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HomeMy WebLinkAbout12-16-251 1 1 Town Council Meeting Minutes December 16, 2025 1. The Mayor called the meeting to order at 6:46 p.m. and asked for a roll call. Jeremy L. Clark- Aye G. Tyler Clontz- Aye Mayor Collins- Aye Sunshine N. Cope- Absent Steven W. Erickson- Absent Brooks R. Dawson- Aye Joel B. Burchett- Aye 2. Modification to Closed Session- No modifications were made. 3. The Mayor asked for a motion to enter into Closed Session to discuss the following items: a. VA Code 2.2-3711 (A) 1 (1 item)- Personnel i. Appointments to Boards The motion was made by Councilman Clark and seconded by Vice -Mayor Dawson. Jeremy L. Clark- Aye G. Tyler Clontz- Aye Mayor Collins- Aye Sunshine N. Cope- Absent Steven W. Erickson- Absent Brooks R. Dawson- Aye Joel B. Burchett- Aye Councilman Erickson joined the meeting before entering into Closed Session. The following council members and staff entered into Closed Session: Councilman Clark, Vice -Mayor Dawson, Councilman Clontz, Councilman Erickson, Councilman Erickson, Councilman Burchett, Mayor Collins, Town Manager, Todd Day, Town Attorneys Scot Farthing and Andrew McBride, and Clerk of Council, Ms. Hale. 7:00 p.m. Open Session 4. Certification of Closed Session- The Mayor asked for a motion to certify that only the following items were discussed during Closed Session: a. VA Code 2.2-3711 (A) 1 (1 item)- Personnel i. Appointments to Boards The motion was made by Councilman Clontz and seconded by Councilman Clark. Jeremy L. Clark- Aye G. Tyler Clontz- Aye Mayor Collins- Aye Sunshine N. Cope- Absent Steven W. Erickson- Aye Brooks R. Dawson- Aye Joel B. Burchett- Aye 5. Councilman Burchett led the audience in the Pledge of Allegiance. Page 1 of 10/ December 16, 2025 6. Councilman Clark gave the invocation. 7. Mayor Collins welcomed all in attendance and those viewing online. 8. Modification to Public Session- No modifications were made. 9. Presentations a. Pulaski County Chamber of Commerce 2025 Town of Pulaski Businesses Recognition- Sam Edwards, Chamber of Commerce Executive Director Ms. Edwards explained that she is presenting the recipients of the 2025 Chamber Awards on behalf of the Pulaski County Chamber of Commerce. She noted that there are six award categories in total, with three of the recipients located within the Town of Pulaski. The awards are intended to recognize businesses and organizations that demonstrate dedication, innovation, and service to the community. She explained the nomination and selection process in detail. Each year, the Chamber opens a two -month nomination period during which community members and businesses can submit nominations anonymously via a Google form promoted through social media, newsletters, and local newspapers. Nominations are compiled, and businesses receiving multiple nominations advance to finalist status. Typically, finalists are narrowed to three based on the number of votes received. The Chamber's Executive Committee then reviews each nomination and the reasons provided, selecting winners based on the businesses' activities and impact during the year. The final selection is made through an anonymous vote by the Executive Committee, ensuring a balance between community input and the Chamber's behind -the -scenes perspective. Ms. Edwards announced that the 2025 Nonprofit Excellence Award was presented to Instill Mindfulness. Since relocating to Pulaski County in 2023, the organization has made a significant impact through its Center for Wellbeing, addressing mental health challenges, substance use, and housing instability using mindfulness -informed programs. In just two years, Instill Mindfulness has grown from two staff members to ten and has served hundreds of residents through peer recovery programs, community mindfulness events, and specialized training initiatives. Their work was described as strengthening resilience, well-being, and connection throughout Pulaski County, the Town of Pulaski, and the broader New River Valley. Representatives Jamie, Regina, and Terrie were present to accept a certificate of recognition on behalf of Instill Mindfulness. Ms. Edwards noted that while award recipients already received trophies at the Chamber's annual dinner, the Town of Page 2 of 10/ December 16, 2025 Pulaski wanted to provide special recognition as well, emphasizing pride in their accomplishments. The Small Business of the Year Award was announced as going to Gem City Market. Ms. Edwards described the business as a cornerstone of downtown Pulaski, providing a boutique -style shopping experience that draws people to Main Street. She highlighted the role of strong business leadership in downtown revitalization efforts and praised Gem City Market for setting a standard through creativity, community responsiveness, and attention to customer needs. Ms. Edwards specifically commended Meredith, noting her responsiveness to customer feedback and her habit of quickly incorporating requested items into the store's offerings. A lighthearted discussion follows about "Twillys," decorative accessories sold at the shop, illustrating how small, community -driven ideas have translated into popular products and successful sales. Meredith, along with family members, comes forward to receive the recognition. The final award, Business Executive of the Year, was announced as going to Rob Graham, Superintendent of Pulaski County Schools. Ms. Edwards explained that Mr. Graham was unable to attend due to a rescheduled school board meeting caused by recent snow. She praised his genuine leadership and noted that his work has had a lasting impact on the school system, families, and the broader community. Manager Day commented on the significance of the awards, noting that three of the six awards went to Town of Pulaski recipients, which he views as an impressive accomplishment given that the Chamber includes businesses beyond Pulaski County, including areas such as Radford and Montgomery County. Ms. Edwards acknowledged that many other Town of Pulaski businesses and individuals were nominated and reached finalist status, citing examples such as Sherry Hodge of Hodge Insurance. Manager Day further highlighted one of Mr. Graham's achievements: all Pulaski County schools being fully accredited in the current year, describing it as a major and positive milestone. Manager Day expressed appreciation to all award recipients for their contributions to the Town of Pulaski. Ms. Edwards emphasized that while final selections are difficult, the winners clearly stood out. Councilman Burchett added a comment recognizing an individual associated with Instill Mindfulness, Pamela Edwards, noting her dedication and caring nature, and Ms. Edwards acknowledged others who were present at the Chamber's annual dinner. The discussion concludes with general praise for the award recipients and gratitude for their positive impact on the community. Page 3 of 10/ December 16, 2025 b. Public Works Update- Kim Caudill, Town of Pulaski Public Works Department Manager Ms. Caudill explained that she will provide a recap of activities for 2025, noting that each year has been increasingly busy due to ongoing growth and development projects, in addition to routine maintenance. She began with winter weather response, describing extensive snow removal and the cleanup of downed trees and limbs starting in January and extending into the spring. As the seasons progressed, mowing operations began, with six of the town's eight parks contracted out, while Public Works continued to maintain Sixth Street Park, Valley Street Park, the town cemeteries, and rights -of -way, primarily in the downtown area. In April, the department launched a daily water meter replacement program, with crews replacing approximately 20 meters per day. Over an eight -week period, around 750 meters were replaced, and Ms. Caudill noted plans to resume the program in January, weather permitting, to replace an additional 450 meters currently on order. Ms. Caudill reported that brush cutting and pickup have continued year-round in response to citizen requests, generally on a monthly schedule, though at times more frequently during the early summer and fall. She outlined ongoing challenges with water line breaks and sewer backups, noting that there have been over 100 sewer -related calls and approximately 75 water breaks in 2025, not including several incidents occurring during the current week. The department proactively monitors 10 to 12 problematic sewer areas, typically older lines or areas with poor slope, flushing them weekly or bi-weekly to prevent backups. Approximately 15 new water services were installed during the year, including infrastructure work on West Main Street, Main Street, and First Street Northeast to support the proposed brewery and apartment developments. In preparation for these developments, Public Works crews spent months installing new water lines, sidewalks, and concrete work, and the town contracted paving and pavement markings to create parking in the area. Interior maintenance was also performed on town -owned buildings, and the general properties crew completed a long-standing parking and storage project behind the Public Works facility. In addition, staff from multiple divisions worked for months on holiday decorations, including checking lights and wiring and even constructing some of the decorative trees and displays, which Ms. Caudill noted will be taken down in early January. Ms. Caudill highlighted the behind -the -scenes work of the vehicle maintenance team, which services and repairs the town's fleet, including police vehicles, fire Page 4 of 10/ December 16, 2025 trucks, public works equipment, transit buses, and New River Valley Senior Services vehicles. She reported extensive maintenance activity, including servicing seasonal equipment, conducting over 40 state inspections in November, and completing more than 100 oil changes. Leaf collection was delayed by recent weather but is ongoing and expected to be completed soon. She also briefly updated the council on pump station operations, noting that all four pumps at Station 4B are currently in full service, which is a positive development given frequent maintenance challenges. Looking ahead, Ms. Caudill announced plans to resume meter replacements in January and begin a comprehensive replacement of faded, damaged, or outdated street signs and posts. Crews will inventory existing signs, use materials already on hand, and order additional supplies as needed to ensure all signage is visible and legible. She concluded by noting that the department has responded to multiple water breaks that day, with crews working since early morning hours in difficult weather conditions. Mayor Collins commended the Public Works team for their efforts, particularly their work on storm cleanup and holiday decorations. Vice -Mayor Dawson asked for clarification about the recurring sewer lines that require regular flushing. Ms. Caudill explained that these are locations with repeated issues, often due to older infrastructure, poor slope, or grease buildup, frequently associated with restaurant activity. Proactive flushing helps prevent backups and provides capacity if private service lines experience problems. Councilman Burchett questioned the town's street sweeper, with Ms. Caudill acknowledging ongoing maintenance issues and high repair costs. She explained that the sweeper is not currently on a fixed schedule but is deployed as needed, particularly before events or when residents request service. Weather conditions and mechanical reliability make routine scheduling difficult, though there is an intention to resume more regular sweeping in the spring if conditions and equipment allow. Ms. Caudill also noted that the department reached full staffing in October for the first time in a long while, though one employee is expected to depart soon. Councilman Erickson asked about the town's liability when sewer backups occur in private homes through no fault of the homeowner. Ms. Caudill explained that the town has sovereign immunity, but the department works with affected residents to address the situation. Crews can clear blockages from clean -outs toward the main line but avoid actions that could worsen backups inside homes. Manager Day noted that all incidents are reported to the town's insurance provider, which handles claims and formal responses. While the town is not self - insured, some claims have been paid through insurance, depending on circumstances. Page 5 of 10/ December 16, 2025 7 L 10. Voting Items Resolution 2025-41 Re -Appointing Members to the Town of Pulaski, Virginia Cemetery Board of Trustees The motion was made by Councilman Clontz and seconded by Councilman Clark to adopt Resolution 2025-41. Jeremy L. Clark- Aye G. Tyler Clontz- Aye Mayor Collins- Aye Sunshine N. Cope- Absent Steven W. Erickson- Aye Brooks R. Dawson- Aye Joel B. Burchett- Aye b. Resolution 2025-42 Re -Appointing Shannon Ainsley to the New River Valley Housing Fund The motion was made by Vice -Mayor Dawson and seconded by Councilman Clark. Jeremy L. Clark- Aye G. Tyler Clontz- Aye Mayor Collins- Aye Sunshine N. Cope- Absent Steven W. Erickson- Aye Brooks R. Dawson- Aye Joel B. Burchett- Aye 11. Discussions a. GFL Bulk Pickup Update- Jackie Morris, Town of Pulaski Finance Director Ms. Morris provided an update on garbage and bulk collection and announced a significant service change set to begin in January 2026. Ms. Morris explained that GFL has provided regular trash service and monthly bulk pickup for the Town of Pulaski for several years, but concerns and suggestions from residents, staff, and GFL itself prompted a reevaluation of the bulk pickup process. Beginning January 6, bulk pickup will be available every Tuesday on a scheduled basis rather than one week per month. Residents will be required to call GFL directly using a dedicated phone line to schedule a pickup, rather than contacting the town's finance department. The existing rules will remain in place, including a limit of three items per pickup and curbside placement by 6:00 a.m. on the scheduled day. Residents may call as late as 4:00 p.m. on the Monday prior to schedule a pickup for that same week. GFL will provide the finance department with a list of scheduled pickups to help staff respond to any questions or concerns from residents. Ms. Morris also reviewed items that are not accepted for bulk pickup, including tires, paint, batteries, appliances, items containing freon, and combustible liquids. She outlined a comprehensive communication plan to ensure residents are well informed, Page 6 of 10/ December 16, 2025 including announcements on the town's website and Facebook page, advertisements in the Patriot newspaper, inserts in water bills, and notices in the town newsletter. Vice -Mayor Dawson expressed strong support for the change, noting that it provides residents with a consistent pickup day, reduces confusion, improves communication, and shifts responsibility for scheduling back to GFL. Manager Day also noted that the town will provide guidance on how residents can properly dispose of items that are not eligible for bulk pickup. 12. Public Comment Period Phillip Shrewsbury, a resident of Valley Road, addressed the council regarding ongoing low water pressure at his home. He explained that for the past five to six days he has been unable to adequately run household necessities such as the dishwasher, washing machine, or shower. He reported measuring water pressure as low as 18 pounds, well below the 34 to 37 pounds he stated the town engineer indicated was normal. Mr. Shrewsbury expressed frustration with the lack of resolution and emphasized the impact on his daily living. Vice -Mayor Dawson asked whether the town had inspected the water line. Mr. Shrewsbury noted that town staff have checked the meter in the past but that he is often not informed of findings. Manager Day acknowledged multiple water line breaks in recent days and assured him that someone would follow up with him within the week. A request by Councilman Erickson was also made to test the fire hydrant closest to his home to gather additional information on water pressure in the area. Mr. Shrewsbury reiterated concerns about aging water infrastructure and past issues with water tanks and pumping schedules. Manager Day committed to contacting him in writing and addressing the problem promptly. Terrie Sternberg of North Washington Avenue, addressed the council to provide an update related to Rest and Rise and prior discussions about establishing a shelter or warming station. Ms. Sternberg referenced a presentation made to the council in November and a follow-up letter dated December 3 that was sent after a closed session meeting involving legal counsel. She thanked the council for the letter and acknowledged the town's position that the matter should be referred to the Planning Commission due to zoning, ordinance, and special exception considerations. Ms. Sternberg explained that she shared the council's response and rationale with the Ministerial Association and host churches during their December meeting. She noted that the group understands the complexity of zoning and regulatory requirements and that the association is unified and aligned in its understanding of the town's concerns and direction. She indicated that the group is moving forward with that understanding as they continue discussions related to shelter and warming station efforts. Page 7 of 10/ December 16, 2025 Ms. Sternberg continued her public comments by explaining that, following the Ministerial Association meeting, representatives met with Fire Chief Conner, Deputy Fire Marshal Bruce, and Zoning Administrator Nathan Smythers to ensure everyone understood the town's requirements. During that meeting, it was reinforced that without completing the necessary Planning Commission and zoning processes, nighttime sheltering could not move forward, resulting in a decision not to operate Rest and Rise as an overnight shelter this winter. Ms. Sternberg noted that the group was unaware months earlier that these steps would be required and characterizes this as a lesson learned. Ms. Sternberg raised a lingering concern regarding a 2023 ordinance that allows churches to use their facilities as an accessory use for emergency cold -weather sheltering. She cited language in the zoning ordinance that appears to permit such use and questions how this provision is intended to function if it still requires extensive zoning and planning approval. She explained that Zoning Administrator Mr. Smythers is reviewing this issue to clarify whether the accessory use ordinance could allow emergency warming services without additional approvals. Despite this uncertainty, Ms. Sternberg emphasized the cooperative and respectful working relationship among the Ministerial Association, town staff, police, and fire officials. She also described current interim efforts, noting that the police department is assisting in checking on people in vulnerable situations and that funds are being used to provide motel stays for those at risk during extreme cold. Ms. Sternberg underscored the emotional toll on peer workers from Instill Mindfulness, individuals with lived experience of homelessness, who are deeply distressed by the inability to provide shelter through Rest and Rise. She concluded by urging council members to consider what steps are necessary to prevent people from remaining outdoors in dangerous weather, stressing the urgency and human cost of inaction. 13. Consent Agenda a. Consideration of December 2, 2025 Town Council Meeting Minutes The motion was made by Councilman Clark and seconded by Vice -Mayor Dawson to adopt the minutes as written. Jeremy L. Clark- Aye G. Tyler Clontz- Abstained Mayor Collins- Aye Sunshine N. Cope- Absent Steven W. Erickson- Aye Brooks R. Dawson- Aye Joel B. Burchett- Aye 14. Council Comments and Board Updates Councilman Clark offered brief holiday wishes to the community. Page 8 of 10/ December 16, 2025 Vice -Mayor Dawson echoed those sentiments and added appreciation for the Pulaski County Chamber of Commerce and Ms. Edwards, praising their extensive work in recognizing community members and strengthening local pride. Councilman Erickson provided an update on Virginia's First, noting recent meetings related to the Dublin industrial park. He reported that several projects are nearing completion, while others remain confidential. He then addressed the Rest and Rise issue, expressing deep personal concern and frustration that the town is no closer to providing shelter solutions than it was a year earlier. He read numerous public comments from Facebook, many from unhoused individuals and community members, criticizing the town's perceived lack of compassion and urging leaders to prioritize human decency over procedural barriers. The comments drew comparisons to animal welfare, questioned the selective enforcement of ordinances, and called for changes in leadership. Councilman Erickson emphasized that unhoused individuals are constituents deserving of care and argues that the town can and should do better to protect people from life -threatening cold conditions. In response, Mayor Collins stated that he has no formal comment but stressed that neither he nor the council members are heartless or indifferent. He acknowledged the difficulty of the situation, emphasizing the need to balance compassion with safety and regulatory responsibilities. He affirmed that the council and town staff are trying to address the issue, noting ongoing communication with the town manager and stakeholders. Mayor Collins concludes by stating that no one wants to see anyone harmed or die due to exposure, underscoring that the matter is complex and emotionally challenging for all involved. Mayor Collins continued his response by emphasizing that the council has a responsibility to protect everyone in the community and to act in what members believe is the best overall interest of the town. He acknowledged that not everyone will agree with council decisions and that actions taken to help one person may upset another, but reiterated that safety and responsibility remain central to their role. He stated that the council will continue to work within its abilities and guidance, striving to do what they believe is right. Shifting to a more optimistic tone, the mayor remarked on the town's appearance during the holiday season, noting the beauty of the Christmas lights and improvements throughout Pulaski. He reflected that many communities face similar challenges and that meaningful change takes time. Drawing on a metaphor, he explains that progress happens "one bite at a time," stressing that the town did not reach its current challenges overnight and will not resolve them instantly. He concluded by encouraging generosity during the holiday season and urging residents to help and care for one another as the town moves forward. Page 9 of 10/ December 16, 2025 15. Manager's Report a. Town Offices & Convenience Center will be closed December 24-26cn Manager Day delivered his report by highlighting a positive development related to a federally required lead service line identification project. He explained that several years earlier the town received a grant of approximately $750,000 to comply with federal mandates to identify any existing lead service lines. Due to staffing constraints and competing responsibilities, the project experienced delays. However, after challenging staff to complete the work in-house, the town was able to significantly reduce costs. He reported that by completing the work internally, the town avoided borrowing approximately $403,000, resulting in substantial savings. He commended staff members, including Austin Painter, Chris Phillips, Kim Caudill, and others, for their efforts, noting that the project was officially finalized that day. He also offered praise to Lin Martin and complimented the success of the Christmas parade, stating that the town looks excellent and expressing optimism for the upcoming year. 16. Reminder of Future Council Meeting a. January 6, 2026; Closed Session 6:00 p.m./ Open Session 7:00 p.m. 17. With no further business, the Mayor adjourned the meeting at 7:53 p.m. ATTEST ivia C. Hale Clerk of Council I TOWN of PULASK RGINIA Brooks R. Dawson Vice -Mayor Page 10 of 10/ December 16, 2025