Woodstock Town Council Meeting Agenda Tuesday, October 3, 2017 Municipal Office Council Chambers

Woodstock Town Council Meeting Agenda Tuesday, October 3, 2017 Municipal Office Council Chambers 7:30 pm Council Meeting 1. Call to Order 2. Pledge of Allegiance 3. Prayer 4. Meeting Minutes 5. Visitors a. Action on the minutes from the regular Town Council meeting held on September 5, 2017. b. Action on the minutes from the Finance Committee meeting held on September 26, 2017. c. Action on the minutes from the TED Committee meeting held on September 26, 2017. a. Woodstock Fire Department b. Woodstock Rescue Squad 6. Special Reports a. Woodstock Enhancement Committee b. Northern Shenandoah Valley Regional Commission c. Rails to Trails Committee d. Presentation of a Plaque from American Red Cross by the Police Department and Resolution of Commendation 7. Committees a. Water & Sewer Committee b. Street Committee i. Set meeting date c. Finance Committee i. Report d. Personnel Committee

i. Set meeting date e. Ordinance Committee f. Tourism & Economic Development i. Report g. Park Commission h. Planning Commission 8. Old Business 9. New Business 10. Town Manager s Report 11. Mayor s Report 12. Council Person Reports 13. Communications a. Shenandoah Autumnfest: Saturday, October 14 (11:30 am 5:00 pm) b. Halloween on Court Square: Saturday, October 28 (11:00 am 1:30 pm) 14. Adjournment Cc: Mayor Town Council Town Clerk Town Attorney Chief of Police Department Heads Planning Commission Chairman Keith Lantz Supervisor Cindy Bailey Chairwoman Beth Funkhouser, WEC Shenandoah County Chamber of Commerce Media

WOODSTOCK TOWN COUNCIL MEETING September 5, 2017 The Woodstock Town Council held its regular meeting on September 5, 2017 at 7:30 pm in the Council Chambers of the Municipal Building. Present were Mayor McCleary, Vice Mayor Lambert; Council Members Haun, Gutshall, Cross, Funkhouser, and Heishman; Planning Commission Chairman Lantz; Angela Clem, Town Manager; Mandy Belyea, Deputy Town Manager; and Jay Neal, Town Attorney. Mayor McCleary called the meeting to order at 7:30 pm, followed by the Pledge of Allegiance to the Flag and the prayer by Mr. Heishman. MINUTES: a. Mr. Funkhouser made a motion to approve the minutes from the regular Town Council meeting held on August 1, 2017. Ms. Lambert seconded the motion and it carried unanimously. b. Ms. Lambert made a motion to approve the minutes from the Finance Committee meeting held on August 23, 2017. Mr. Funkhouser seconded the motion and it carried unanimously. c. Mr. Heishman made a motion to approve the minutes from the Strategic Planning Work Session held on August 23, 2017. Ms. Cross seconded the motion and it carried unanimously. HEAR FROM VISITORS: (1) Woodstock Fire Department: Chief Bowers thanked Council for allowing the Fire Department to give a monthly report each month. Chief Bowers stated that the Woodstock Fire Department (WFD) had a total of 37 calls for August with 19 being in town, 8 in the county, and 10 in other districts. Chief Bowers stated that during the month of August, 200 feet of hose was laid with zero property loss. Chief Bowers noted that there was an average of eight members per response. Chief Bowers reviewed the training hours and fundraising activities of the WFD. Chief Bowers stated that new ladder truck dedication was on August 20 and was then put into service on August 25. Chief Bowers stated that he is looking forward to Vintage Woodstock and thanked Council and the Town for their continued support and thanked those who attended the ladder truck dedication ceremony. Ms. Lambert thanked Chief Bowers for the invitation to the ladder truck dedication ceremony and stated that the ceremony was very nice. (2) Woodstock Rescue Squad: Mr. Brian Shank gave the run report for the month of August. Mr. Shank stated that the Woodstock Rescue Squad (WRS) had a total of 181 calls, 141 of which were answered by WRS, 28 answered by second due, and 12 cancelled calls. Mr. Shank stated that there were 95 total calls in town and 86 calls outside of town limits. Mr. Shanked reviewed each call type. Mr. Shank thanked everyone who responded to an accident that occurred on I81 on August 19. Mr. Shank noted it was four and a half hours until his crew was back in service from the accident. Mr. Shank stated that this past week was the 100 th Shenandoah County Fair, and WRS provided an ambulance to stand by during that week. Mr. Shank stated that there have been new protocols addressed for our area that will allow EMTs to now administer Narcan for opioid overdoses.

SPECIAL REPORTS: (1) Woodstock Enhancement Committee: Ms. Beth Funkhouser stated that during the month of August, the Woodstock Enhancement Committee (WEC) held the Kids ROC event with the Rainbow Rock Band. Ms. Funkhouser noted that the attendance was great with over 40 kids. Ms. Funkhouser stated that unfortunately the Woodstock ROCS concert featuring Stone Rollin was rained out and would not be rescheduled this season. Ms. Funkhouser stated that the last Woodstock ROCS is this Friday, September 8 with entertainment by John Richards and the Virginians at the W.O. Riley event space. Ms. Funkhouser noted that food will be for sale by Taco Peton & Smiley s Ice Cream. Ms. Funkhouser stated Saturday evening, September 9 from 5-10 pm will be the rescheduled Vintage Woodstock event on Court Street. Ms. Funkhouser stated that local band Charlie s Mix Tape will open up for the Hackens Boy with food, beer, and wine for sale and fun and games will be available for all ages. Ms. Funkhouser stated that 3/5 of the art work has been recomposed by the artists to better fit the traffic control boxes with the finished wraps being installed by the end of this month. Ms. Funkhouser stated that information about the Enhancement Committee and their events was available at the Woodstock Tree Board s booth at the fair. Ms. Funkhouser stated that the WEC would like to thank Public Works for all that they did for the float for the Fair Parade and for the modifications that were made to the trailer stage for the Veteran s program at the Fair and Vintage Woodstock. Ms. Funkhouser stated that the WEC has been busy working on ideas for the return of the Pumpkin Head people next month. Ms. Funkhouser noted that Town staff and WEC members are working to gather costumes for the characters, noting that new this year Central High School will be participating during Homecoming week (Oct 16-21) and the grade winner will have a pizza party, courtesy of the WEC. (2) Northern Shenandoah Valley Regional Commission: No report. (3) Rails to Trails Committee: Ms. Cross stated that the Rails to Trails Committee met on Friday, August 18 to continue the development of a strategic plan. Ms. Cross stated that the four Rails to Trails sub-committees will be meeting throughout the months of September and October to develop specific goals and objectives for their sub-committees. Ms. Cross stated that the next Rails to Trails Committee meeting will be held on Friday, November 17 th at noon to review a draft strategic plan. COMMITTEES: Water & Sewer Committee: Mr. Heishman stated that there was not a Water and Sewer Committee meeting, but wanted to remind everyone to be cautious of the crews that may possibly have to be out working if the hurricane comes our way. Street Committee: No report. Finance Committee: i. Report: Ms. Lambert stated that the Finance Committee met in Closed Session pursuant to Section 2.2-3711.3 of the Code of Virginia of 1950. ii. Set meeting date: Ms. Lambert set a meeting date for September 26 at 5:30 pm. Personnel Committee: No report.

Ordinance Committee: No report. Tourism & Economic Development: i. Set meeting date: Ms. Cross set a meeting date for September 26 immediately following the Finance Committee. Park Commission: No report. Planning Commission: No report, but Mr. Lantz stated that this was his official first day of retirement. OLD BUSINESS: None. NEW BUSINESS: i. Recommendation to adopt the Fiscal Year 2018-2022 Strategic Plan: Ms. Gutshall made a motion to adopt the Fiscal Year 2018-2022 Strategic Plan and Mr. Funkhouser seconded. Mr. Heishman commended staff on all of their hard work for putting this plan together. Ms. Gutshall noted that the presentation of the document looked great with the new branding. The recommendation carried on the following roll call vote: Haun Aye; Gutshall Aye; Cross Aye; Funkhouser Aye; Lambert Aye; Heishman-Aye TOWN MANAGER S REPORT: Ms. Clem thanked everyone for the adoption of the 2017-2022 Strategic Plan. Ms. Clem stated that this plan will help guide the Town for the next five years. Ms. Clem stated that the kick-off meeting for the Route 42 corridor study will be Monday, September 18. Ms. Clem stated that she was excited to announce the acceptance to the VEDA Cardinal Program and noted that the Town has been assigned to economic developers, Brian Shull, Economic Development Director in the City of Harrisonburg, and Beth Doughty, Executive Director of the Roanoke Regional Partnership. Ms. Clem stated that staff has received the branding guidelines and will be working on distributing the imagery to businesses. Ms. Clem stated that the auditors will be here on Monday, October 2 to complete the CAFR for Fiscal Year 2017. Ms. Clem formally congratulated Corporal Miller and Investigator Pence on their promotions. MAYOR S REPORT: Mayor McCleary congratulated Corporal Miller and Investigator Pence. Mayor McCleary stated that the 100 th Anniversary of the Shenandoah County Fair was successful and that he thought the fair parade was great. Mayor McCleary stated that his children participated in the greased pig contest and noted how remarkable it was to have one of the largest pig scrambles in Virginia. Mayor McCleary thanked Chief Bowers for the invitation to the ladder truck ceremony and stated that he enjoyed the dedication. COUNCIL PERSON REPORTS: (1) Mr. Heishman thanked the Police Officers for their continued hard work and congratulated Mr. Miller and Mr. Pence on their promotions. Mr. Heishman thanked the Town staff for all of their hard work that went into the Strategic Plan and that he is excited to see the direction the Town is going. Mr. Heishman gave his condolences to the family of Karen Hart, owner of Sunset Views Memorial Garden. Mr. Heishman noted that the I81 stretch through the Valley is becoming more and more dangerous, noting that he hopes there will be some kind of improvement to help. (2) Ms. Lambert commended staff on the hard work to create the float for the 100 th Shenandoah County Fair parade. Mr. Lambert congratulated Ms. Clem, Ms. Belyea, and staff on the Strategic

Plan and noted that it looks great. Ms. Lambert also congratulated Mr. Miller and Mr. Pence on their promotions. (3) Mr. Funkhouser congratulated Mr. Miller and Mr. Pence on their promotions and he also congratulated Mr. Lantz on his retirement. Mr. Funkhouser stated that the ladder truck dedication ceremony was very nice and that it was great to see former Town Manager Reid there for the dedication. Mr. Funkhouser stated that he is excited about the acceptance in the Cardinal Program and that this will be a great kickoff for the Town. Mr. Funkhouser wished everyone a Happy Fall. (4) Ms. Cross stated that she thought the fire truck ceremony went really well and that watching the fire truck drive down the road and the washing of the truck was very cool. Ms. Cross stated that she enjoyed the fair parade and that she is pretty sure it could have competed with the Macy s Day parade. Ms. Cross stated that as we go into fall and the holidays that she tries to encourage her students to engage in community service and not just in times of need. (5) Ms. Gutshall congratulated Mr. Miller and Mr. Pence on their promotions and thanked them for their continued service. Ms. Gutshall stated that she enjoyed reading the article in the Northern Virginia Daily about Mr. Lantz s mother and stated that she hoped Mr. Lantz enjoys his retirement. Ms. Gutshall stated that her son is obtaining his hours for behind the wheel and that they have driven past the dog park several times and stated that it is exciting to see the park getting used. Ms. Gutshall stated that she enjoyed riding in the 100 th Shenandoah County Fair parade and also enjoyed being able to watch some of it as well. Ms. Gutshall noted that Matt Hyden, coordinator of the parade, did a wonderful job and had a smile on his face the whole time. (6) Mr. Haun congratulated Mr. Miller and Mr. Pence on their promotions. Mr. Haun stated that the 100 th Shenandoah County Fair parade was really cool. Mr. Haun stated when he arrived at Public Works to get on the float that the Public Works Department looked beautiful and noted that he appreciates how all of the Town departments look great. Mr. Haun stated that the ladder truck ceremony was great. He stated that he is excited to see the projects going on in town moving forward and that this is just a true testament to the Strategic Plan. Mr. Haun noted that Mr. Heishman hit it out of the park on the prayer for tonight s meeting. COMMUNICATIONS: a. Woodstock ROCS: Friday, September 8 (6:00-9:00 pm) featuring John Richards and The Virginians b. Vintage Woodstock: Saturday, September 9 (5:00 10:00 pm) featuring The Hackens Boys There being no further business, the meeting was adjourned at 8:04 pm. Mayor ATTEST: Clerk

Finance Committee Meeting September 26, 2017 On Tuesday, September 26, 2017 at 5:30 pm the Finance Committee met in the Planning Commission Room of the Municipal Office. Present were Mayor McCleary (via video conference), Vice Mayor Lambert, Council members Funkhouser, Heishman, and Cross; Angela Clem, Town Manager; and Mandy Belyea, Deputy Town Manager. Ms. Lambert called the meeting to order at 5:30 pm and turned the meeting over to Ms. Clem. (1) Recommendation pertaining to the Cooperative Service Agreement with United States Department of Agriculture Animal and Plant Health Inspection Service (APHIS) Wildlife Services: Ms. Clem stated that as everyone knows, there has been a vulture problem in town. Ms. Clem stated that the Town has received numerous complaints and that the Town is working with APHIS Wildlife Services to resolve the problem. Ms. Clem stated that a deer carcass was placed on a farmer s field to try and lure the vultures to that area, but this attempt was unsuccessful; therefore, the next step is to sign a contract with APHIS to eradicate this problem. Ms. Clem noted that the contract agreement states not to exceed $10,000. Ms. Lambert asked if the services provided could cost less and Ms. Clem responded that yes it could cost less. Mr. Funkhouser made a motion to approve the contract with APHIS for an expenditure for up to $10,000, which was seconded by Ms. Cross. There being no further business, the Finance Committee adjourned at 5:42 pm. Finance Committee Chairwoman ATTEST: Clerk

TED Committee Meeting September 26, 2017 On Tuesday, September 26, 2017 at 5:30 pm the Tourism and Economic Development Committee met in the Planning Commission Room of the Municipal Office. Present were Mayor McCleary, Vice Mayor Lambert, Council members Funkhouser, Heishman, and Cross; Angela Clem, Town Manager; Mandy Belyea, Deputy Town Manager; Katie Mercer, Director of Marketing and Events; and Kate Grisdale, Design Committee member. Ms. Cross called the meeting to order at 5:42 pm and gave a brief overview that Ms. Mercer has been working on a presentation for the branding guidelines to provide to businesses and anyone who wants to use the Town Logos. Ms. Cross turned the meeting over to Ms. Clem. (1) Recommendation pertaining to the Brand Partner Creative Request Application & Guidelines: Ms. Clem presented the Brand Partner Creative Requirement Application regarding the use of the Town s new branding logos. Ms. Lambert asked who would be reviewing the applications. Mr. Heishman noted that he did not think the applications needed to come to Council for approval each time one is submitted and that staff could review. Ms. Clem stated that this application is going to be provided to all business owners. Ms. Clem reviewed the Brand Partner-LOGO Resource Usage Guidelines. She also presented all of the logos that are available for use. Mayor McCleary asked about getting certification, for example Google, to allow individuals use of the Town s logos. Ms. Clem stated that staff would look into this matter. Ms. Clem reviewed the Brand Touch Manual, (1) Brand Statement, (2) Brand Message, (3) Logo, (4) Logo Variants, (5) Logo Sizing, (6) Logo Spacing, (7) Color Palette, (8) Typography, (9) Primary Typeface, (10) Secondary Typeface, (11) File Format Guide, (12) Copyright of Transfer Statement. Mayor McCleary asked if there was a way that people requesting use of the Town s logo could also submit new tag line usage. Ms. Clem stated that staff would absolutely be willing to except other tag lines to incorporate in with the current one. Ms. Cross stated that this rebranding process has been a lot of work and that she thinks this will be a good way to control and help those using the logos. Ms. Clem noted that she is pleased with what the community has come up with. Mr. Funkhouser made a motion to recommend that the Brand Partner Creative Request Application and Brand Partner-LOGO Resource Usage Guidelines be followed, which was seconded by Ms. Cross. (2) Recommendation pertaining to the Traffic Signal Box Wrap Project: Ms. Cross stated that the next topic on the agenda is to discuss the five traffic control box wraps. Ms. Mercer expressed how excited she is for this project. Ms. Mercer explained the process that started the traffic control box idea. Ms. Mercer stated that the Town is trying to incorporate more public art into the Town and she thought this would be an awesome, unique way to do so. Ms. Mercer presented on the following topics for the traffic control box wraps: (1) How the idea came about, (2) Design Inspiration, (3) Partners, and (4) The Process. Ms. Mercer stated that the process consisted of the following: (1) development of project proposal by Woodstock Enhancement Committee, (2) presentation of program for review by VDOT, and (3) release of call to artists. Ms. Mercer revealed the five pieces of art that were chosen. She stated that the first piece, Cacti, designed by Liam Shell will be placed on the traffic control box at the Sheetz location. Ms. Mercer stated that the second chosen piece, Icy Underpass, designed by Erik Zimmerman will be located at Main Street and Bowman Avenue. Ms. Mercer stated that the third selection was The Woods designed by Laurel Vaughan located and will be located at Main Street and Spring Street. Ms. Mercer stated that the fourth piece chosen was

Discuss Ideas designed by Daniel Stover and will be located at Main Street and East Court Streets. Ms. Mercer stated that the final piece of art chosen for the fab five was Look Up designed by Sally Veach and will be located on Main Street and West North Street. Ms. Mercer explained that the next step will consist of the design company, Focus Fulfillment, to print and install the artwork, which should occur in about two to three weeks. Ms. Mercer stated that the designs will definitely be installed by Halloween on Court Square. She noted that an invitation will be sent to all of the artists, the press, etc. for pictures to be taken after the official installment. Ms. Mercer stated that the estimated timeframe for the displayed artwork is approximately three to five years and then they will likely go through the process again with a call to artists. Mayor McCleary stated that he thinks this project is awesome and cannot wait to see the final product. Ms. Mercer thanked the Design Committee for the approval and she also thanked VDOT for allowing Woodstock to be the pilot program for this project. There being no further business, the TED Committee adjourned at 6:27 pm. TED Committee Chairwoman ATTEST: Clerk