Center Venue ndash Ms Musick explained that since the rates at the Smithfield Center were increased a year ago she has seen a reduction in bookings for Friday and Sunday events Bookings for Friday and Sunday events went from 14 available in 2016 to 32 available in 2017 She stated that she would like to propose lowering the rates for Friday and Sunday She feels she overshot her market by raising them too high for those days Committee agreed and recommends approval of lower the fee structure for Friday and Sunday events Ms Musick also stated that she would like to offer 50 off the established rate for bookings on a Friday Saturday or Sunday in the months of January and February as these months are hard to

book Committee agreed to the price adjustment of 50 off for January and February 2018 only at this time 2 Request to Use Clontz Park for the Annual Fireworks Display July 3rd 2017 ndash Ms Chapman stated that Isle of Wight County has requested the use of Clontz Park for the annual fireworks display Monday July 3rd The start time for the fireworks is 950 pm The County has also contacted Emergency Services Representatives to request their services during the display Committee recommends approval of the annual fireworks display at Clontz Park 3 Joseph W Luter Jr Sports Complex ndash MOU with Isle of Wight County ndash The Town Manager stated that he and the County Administrator have met and discussed the MOU between the town and county in regards to the Joseph W Luter Jr Sports Complex Minor changes have been made and the revised MOU was included in your packet today The MOU will be on the Board of Supervisors agenda at their April meeting The Town Manager stated that the County Administrator did not see reason for the County to review and approve rates Rates would be developed by Smithfield Recreation Association (SRA) and the town only Dr Cook expressed some concerns about the wording under casual use He stated that he envisions the sports complex to be much like Nike Park where the fields can be used by the general public when not being used by SRA It also requires users of the sports complex to pay a refundable deposit of $10000 per use Vice Mayor Gregory stated that this is not Nike Park and should not allow anyone to use it without any recourse if the property is damaged The town reserves the right to establish rules to govern the use of the park This facility will be a learning curve How much it can be used for casual use is yet to be determined The idea is to make the facility available but also make sure that it is not vandalized Dr Cook asked if county entities can use these facilities SRA has first use but when it is not is use by them the fields can be used by others by scheduling through Ms Musick at the Smithfield Center This allows the town to know what is going on at all times since it is town property After some discussion it was determined that ldquothe Town reserves the right to amend its fee structure in the futurerdquo needs to be included in the MOU Ms Chapman asked if the County would be responsible for any of the maintenance at the sports complex The Town Attorney stated that would be included in SRArsquos Lease Agreement with the Town in lieu of rent SRA will be responsible for all the maintenance with the exception of the multi-purpose field and the indoor facility once it has been constructed The County has no responsible for the maintenance of the complex Vice Mayor Gregory also stated that we are leaning on other groups that have already built facilities like these and the multi-use field may need some time after construction before it can be used We do not want to open the field too soon and they get ruined Having a turf expert come in and assess the field for use may need to be done before it is opened

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON COUNCILrsquoS AGENDA

1 Operational Update ndash Parks and Recreation Committee Report 2017 Event List ndashMs Musick reported that the Smithfield Center was busy for the month of March Upcoming events to note are the Womenrsquos Club Annual Flea Market on Saturday April 1st This is a first time event here at the Smithfield Center Also the Wine and Brew Festival is coming up on Saturday April 8th at Windsor Castle Park Ms Musick reported that the Manor House restoration project at Windsor Castle Park is still going strong Isle of Wight County Museum staff will be giving historical tours of the Manor House Property on Saturday April 29 at 200 pm Saturday June 10th at 200 pm and Saturday September 9th at 200 pm Mayor Williams and Roger Ealy will be present on these days to answer any questions about the ongoing restoration project Ms Musick stated that the Joseph W Luter Jr Sports Complex continues to move along quickly The dugouts were installed this week Pictures of the site work have been included in the agenda posting Committee thanked Ms Musick for the update 2 Joseph W Luter Jr Sports Complex ndash Update on Agreement with Smithfield Recreation Association (SRA) ndash The Town Attorney stated that he Ms Musick and the Town Manager are working on the agreement and will be meeting this Friday to discuss He mentioned that in all reality the agreement may not be ready until we get closer to the sports complex being complete It does not make much sense to sign an agreement that may need numerous amendments if approved too early

3 Clontz Park Boat Ramp Grant Status Report - The Town Manager stated that if you recall this project was bid out last fall and then Town Council rejected the bids in November because the bids were much higher than anticipated due to all the bids received having a cofferdam included in the construction of the project The bids exceeded the approved state grant from VMRC The grant money was supposed to cover the design and construction of the boat ramp The cofferdam by itself may cost $200000 so staff asked Jamie Weist of Kimley Horn Associates to look to see if there is anything with the design of the ramp that could be cut to save cost before rebidding One option would be to put in an articulated block ramp instead of the cofferdam but it is not recommended Option two would be to go back to VMRC to request an extension and see if there is additional grant money available based on the cost of the cofferdam Option three would be for the town to look at adding money to this project All the work below ground would be done with the grant funds and improvements made above ground level would be paid for by the town Mr Pack stated that he is on the RFAB board and recommends taking it back to request additional grant funding The Town Attorney mentioned that we need to keep in mind that there is a clause in the deed from Smithfield Foods where the project must be completed in a certain time frame There may need to be an amendment made if the project is granted an extension

4 Old Business Pagan River Dredging Request ndash The Town Manager stated that he has received a request to have the Pagan River dredged again particularly at Bob Shoal In 2015 the Presidentrsquos Fiscal year Budget did not include funding for dredging the Pagan River however it was noted that in the event that funds became available we do have the necessary environmental permits in place for the dredging and dredged material placement The Town Manager stated that this item is for informational purposes only as he would like to start the process to get it on the radar for possible funding Conditions are not getting any better and we need to start the process especially with the possibility of the new public boat ramp coming

The meeting adjourned at 447 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC WORKS COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Works Committee held a meeting on Tuesday March 28th 2017 at 447 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Michael Smith Chair Mrs Denise Tynes and Dr Milton Cook Other Council members present were Ms Connie Chapman Mr Randy Pack Mr Andrew Gregory Vice Mayor and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Works Committee Chair Mr Michael G Smith called the meeting to order

A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE COUNCILrsquoS AGENDA 1 Renewal of Street Maintenance Contract with Blair Brothers Inc ndash Ms Eubank reported that the town currently has an annual contract with Blair Brothers Inc for street maintenance services that expires on May 6th 2017 The town does reserve the right to renew the contract for two additional years one year at a time The street maintenance contract includes sidewalk repairs clearing and grading roadways and outfall ditches road repairs and road overlays Staff has been pleased with their work and therefore recommends that this contract be extended one additional year All contract terms will remain the same Committee will forward this item to Town Council for consideration

2 Proposals from Blair Brothers Inc for Street Maintenance Work ndash Mr Griffin reported that the proposals included in the agenda packet are for street that he would like to have paved this spring The streets include Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Mr Griffin stated that he also has one street that was approved by Town Council at their April 2016 meeting that was never paved and he would like to pave that one at this time as well This work is paid for through state Highway Funds that the town receives each quarter Committee recommends approval of all the proposals

3 Cary Street Drainage Improvement and Easement ndash Mr Griffin explained that Canada Land Surveying has prepared a plat of where the easement is located on Mr Gehringrsquos property and the other adjacent property owners This information will be forwarded to the Town Attorney to notify the adjacent property owners and get all the deeds recorded Blair Brothers has provided the town with a proposal to do the drainage improvements in the amount of $2253355 Staff recommends approval of proposal so that once the deeds have been recorded Blair Brothers can move forward with making the necessary drainage improvements Committee recommends approval of proposal

4 Smithfield Lake Dam Emergency Spillway and Hazard Mitigation Proposal from Draper Aden Associates (FEMA VDEM Grant) The Town Manager explained that included in the packet is a proposal from Draper Aden Associates for hazard mitigation work to the Smithfield Lake Dam emergency spillway The damage is on the downstream side of the dam near the emergency spillway The original cost estimate to put everything back just as it was prior to Hurricane Matthew was $85000 This expense would be covered by FEMA at 100 Discussion was held in regards to putting it back just as it was however if we have another heavy rainwind event it is very possible that the same thing will happen again Town staff has met with representatives from the Federal Emergency Management Agency (FEMA) and the Virginia Department of Emergency Management (VDEM) to initiate efforts to secure funding for permanent repairs and hazard mitigation work This funding will allow the town to make improvements and the cost of the work would be covered at 75 and at this time the townrsquos portion will be approximately $35000 for next yearrsquos budget This work must be procured by means of a competitive bid process In order to solicit competitive bids engineering and surveying services will be required to provide the appropriate information for contractors to develop bid proposals The additional work will look much like the primary spillway Committee expressed concern about the time it will take to bid the project out The Town Manager explained that Mr Griffin monitors the dam

on a weekly basis At this time this is not an emergency repair because it is not on the road side of the emergency spillway Committee asked if we have another heavy rain event and more washes out what happens The Town Manager stated that if that happens it could become an emergency repair at that time Committee recommends approval of Draper Aden Associates proposal

3 Closed Session Refuse and Recycling Services RFP - This item was discussed during closed session The Town Attorney stated that we need a motion to go into closed session for the discussion of the award of a public contract and discussion of terms not yet subject to public disclosure pursuant to 22-3711 A-29 of the Code of Virginia Vice Mayor Gregory so moved the motion and Ms Chapman seconded the motion

In Closed Session 506 Out of Closed Session 526

A motion was made to come back into open session by Vice Mayor Gregory and Seconded by Dr Cook

Meeting adjourned at 528 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

book Committee agreed to the price adjustment of 50 off for January and February 2018 only at this time 2 Request to Use Clontz Park for the Annual Fireworks Display July 3rd 2017 ndash Ms Chapman stated that Isle of Wight County has requested the use of Clontz Park for the annual fireworks display Monday July 3rd The start time for the fireworks is 950 pm The County has also contacted Emergency Services Representatives to request their services during the display Committee recommends approval of the annual fireworks display at Clontz Park 3 Joseph W Luter Jr Sports Complex ndash MOU with Isle of Wight County ndash The Town Manager stated that he and the County Administrator have met and discussed the MOU between the town and county in regards to the Joseph W Luter Jr Sports Complex Minor changes have been made and the revised MOU was included in your packet today The MOU will be on the Board of Supervisors agenda at their April meeting The Town Manager stated that the County Administrator did not see reason for the County to review and approve rates Rates would be developed by Smithfield Recreation Association (SRA) and the town only Dr Cook expressed some concerns about the wording under casual use He stated that he envisions the sports complex to be much like Nike Park where the fields can be used by the general public when not being used by SRA It also requires users of the sports complex to pay a refundable deposit of $10000 per use Vice Mayor Gregory stated that this is not Nike Park and should not allow anyone to use it without any recourse if the property is damaged The town reserves the right to establish rules to govern the use of the park This facility will be a learning curve How much it can be used for casual use is yet to be determined The idea is to make the facility available but also make sure that it is not vandalized Dr Cook asked if county entities can use these facilities SRA has first use but when it is not is use by them the fields can be used by others by scheduling through Ms Musick at the Smithfield Center This allows the town to know what is going on at all times since it is town property After some discussion it was determined that ldquothe Town reserves the right to amend its fee structure in the futurerdquo needs to be included in the MOU Ms Chapman asked if the County would be responsible for any of the maintenance at the sports complex The Town Attorney stated that would be included in SRArsquos Lease Agreement with the Town in lieu of rent SRA will be responsible for all the maintenance with the exception of the multi-purpose field and the indoor facility once it has been constructed The County has no responsible for the maintenance of the complex Vice Mayor Gregory also stated that we are leaning on other groups that have already built facilities like these and the multi-use field may need some time after construction before it can be used We do not want to open the field too soon and they get ruined Having a turf expert come in and assess the field for use may need to be done before it is opened

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON COUNCILrsquoS AGENDA

1 Operational Update ndash Parks and Recreation Committee Report 2017 Event List ndashMs Musick reported that the Smithfield Center was busy for the month of March Upcoming events to note are the Womenrsquos Club Annual Flea Market on Saturday April 1st This is a first time event here at the Smithfield Center Also the Wine and Brew Festival is coming up on Saturday April 8th at Windsor Castle Park Ms Musick reported that the Manor House restoration project at Windsor Castle Park is still going strong Isle of Wight County Museum staff will be giving historical tours of the Manor House Property on Saturday April 29 at 200 pm Saturday June 10th at 200 pm and Saturday September 9th at 200 pm Mayor Williams and Roger Ealy will be present on these days to answer any questions about the ongoing restoration project Ms Musick stated that the Joseph W Luter Jr Sports Complex continues to move along quickly The dugouts were installed this week Pictures of the site work have been included in the agenda posting Committee thanked Ms Musick for the update 2 Joseph W Luter Jr Sports Complex ndash Update on Agreement with Smithfield Recreation Association (SRA) ndash The Town Attorney stated that he Ms Musick and the Town Manager are working on the agreement and will be meeting this Friday to discuss He mentioned that in all reality the agreement may not be ready until we get closer to the sports complex being complete It does not make much sense to sign an agreement that may need numerous amendments if approved too early

3 Clontz Park Boat Ramp Grant Status Report - The Town Manager stated that if you recall this project was bid out last fall and then Town Council rejected the bids in November because the bids were much higher than anticipated due to all the bids received having a cofferdam included in the construction of the project The bids exceeded the approved state grant from VMRC The grant money was supposed to cover the design and construction of the boat ramp The cofferdam by itself may cost $200000 so staff asked Jamie Weist of Kimley Horn Associates to look to see if there is anything with the design of the ramp that could be cut to save cost before rebidding One option would be to put in an articulated block ramp instead of the cofferdam but it is not recommended Option two would be to go back to VMRC to request an extension and see if there is additional grant money available based on the cost of the cofferdam Option three would be for the town to look at adding money to this project All the work below ground would be done with the grant funds and improvements made above ground level would be paid for by the town Mr Pack stated that he is on the RFAB board and recommends taking it back to request additional grant funding The Town Attorney mentioned that we need to keep in mind that there is a clause in the deed from Smithfield Foods where the project must be completed in a certain time frame There may need to be an amendment made if the project is granted an extension

4 Old Business Pagan River Dredging Request ndash The Town Manager stated that he has received a request to have the Pagan River dredged again particularly at Bob Shoal In 2015 the Presidentrsquos Fiscal year Budget did not include funding for dredging the Pagan River however it was noted that in the event that funds became available we do have the necessary environmental permits in place for the dredging and dredged material placement The Town Manager stated that this item is for informational purposes only as he would like to start the process to get it on the radar for possible funding Conditions are not getting any better and we need to start the process especially with the possibility of the new public boat ramp coming

The meeting adjourned at 447 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC WORKS COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Works Committee held a meeting on Tuesday March 28th 2017 at 447 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Michael Smith Chair Mrs Denise Tynes and Dr Milton Cook Other Council members present were Ms Connie Chapman Mr Randy Pack Mr Andrew Gregory Vice Mayor and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Works Committee Chair Mr Michael G Smith called the meeting to order

A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE COUNCILrsquoS AGENDA 1 Renewal of Street Maintenance Contract with Blair Brothers Inc ndash Ms Eubank reported that the town currently has an annual contract with Blair Brothers Inc for street maintenance services that expires on May 6th 2017 The town does reserve the right to renew the contract for two additional years one year at a time The street maintenance contract includes sidewalk repairs clearing and grading roadways and outfall ditches road repairs and road overlays Staff has been pleased with their work and therefore recommends that this contract be extended one additional year All contract terms will remain the same Committee will forward this item to Town Council for consideration

2 Proposals from Blair Brothers Inc for Street Maintenance Work ndash Mr Griffin reported that the proposals included in the agenda packet are for street that he would like to have paved this spring The streets include Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Mr Griffin stated that he also has one street that was approved by Town Council at their April 2016 meeting that was never paved and he would like to pave that one at this time as well This work is paid for through state Highway Funds that the town receives each quarter Committee recommends approval of all the proposals

3 Cary Street Drainage Improvement and Easement ndash Mr Griffin explained that Canada Land Surveying has prepared a plat of where the easement is located on Mr Gehringrsquos property and the other adjacent property owners This information will be forwarded to the Town Attorney to notify the adjacent property owners and get all the deeds recorded Blair Brothers has provided the town with a proposal to do the drainage improvements in the amount of $2253355 Staff recommends approval of proposal so that once the deeds have been recorded Blair Brothers can move forward with making the necessary drainage improvements Committee recommends approval of proposal

4 Smithfield Lake Dam Emergency Spillway and Hazard Mitigation Proposal from Draper Aden Associates (FEMA VDEM Grant) The Town Manager explained that included in the packet is a proposal from Draper Aden Associates for hazard mitigation work to the Smithfield Lake Dam emergency spillway The damage is on the downstream side of the dam near the emergency spillway The original cost estimate to put everything back just as it was prior to Hurricane Matthew was $85000 This expense would be covered by FEMA at 100 Discussion was held in regards to putting it back just as it was however if we have another heavy rainwind event it is very possible that the same thing will happen again Town staff has met with representatives from the Federal Emergency Management Agency (FEMA) and the Virginia Department of Emergency Management (VDEM) to initiate efforts to secure funding for permanent repairs and hazard mitigation work This funding will allow the town to make improvements and the cost of the work would be covered at 75 and at this time the townrsquos portion will be approximately $35000 for next yearrsquos budget This work must be procured by means of a competitive bid process In order to solicit competitive bids engineering and surveying services will be required to provide the appropriate information for contractors to develop bid proposals The additional work will look much like the primary spillway Committee expressed concern about the time it will take to bid the project out The Town Manager explained that Mr Griffin monitors the dam

on a weekly basis At this time this is not an emergency repair because it is not on the road side of the emergency spillway Committee asked if we have another heavy rain event and more washes out what happens The Town Manager stated that if that happens it could become an emergency repair at that time Committee recommends approval of Draper Aden Associates proposal

3 Closed Session Refuse and Recycling Services RFP - This item was discussed during closed session The Town Attorney stated that we need a motion to go into closed session for the discussion of the award of a public contract and discussion of terms not yet subject to public disclosure pursuant to 22-3711 A-29 of the Code of Virginia Vice Mayor Gregory so moved the motion and Ms Chapman seconded the motion

In Closed Session 506 Out of Closed Session 526

A motion was made to come back into open session by Vice Mayor Gregory and Seconded by Dr Cook

Meeting adjourned at 528 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON COUNCILrsquoS AGENDA

1 Operational Update ndash Parks and Recreation Committee Report 2017 Event List ndashMs Musick reported that the Smithfield Center was busy for the month of March Upcoming events to note are the Womenrsquos Club Annual Flea Market on Saturday April 1st This is a first time event here at the Smithfield Center Also the Wine and Brew Festival is coming up on Saturday April 8th at Windsor Castle Park Ms Musick reported that the Manor House restoration project at Windsor Castle Park is still going strong Isle of Wight County Museum staff will be giving historical tours of the Manor House Property on Saturday April 29 at 200 pm Saturday June 10th at 200 pm and Saturday September 9th at 200 pm Mayor Williams and Roger Ealy will be present on these days to answer any questions about the ongoing restoration project Ms Musick stated that the Joseph W Luter Jr Sports Complex continues to move along quickly The dugouts were installed this week Pictures of the site work have been included in the agenda posting Committee thanked Ms Musick for the update 2 Joseph W Luter Jr Sports Complex ndash Update on Agreement with Smithfield Recreation Association (SRA) ndash The Town Attorney stated that he Ms Musick and the Town Manager are working on the agreement and will be meeting this Friday to discuss He mentioned that in all reality the agreement may not be ready until we get closer to the sports complex being complete It does not make much sense to sign an agreement that may need numerous amendments if approved too early

3 Clontz Park Boat Ramp Grant Status Report - The Town Manager stated that if you recall this project was bid out last fall and then Town Council rejected the bids in November because the bids were much higher than anticipated due to all the bids received having a cofferdam included in the construction of the project The bids exceeded the approved state grant from VMRC The grant money was supposed to cover the design and construction of the boat ramp The cofferdam by itself may cost $200000 so staff asked Jamie Weist of Kimley Horn Associates to look to see if there is anything with the design of the ramp that could be cut to save cost before rebidding One option would be to put in an articulated block ramp instead of the cofferdam but it is not recommended Option two would be to go back to VMRC to request an extension and see if there is additional grant money available based on the cost of the cofferdam Option three would be for the town to look at adding money to this project All the work below ground would be done with the grant funds and improvements made above ground level would be paid for by the town Mr Pack stated that he is on the RFAB board and recommends taking it back to request additional grant funding The Town Attorney mentioned that we need to keep in mind that there is a clause in the deed from Smithfield Foods where the project must be completed in a certain time frame There may need to be an amendment made if the project is granted an extension

4 Old Business Pagan River Dredging Request ndash The Town Manager stated that he has received a request to have the Pagan River dredged again particularly at Bob Shoal In 2015 the Presidentrsquos Fiscal year Budget did not include funding for dredging the Pagan River however it was noted that in the event that funds became available we do have the necessary environmental permits in place for the dredging and dredged material placement The Town Manager stated that this item is for informational purposes only as he would like to start the process to get it on the radar for possible funding Conditions are not getting any better and we need to start the process especially with the possibility of the new public boat ramp coming

The meeting adjourned at 447 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC WORKS COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Works Committee held a meeting on Tuesday March 28th 2017 at 447 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Michael Smith Chair Mrs Denise Tynes and Dr Milton Cook Other Council members present were Ms Connie Chapman Mr Randy Pack Mr Andrew Gregory Vice Mayor and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Works Committee Chair Mr Michael G Smith called the meeting to order

A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE COUNCILrsquoS AGENDA 1 Renewal of Street Maintenance Contract with Blair Brothers Inc ndash Ms Eubank reported that the town currently has an annual contract with Blair Brothers Inc for street maintenance services that expires on May 6th 2017 The town does reserve the right to renew the contract for two additional years one year at a time The street maintenance contract includes sidewalk repairs clearing and grading roadways and outfall ditches road repairs and road overlays Staff has been pleased with their work and therefore recommends that this contract be extended one additional year All contract terms will remain the same Committee will forward this item to Town Council for consideration

2 Proposals from Blair Brothers Inc for Street Maintenance Work ndash Mr Griffin reported that the proposals included in the agenda packet are for street that he would like to have paved this spring The streets include Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Mr Griffin stated that he also has one street that was approved by Town Council at their April 2016 meeting that was never paved and he would like to pave that one at this time as well This work is paid for through state Highway Funds that the town receives each quarter Committee recommends approval of all the proposals

3 Cary Street Drainage Improvement and Easement ndash Mr Griffin explained that Canada Land Surveying has prepared a plat of where the easement is located on Mr Gehringrsquos property and the other adjacent property owners This information will be forwarded to the Town Attorney to notify the adjacent property owners and get all the deeds recorded Blair Brothers has provided the town with a proposal to do the drainage improvements in the amount of $2253355 Staff recommends approval of proposal so that once the deeds have been recorded Blair Brothers can move forward with making the necessary drainage improvements Committee recommends approval of proposal

4 Smithfield Lake Dam Emergency Spillway and Hazard Mitigation Proposal from Draper Aden Associates (FEMA VDEM Grant) The Town Manager explained that included in the packet is a proposal from Draper Aden Associates for hazard mitigation work to the Smithfield Lake Dam emergency spillway The damage is on the downstream side of the dam near the emergency spillway The original cost estimate to put everything back just as it was prior to Hurricane Matthew was $85000 This expense would be covered by FEMA at 100 Discussion was held in regards to putting it back just as it was however if we have another heavy rainwind event it is very possible that the same thing will happen again Town staff has met with representatives from the Federal Emergency Management Agency (FEMA) and the Virginia Department of Emergency Management (VDEM) to initiate efforts to secure funding for permanent repairs and hazard mitigation work This funding will allow the town to make improvements and the cost of the work would be covered at 75 and at this time the townrsquos portion will be approximately $35000 for next yearrsquos budget This work must be procured by means of a competitive bid process In order to solicit competitive bids engineering and surveying services will be required to provide the appropriate information for contractors to develop bid proposals The additional work will look much like the primary spillway Committee expressed concern about the time it will take to bid the project out The Town Manager explained that Mr Griffin monitors the dam

on a weekly basis At this time this is not an emergency repair because it is not on the road side of the emergency spillway Committee asked if we have another heavy rain event and more washes out what happens The Town Manager stated that if that happens it could become an emergency repair at that time Committee recommends approval of Draper Aden Associates proposal

3 Closed Session Refuse and Recycling Services RFP - This item was discussed during closed session The Town Attorney stated that we need a motion to go into closed session for the discussion of the award of a public contract and discussion of terms not yet subject to public disclosure pursuant to 22-3711 A-29 of the Code of Virginia Vice Mayor Gregory so moved the motion and Ms Chapman seconded the motion

In Closed Session 506 Out of Closed Session 526

A motion was made to come back into open session by Vice Mayor Gregory and Seconded by Dr Cook

Meeting adjourned at 528 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

4 Old Business Pagan River Dredging Request ndash The Town Manager stated that he has received a request to have the Pagan River dredged again particularly at Bob Shoal In 2015 the Presidentrsquos Fiscal year Budget did not include funding for dredging the Pagan River however it was noted that in the event that funds became available we do have the necessary environmental permits in place for the dredging and dredged material placement The Town Manager stated that this item is for informational purposes only as he would like to start the process to get it on the radar for possible funding Conditions are not getting any better and we need to start the process especially with the possibility of the new public boat ramp coming

The meeting adjourned at 447 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC WORKS COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Works Committee held a meeting on Tuesday March 28th 2017 at 447 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Michael Smith Chair Mrs Denise Tynes and Dr Milton Cook Other Council members present were Ms Connie Chapman Mr Randy Pack Mr Andrew Gregory Vice Mayor and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Works Committee Chair Mr Michael G Smith called the meeting to order

A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE COUNCILrsquoS AGENDA 1 Renewal of Street Maintenance Contract with Blair Brothers Inc ndash Ms Eubank reported that the town currently has an annual contract with Blair Brothers Inc for street maintenance services that expires on May 6th 2017 The town does reserve the right to renew the contract for two additional years one year at a time The street maintenance contract includes sidewalk repairs clearing and grading roadways and outfall ditches road repairs and road overlays Staff has been pleased with their work and therefore recommends that this contract be extended one additional year All contract terms will remain the same Committee will forward this item to Town Council for consideration

2 Proposals from Blair Brothers Inc for Street Maintenance Work ndash Mr Griffin reported that the proposals included in the agenda packet are for street that he would like to have paved this spring The streets include Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Mr Griffin stated that he also has one street that was approved by Town Council at their April 2016 meeting that was never paved and he would like to pave that one at this time as well This work is paid for through state Highway Funds that the town receives each quarter Committee recommends approval of all the proposals

3 Cary Street Drainage Improvement and Easement ndash Mr Griffin explained that Canada Land Surveying has prepared a plat of where the easement is located on Mr Gehringrsquos property and the other adjacent property owners This information will be forwarded to the Town Attorney to notify the adjacent property owners and get all the deeds recorded Blair Brothers has provided the town with a proposal to do the drainage improvements in the amount of $2253355 Staff recommends approval of proposal so that once the deeds have been recorded Blair Brothers can move forward with making the necessary drainage improvements Committee recommends approval of proposal

4 Smithfield Lake Dam Emergency Spillway and Hazard Mitigation Proposal from Draper Aden Associates (FEMA VDEM Grant) The Town Manager explained that included in the packet is a proposal from Draper Aden Associates for hazard mitigation work to the Smithfield Lake Dam emergency spillway The damage is on the downstream side of the dam near the emergency spillway The original cost estimate to put everything back just as it was prior to Hurricane Matthew was $85000 This expense would be covered by FEMA at 100 Discussion was held in regards to putting it back just as it was however if we have another heavy rainwind event it is very possible that the same thing will happen again Town staff has met with representatives from the Federal Emergency Management Agency (FEMA) and the Virginia Department of Emergency Management (VDEM) to initiate efforts to secure funding for permanent repairs and hazard mitigation work This funding will allow the town to make improvements and the cost of the work would be covered at 75 and at this time the townrsquos portion will be approximately $35000 for next yearrsquos budget This work must be procured by means of a competitive bid process In order to solicit competitive bids engineering and surveying services will be required to provide the appropriate information for contractors to develop bid proposals The additional work will look much like the primary spillway Committee expressed concern about the time it will take to bid the project out The Town Manager explained that Mr Griffin monitors the dam

on a weekly basis At this time this is not an emergency repair because it is not on the road side of the emergency spillway Committee asked if we have another heavy rain event and more washes out what happens The Town Manager stated that if that happens it could become an emergency repair at that time Committee recommends approval of Draper Aden Associates proposal

3 Closed Session Refuse and Recycling Services RFP - This item was discussed during closed session The Town Attorney stated that we need a motion to go into closed session for the discussion of the award of a public contract and discussion of terms not yet subject to public disclosure pursuant to 22-3711 A-29 of the Code of Virginia Vice Mayor Gregory so moved the motion and Ms Chapman seconded the motion

In Closed Session 506 Out of Closed Session 526

A motion was made to come back into open session by Vice Mayor Gregory and Seconded by Dr Cook

Meeting adjourned at 528 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC WORKS COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Works Committee held a meeting on Tuesday March 28th 2017 at 447 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Mr Michael Smith Chair Mrs Denise Tynes and Dr Milton Cook Other Council members present were Ms Connie Chapman Mr Randy Pack Mr Andrew Gregory Vice Mayor and Mr Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator Mr Jessie Snead Superintendent of Public Works Ms Sonja Eubank Office Manager of Public Works Mr Wayne Griffin Town Engineer and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Works Committee Chair Mr Michael G Smith called the meeting to order

A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON THE COUNCILrsquoS AGENDA 1 Renewal of Street Maintenance Contract with Blair Brothers Inc ndash Ms Eubank reported that the town currently has an annual contract with Blair Brothers Inc for street maintenance services that expires on May 6th 2017 The town does reserve the right to renew the contract for two additional years one year at a time The street maintenance contract includes sidewalk repairs clearing and grading roadways and outfall ditches road repairs and road overlays Staff has been pleased with their work and therefore recommends that this contract be extended one additional year All contract terms will remain the same Committee will forward this item to Town Council for consideration

2 Proposals from Blair Brothers Inc for Street Maintenance Work ndash Mr Griffin reported that the proposals included in the agenda packet are for street that he would like to have paved this spring The streets include Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Mr Griffin stated that he also has one street that was approved by Town Council at their April 2016 meeting that was never paved and he would like to pave that one at this time as well This work is paid for through state Highway Funds that the town receives each quarter Committee recommends approval of all the proposals

3 Cary Street Drainage Improvement and Easement ndash Mr Griffin explained that Canada Land Surveying has prepared a plat of where the easement is located on Mr Gehringrsquos property and the other adjacent property owners This information will be forwarded to the Town Attorney to notify the adjacent property owners and get all the deeds recorded Blair Brothers has provided the town with a proposal to do the drainage improvements in the amount of $2253355 Staff recommends approval of proposal so that once the deeds have been recorded Blair Brothers can move forward with making the necessary drainage improvements Committee recommends approval of proposal

4 Smithfield Lake Dam Emergency Spillway and Hazard Mitigation Proposal from Draper Aden Associates (FEMA VDEM Grant) The Town Manager explained that included in the packet is a proposal from Draper Aden Associates for hazard mitigation work to the Smithfield Lake Dam emergency spillway The damage is on the downstream side of the dam near the emergency spillway The original cost estimate to put everything back just as it was prior to Hurricane Matthew was $85000 This expense would be covered by FEMA at 100 Discussion was held in regards to putting it back just as it was however if we have another heavy rainwind event it is very possible that the same thing will happen again Town staff has met with representatives from the Federal Emergency Management Agency (FEMA) and the Virginia Department of Emergency Management (VDEM) to initiate efforts to secure funding for permanent repairs and hazard mitigation work This funding will allow the town to make improvements and the cost of the work would be covered at 75 and at this time the townrsquos portion will be approximately $35000 for next yearrsquos budget This work must be procured by means of a competitive bid process In order to solicit competitive bids engineering and surveying services will be required to provide the appropriate information for contractors to develop bid proposals The additional work will look much like the primary spillway Committee expressed concern about the time it will take to bid the project out The Town Manager explained that Mr Griffin monitors the dam

on a weekly basis At this time this is not an emergency repair because it is not on the road side of the emergency spillway Committee asked if we have another heavy rain event and more washes out what happens The Town Manager stated that if that happens it could become an emergency repair at that time Committee recommends approval of Draper Aden Associates proposal

3 Closed Session Refuse and Recycling Services RFP - This item was discussed during closed session The Town Attorney stated that we need a motion to go into closed session for the discussion of the award of a public contract and discussion of terms not yet subject to public disclosure pursuant to 22-3711 A-29 of the Code of Virginia Vice Mayor Gregory so moved the motion and Ms Chapman seconded the motion

In Closed Session 506 Out of Closed Session 526

A motion was made to come back into open session by Vice Mayor Gregory and Seconded by Dr Cook

Meeting adjourned at 528 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

2 Proposals from Blair Brothers Inc for Street Maintenance Work ndash Mr Griffin reported that the proposals included in the agenda packet are for street that he would like to have paved this spring The streets include Old South Church Street Stratford Lane Wellington Circle from Dover Court to Edinburgh and Andrews Crossing from John Rolfe Drive to Lane Crescent Mr Griffin stated that he also has one street that was approved by Town Council at their April 2016 meeting that was never paved and he would like to pave that one at this time as well This work is paid for through state Highway Funds that the town receives each quarter Committee recommends approval of all the proposals

3 Cary Street Drainage Improvement and Easement ndash Mr Griffin explained that Canada Land Surveying has prepared a plat of where the easement is located on Mr Gehringrsquos property and the other adjacent property owners This information will be forwarded to the Town Attorney to notify the adjacent property owners and get all the deeds recorded Blair Brothers has provided the town with a proposal to do the drainage improvements in the amount of $2253355 Staff recommends approval of proposal so that once the deeds have been recorded Blair Brothers can move forward with making the necessary drainage improvements Committee recommends approval of proposal

4 Smithfield Lake Dam Emergency Spillway and Hazard Mitigation Proposal from Draper Aden Associates (FEMA VDEM Grant) The Town Manager explained that included in the packet is a proposal from Draper Aden Associates for hazard mitigation work to the Smithfield Lake Dam emergency spillway The damage is on the downstream side of the dam near the emergency spillway The original cost estimate to put everything back just as it was prior to Hurricane Matthew was $85000 This expense would be covered by FEMA at 100 Discussion was held in regards to putting it back just as it was however if we have another heavy rainwind event it is very possible that the same thing will happen again Town staff has met with representatives from the Federal Emergency Management Agency (FEMA) and the Virginia Department of Emergency Management (VDEM) to initiate efforts to secure funding for permanent repairs and hazard mitigation work This funding will allow the town to make improvements and the cost of the work would be covered at 75 and at this time the townrsquos portion will be approximately $35000 for next yearrsquos budget This work must be procured by means of a competitive bid process In order to solicit competitive bids engineering and surveying services will be required to provide the appropriate information for contractors to develop bid proposals The additional work will look much like the primary spillway Committee expressed concern about the time it will take to bid the project out The Town Manager explained that Mr Griffin monitors the dam

on a weekly basis At this time this is not an emergency repair because it is not on the road side of the emergency spillway Committee asked if we have another heavy rain event and more washes out what happens The Town Manager stated that if that happens it could become an emergency repair at that time Committee recommends approval of Draper Aden Associates proposal

3 Closed Session Refuse and Recycling Services RFP - This item was discussed during closed session The Town Attorney stated that we need a motion to go into closed session for the discussion of the award of a public contract and discussion of terms not yet subject to public disclosure pursuant to 22-3711 A-29 of the Code of Virginia Vice Mayor Gregory so moved the motion and Ms Chapman seconded the motion

In Closed Session 506 Out of Closed Session 526

A motion was made to come back into open session by Vice Mayor Gregory and Seconded by Dr Cook

Meeting adjourned at 528 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

on a weekly basis At this time this is not an emergency repair because it is not on the road side of the emergency spillway Committee asked if we have another heavy rain event and more washes out what happens The Town Manager stated that if that happens it could become an emergency repair at that time Committee recommends approval of Draper Aden Associates proposal

3 Closed Session Refuse and Recycling Services RFP - This item was discussed during closed session The Town Attorney stated that we need a motion to go into closed session for the discussion of the award of a public contract and discussion of terms not yet subject to public disclosure pursuant to 22-3711 A-29 of the Code of Virginia Vice Mayor Gregory so moved the motion and Ms Chapman seconded the motion

In Closed Session 506 Out of Closed Session 526

A motion was made to come back into open session by Vice Mayor Gregory and Seconded by Dr Cook

Meeting adjourned at 528 pm

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

March 31 2017 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER SUBJECT INFORMATIONAL REPORT FOR THE PUBLIC BUILDINGS amp WELFARE COMMITTEE MEETING HELD ON TUESDAY MARCH 28TH 2017 The Public Buildings and Welfare Committee held a meeting on Tuesday March 28th 2017 at 528 pm at the Smithfield Center located at 220 North Church Street Smithfield Virginia Committee members attending were Dr Milton Cook Chair and Mr Michael Smith Other Council member in attendance was Mr Andrew Gregory Vice Mayor Mr Randy Pack and Mr T Carter Williams Mayor Staff members present were Mr Peter M Stephenson Town Manager Ms Lesley King Town Clerk Mr William H Riddick III Town Attorney Ms Amy Musick Director of Parks and Recreation Mr William G Saunders IV Planning and Zoning Administrator and Ms Judy Winslow Director of Tourism Also in attendance were Mr Rick Bodson Mr Mark Gay and Ms Betty Clark Ms Gina Ippolito of Smithfield VA Events Mr Thomas Gehring There was one (1) additional citizen present The media was represented by Ryan Kushner of The Smithfield Times Public Buildings and Welfare Committee Chair Dr Milton Cook called the meeting to order A MATTERS DISCUSSED BY COMMITTEE WHICH WILL BE ON COUNCILrsquoS

AGENDA 1 Pre-Public Hearing Discussion Rezoning Community Conservation (C-C) to Highway Retail Commercial (HR-C) ndash Mr Saunders stated that the applicants name is Charles D Layman for Goodwill and the applicantrsquos legal representative Nick Grainger was present to answer any questions The applicant proposes to rezone 2125 acres of the 16536 acre parcel currently owned by L amp L Land Development LLC from Community Conservation (C-C) District to Highway Retail Commercial (HR-C) District The proposed use is Goodwill Industries retail store The retail business is allowed by right in the Highway Retail Commercial (HR-C) District Mr Saunders explained that due to the applicants desire to be assured of an affirmative response to its rezoning application prior to expending funds for storm water management engineering it is possible that the 1594 acre area shown on the conceptual plan may not be large enough to encompass all on-site stormwater Management required however the applicant has proposed that an

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

area of 13 larger than that shown on the conceptual plan be rezoned to cover any additional requirements Strengths of the application are as follows the addition of a new retail outlet in this area could generate more sales revenue for the town by its own sales as well as potentially drawing more customers to the adjacent existing business The proposal is consistent with the Comprehensive Planrsquos Future Land Use map Weaknesses of the application include no sewer infrastructure at the road frontage however the applicant has worked out a solution with the current property owner to route it along the rear of the property to an existing Town of Smithfield pump station Committee expressed some concern due to the location of the Goodwill store The location of the store will be closer to the road so it will make it hard to see Tractor Supply Mr Pack stated that this was discussed at Planning Commission Tractor Supply could have been closer to the road as well but they asked to be pushed back further from the road In this case Tractor Supply would be the exception and Goodwill is consistent with the townrsquos comprehensive plan Planning Commission approved this application at their March 14th meeting with no conditions If this rezoning is approve the applicant will still need to come back for townrsquos approval that shows it meets the entrance corridor guidelines Discussion was also held on landscaping in front of the buildings Committee asked if the town has any say in making sure the landscaping is maintained after it has been approved Mr Pack suggested that this item be returned to Planning Commission to have further discussion on requiring landscaping to be maintained once it has been approved 2 Pre-Public Hearing Discussion Special Use Permit Retail Sales in ResidentialOffice Zoning District ndash Mr Saunders stated that the Applicant Autumn Marade is requesting a special use permit for retail sales at 1306 South Church Street The special use permit would exclude any exterior or store-front displays Currently the applicant being within the residential Office Zoning District is maintaining a business that includes an art studio and online sales however this use is limiting her ability to conduct on-site retail sales The applicant wishes to expand her business to encompass on premises retail sales of art antiques and other similar items Sufficient parking exists to accommodate retail use within the area of the primary structure as the site was previously a plumbing service business Strengths for the SUP would be the possibility of expanding the scope of an existing business on a main corridor There are no weaknesses noted at this time Planning Commission recommended approval of this special use permit at their March 14th meeting Committee recommends approval of this special use permit

3 Appeal of BHAR Action ndash Demolition Application of Pierceville Structures - Mr Saunders stated that the applicant Mary Delk Crocker submitted an application to the Board of Historic and Architectural Review (BHAR) for demolition of the primary structure and all of the outbuildings on her property On February 21st 2017 the BHAR voted to deny the applicants request to demolish the Landmark structures at 502 Grace Street According to the townrsquos Historic District Preservation Overlay Ordinance an

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

appeal to the Town Council shall be automatic from any decision of the BHAR whether favorable or unfavorable on an application for razing demolition or moving of a designated landmark This is not a public hearing although it must be advertised as a public meeting Any citizen comments will need to be made through the citizen comment section of the April 4th Town Council agenda There is no element of hardship in the townrsquos ordinances If owner is not happy with the townrsquos decision it is the ownerrsquos right to appeal to the Circuit Court An appeal to the Circuit Court is not automatic Dr Cook stated that he has been back and forth on this topic He has seen the condition of the structures however the town has a Historic District Preservation Overlay Ordinance for a reason and we should try to enforce what we have Mr Pack stated that the house needs a tremendous amount of work which will take lots of money and time In the end it is our duty to protect historic structures through the ordinances that we have in place If the owner chooses to appeal to the Circuit Court then she has the right to make that decision The Town Attorney stated that many people have mentioned that the town should just fix the house and put a lien on the property He explained that putting a lien on a property is not a simple process You would be taking taxpayerrsquos money and spending it on a private individuals home Committee recommends this item be on Councilrsquos agenda under the Action Section for further discussion and action

B MATTERS DISCUSSED BY COMMITTEE WHICH WILL NOT BE ON

COUNCILrsquoS AGENDA

1 Public Comment ndash Mr Mark Gay was present to ask the Town Council to uphold the Board of Historic and Architectural (BHAR) recommendation to deny the demolition application for the Pierceville structures Pierceville is uniquely different and has been named as one of Virginiarsquos 10 most endangered historic structures Preserve Smithfield continues to look for funding sources and would like to work with the town to save the Pierceville structures

2 Pinewood Heights Relocation Project Phase III Update ndash The Town Manager reported that Mr Dodson of Community Planning Partnerrsquos monthly report was included in the packet for Phase III He stated that the project continues to move at a fast pace The next Pinewood Heights Management Team meeting will be on May 9th Mr Williams stated that hopefully three more duplexes will be demolished by the middle of April Dr Cook asked when the town can start looking at selling lots that we have acquired through the process The Town Manager stated that property in Phase I can be sold in August 2017 Phase one has already been rezoned however it has not been subdivided Committee asked how far the town is on the overall project Staff stated that we are over half way to completing Vice Mayor Gregory mentioned that with funding cuts at the state level the town may need to decide how we want to proceed if funding is not available when we apply for the final phase

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

3 Windsor Castle Project Update and Letter of Intent from Smithfield VA Events - Mr Pack stated that as President of Smithfield VA Events (SVAE) he will not be involved in the discussions as a council member He explained that in the packet was a letter of intent from SVAE stating their desire to lease the former caretakerrsquos house and two yet to be built barns that can be used for storage The two barns were scheduled for a later phase in the Historic Windsor Castle Restoration Project Currently SVAE spends approximately $25000 to $30000 a year on administrative items and storage and if they were allowed to lease the caretakerrsquos house they could use that money to remodel the interior so that it can be used as their headquarters The exterior of the house is included in the current restoration project Mr Pack stated that agreeing to leasing the caretakerrsquos house and building the two barns is step one of the process Step two SVAE does not have the money to do the necessary work SVAE cannot borrow money for land that they do not own because there would be no collateral SVAE is proposing that the Town of Smithfield borrow an amount not to exceed $450000 to renovate the interior of the caretakerrsquos house and construct the two new barns that are designed and approved by the Virginia Department of Historic Resources SVAE would then enter into a lease for the use of these buildings at a rate and length of term necessary to cover the debt service so there is no cost to the Town of Smithfield or its tax payers The total amount to be borrowed will be determined by the actual cost of the renovations to the caretakerrsquos house and the cost of construction of the two proposed barns It is believe that SVAE is the most logical and appropriate tenant for these properties as it is integrally involved in the public use of the historic easement with the events it puts on at the park It would also add a level of security at the park Ms Ippolito explained some of the overhead cost of SVAE and what they could save by having their headquarters at the park Mr Pack stated that they are looking for a consensus of what Town Council thinks about the idea because this is certainly something that they would like to move on soon Dr Cook went over the pros and cons to the overall project Discussion was held on what would happen if SVAE ceased as an organization before the loan from the town was repaid Mr Pack stated that the town would have a remodeled interior of the caretakers house that would have eventually been done at the townrsquos expense and two new barns that were scheduled much later in the restoration process All of SVAE assets would also become property of the town Committee stated that the next logical step would be to get cost estimates to renovate the interior of the caretakerrsquos house Dr Cook directed the Town Manager to work with SVAE to get cost estimates Committee also mentioned that before anything can be approved there must be a public hearing

4 Additional Item Discussed Preserve Smithfield Funding Request ndash Dr Cook mentioned that Preserve Smithfield prepared a business plan for Pierceville a few months back asking the town to consider making an investment in the project to help preserve the structures at Pierceville Mr Gay stated that he does appreciate the town listening to what they are trying to do because there are organizations out there that are willing to support this cause Mr Gay stated that the house will not stay up forever and it will be

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

very expensive to fix He explained that he knows a gentleman that sees the vision there but is not ready to bring his plan forward yet Mr Gay stated that the initial $500000 grant that they were trying to get has expired for this year Dr Cook asked if the town invested in the project would it be between Preserve Smithfield and the Town Mr Gay stated that the investment would be between Trust Public Land and the town Dr Cook asked that this item be listed on Town Councilrsquos April 4th agenda as an Action Item for further discussion Meeting adjourned at 648 pm

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

SMITHFIELD POLICE DEPARTMENT MANAGERrsquoS REPORT

March 2017 Committees and Projects 0301 Department Head ndash Center ndash Chief Bowman 0301 Police Office Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley Rogers 0307 Triad mtg ndash IOW Courthouse ndash Sgt Miller Kurt Beach 0307 Met with County Victim Witness coordinator for recertification of Crime

Prevention Program - IOW Courthouse ndash Kurt Beach 0307 Town Council mtg ndash Center ndash Lt Rogers 0313 Meeting with Smfd High SchoolSmfd Middle School Principals for CHIP

fundraiser ndash Sgt Meier Sgt Miller Kurt Beach 0315 Regional Robbery Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0317 Police Officer testing ndash PD ndash Lt Rogers 0321 ECC mtg ndash IOW Courthouse ndash Chief Bowman Deputy Chief Howell 0321 Crime Line mtg ndash Center ndash Sgt Meier Kurt Beach Annette Crocker 0321 Regional Homicide Investigatorrsquos mtg ndash Chesapeake ndash Lt Araojo 0322 Department Head ndash Town Hall ndash Chief Bowman Deputy Chief Howell 0324 Police Officer Interviews ndash PD ndash Lt Rogers Lt Araojo Sgt Jones Ashley

Rogers 0327 Police Committee ndash Center ndash Chief Bowman Deputy Chief Howell Lt Rogers 0329 Department Head ndash Center ndash Chief Bowman Deputy Chief Howell 0330 CHIP mtg ndash PD ndash Sgt Miller Kurt Beach Training 0306 ndash 10 Basic In Service ndash Suffolk PD ndash Officer McGough (40 hrs) 0313 ndash 14 Drug Interdiction and Conducting Complete Traffic Stops ndash VA Beach Sheriffrsquos

Office ndash Officer Wooley (16 hrs) 0315 Training Officers Training ndash HRCJTA ndash Annette Crocker (3 hrs) 0315 ndash 17 Basic Intox ndash Richmond ndash Officer Washington (14 hrs) 0320 ndash 21 VCINNCIC Certification ndash IOW Sheriffrsquos Office ndash Sgt Meier (12 hrs) 0320 ndash 24 Crisis Intervention Team training ndash Suffolk PD ndash Officer Powell Officer Wright

(40 hrs) Motorcycle Utilization 0325 Escort for Pope funeral ndash Little Funeral Home ndash Sgt Miller Community Relations 0301 ndash 0331 School Zone ndash Westside Elementary School ndash Officer Gutierrez Sgt Brady

Officer Wright Officer Powell Officer R Howell Officer Adams Sgt Jones Sgt Miller Officer Cook Sgt Phillips Officer Washington Officer Wooley Officer McGough

0301 Homework Station ndash Jersey ParkWoods Edge Apts ndash Officer R Howell 0302 Richard J Holland Post Legislative Breakfast ndash Center ndash Chief Bowman

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

2

0302 Helping out with Varsity Baseball Team ndash Smithfield High School ndash Sgt Phillips 0303 Visiting 1st grade students ndash Carrollton Elementary ndash Sgt Meier 0307 Speaking with a citizen ndash Lumar RoadJohn Rolfe ndash Officer Wright 0309 Read to students ndash Hardy Elementary School ndash Annette Crocker 0309 Neighborhood Watch mtg ndash Covenant Place ndash Sgt Miller 0310 Read to students ndash Hardy Elementary School ndash Annette Crocker 0311 Isle of Wight Academy Gala ndash Center ndash Chief Bowman 0313 Neighborhood Watch mtg with Managers ndash Covenant Place ndash Sgt Miller 0313 Neighborhood Watch social ndash Covenant Place ndash Sgt Miller 0318 Health Fair ndash Mt TaborYMCA ndash Officer Adams Kurt Beach 0323 FBI annual meeting ndash Suffolk ndash Deputy Chief Howell Lt Rogers Lt Araojo 0324 Hardy Elementary Preschool tour ndash PD ndash Sgt Phillips Officer R Howell 0325 Passing out fruit snacks to children at the basketball court ndash Jersey ParkWoods

Edge Apts ndash Officer Wright Investigations Case 2017-00217 Location 513 W Main St Offense Obstruction of Justice DUI Disposition Cleared by arrest On 31717 Officers pulled over a vehicle on W Main St The vehicle pulled into Church Manor The driver got out of the vehicle The officer told the driver to get back into the vehicle The driver told the Officer ldquonordquo and fled on foot The officer chased the suspect over across Cedar St where the suspect went down into the marsh The officer terminated the pursuit The suspect later tried knocking on a door in Covenant Pl The resident called 911 and Officers apprehended the suspect He was charged with DUI Obstructing Justice Driving Suspended and Resisting Arrest Case 2017-00220 Location 603 W Main (7-Eleven) Offense DUI Assault on Law Enforcement Disposition Pending On 31717 Officers pulled a vehicle over at 603 W Main The driver seemed to be under the influence of an intoxicant It was determined that the suspect was wanted for a failure to appear The officer arrested the suspect and took him to Riverside Hospital for a blood draw The suspect refused to consent to the blood draw The suspect was brought back to Smithfield PD where an attempt was made to process the suspect The suspect attempted to spit on the officer multiple times The suspect was charged with DUID defective high mount brake light Defective headlight altered registration driving suspended seatbelt violation no liability insurance fail to obtain title and holding an open title

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

26 27 28 1 2 3 4

CAO Meeting CampD 20

Staff Meeting AampB 20

Committee MeetingsAampB 15

Kitchen Deep CleanKitchen 1

Committee MeetingsAampB 15

Black History ProgramMH 100

Humphrey and CurlingWedding and ReceptionMHSu 150

Post LegislativeBreakfast MH 125

VRS Meeeting CampD 20

5 6 7 8 9 10 11

Farm Bureau DinnerMH 80

Town CPR TrainingCampD 30

WC RestorationCommittee Deck 8

Kitchen InventoryKitchen 2

Town Council AampB 15

Town CPR TrainingCampD 30

WCFB Meeting CampD 10

Special Occasion ShowMHSu 200

Town CPR TrainingCampD 30

12 13 14 15 16 17 18

Table Delivery

Pinewood HeightsManagement TeamMeeting CampD 15

Planning CommissionAampB 15

Carpet Cleaning Suites1

Smithfield SAP MeetingMH 130

Smithfield WomensClub Suites 80

Spring Ahead Wagner-Sikes Weddingamp Reception MHSu 150

19 20 21 22 23 24 25

Dominion Power SafetyMeeting MHSu 200

BHAampR Meeting AampB15

Crimeline Meeting CampD15

SchoolhouseCommittee CampD 15

WCFB CampaignMeeting CampD 6

Rush and ShockleyReception MH 80

Vanderheyden andChapman Wedding andReception MHSu 150

JROTC Banquet MH 80VDOE RegionalExploration Event State Grantees MH 125

26 27 28 29 30 31 1

Commercial PesticideApplicatorRecertification CourseAampB 40

Staff Meeting CampD 20

Chamber StudentLeadership GraduationMH 60

Committee MeetingsCampD 15

Committee MeetingsCampD 15

Smithfield FoodsWomens Connect MH150

Trueblood and DimunnoWedding and ReceptionMHSu 110

Courtney Off

Womens Club FleaMarket MHSu 1000

Courtney Off

Sunday FridayThursdayWednesdayTuesdayMonday Saturday

Smithfield Center Calendar for Monthly Report

March 2017

EMS Professional3302017 328 PM CR Page 1 of 1

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

Smithfield Center - March 2017 Monthly Report

Booking Date Building Code Room Code Group Booking Event Name Group City How did you hear about us Pricing Plan Discount Percent Venues Town Services

322017 Center MH Isle of Wight Chamber of Commerce Post Legislative Breakfast Smithfield Returning Client D) Resident -Weekday 000 $40000

342017 Center MHSu Humphrey and Curling Wedding and Reception Humphrey and Curling Wedding and Reception Suffolk Word of Mouth A) Standard-Fri Sat Sun 000 $185000

352017 Center MHSu Town of Smithfield Special Occasion Show Smithfield Recurring Event h) Town 10000

372017 Center AampB Town of Smithfield Town Council Smithfield Town Event h) Town 10000

372017 Center CampD Town of Smithfield Town CPR Training Smithfield Town Event h) Town 10000

372017 Center CampD Windsor Castle Foundation Board WCFB Meeting Town Event h) Town 10000

382017 Center MH Farm Bureau Insurance Company Farm Bureau Dinner Smithfield Returning Client D) Resident -Weekday 000 $40000

3102017 Center MHSu Isle of Wight Academy IOW Academy Set Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000

3112017 Center MHSu Isle of Wight Academy IOW Academy Fundraiser Isle of Wight Recurring Event B) Resident-Fri Sat Sun 000 $217500

3132017 Center Suites The Smithfield Center Carpet Cleaning Smithfield Town Event h) Town 10000

3142017 Center AampB Town of Smithfield Planning Commission Smithfield Town Event h) Town 10000

3142017 Center CampD Town of Smithfield Pinewood Heights Management Team Meeting Smithfield Town Event h) Town 10000

3162017 Center MH Smithfield Foods Corporate a Smithfield SAP Meeting Smithfield Returning Client D) Resident -Weekday 000 $40000

3162017 Center Suites Smithfield Womens Club Smithfield Womens Club Smithfield Recurring Event D) Resident -Weekday 000 $55900

3182017 Center MHSu Wagner-Sikes Wedding amp Reception Wagner-Sikes Wedding amp Reception Chesapeake Web-weddingcom A) Standard-Fri Sat Sun 000 $182120

3202017 Center MH Rush and Shockley Reception Rush and Shockley Reception Staatsburg Word of Mouth C) Standard-Weekday 000 $40000

3212017 Center AampB Town of Smithfield BHAampR Meeting Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Schoolhouse Committee Smithfield Town Event h) Town 10000

3212017 Center CampD Town of Smithfield Crimeline Meeting Smithfield Town Event h) Town 10000

3212017 Outdoor Clontz Mercer and Thoden Wedding Mercer and Thoden Wedding Carrollton Word of Mouth C) Standard-Weekday 000 $20000

3222017 Center MHSu Dominion Virginia Power Dominion Power Safety Meeting Richmond Returning Client C) Standard-Weekday 000 $80000

3232017 Center MH VCUSchool of Education VDOE Regional Exploration Event State Grantees Richmond Returning Client Non Profit 000 $65000

3242017 Center MH Smithfield JROTC JROTC Banquet Smithfield Returning Client A) Standard-Fri Sat Sun 000 $40000

3252017 Center MHSu Vanderheyden and Chapman Wedding and Reception Vanderheyden and Chapman Wedding and Reception Kent Word of Mouth A) Standard-Fri Sat Sun 000 $211696

3262017 Center MHSu Trueblood and Dimunno Wedding and Reception Trueblood and Dimunno Wedding and Reception Chesapeake Word of Mouth A) Standard-Fri Sat Sun 000 $214320

3272017 Center CampD Town of Smithfield Committee Meetings Smithfield Town Event h) Town 10000

3282017 Center MH Isle of Wight Chamber of Commerce Chamber Student Leadership Graduation Smithfield Recurring Event D) Resident -Weekday 000 $40000

3292017 Center CampD Town of Smithfield Staff Meeting Smithfield Town Event h) Town 10000

3302017 Center MH Smithfield Foods Executive Offices Smithfield Foods Womens Connect Smithfield Returning Client D) Resident -Weekday 000 $40000

$1511536

Deposit Total for March 2017

$1540016 Venue Rental Deposits

$0000 Town Services Deposits

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

SmithfieldIsle of Wight Tourism Activity Report ndashMARCH 2017

Director attended Smithfield Town Council Meeting 3717

BOS meeting 31617

Chamber Student Leadership Institute class held 3117 Graduation on 32817

Director is coordinator for the program

Smithfield 2020 meeting 3117

Attended Chamber Post Legislative Breakfast 3217

Attended County Agenda Review meeting 3217

Attended Historic Saint Lukersquos Development Committee meeting 3217

Worked on completing VACVB ldquoVDP Virginia Destination Professional Designation 3317 3717 31317 32317 Certification complete 32317 Director and Marketing Manager will receive certification at VACVB Symposium April 3rd

Special Occasion Show Smithfield Center 3517

Attended Pre-Application meeting for County Community Development Team 3817 New Tourism business

Attended VTC ldquoWhatrsquos Newrdquo Press Briefing at the Slover in Norfolk 3817

Held Photo Shoot-Smithfield Station 3817 Photos to be used on website and in digital Visitor Guide

Attended CVTA (Coastal Virginia Tourism Alliance) Retreat 31017

Tourism Monthly Staff Meeting 31317

Burlap Trail Regional meeting held 31617 Attendees from Suffolk Surry Smithfield FranklinSouthampton Future ldquofoodie trailrdquo planning with VTC Pre-work completed 313-1417

Public Restroom Counter training 31517

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

Windsor Castle Park Park Lovers Party meeting 31617

Farmerrsquos Market Assistant Manager interviews held 32117 New Assistant Manager selected Will begin after April 3rd

Tornado Drill held 32117 Closed Visitor Center for 15 minutes 6 employees involved in drill

Planning meeting with County Team and Chamber for State of the County Breakfast coming up in June on 32117 and 32817

Staff attended County Customer Service Training 32217

Attended Historic Saint Lukersquos Marketing Committee meeting 32217

Worked Virginia Beach Visitor Center as last component of VDP certification 32317

Attended Visitor Center Seminar in Fredericksburg 32417 WON the VTC TRAILBLAZER AWARD for Marketing

Wedding Show Historic Saint Lukersquos Church 12617

SVAE meeting 32917 for pre-Smithfield Wine amp Brew Fest planning

Historic Smithfield Board Meeting 32917

Worked with VACVB committee throughout month for VA Tourism Symposium professional development and logistics planning Symposium is 42-417

Attended Council Committees 32817 SVAE proposal for WCP on agenda

County Staff Meeting 32017

Smithfield Staff Meeting 3117 and 32217 (cancelled) and 32917

Tourism Facebook postings and tweets throughout monthUpdate website events

and Where the Locals Go event promotion newsletter weekly This e-newsletter combines tourist events and the Farmerrsquos Market information

Upcoming Events See wwwVisitSmithfieldVacom for more details

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

1

ZONING PERMITS FEBRUARY 2017

PERMIT

CONSTRUCTION TYPE

PROJECT ADDRESS CONTRACTOR OWNER

6706

COMMERCIAL BUILDING

PINEWOOD

89 PAGAN AVENUE

BAY DISPOSAL INC MOODY PROPERTIES

6707

SINGLE FAMILY DWELLING

CYPRESS CREEK

111 ST ANDREWS

HHHUNT HOMES

6708

SINGLE FAMILY DWELLING

CYPRESS CREEK

113 ST ANDREWS

HHHUNT HOMES

6709

SINGLE FAMILY DWELLING

CYPRESS CREEK

1206 CYPRESS CREEK PKWY

HHHUNT HOMES

6710

SINGLE FAMILY DWELLING

CYPRESS CREEK

103 DUNHILL

KT HOMES LLC

6711

PARKING LOT AND RETAINING WALL

SMITHFIELD FOODS PARKING EXPANSION

220 N CHURCH STREET

E T GRESHAM TOWN OF SMITHFIELD

6712

ACCESSORY STRUCTURERESTROOM

CYPRESS CREEK GOLF COURSE

1113 CYPRESS CREEK PKWY

CYPRESS CREEK GOLF COURSE DEVELOPMENT CO LLC

6713

PATIO

GRIMESLAND

1400 MAGRUDER ROAD

NEWHALL CONSTRUCTION LAINE

6714

SINGLE FAMILY DWELLING

SCOTS LANDING

305 SMITHFIELD BLVD

ANCHOR CONTRACTING INC STEFFENSMEIER

6715

DETACHED GARAGE AND PATIO

WELLINGTON ESTATES

657 WESTMINSTER REACH

SMITH

6716

DECK ADDITION

WATERFORD OAKS

101 NEW CASTLE WAY

KIRKLEY

6717

SIGN PERMIT

AMICUS CURIAE JEWELRY BOUTIQUE

132 MAIN STREET

VA DISPLAYS HISTORIC SMITHFIELD PRESERVATION LLC

6718

SHED

GOOSE HILL

109 GOOSE HILL WAY

COMPITELLO

6719

SHED

WELLINGTON ESTATES

608 WESTMINSTER REACH

DAVID MORGAN CONSTRUCTION MISSEL

6720

SIGN PERMIT

JOHN HENRY PRINTING INC

207 C MAIN STREET

JOEYrsquoS LETTERS AND SIGNS STANAWAY

6721

CONCRETE PATIO

WESTSIDE ELEMENTARY SCHOOL

800 W MAIN STREET

HYLTON BUILDERS INC IOW SCHOOLS

6722

SHED

JERICHO ESTATES

206 TRUMPET ROAD

GORDON

6723

SINGLE FAMILY DWELLING

WELLINGTON ESTATES

301 GRANDVILLE ARCH

AFFORDABLE HOMES LLC

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

The Genieve Shelter Po Box 1585 bull Suffolk Virginia 23439

UnltedWayPhone 757-925-4365 bull Fax 757-925-2053 of South Hampton ROlds Community Partner

03222017

Town of Smithfield POBox 246 Smithfield VA 23431

Dear Town of Smithfield

Many domestic violence victims and their children come to our shelter with nothing but the clothing

they are wearing It is up to us to provide them with lifes basic necessities including the products you

have donated today Its a physical help to them but it also expedites their emotional recovery Only

once the necessities are covered can victims focus on dealing with the trauma they have endured This

is the difference you have made Those you have touched with your kindness are now on their way to a

full recovery and a happier healthier life

We cannot thank you enough for your generous donation of the following items

~ Monetary (Check 46984)

This gift is valued at $720000 but to those who receive them they are priceless Starting over can be a

dauntingly painful experience especially when youre completely empty-handed Please know your

generosity has made someones life a little easier

On behalf of all of those that The Genieve Shelter serves we thank you We hope that we can count on

your support in the future as well Our goal is to end the cycle of violence afflicting our community With

the continuing support of people like you we will succeed

Sincerely

Executive Director

Creating a afe and upportive environment for the Victims ofDomestic Violence

DEPARTMENT OF ENVIRONMENTAL QUALITY Street address 629 East Main Street Richmond Virginia 23219

Molly Joseph Ward Mailing address PO Box 1105 Richmond Virginia 23218 David K Paylor Secretary of Natural Resources wwwdeqvirginiagov Director

(804) 698-4000March 7 2017 1-800-592-5482

William G Saunders IV AIPC CZA Planning and Zoning Administrator Department of Planning Engineering and Public Works 310 Institute Street PO Box 246 Smithfield Virginia 23431

l i l ( iV Dear Mr SaUlders

As one of 84 localities subject to the Chesapeake Bay Preservation Act (Act) the Town of Smithfield is administering local ordinances and other program components to implement the provisions of the Chesapeake Bay Preservation Area Designation and Management Regulations (Regulations) Both the Act (sect621-44lS 71) and the Regulations (9V AC2S-830-260) require the Department of Environmental Quality (DEQ) to conduct a compliance review of how well local governments implement their programs The compliance review for the Town of Smithfield will begin in April 2017

Since the compliance review is mandatory it is DEQs expectation that for the fileplan review meeting and field investigations files and other documents are available for review and all staff involved with Bay Act implementation are available to respond to inquiries Arrangements will be made with you soon to initiate the review process As your assigned liaison I will need two to three meetings with you andor other Town staff to review documents processes and plans and undertake site visits of projects under development or those recently completed The meetings include an initiation meeting a file and plan review session and field investigations and a close out meeting (the close out meeting may be waived if there are no recommended conditions)

We look forward to working with the Town through this process and if you have any questions please do not hesitate to contact me

SinrrJY~ f ~ Sh~W~ ~mith Principal Environmental Planner

c Peter M Stephenson AICP ICMA-CM Town Manager Joan Salvati Manager Local Government Assistance Programs

DJ2IDE IHOXII Y IJ lt~l 11 ry

CHESAPEAKE BAY PRESERVATION ACT

REQUIRED ELEMENTS OF LOCAL PROGRAM COMPLIANCE REVIEWS

Locality Town of Smithfield Reviewer Shawn Smith Date March 2017

To prepare for the local program Compliance Review process staff from the Department of Environmental Quality (DEQ) has assembled information relevant to the Towns Chesapeake Bay Preservation Act (CBPA) program based on submitted Annual Reports the original compliance Review and the Towns advisory review In anticipation of the upcoming compliant review scheduled to begin April 2017 please be prepared to verify that the status of specific program elements noted below by DEQ staff is correct or provide a summary of the status of the local program elements referenced in this Checklist The information collected will be used by DEQ staff to develop a full understanding of the Towns Chesapeake Bay Preservation Act program and will help determine if the Towns program is still in compliance with the requirements of the Chesapeake Bay Preservation Act and the Chesapeake Bay Preservation Area Designation and Management Regulations

The amount of information andor documentation required to facilitate the Compliance Review process may depend on the degree to which the local program has changed since the time of the Towns last compliance Review on December 10 2008 If the Towns program elements are essentially unchanged since the date of original compliance much of the required information referenced below will only need to be verified by DEQ staff during the review process If administrative processes or other substantive program elements have been changed or eliminated since December 10 2008 it is important that local staff provide DEQ staff with specific details of those changes Complete and accurate information regarding the current status of the local Chesapeake Bay Preservation Act program will help facilitate a thorough and effective compliance Review

i

Locality Town of Smithfield

Elements of Local Program

Item

Regulatory citation Information needed for review Status

I 9VAC25-830-60 1 Copy of the most current CBPA Map (hard copy and digital data if available)

Map located in Comprehensive plan adopted in 2009

2 9VAC25-830-60 2 Copy of the most current Chesapeake Bay Preservation Act (CBPA) Ordinance

Copy provided by Town also available online Last updated in 2016

3 9VAC25-830-60 3 Copy of current Comprehensi ve Plan (or Comprehensive Plan elements) addressing the protection of CBPAs and state waters (9 V AC 25-830-170)

Plan element that addresses Bay Act requirements downloaded and adopted

August 9 2009

4 9VAC25-830-60 4 Copy of the most current Zoning Ordinance

Available online from Town web page

5 9VAC25-830-60 5 Copy of the most current Subdivision Ordinance

Available online from Town webpage

6 9VAC25-830-60 6 Explanation of how locality meets state-mandated Erosion and Sediment Control requirements (do they have their own Ordinance or does another locality do ESC for them)

Isle ofWight County implements ESC for the Town

7 9VAC25-830-60 7 Copy or description of Plan of Development Review Process

Plans review is coordinated by the Planning and Engineering Department

2

Locality Town of Smithfield

Comprehensive Plan Requirements

Item Regulatory Information needed for review Status citation 8 9VAC25-830-170 Verification that the current DEQ staffreviewed the Plan when it was

Comprehensive Plan includes all under development and after adoption in required Phase II elements (Check 2009 Review in 2017 revealed no Phase II elements in CBLAD files) changes

9 9VAC25-830-170 Summary description of how the Local stafr should provide a written local government ensures that report describing how they ensure that Comprehensive Plan data and data and poliCies adopted pursuant to policies adopted pursuant to Phase II Phase 1l requirements based on that data requirements based on that data are are reviewed and updated as needed to reviewed and updated as needed to ensure they remain current ensure they remain current

10 9VAC25-830-260 Summary description of how the Local stafshould provide a written I b local government implements the report describing how they implement the

Phase II components of the Phase 11 components Comprehensive Plan and the status of that implementation

Land Use and Development Performance Criteria

Item

Regulatory citation

Information needed for review Status

11 9VAC25-830shy130124

Summary of Advisory Review of ordinance provisions andor policies which minimize land disturbance protect indigenous vegetation and minimizes impervious cover

A total offive provisions to minimize land disturbance 8 provisions to preserve

indigenous vegetation and 12 provisions to minimize impervious cover were found

in the July 1 2010 Advisory Review 12 9VAC25-830shy

1305 Where applicable documentation that local Erosion and Sediment Control program is consistent with state requirements

Town and County work together on ESC review It is unknown ifan ESC program

review was undertaken for the Town

13 9VAC25-830shy1306

Verification that all required septic tank notices have been sent and that local follow up and enforcement actions have been undertaken as necessary

2016 Annual report noted 162 systems in Town with 12 pumpedinspected in the

past 5 years and no notices sent in 2016

14 9V AC25-830shy1307

Verification that the locality has a plan for ensuring that all active CBPA agricultural lands have a current conservation assessment

There is no active agricultural or agriculturally zoned land in the Town

15 9V AC25-830shy1308

Verification that the local government has enforcement process for RP A violations where DOF

There are no silvicultural activities in the Town

3

Locality Town of Smithfield

silvicultural BMPs have not been followed

16 9V AC25-830shy1309

Verification that the locality requires where appropriate evidence of wetlands permits prior to allowing grading or other on-site activities to begin

Section 3PG2f1 ofthe CB-O (Chesapeake Bay Preservation Overlay District) includes the requirement for evidence ofwetlands permit prior to

initiation ofon-site activities

RPA Performance Criteria Information

Item

Regulatory citation

Information needed for review Status

17 9V AC25-830shy140 1

Verification that local governments process for properly ensuring that only permitted uses and activities are allowed in the RP A remains consistent

Section 3PB3 outlines all permitted activities as provided in the Regulations

18 9V AC25-830shy1402

Verification that local governments process for reviewing administrative approvals for exempt activities in RP As remains consistent

Section 3P3 c outlines the requirements for exempted RPA activities

19 9V AC25-830shy1403 b

Verification that local government is implementing a process for ensuring the re-establishment of RP A buffers when land is converted from agricultural or silvicultural use to other uses

Section 3PG3c5 includes the required language however there is no known

agricultural or sivilicultural activities in the Town

20 9VAC25-830shy1404

Verification that local governments process for reviewing permitted RP A encroachments remains consistent

Section 3PG3c2 outlines the required language for buffer encroachments

21 9V AC25-830shy190 A 4

Verification that local government has adopted ordinance provisions noted during the Advisory Review that ensure through the plan of development review process that the plat and site plan requirements are consistently met

The July 1 2010 Advisory Review noted that the Town had addressed two ofthe six requirements A review ofrecently

amended town ordinances found no additional language to address the four

missing plan and plat notations

22 9V AC25-190 A 5

Verification that the local government has adopted ordinance provisions noted during the Advisory Review of provisions to ensure through the plan of development review process that the delineation of buildable areas requirement for approved site plans is consistently met

The July 1 2010 Advisory Review noted that the Town had addressed the

requirement for delineation ofthe buildable area as one ofthe two requirements found at that time

4

Locality Town of Smithfield

23 9V AC2S-830shy140 S a

Verification that the local process for reviewing and approving buffer modifications remains consistent

Section 3PG3cl outlines the required language for buffer modifications

24 9V AC2S-830shy140 S b 1-2

Verification that local government has records of recent District-approved practices in support of RP A encroachments for agricultural uses

There is no active agricultural or agriculturally zoned land in the Town

2S 9V AC2S-830shy140 S b 4

Verification that local government working with the local SWCD has a process for addressing agricultural pollution issues

There is no active agricultural or agriculturally zoned land in the Town

26 9V AC2S-830shy14- 6

Verification that the local government has procedures to ensure that WQlAs are being required for all appJicable activities in RP As

Section 3PF2 requires a WQIAfor disturbances in the RPA Section 3PH

outlines the submission requirements for a WQIA

Regulatory Relief Mechanisms

Item

Regulatory citation

Information needed for review Status

27 9V AC2S-830shyISO A

Verification that local governments administrative waiver process for the approval of non-conforming lots or structures in RP As remains consistent

Section 3PI3d outlines the nonconforming use and development

criteria as outlined in the Regulations

28 9V AC2S-830shyISO B

Veri fication that the local governments process for the approval of exempt public utilities railroads roads and facilities remains consistent

Section 3PI3a outlines the exemptions for public utilities etc

29 9V AC2S-830shyISO C

Verification that the local governments process for reviewing and approving exceptions remains consistent

Section 3PI4 outlines the exception criteria and lists the Planning

Commission as the approval body for RPA exception requests

S

Locality Town of Smithfield

Program Administration and Enforcement Forms

If any of the following fonns or documents are used in the administration of the local Chesapeake Bay Preservation Act program local staff should provide DEQ staff with a copy

1 Building pennit application 2 Erosion and Sediment Control Pennit (land disturbing pennit) 3 Notice of RP A violation (unauthorized removal of vegetation unauthorized land

disturbance or construction of structure driveway pool etc) 4 Any applicable documents used by the local government in support of the POD review

process a POD Review Checklist b Site plan development flow chart c WQIA checklist or fonn d Perermial Flow Detennination fonns e Landscape plan checklist f RP A development checklist

5 Any other materials representative of the local Chesapeake Bay Preservation Act program

6

• Town Council Agenda - April 4th 2017
• Town Managers Report
• Committee Summary Reports
• Police Committee
• Water and Sewer Committee
• Finance Committee
• Parks and Recreation Committee
• Public Works Committee
• Public Buildings and Welfare Committee
• Acitivity Reports
• Police Activity Report
• Smithfield Center Activity Report
• Tourism Activity Report
• Zoning Permit Index - February
• FYI Items
• Thank You Letter from The Genieve Shelter
• VA Department of DEQ
• Additional Invoice
• TAB 1 Kimley Horn Associates
• TAB 2 MOU between IOW County and the Town of Smithfield

i

Locality Town of Smithfield

Elements of Local Program

Item

Regulatory citation Information needed for review Status

I 9VAC25-830-60 1 Copy of the most current CBPA Map (hard copy and digital data if available)

Map located in Comprehensive plan adopted in 2009

2 9VAC25-830-60 2 Copy of the most current Chesapeake Bay Preservation Act (CBPA) Ordinance

Copy provided by Town also available online Last updated in 2016

3 9VAC25-830-60 3 Copy of current Comprehensi ve Plan (or Comprehensive Plan elements) addressing the protection of CBPAs and state waters (9 V AC 25-830-170)

Plan element that addresses Bay Act requirements downloaded and adopted

August 9 2009

4 9VAC25-830-60 4 Copy of the most current Zoning Ordinance

Available online from Town web page

5 9VAC25-830-60 5 Copy of the most current Subdivision Ordinance

Available online from Town webpage

6 9VAC25-830-60 6 Explanation of how locality meets state-mandated Erosion and Sediment Control requirements (do they have their own Ordinance or does another locality do ESC for them)

Isle ofWight County implements ESC for the Town

7 9VAC25-830-60 7 Copy or description of Plan of Development Review Process

Plans review is coordinated by the Planning and Engineering Department

2

Locality Town of Smithfield

Comprehensive Plan Requirements

Item Regulatory Information needed for review Status citation 8 9VAC25-830-170 Verification that the current DEQ staffreviewed the Plan when it was

Comprehensive Plan includes all under development and after adoption in required Phase II elements (Check 2009 Review in 2017 revealed no Phase II elements in CBLAD files) changes

9 9VAC25-830-170 Summary description of how the Local stafr should provide a written local government ensures that report describing how they ensure that Comprehensive Plan data and data and poliCies adopted pursuant to policies adopted pursuant to Phase II Phase 1l requirements based on that data requirements based on that data are are reviewed and updated as needed to reviewed and updated as needed to ensure they remain current ensure they remain current

10 9VAC25-830-260 Summary description of how the Local stafshould provide a written I b local government implements the report describing how they implement the

Phase II components of the Phase 11 components Comprehensive Plan and the status of that implementation

Land Use and Development Performance Criteria

Item

Regulatory citation

Information needed for review Status

11 9VAC25-830shy130124

Summary of Advisory Review of ordinance provisions andor policies which minimize land disturbance protect indigenous vegetation and minimizes impervious cover

A total offive provisions to minimize land disturbance 8 provisions to preserve

indigenous vegetation and 12 provisions to minimize impervious cover were found

in the July 1 2010 Advisory Review 12 9VAC25-830shy

1305 Where applicable documentation that local Erosion and Sediment Control program is consistent with state requirements

Town and County work together on ESC review It is unknown ifan ESC program

review was undertaken for the Town

13 9VAC25-830shy1306

Verification that all required septic tank notices have been sent and that local follow up and enforcement actions have been undertaken as necessary

2016 Annual report noted 162 systems in Town with 12 pumpedinspected in the

past 5 years and no notices sent in 2016

14 9V AC25-830shy1307

Verification that the locality has a plan for ensuring that all active CBPA agricultural lands have a current conservation assessment

There is no active agricultural or agriculturally zoned land in the Town

15 9V AC25-830shy1308

Verification that the local government has enforcement process for RP A violations where DOF

There are no silvicultural activities in the Town

3

Locality Town of Smithfield

silvicultural BMPs have not been followed

16 9V AC25-830shy1309

Verification that the locality requires where appropriate evidence of wetlands permits prior to allowing grading or other on-site activities to begin

Section 3PG2f1 ofthe CB-O (Chesapeake Bay Preservation Overlay District) includes the requirement for evidence ofwetlands permit prior to

initiation ofon-site activities

RPA Performance Criteria Information

Item

Regulatory citation

Information needed for review Status

17 9V AC25-830shy140 1

Verification that local governments process for properly ensuring that only permitted uses and activities are allowed in the RP A remains consistent

Section 3PB3 outlines all permitted activities as provided in the Regulations

18 9V AC25-830shy1402

Verification that local governments process for reviewing administrative approvals for exempt activities in RP As remains consistent

Section 3P3 c outlines the requirements for exempted RPA activities

19 9V AC25-830shy1403 b

Verification that local government is implementing a process for ensuring the re-establishment of RP A buffers when land is converted from agricultural or silvicultural use to other uses

Section 3PG3c5 includes the required language however there is no known

agricultural or sivilicultural activities in the Town

20 9VAC25-830shy1404

Verification that local governments process for reviewing permitted RP A encroachments remains consistent

Section 3PG3c2 outlines the required language for buffer encroachments

21 9V AC25-830shy190 A 4

Verification that local government has adopted ordinance provisions noted during the Advisory Review that ensure through the plan of development review process that the plat and site plan requirements are consistently met

The July 1 2010 Advisory Review noted that the Town had addressed two ofthe six requirements A review ofrecently

amended town ordinances found no additional language to address the four

missing plan and plat notations

22 9V AC25-190 A 5

Verification that the local government has adopted ordinance provisions noted during the Advisory Review of provisions to ensure through the plan of development review process that the delineation of buildable areas requirement for approved site plans is consistently met

The July 1 2010 Advisory Review noted that the Town had addressed the

requirement for delineation ofthe buildable area as one ofthe two requirements found at that time

4

Locality Town of Smithfield

23 9V AC2S-830shy140 S a

Verification that the local process for reviewing and approving buffer modifications remains consistent

Section 3PG3cl outlines the required language for buffer modifications

24 9V AC2S-830shy140 S b 1-2

Verification that local government has records of recent District-approved practices in support of RP A encroachments for agricultural uses

There is no active agricultural or agriculturally zoned land in the Town

2S 9V AC2S-830shy140 S b 4

Verification that local government working with the local SWCD has a process for addressing agricultural pollution issues

There is no active agricultural or agriculturally zoned land in the Town

26 9V AC2S-830shy14- 6

Verification that the local government has procedures to ensure that WQlAs are being required for all appJicable activities in RP As

Section 3PF2 requires a WQIAfor disturbances in the RPA Section 3PH

outlines the submission requirements for a WQIA

Regulatory Relief Mechanisms

Item

Regulatory citation

Information needed for review Status

27 9V AC2S-830shyISO A

Verification that local governments administrative waiver process for the approval of non-conforming lots or structures in RP As remains consistent

Section 3PI3d outlines the nonconforming use and development

criteria as outlined in the Regulations

28 9V AC2S-830shyISO B

Veri fication that the local governments process for the approval of exempt public utilities railroads roads and facilities remains consistent

Section 3PI3a outlines the exemptions for public utilities etc

29 9V AC2S-830shyISO C

Verification that the local governments process for reviewing and approving exceptions remains consistent

Section 3PI4 outlines the exception criteria and lists the Planning

Commission as the approval body for RPA exception requests

S

Locality Town of Smithfield

Program Administration and Enforcement Forms

If any of the following fonns or documents are used in the administration of the local Chesapeake Bay Preservation Act program local staff should provide DEQ staff with a copy

1 Building pennit application 2 Erosion and Sediment Control Pennit (land disturbing pennit) 3 Notice of RP A violation (unauthorized removal of vegetation unauthorized land

disturbance or construction of structure driveway pool etc) 4 Any applicable documents used by the local government in support of the POD review

process a POD Review Checklist b Site plan development flow chart c WQIA checklist or fonn d Perermial Flow Detennination fonns e Landscape plan checklist f RP A development checklist

5 Any other materials representative of the local Chesapeake Bay Preservation Act program

6

• Town Council Agenda - April 4th 2017
• Town Managers Report
• Committee Summary Reports
• Police Committee
• Water and Sewer Committee
• Finance Committee
• Parks and Recreation Committee
• Public Works Committee
• Public Buildings and Welfare Committee
• Acitivity Reports
• Police Activity Report
• Smithfield Center Activity Report
• Tourism Activity Report
• Zoning Permit Index - February
• FYI Items
• Thank You Letter from The Genieve Shelter
• VA Department of DEQ
• Additional Invoice
• TAB 1 Kimley Horn Associates
• TAB 2 MOU between IOW County and the Town of Smithfield

Locality Town of Smithfield

Comprehensive Plan Requirements

Item Regulatory Information needed for review Status citation 8 9VAC25-830-170 Verification that the current DEQ staffreviewed the Plan when it was

Comprehensive Plan includes all under development and after adoption in required Phase II elements (Check 2009 Review in 2017 revealed no Phase II elements in CBLAD files) changes

9 9VAC25-830-170 Summary description of how the Local stafr should provide a written local government ensures that report describing how they ensure that Comprehensive Plan data and data and poliCies adopted pursuant to policies adopted pursuant to Phase II Phase 1l requirements based on that data requirements based on that data are are reviewed and updated as needed to reviewed and updated as needed to ensure they remain current ensure they remain current

10 9VAC25-830-260 Summary description of how the Local stafshould provide a written I b local government implements the report describing how they implement the

Phase II components of the Phase 11 components Comprehensive Plan and the status of that implementation

Land Use and Development Performance Criteria

Item

Regulatory citation

Information needed for review Status

11 9VAC25-830shy130124

Summary of Advisory Review of ordinance provisions andor policies which minimize land disturbance protect indigenous vegetation and minimizes impervious cover

A total offive provisions to minimize land disturbance 8 provisions to preserve

indigenous vegetation and 12 provisions to minimize impervious cover were found

in the July 1 2010 Advisory Review 12 9VAC25-830shy

1305 Where applicable documentation that local Erosion and Sediment Control program is consistent with state requirements

Town and County work together on ESC review It is unknown ifan ESC program

review was undertaken for the Town

13 9VAC25-830shy1306

Verification that all required septic tank notices have been sent and that local follow up and enforcement actions have been undertaken as necessary

2016 Annual report noted 162 systems in Town with 12 pumpedinspected in the

past 5 years and no notices sent in 2016

14 9V AC25-830shy1307

Verification that the locality has a plan for ensuring that all active CBPA agricultural lands have a current conservation assessment

There is no active agricultural or agriculturally zoned land in the Town

15 9V AC25-830shy1308

Verification that the local government has enforcement process for RP A violations where DOF

There are no silvicultural activities in the Town

3

Locality Town of Smithfield

silvicultural BMPs have not been followed

16 9V AC25-830shy1309

Verification that the locality requires where appropriate evidence of wetlands permits prior to allowing grading or other on-site activities to begin

Section 3PG2f1 ofthe CB-O (Chesapeake Bay Preservation Overlay District) includes the requirement for evidence ofwetlands permit prior to

initiation ofon-site activities

RPA Performance Criteria Information

Item

Regulatory citation

Information needed for review Status

17 9V AC25-830shy140 1

Verification that local governments process for properly ensuring that only permitted uses and activities are allowed in the RP A remains consistent

Section 3PB3 outlines all permitted activities as provided in the Regulations

18 9V AC25-830shy1402

Verification that local governments process for reviewing administrative approvals for exempt activities in RP As remains consistent

Section 3P3 c outlines the requirements for exempted RPA activities

19 9V AC25-830shy1403 b

Verification that local government is implementing a process for ensuring the re-establishment of RP A buffers when land is converted from agricultural or silvicultural use to other uses

Section 3PG3c5 includes the required language however there is no known

agricultural or sivilicultural activities in the Town

20 9VAC25-830shy1404

Verification that local governments process for reviewing permitted RP A encroachments remains consistent

Section 3PG3c2 outlines the required language for buffer encroachments

21 9V AC25-830shy190 A 4

Verification that local government has adopted ordinance provisions noted during the Advisory Review that ensure through the plan of development review process that the plat and site plan requirements are consistently met

The July 1 2010 Advisory Review noted that the Town had addressed two ofthe six requirements A review ofrecently

amended town ordinances found no additional language to address the four

missing plan and plat notations

22 9V AC25-190 A 5

Verification that the local government has adopted ordinance provisions noted during the Advisory Review of provisions to ensure through the plan of development review process that the delineation of buildable areas requirement for approved site plans is consistently met

The July 1 2010 Advisory Review noted that the Town had addressed the

requirement for delineation ofthe buildable area as one ofthe two requirements found at that time

4

Locality Town of Smithfield

23 9V AC2S-830shy140 S a

Verification that the local process for reviewing and approving buffer modifications remains consistent

Section 3PG3cl outlines the required language for buffer modifications

24 9V AC2S-830shy140 S b 1-2

Verification that local government has records of recent District-approved practices in support of RP A encroachments for agricultural uses

There is no active agricultural or agriculturally zoned land in the Town

2S 9V AC2S-830shy140 S b 4

Verification that local government working with the local SWCD has a process for addressing agricultural pollution issues

There is no active agricultural or agriculturally zoned land in the Town

26 9V AC2S-830shy14- 6

Verification that the local government has procedures to ensure that WQlAs are being required for all appJicable activities in RP As

Section 3PF2 requires a WQIAfor disturbances in the RPA Section 3PH

outlines the submission requirements for a WQIA

Regulatory Relief Mechanisms

Item

Regulatory citation

Information needed for review Status

27 9V AC2S-830shyISO A

Verification that local governments administrative waiver process for the approval of non-conforming lots or structures in RP As remains consistent

Section 3PI3d outlines the nonconforming use and development

criteria as outlined in the Regulations

28 9V AC2S-830shyISO B

Veri fication that the local governments process for the approval of exempt public utilities railroads roads and facilities remains consistent

Section 3PI3a outlines the exemptions for public utilities etc

29 9V AC2S-830shyISO C

Verification that the local governments process for reviewing and approving exceptions remains consistent

Section 3PI4 outlines the exception criteria and lists the Planning

Commission as the approval body for RPA exception requests

S

Locality Town of Smithfield

Program Administration and Enforcement Forms

If any of the following fonns or documents are used in the administration of the local Chesapeake Bay Preservation Act program local staff should provide DEQ staff with a copy

1 Building pennit application 2 Erosion and Sediment Control Pennit (land disturbing pennit) 3 Notice of RP A violation (unauthorized removal of vegetation unauthorized land

disturbance or construction of structure driveway pool etc) 4 Any applicable documents used by the local government in support of the POD review

process a POD Review Checklist b Site plan development flow chart c WQIA checklist or fonn d Perermial Flow Detennination fonns e Landscape plan checklist f RP A development checklist

5 Any other materials representative of the local Chesapeake Bay Preservation Act program

6

• Town Council Agenda - April 4th 2017
• Town Managers Report
• Committee Summary Reports
• Police Committee
• Water and Sewer Committee
• Finance Committee
• Parks and Recreation Committee
• Public Works Committee
• Public Buildings and Welfare Committee
• Acitivity Reports
• Police Activity Report
• Smithfield Center Activity Report
• Tourism Activity Report
• Zoning Permit Index - February
• FYI Items
• Thank You Letter from The Genieve Shelter
• VA Department of DEQ
• Additional Invoice
• TAB 1 Kimley Horn Associates
• TAB 2 MOU between IOW County and the Town of Smithfield

Locality Town of Smithfield

silvicultural BMPs have not been followed

16 9V AC25-830shy1309

Verification that the locality requires where appropriate evidence of wetlands permits prior to allowing grading or other on-site activities to begin

Section 3PG2f1 ofthe CB-O (Chesapeake Bay Preservation Overlay District) includes the requirement for evidence ofwetlands permit prior to

initiation ofon-site activities

RPA Performance Criteria Information

Item

Regulatory citation

Information needed for review Status

17 9V AC25-830shy140 1

Verification that local governments process for properly ensuring that only permitted uses and activities are allowed in the RP A remains consistent

Section 3PB3 outlines all permitted activities as provided in the Regulations

18 9V AC25-830shy1402

Verification that local governments process for reviewing administrative approvals for exempt activities in RP As remains consistent

Section 3P3 c outlines the requirements for exempted RPA activities

19 9V AC25-830shy1403 b

Verification that local government is implementing a process for ensuring the re-establishment of RP A buffers when land is converted from agricultural or silvicultural use to other uses

Section 3PG3c5 includes the required language however there is no known

agricultural or sivilicultural activities in the Town

20 9VAC25-830shy1404

Verification that local governments process for reviewing permitted RP A encroachments remains consistent

Section 3PG3c2 outlines the required language for buffer encroachments

21 9V AC25-830shy190 A 4

Verification that local government has adopted ordinance provisions noted during the Advisory Review that ensure through the plan of development review process that the plat and site plan requirements are consistently met

The July 1 2010 Advisory Review noted that the Town had addressed two ofthe six requirements A review ofrecently

amended town ordinances found no additional language to address the four

missing plan and plat notations

22 9V AC25-190 A 5

Verification that the local government has adopted ordinance provisions noted during the Advisory Review of provisions to ensure through the plan of development review process that the delineation of buildable areas requirement for approved site plans is consistently met

The July 1 2010 Advisory Review noted that the Town had addressed the

requirement for delineation ofthe buildable area as one ofthe two requirements found at that time

4

Locality Town of Smithfield

23 9V AC2S-830shy140 S a

Verification that the local process for reviewing and approving buffer modifications remains consistent

Section 3PG3cl outlines the required language for buffer modifications

24 9V AC2S-830shy140 S b 1-2

Verification that local government has records of recent District-approved practices in support of RP A encroachments for agricultural uses

There is no active agricultural or agriculturally zoned land in the Town

2S 9V AC2S-830shy140 S b 4

Verification that local government working with the local SWCD has a process for addressing agricultural pollution issues

There is no active agricultural or agriculturally zoned land in the Town

26 9V AC2S-830shy14- 6

Verification that the local government has procedures to ensure that WQlAs are being required for all appJicable activities in RP As

Section 3PF2 requires a WQIAfor disturbances in the RPA Section 3PH

outlines the submission requirements for a WQIA

Regulatory Relief Mechanisms

Item

Regulatory citation

Information needed for review Status

27 9V AC2S-830shyISO A

Verification that local governments administrative waiver process for the approval of non-conforming lots or structures in RP As remains consistent

Section 3PI3d outlines the nonconforming use and development

criteria as outlined in the Regulations

28 9V AC2S-830shyISO B

Veri fication that the local governments process for the approval of exempt public utilities railroads roads and facilities remains consistent

Section 3PI3a outlines the exemptions for public utilities etc

29 9V AC2S-830shyISO C

Verification that the local governments process for reviewing and approving exceptions remains consistent

Section 3PI4 outlines the exception criteria and lists the Planning

Commission as the approval body for RPA exception requests

S

Locality Town of Smithfield

Program Administration and Enforcement Forms

If any of the following fonns or documents are used in the administration of the local Chesapeake Bay Preservation Act program local staff should provide DEQ staff with a copy

1 Building pennit application 2 Erosion and Sediment Control Pennit (land disturbing pennit) 3 Notice of RP A violation (unauthorized removal of vegetation unauthorized land

disturbance or construction of structure driveway pool etc) 4 Any applicable documents used by the local government in support of the POD review

process a POD Review Checklist b Site plan development flow chart c WQIA checklist or fonn d Perermial Flow Detennination fonns e Landscape plan checklist f RP A development checklist

5 Any other materials representative of the local Chesapeake Bay Preservation Act program

6

• Town Council Agenda - April 4th 2017
• Town Managers Report
• Committee Summary Reports
• Police Committee
• Water and Sewer Committee
• Finance Committee
• Parks and Recreation Committee
• Public Works Committee
• Public Buildings and Welfare Committee
• Acitivity Reports
• Police Activity Report
• Smithfield Center Activity Report
• Tourism Activity Report
• Zoning Permit Index - February
• FYI Items
• Thank You Letter from The Genieve Shelter
• VA Department of DEQ
• Additional Invoice
• TAB 1 Kimley Horn Associates
• TAB 2 MOU between IOW County and the Town of Smithfield

Locality Town of Smithfield

23 9V AC2S-830shy140 S a

Verification that the local process for reviewing and approving buffer modifications remains consistent

Section 3PG3cl outlines the required language for buffer modifications

24 9V AC2S-830shy140 S b 1-2

Verification that local government has records of recent District-approved practices in support of RP A encroachments for agricultural uses

There is no active agricultural or agriculturally zoned land in the Town

2S 9V AC2S-830shy140 S b 4

Verification that local government working with the local SWCD has a process for addressing agricultural pollution issues

There is no active agricultural or agriculturally zoned land in the Town

26 9V AC2S-830shy14- 6

Verification that the local government has procedures to ensure that WQlAs are being required for all appJicable activities in RP As

Section 3PF2 requires a WQIAfor disturbances in the RPA Section 3PH

outlines the submission requirements for a WQIA

Regulatory Relief Mechanisms

Item

Regulatory citation

Information needed for review Status

27 9V AC2S-830shyISO A

Verification that local governments administrative waiver process for the approval of non-conforming lots or structures in RP As remains consistent

Section 3PI3d outlines the nonconforming use and development

criteria as outlined in the Regulations

28 9V AC2S-830shyISO B

Veri fication that the local governments process for the approval of exempt public utilities railroads roads and facilities remains consistent

Section 3PI3a outlines the exemptions for public utilities etc

29 9V AC2S-830shyISO C

Verification that the local governments process for reviewing and approving exceptions remains consistent

Section 3PI4 outlines the exception criteria and lists the Planning

Commission as the approval body for RPA exception requests

S

Locality Town of Smithfield

Program Administration and Enforcement Forms

If any of the following fonns or documents are used in the administration of the local Chesapeake Bay Preservation Act program local staff should provide DEQ staff with a copy

1 Building pennit application 2 Erosion and Sediment Control Pennit (land disturbing pennit) 3 Notice of RP A violation (unauthorized removal of vegetation unauthorized land

disturbance or construction of structure driveway pool etc) 4 Any applicable documents used by the local government in support of the POD review

process a POD Review Checklist b Site plan development flow chart c WQIA checklist or fonn d Perermial Flow Detennination fonns e Landscape plan checklist f RP A development checklist

5 Any other materials representative of the local Chesapeake Bay Preservation Act program

6

• Town Council Agenda - April 4th 2017
• Town Managers Report
• Committee Summary Reports
• Police Committee
• Water and Sewer Committee
• Finance Committee
• Parks and Recreation Committee
• Public Works Committee
• Public Buildings and Welfare Committee
• Acitivity Reports
• Police Activity Report
• Smithfield Center Activity Report
• Tourism Activity Report
• Zoning Permit Index - February
• FYI Items
• Thank You Letter from The Genieve Shelter
• VA Department of DEQ
• Additional Invoice
• TAB 1 Kimley Horn Associates
• TAB 2 MOU between IOW County and the Town of Smithfield

Locality Town of Smithfield

Program Administration and Enforcement Forms

If any of the following fonns or documents are used in the administration of the local Chesapeake Bay Preservation Act program local staff should provide DEQ staff with a copy

1 Building pennit application 2 Erosion and Sediment Control Pennit (land disturbing pennit) 3 Notice of RP A violation (unauthorized removal of vegetation unauthorized land

disturbance or construction of structure driveway pool etc) 4 Any applicable documents used by the local government in support of the POD review

process a POD Review Checklist b Site plan development flow chart c WQIA checklist or fonn d Perermial Flow Detennination fonns e Landscape plan checklist f RP A development checklist

5 Any other materials representative of the local Chesapeake Bay Preservation Act program

6

• Town Council Agenda - April 4th 2017
• Town Managers Report
• Committee Summary Reports
• Police Committee
• Water and Sewer Committee
• Finance Committee
• Parks and Recreation Committee
• Public Works Committee
• Public Buildings and Welfare Committee
• Acitivity Reports
• Police Activity Report
• Smithfield Center Activity Report
• Tourism Activity Report
• Zoning Permit Index - February
• FYI Items
• Thank You Letter from The Genieve Shelter
• VA Department of DEQ
• Additional Invoice
• TAB 1 Kimley Horn Associates
• TAB 2 MOU between IOW County and the Town of Smithfield

• Town Council Agenda - April 4th 2017
• Town Managers Report
• Committee Summary Reports
• Police Committee
• Water and Sewer Committee
• Finance Committee
• Parks and Recreation Committee
• Public Works Committee
• Public Buildings and Welfare Committee
• Acitivity Reports
• Police Activity Report
• Smithfield Center Activity Report
• Tourism Activity Report
• Zoning Permit Index - February
• FYI Items
• Thank You Letter from The Genieve Shelter
• VA Department of DEQ
• Additional Invoice
• TAB 1 Kimley Horn Associates
• TAB 2 MOU between IOW County and the Town of Smithfield