Workshop and Regular Called Meeting

Speaker 1

0:00 This is a regular call meeting of the Irvington Town Council on Thursday, 02/12/2026 at 06:30 at Irvington Baptist Church. Roll call by name. Mary

Speaker 2

0:15 Windsor Cline here. Dudley Hill. Frances Westbrook here. Bill Robinson here. Samantha Van Saun here. And missus

Speaker 1

0:25 Bradley is joining the council meeting by Zoom from Turks And Caicos as she is out of town for personal reasons. So, miss Bradley, you are here?

Speaker 6

0:37 Yes. Bradley, present.

0:43 Is

Speaker 1

0:44 there a motion to approve the agenda? Don't we have to vote on her presence?

0:51 Oh, I think we can. Should we vote that she can be here? Or I thought it was kind of no objection, but I move that we accept the membership of miss Bradley remotely. Second. Okay. All in favor, aye. Aye. Alright. Is there a motion to approve the agenda? So

Speaker 3

1:14 moved. Second.

Speaker 1

1:17 All those in favor? Aye. Opposed? Is there a motion to approve the minutes from the 01/08/2026 Town Council regular call meeting? So moved. Second.

Speaker 2

1:31 All those in favor? Aye. Abstain since I wasn't here. Okay.

Speaker 1

1:37 I'll all those in favor? Aye. Aye. Opposed?

1:46 Alright. Unless otherwise stated, the financial report is accepted. The floor is now open for the public to speak on any topic. As always, please be reminded of the protocol for speaking. State name and address.

Speaker 2

2:03 But it's all. Is it all there? Am I in charge of this now?

possibly Heather Sheehan

2:07 Oh, stop. No microphone?

Speaker 1

2:10 We're not doing.

Speaker 8

2:12 Well, I didn't set it up yet. Okay.

possibly Heather Sheehan

2:15 I'm Heather Sheehan and I am at 90 Railway Road. Steve Kim is? 10 Cedar Circle. Steve is the president of VIA and I'm a board member and I'm also the Farmers Market Manager. Since you have the Fourth of July parade on the agenda tonight, I just wanted to make a few comments about the Fourth of July Farmers Market for consideration as you decide kind of the timing and coordinating that day because it'll be a very busy day. I do think that having the parade and the market at the exact same time on the morning of July 4 would be way too much for the town.

2:54 I think that it would diminish both events, and I think it will create a really serious parking problem. The parade will take customers away from the market, and the vendors will be stuck there at their booths, so the vendors won't be able to enjoy the parade. The bigger problem is really the parking. July is typically our largest and most heavily attended market. The North Commons parking lot tends to be completely full, most markets, and July 4 is very full, and we typically have parking all the way down both sides of King Carter Drive to or past Quails Trail.

3:39 So if the parade were to be held that same that morning while the market is going on, we would have to move those cars would not be able to park on King Carter. The North Commons is our it tends to already be full. I think we would have a serious parking capacity problem. I don't know where all those cars would park. So I wanted to just lay that out and encourage you to think about alternates, and we will certainly work with you from a DIA standpoint and whatever you decide on July 4 party.

Speaker 2

4:12 Agree.

Speaker 1

4:14 Did you all have some suggestions for alternatives?

possibly Heather Sheehan

4:19 Well, I think that it I think that the afternoon would be lovely. It'll be hot, but as Steve and I talked about the other day go ahead. Let's see. If it's hot in the mornings, it'll be hot all day. So, you know, we might catch a break. We have in the past, but it's July. It's gonna be humid. It's gonna be hot. It is what it is. The fourth is on the Saturday. It could be the morning of of Friday, if you wanted to do it in the morning. I think there'll be a lot of people traveling in, and there won't be that many people in town by Friday morning.

4:52 Right. So I'm not sure that that's the best time to do the parade. As recently as 2023, the parade was held on July 4, but that was for a July 3. The third. That was for a different reason altogether that, you know, I can I can tell you what that was if you want, but it had to do with tides in checkout times and things like that on the fourth? So that's I think our suggestion would be the afternoon of July 4. Question.

Speaker 2

5:25 What about the afternoon evening of July 3? Now I know you all set up the day before. You think would affect you or would that be viable? That

possibly Heather Sheehan

5:42 was the case last year. We set up on the day of the parade. We set up early morning. The parade was held, also we had all of our markers and everything up over there at the market, and it was fine. There were no disruptions to our setup so it was okay. Just so

Speaker 2

6:04 we had options in mind. Thank you. Heather, last

Speaker 3

6:08 year we had it both. We had the parade and farmer's market at the same time. No, they were two different days. It's just that we did our setup.

possibly Heather Sheehan

6:22 Yeah. Yeah. Our market was on the fifth last year. So we set up on the fourth. Right. And and

Speaker 5

6:28 then a parade was held. And the concert was the same. It was after the market. And then there's a concert and the market was the same day. Same day. That's right.

Speaker 2

6:39 Tear down real quick and get ready for the concert. Right. Just saying, so far, we don't know when the concert will be this

Speaker 1

6:49 year. But not before?

Speaker 2

6:51 No, definitely. We're 99% sure of that as we kind of heard through the great time for the committee. They're going be in Philadelphia. 2070?

Speaker 3

7:07 If we have it in the afternoon, would you think that would also benefit the farmers market? They could stay there if they wanted? I would think Yeah. Come early if it was to say it was that

Speaker 2

7:21 afternoon. Yeah. Think The market concludes at one. Yeah. And generally, we put everything away by 01:45

possibly Heather Sheehan

7:29 to arrive And there might there oftentimes are maybe a one or two vendors that are still packing up. They take a long time, you know, and they're there until 02:00 or a little after that. Parking lot would be pretty much empty. There could also be an opportunity for

Speaker 5

7:44 businesses and restaurants. Okay, we'll open it up especially from one to three, you know, come for one stay for the other kind of thing. Question.

Speaker 4

7:55 Would you anticipate even though the markets over at one, we might have an issue trying to get those cars remaining parking up and down King Carter? Well, it wouldn't be many, but maybe someone's walked over to the restaurant and we don't know where they are and their car is still there. Yeah, I think that is a possibility.

possibly Heather Sheehan

8:15 Now the one thought is that there could be signage put down King Carter Drive that says no parking, you know, permission After 01:00 or something. Time Road closes at no parking after, That's

Speaker 2

8:42 a good idea. Okay. Okay.

possibly Heather Sheehan

8:45 Thank you. Thank you. Thank you. Report

Speaker 1

8:49 from the mayor. Is there anybody else? Oh, I'm sorry. I didn't see anybody else was looking like, okay. I was told to hurry up.

9:00 I'm sorry. Is there anyone else for public comment? Okay. Report from the mayor. This month's mayor's report focuses on the reorganization of the committee structure which will be discussed later in the meeting. Report from the town attorney which we have had. Yeah. You. Report from the town administrator.

Speaker 8

9:28 We are still monitoring some bills in the general assembly that may have negative consequences for us. So far, so good. After the advice and meeting with the town attorney moving forward, not today, but next month, we were going to be changing the conditional use permit application approval or denial language. And actually, when you vote, it will be in resolution form starting next month. Wow. Will that be future? So just wanna let you know of that.

10:09 Questions? That was the attorney's idea. Okay.

Speaker 1

10:23 Report from the Planning Commission, mister Chapman.

Speaker 9

10:31 62 Old Wilkenoke Road. Thank you, madam mayor for the introduction. We had a great meeting. It only lasted twenty minutes. I don't think we'll be able to break that record.

10:43 Basically we recommend approves seven of two twenty five light hook STR cup. They have a local agent who will take care of that. The other thing we discussed just quickly was something called vested rights, Virginia code fifteen-two-two 307. Turns out there's not surprisingly, I'm sure the attorney knows that and maybe all of you do too. There's a vested rights part of the code basically says that it's an ex post facto law for zoning. So if we've approved something, whether it's a zoning permit or cup of any kind that if we change the code that that wouldn't qualify later.

11:28 It doesn't matter. We can't apply code changes to already approved cups or permits. Kind of makes sense, right? But I was happy to see that. They can't be expanded either. The use can't be expanded. There's a tunnel radiation over this, right? Yes, that would be for instance, if someone had an in with six units and they wanted to build three more and we had our code change that you could only rent those for thirty out of sixty days, that would apply to the additional three units.

11:59 Is that what it means?

Speaker 2

12:01 You said that was fast. It really depends. Sometimes it's that you can't add onto the building, like you stay So into the yeah, additional units. You know, it could be as simple as honestly, we see a lot of junkyards. So like, you know, all of a sudden, it's like we've had a junkyard and now you're on this next like yeah, you've expanded it. Yeah. So it's very specific. Yes. Depending on the project and what's allowed, but yeah. Only place that was approved originally.

12:39 Right. So you did something like burns down, you can usually rebuild it, but you have to use the same footprint. Right.

Speaker 9

12:45 Yeah. So. But it's pretty good. You can't buy it to them, but there are exceptions. Yes. Does that survive ownership, change of ownership? Generally,

Speaker 2

12:56 yes, it does. Because you're really looking at the use, the owner. I I can't think of a time that it wouldn't, but you know.

13:07 I

Speaker 9

13:07 think it says in there that the ownership changed. Yeah,

Speaker 2

13:11 sometimes it has more to do with the fact that the owner says they have documentation from the town of the county that only they, like, you know, sometimes it gets a little wonky. Again, a lot of these are junkyard cases, not so treat us as well, but like, you know, it's the thing that you don't want to expand. No offense. I mean, everything has its purpose. So

Speaker 5

13:33 our STR ordinance expires with a change of ownership. Yes. Is that a problem?

Speaker 2

13:40 It so Andrew and I have had a disagreement about that, but the legislature recently changed it. It is not a problem. Okay.

Speaker 5

13:50 You can stop there. I'm kidding. I'm sorry.

Speaker 2

13:55 I mean, I think you're, I do think you're asked, you know, in general, you don't want to link it because what if we let you, but not you? Then you're getting in, just makes me uncomfortable as an attorney. I feel like it's not the safest legal thing to do, but there have been some tweaks in conditional use permit language that does allow time limits and things like that. Like a straight rezoning, you know, that doesn't matter who owns it. Honestly, it's safer and better.

14:23 You don't want to make judgment calls on you're a good owner and you're a Yeah,

Speaker 3

14:28 that's

Speaker 1

14:29 Okay, great. Thank you. Mister Chapman, who is the agent for the Lightfoot? It's

Speaker 5

14:35 Mary Birds. Yeah. Okay.

Speaker 9

14:38 Okay. Thank you. Thank you.

14:45 Alright,

Speaker 1

14:45 moving on to old business.

14:50 Since this is the second reading for the conditional use permit application 2025 Light Foot. Yes,

Speaker 8

14:59 that is to operate a short term rental at 26 Galleyhook Drive. Mary Burgess will be the local manager. If this is approved, that will be number 33. However, year, your clerk and I will be going through and doing an audit. And I expect some short term that I know have either not used their license or gone long term. So we'll see that number come back then. Nine letters were sent out to neighbors. I have two responses of no objection.

Speaker 3

15:44 Have they finished the garage? You know, you don't know? I toured it this

Speaker 5

15:53 week and there's still a few few other things, but it's did a great job.

Speaker 3

16:02 Told

Speaker 5

16:02 Jackie she'd have done it before she left. It's they really really did a nice job. Yeah. I met

Speaker 3

16:10 the folks and they seemed like really nice people. Putting

Speaker 5

16:15 in a new septic tank today. Ouch.

Speaker 8

16:19 Is that for whoever's living in the garage? No.

Speaker 5

16:23 And I went upstairs to the garage. There is nothing up there that shows any kind of plumbing or it's it's bare bones up there. And it's completely unfinished on the inside. Now I think it was because later on, they're gonna do some other stuff, and the current septic tank was in the way. So they don't have septic issues. They just decided while all this was going on Need to move it. Yeah. Okay.

Speaker 1

16:53 Okay. Is there a motion to accept conditional use permit application 2025

Speaker 2

16:59 Lightfoot? So move. Second. Alright.

Speaker 1

17:03 All those in favor? Aye. Opposed?

17:09 Next is a discussion of the 2026 committee structure and we have four, well there are five committees but four will be chaired by council members. The codes and charter committee will actually be the entire council. Mr. Nunnally will be the person to head up that committee, but should any need for ordinance changes or whatnot, it would become the vote of the whole council to determine that. Public safety and events, Mary Cline, facilities, Van Saun, budget and finance, Cay Bradley, and town operations, Fran Westbrook.

17:59 We also want to open this up and then we'll have discussion but we also want to open this up for council members that if you you have your committee that you're chairing, but if there are one or two or three other committees that you have an interest in participating, we will then put we will discuss at the agenda planning meeting the vice mayor, the mayor, and staff to make sure that there's not, you know, like six people on one and only one person on another.

18:39 So, we will review those and and I'm asking that if everybody could send me whatever other will send Charles and me. Whatever other committees you may be interested in participating by next Thursday, I believe it's the nineteenth so that we have that information. Suggesting

Speaker 5

19:04 two. Two weeks? Two committees. Oh, two committees. Okay. Yes.

Speaker 1

19:09 That's probably better to do two committees. But are there any questions or comments or anything about doing

Speaker 5

19:19 this? My one question is if we have the entire council be on the codes and charter committee, which I don't have a problem with, if Mr. Nunnally calls committee, does that mean he has to have four people to have a moron? I

Speaker 4

19:33 would think so. That's a good question. Committees

Speaker 5

19:38 are a little nice because they're a little more nimble because you don't have to have. Otherwise I don't have a problem at all but it's just for a

Speaker 4

19:48 he meeting. Well, calls know, on our calendars, we were asked last year to hold the what was it? Opposite. The fourth Thursday of each month, just placeholder in case something came up. So we may want to stick with that thought that

Speaker 3

20:06 We should reduce the committee.

Speaker 5

20:10 I'm just That's the other option. Yeah. It's yeah. You can you can reduce it and make it like the others. The only issue, like I said, is my I don't have an objection either way other than the concern of getting a quorum Right. On a Tuesday afternoon at 04:00 or whenever. Yeah. Well, rather than that, I suggest we redo make it three members instead of the entire council. Three council members. Okay.

Speaker 1

20:34 So that we can determine that by whoever

Speaker 4

20:38 may have interest. See how it shakes out. I could appoint

Speaker 3

20:43 if there's no interest.

Speaker 1

20:45 Okay. We'll start with we'll start with expressing your interest and if if we need to change,

Speaker 3

20:52 we can. Thank

Speaker 1

20:55 you, Phil. Thank you. Alright. Is everybody comfortable? No more questions on that. Alright. Next under old business is continued discussion of seasonal whole decor and flags. Yes, ma'am. I

Speaker 4

21:12 think you all got the quote by email perhaps yesterday about flags. And I would like to start with that because I think it's going to be the simplest.

21:27 The company I ended up getting the quote from is called American Flags Express. This company has made flags for each US President, George Bush senior forward. They make the State Department flags, all five branches of the US Armed Services and for our US embassy. So they've got quite an extensive list of impressive customers there. The very thing that I wanted to make sure these flags would be, and I talked to Jerry about this as a sailmaker. I was told that nylon was the best fabric.

22:14 What I didn't know when people started asking me questions at different companies was the whole denier count, what you think thread count like when you're buying linens or whatever. And Gerry said by all means do the 200 denier. Well, when I found that with this company, I thought, okay, they've got our bases covered. They are all made in The United States. Everything is sewn and all the stripes are sewn in the same direction, which makes it stronger.

22:45 The flags that I have chosen to have quoted are what they call the extra tough, if you will. They've got a term for it, but they're the extra reinforced. These also with these requirements of extra reinforced and the 200 denier is specifically for high wind areas. There's extra UV protection on these and lock stitch on all edges. I think and for the price too, $53.45 each, I think is a good deal. I also got prices on the heavy aluminum tubing, which they recommended for high wind areas.

23:34 The little finial ball that fits on the end and the what we call the no furrow kit, like the two rings so that when the wind it doesn't wrap around itself 14 times. So that's all for a total. If we get 40 flags now, I assume we have 40 Christmas decorations, so probably we wanted 40 flags.

Speaker 5

23:57 Can we maybe go ahead and get some spares just for the Well, we certainly could maybe get 10 spares. So

Speaker 4

24:05 for the 40 and the other items I mentioned, including shipping, she includes sales tax. I didn't know what our tax situation was if we're the end user. I talked with Charles and as a government entity, we are tax exempt. So we'd have to subtract the $200 that she put on for tax. So, we'd get this this would all cost us about $4,500 to make this happen. Turnaround time would probably there was one item, I think the poles, the one inch poles. I don't know if they're in stock.

24:38 It would probably take them a week or so to get them. So we're looking about maybe two weeks max turnaround time to getting these things.

Speaker 5

24:45 Will these fit in the current mounts?

Speaker 4

24:48 Yes, they should. The one inch pole was the key to that because yeah. Yeah. So they should fit in there just fine.

Speaker 3

24:58 I move everybody.

Speaker 5

25:02 I move I I not move, but I suggest we get some spares just because we're going Okay. Well, I'm This year or next year, we're going to might

Speaker 9

25:12 as well get them now so they all match. So they alrighty. Can I ask you to be en masse just to get rid of all the ones you currently have? Are if for the ones that are in good shape, should we keep, like, these spares? Or I

Speaker 2

25:25 have a feeling that for a more uniform look, it's just gonna make sense to replace them all because next to the new ones, even if the old ones are still in good shape, they're still going look old. Now you know, you make a decision to buy them, can you also make a motion to dispose

Speaker 9

25:40 of the Yes.

Speaker 1

25:42 Oh, when they would probably need to be disposed of?

Speaker 4

25:45 Well, I would suggest a girl a girl a Boy Scout program or something, but also there is a government website, my Moscow rep was telling me, where you can sell to other government entities. And she would suggest that may be something we want to do with our old Christmas decorations, recoup a little bit of that money. So we could either try and resell or do it for this many flags. It'd be nice for the scouts to have a nice ceremony on the commons and let people see exactly how it's done.

26:15 You know, just a suggestion. Settlement the Fowler's Market. Yes, ma'am.

Speaker 9

26:22 Do they do they have the really big flags that we need for the big flagpole as well? We have one extra. For those as well. I'm hearing in the background here, Charles is saying we do have one in in storage for the big flagpole. When we bought the last replacement one, we bought two at your suggestion. So we still have the extra in the town office. Okay.

Speaker 6

26:45 I don't think it might be useful just to ask if they have it so that we know that for the future. You mean whether they have that size flag?

Speaker 4

26:53 Oh, yeah. They go all the way up to battalion size if we want it. Okay. Okay. So is that your pleasure then that we order one more of the pole size flag, is that's probably

Speaker 3

27:09 a six by something. Don't know, but I have the record. Okay. So we have an extra adhesive. Yeah.

Speaker 1

27:17 So

Speaker 5

27:17 are you saying then we would have two extra? That's what Kay was recommending. How long is this one that we have been up there? Since

Speaker 1

27:24 August, I guess. Yeah. About six months. So we go through one a year? Mhmm. About one a year. And

Speaker 2

27:31 when they go, they go back. And

Speaker 4

27:34 I don't know if it's a commercial grade or what, but I have no idea.

Speaker 5

27:43 Those will be a continuous buying whether we do it now or later so it kind of I would say maybe when we put the second one up that we just try it immediately. Yeah. I would suggest that though that we do get spares.

Speaker 4

27:59 Alright. I'm here maybe we order a total of 50. So whatever that math is. Okay. So it looks like it'd be about what 20% more. Yeah. But Or 25% more. So

Speaker 3

28:13 I I admit my motion to include that. Okey doke.

Speaker 4

28:18 Alright. I will, let her know and then we'll have to go through proper sorry. How

Speaker 3

28:25 about these two calls? All

Speaker 1

28:29 those in favor? Aye. Opposed? Now

Speaker 4

28:32 that we've done that, is that something that Charles can handle over the phone with giving them all the information they need and whatever? Sure. Okay. And Charles, you have a copy of this. Right? Yeah. And then I just want a motion to officially dispose of the other

Speaker 1

28:45 The other flags? Yeah. Okay. Is there a motion to dispose of the current flags? Properly. Properly. Yes.

28:57 Yes. Those in favor? Aye. Opposed? Was it the American Legion?

Speaker 4

29:04 Who was it that did the They're probably one that does it also. There's several organizations. Does it, I think. And

Speaker 5

29:10 Scouts, I know who has and better. We

Speaker 4

29:12 may have an Eagle Scout in the making that would like that as a project or something. You You

Speaker 3

29:19 know, John Friday is an Eagle Scout.

Speaker 4

29:22 Pardon? John Friday is an Eagle Scout. Is that right? Well, I was thinking of something coming up in the ranks having to work on his hours or whatever. I

Speaker 3

29:31 learned that most of the astronauts are all legal scouts.

Speaker 1

29:35 Okay.

Speaker 4

29:36 Now you wanna do the Christmas decorations? Alrighty. This has been so much damn fun. You can redact that word.

29:53 So I told you all at the last meeting after a verbal conversation with Nina, our mosque Mosca rep, that she saw what we had bought our last Christmas decoration from them, and she was gonna go back and pull all the information and blah blah blah about refurbishing what we had. And when I contacted her again a little while after that, she actually told me that she had misspoken, that the last Christmas decoration we bought from them was the Christmas tree.

30:26 So So they have no way of refurbishing the old. But she did state in here. She said you can find the original people if they're still in business. That is what we have to do. However, same thing she told me with refurbishing hours, the cost savings wouldn't be all that great because of the detail and the hours not only taking the decorations off of the thing, but then the sanding and the painting and blah blah blah. So that wouldn't be that that large of savings.

31:01 In addition, we'd have to pay freight sending those things down there and then bringing them back and they're large enough that would be just less than a trailer load. So you're talking about a thousand dollars or better one way. So there's that little tidbit. What she did send to me was what they have in stock. Now it's not in this book. So when she sent it to me, I was absolutely stunned. This is what they have, which is very, very similar. It's not identical to what we have Oh.

31:37 But it is close. Oh, yeah.

31:42 That's great. Yeah. And that price with our 30% discount, including shipping, the shipping on these things is going to be about $2,400 The total is 40,188 for 40 of these. So we knew they were around $1,000. I think they were 1,010. You wanna see that?

Speaker 5

32:07 We have manufacturing too. Pardon? Who's the manufacturer again?

Speaker 4

32:11 Moscow. Moscow. Uh-huh. Thank you. They're the the the biggest one, I think, on on the East Coast, and they are located I think they're located in oh, North Carolina. I started to say South Carolina. They're North Carolina. This woman has jumped through hoops for me. Every time I change my mind or add another little detail that I forgot to mention, you couldn't ask for anybody to be any nicer. I felt like she's rolled out the red carpet for us in many ways.

32:36 That's

Speaker 3

32:37 that was nobody's everybody will love that because it almost looks like exactly what we have that everybody loves. Yeah.

Speaker 2

32:45 I agree. I think it looks very nice. It's very Irvington. Just and what I wanted to look at at the photo was if the

Speaker 4

32:53 the red was included, that's a No. I think that's that's something that Yes. A display was done. You will notice Which is fine. On there, up against the pole is is the bracket that holds. It's much longer, I think, than the one we have. Right. Plus there's an iron, a straight that comes out that really holds that lantern a lot more securely than the ones we have now. So

Speaker 5

33:18 So it's that one.

Speaker 4

33:19 Yes. So That's great. I'm kind of excited about the idea. That's great. Thank you. Ultimately, it's up to you all. Move that we purchase that

Speaker 3

33:31 that you've displayed for

Speaker 4

33:34 the 40,000. Anybody else want to take a look at that? I I was at I almost fell out of my chair when I saw that picture.

33:45 Know, but some of the

Speaker 2

33:46 She was just keeping it in her back pocket for us. Maybe so. I mean,

Speaker 4

33:50 well, after all the re thing and I know. And then actually seeing them when I drove down, and I was so disappointed in those. I just didn't like the the way they they'll look at I don't know. I didn't feel right about it. Alright. So Is there a second? Is just one more question. Is that about the same size? Uh-huh. I think this think that's six and a half long. Six and a half feet long. Yes?

Speaker 2

34:18 Do you know any type of warranty or guarantee

Speaker 1

34:21 timing or any kind of

Speaker 5

34:23 That is exactly why I came online to look, and I don't see anything. There's a return policy. Mhmm. I

Speaker 4

34:33 mean, I think they have some warranties on the craftsmanship and whatever. I'm not you know, I I can ask her that.

Speaker 5

34:39 So but that wouldn't change my Right. That would not change my vote on doing this.

Speaker 4

34:46 I think it all boils down to how they're stored. Has a big an effect on it as anything else I can think of. Okay. We

Speaker 3

34:54 need a second.

Speaker 2

34:56 Second.

Speaker 1

34:59 Alright. All those in favor of this Christmas decoration purchase?

Speaker 5

35:04 One question. Sure. Do we need any spares?

Speaker 4

35:11 I would suggest No. No. No. No. No. But you know what? What I'm thinking is, why don't we order a few spares next year Okay. That's fine. And see how we get get through this year. I just feel obligated to ask the question. No. I think it's I think it's legit. Okay. No. I'm fine. I'm Yes, ma'am?

Speaker 6

35:32 We actually budgeted for 50 of them in the capital budget, so there's actually 50,000 in the capital budget for holiday decorations. Woah. If want the orders there Okay. This year, you could do that, which might make sense just to make sure that they are identical. My guess is that if we did

Speaker 4

35:53 add a few more onto this, it wouldn't increase the freight that much. But if we tried to order three or four next year, our freight is going to be probably significant.

Speaker 5

36:06 This is 30% discount. So we're getting that. So if we wait a few months to see if we like it, we're probably not going to get the discount. No.

Speaker 4

36:13 No. This order has to be in by the end of February. Actually, it's originally January, but because I didn't the reason we went down there, I think she felt kind of bad. So she's honoring the discount through February. March, it falls to 25 percent.

36:32 Pardon? 50,000 budget is not factoring

Speaker 2

36:34 in the labor to

Speaker 4

36:36 No. It's not factoring in.

Speaker 2

36:39 But that would probably be a Mary, hear you. Okay. I was wondering if it was supposed to be the labor to install in that 50,000. Okay.

Speaker 4

36:50 Yeah. Alright. So but we may have to we'll have to look at the existing well, we know the existing bracket needs to be changed, but the price includes the new brackets. But it's getting someone paying the labor to put take the old off and put the new on. So

Speaker 2

37:07 But to Charles' question, put that next year's. Yeah. Right. Could you build that into next year's. I ask a favor. Okay. Mhmm.

37:17 Could

Speaker 5

37:17 you get two extra brackets? I'm gonna look at some storage options that would hopefully these things would never have to sit on the ground like the ones we do now. But we would need a couple of brackets just to kind of test and design and see. Sure.

Speaker 4

37:38 Alright. I'm sure we can get the brackets.

37:42 So

Speaker 1

37:43 what was the total cost of the purchase and the shipping? Purchase

Speaker 4

37:47 and the shipping is $40,188.

Speaker 2

37:51 For for how many? For for 40. That's for 40. Get six extra brackets. Get six? Alright. There there's a reason for that. Okay. That's fine. Specific that. And how many extra decorations do we wanna go ahead and get?

Speaker 5

38:05 We were gonna wait. No.

Speaker 4

38:07 Do you wanna go wait? We we got the 50,000. I didn't I thought I was budgeted 40,000 or close to it. So We want that discount. Cay Bradley is saying that we allocated our budget 50,000 for these Christmas decorations. So if we wanna throw them on that truck I think we should. There's no reason to wait. So we're looking at roughly a thousand dollars each then. We've got 10,000 knowing some of it will have to pay to change the brackets out.

Speaker 5

38:35 Change the brackets and more freight. Yeah. Well, a little bit more freight. Get five more. Can we get six and that way you can get rid of my separate bracket or if we have those extra six brackets? Yeah. That you can kind of play with. Yeah. Alright. So, yeah, there's a there's a little bit of a plan.

Speaker 4

38:53 Alright. So we'll do we'll we'll get 46 total is what we're hearing.

Speaker 3

38:59 Yep. Okay. Include my motion to make 46. Second.

Speaker 1

39:07 Okay. You're seconding the 46. Yes. Yeah. Okay. Because Sam seconded the other. Okay. So now we have a motion and a second for the purchase of 46 new Christmas decorations. So all those in favor? Aye. Opposed?

39:33 Okay.

Speaker 4

39:35 Good job. Thank you all. Yeah. I'm so glad this is over. It was a lot

Speaker 5

39:40 of work and a lot of frustration. Good

Speaker 6

39:42 job too. Thank you. We appreciate you taking that. We need to appropriate money it's in the capital It has not been appropriated yet. Okay.

Speaker 4

39:52 So that's a separate motion. Move Yes, someone I would just appropriate the full 50. I

Speaker 5

39:59 move we appropriate $50,000.

Speaker 1

40:01 Do you want to do it here or on your new business? Oh, okay. We

Speaker 3

40:04 can do it then. Okay.

Speaker 1

40:07 Alright. So, going on to new business motions or recommendations by Town Council members. Do

Speaker 5

40:14 the flags need to be appropriated as well?

Speaker 4

40:17 That's in our operating budget, isn't it? No. They're in operating. Okay.

Speaker 5

40:21 I move we appropriate $50,000 for expenses related to the procurement of and mounting of and storage of flags because I don't need a lot of money for some storage options. Dollars 50,000. Second.

Speaker 1

40:40 Any discussion?

40:44 All those in favor? Aye. Opposed? Okay. Any other motions or recommendations by Town Council?

Speaker 3

40:57 No, ma'am. I recommend that we seriously look to purchase or build our own office. We are the only town that I know of in Virginia that doesn't have its own office. And it's right now with where we are, I don't think people even know we have a town office. I recommend that. I don't know how to get the ball started other than recommending it. So I'd like to hear the other council members use. It's certainly something we've talked about for a hundred years.

41:42 I think it's time we get around to doing it. We certainly have the money to make down payments and we certainly have shown the ability to be able to pay a lot of rent. Would certainly like to get things moving so we don't have to redo a rental contract.

42:10 I'm going ask the mayor to maybe form a committee to bring back recommendations to the council.

42:20 Well,

Speaker 1

42:20 okay. You have made a motion.

Speaker 3

42:24 Oh, I made a recommendation. No. Made a recommendation. Okay.

Speaker 1

42:27 Sorry.

Speaker 4

42:30 Well, why don't we just an ad hoc committee.

42:36 There is going to be a facilities committee. That's true. So there you go. Think that would be the perfect Yes, it is. I think that is the perfect place and where to begin? Madam chair? Who was on that committee? Sam is chairing us. And that's

Speaker 1

43:01 a good point because when people send Charles or me their committees that they want to be on, then that could certainly be one of them and then they would have a report.

Speaker 3

43:14 The point that I want to make, madam mayor, is we've been talking about it for one hundred years.

Speaker 4

43:25 Almost as long as the storage shed. We've

Speaker 3

43:30 got to stop talking about it and do something. I

Speaker 5

43:34 would like to see where we'll be getting a capital priorities list from the Planning Commission. Should be soon. Don't we get one every year? Yes, you do. Alright. You can tell us not to do it if you like. I think we're obligated to do that. Anyway, I'd like to see where that

Speaker 3

44:00 is on there.

Speaker 5

44:02 So you said refer that recommendation? No, I'm not deferring. What it is is we have a facilities committee that's getting going simultaneously in the next month or two. Every year, the Planning Commission has listed on it. It's the list of capital projects. I know the town office has been on that for Ever. Ever. And you'll see where they prioritize that versus storage versus bathrooms versus sidewalks versus other things.

Speaker 4

44:32 I think it should start with the committee and if they want to appoint a few people just work specifically on that, what the timeframe, a sunset or something, then otherwise I think start with the committee.

Speaker 2

44:48 I agree.

Speaker 1

44:50 Alright, so that is a recommendation. We're not voting. We'll just leave it up to the committee. Let the committee do its work. Okay. Any other motions or recommendations?

45:05 Alright, next up under new business. Madam Mayor, to follow-up

Speaker 3

45:10 on that recommendation, Okay, do we have to put that in the budget somewhere for the capital improvements, the procurement of an office? So

Speaker 6

45:21 from my perspective, that is something that would come from the capital plan coming from the Planning Commission. If they were to decide that they wanted to do then that is something that would be built into the capital budget. Thank

Speaker 3

45:34 you.

45:38 Okay.

Speaker 1

45:42 Next under new business is renewal of the Blue Ridge Bank CD 3235.

45:51 Is there a motion to do so?

Speaker 2

45:54 I move that we renew both the Blue Ridge Bank CD 3235 and the Chesapeake Bank CD 7881. Second.

Speaker 3

46:06 Alright,

Speaker 1

46:06 any discussion?

46:11 All those in favor of renewing both of the CDs? Aye.

Speaker 2

46:15 Opposed? Aye. Okay. And

Speaker 1

46:19 the next is the July 4 parade date.

46:27 The president of the VIA and the chairperson of the farmers market have presented their views and a suggestion of possible alternatives. Is there anything comments from counsel? My

Speaker 3

46:45 comment was I thought they made very good sense. But I think I heard it would benefit the farmers market somewhat if we have it in the afternoon. So it would be my suggestion that we have it on the afternoon of the fourth after the farmers market.

Speaker 4

47:07 I would just like to put a plug in for the third. The third is probably going to be paid legal holiday since the legal holiday falls on a Saturday. So I think majority of your workforce will have that day off, could possibly be doing traveling on the second. I don't know.

Speaker 1

47:30 Excuse me. That's not on the list for is it? I'm just going look at that real quick.

Speaker 2

47:36 What's

Speaker 6

47:36 on the list? Most. July 3 is July 3 is the recognized holiday for July 4 this year. Yes. So,

Speaker 4

47:45 that's another thing to think about.

Speaker 2

47:49 I do wonder to the point that even though it's a holiday, people may be arriving that day. So I wonder if later in the day on the third, I mean I'm

Speaker 4

48:04 just trying to avoid the afternoon heat and I agree July is hot. Yeah. In fact, I've always been in favor of the parade at ten, not eleven or twelve because by that point, it's just getting exponentially hotter. It is hot. But other than that, you know This probably does not

Speaker 1

48:22 conflict with either of those, but I think the yacht club is having some activity the evening of the Well, they are, but I'm I'm not sure if they've set the date yet. They did contact me about the concert, and I was waiting until we had information that I could go back and tell them. Yeah. So I don't know if they have set a date yet or not. Well

Speaker 2

48:47 and if we set it for the morning of the third, people can plan accordingly. You know, if we put the word out now, people can plan to get here the night before if they wanna be here for the parade. Well,

Speaker 4

49:01 I think they're coming to the river. They wanna be here on the third. I

Speaker 2

49:05 mean, it's a it's a holiday. I mean What I'm saying is that Leaving work on the third to come down. Parade the morning of the third. They're going to want to get here the night before. So, but I think putting that date out, they could plan accordingly.

Speaker 1

49:20 Well, and this is the two hundred and fiftieth anniversary. I don't know if that matters to anybody. Do we want to have the a bigger deal? Yeah. Do we want to have it on the third just to check that box or do we want the fourth of July parade to be on the July 4 since it's the two hundred and fiftieth anniversary?

Speaker 5

49:39 So So a little bit of all this is the participants. One of the things maybe to consider is instead of coming up I think we've established we don't want to do this on top of the market. Right. So it sounds to me like we're either talking about the morning of the third or the afternoon of the fourth. One of the things I'd be curious is is and I assume we're having our man the person we hired last year to do this, she's already agreed. Mhmm. I would like to, a, get her opinion based upon her feedback from participants.

50:18 There's a lot of people I'm coming talking about that. Okay. And she

Speaker 1

50:22 is more in favor of the fourth. Okay. Alright.

Speaker 5

50:26 I want to make sure that that's included in this because we have it on the third and no one shows up. Well,

Speaker 4

50:32 and I think, too, on the fourth, the sooner we get these people committed since it's such a big deal, I'd start working on those participants right now. Personally,

Speaker 5

50:41 I don't have either way, the afternoon, the fourth or the third, I don't care. I'm just more of it's better to get more people involved. And

Speaker 4

50:49 I'm fine with either. If we could help the

Speaker 3

50:53 farmers market by extending the hours and keeping those people here I think it would be a better choice to do it on the afternoon. I think we would come up with activities that

Speaker 4

51:05 could keep people in the interim between the close of the market and of the grade. I don't think there'll be that much more of an interim, to tell you the truth, because it's, what, till 01:00 and it takes you all till about two to get everything. Yes.

possibly Heather Sheehan

51:19 I would say that probably the grade

Speaker 1

51:23 would be more like a 03:00. Okay.

possibly Heather Sheehan

51:27 Would give time for the parade for the street to be closed down, say, at 02:00

Speaker 1

51:32 and all the preparation done from two to three and then the parade starts.

Speaker 4

51:36 And you think three is a good time? Okay. Do

Speaker 1

51:39 you think you have the fireworks at night so it would be a festive day? Yeah. Okay.

Speaker 3

51:46 I move that we do it on the afternoon of the fourth at three Second.

Speaker 1

51:53 Sounds good. All right. All those in favor? Aye. Opposed? All right. I will well,

Speaker 2

52:00 you could contact Lily. Right? I'll let Lily on there. So now she wanted to make a priority reaching out to get the and everyone committed as soon as possible.

Speaker 4

52:11 Okay. Very good.

Speaker 2

52:13 Know she's bundled down with

Speaker 1

52:18 wonder why.

52:22 Alright. We're moving on to announcements. The next Town Council regular call meeting will be 03/12/2026 at Irvington Baptist Church. And the next bullet is an announcement obviously for council but for anybody, any resident. The November twenty twenty six election, there will be four seats on the town of Irvington's council that need to be filled. Three candidates will be elected to four year terms and one candidate will be elected to a two year term.

53:00 Prospective candidates must file with the Lancaster County Office of the General Registrar no later than 06/16/2026 and must designate on their filing documents whether they seek a four year or two year term. Respected candidates should confirm filing requirements with the Lancaster County office of the

Speaker 3

53:22 general registrar. She thinks the best.

Speaker 1

53:26 And the final bullet is the town office will be closed on 02/16/2026 in observance of Washington's birthday and president's day. Move with George. Second.

Speaker 4

53:38 What took you so long?

Speaker 1

53:41 All those in favor? Aye. Opposed? Okay. 745. Does

Speaker 3

53:50 anybody know how to wait Walmart Walmart stays open?

Speaker 5

53:56 Alright, Bill. No extra brackets. Correct? No extra brackets. No. If we if we got some extra ones what I'm what I'm looking at doing is creating a cart. Yeah. That's hang on. And that cart goes in the back of their truck, and it goes off the cart on Thank you. That's all we can say. We don't handle them three or four times. No. They go the cart goes down the street I mean, in the back of the truck. Trucks. Yes. They go from that mount to the mount up there.

54:26 So we may end up getting a whole another set of mounts Yeah. To store. Okay. And you'll have six or eight of these Oh. On a cart depending on long it's up wide and stuff like that. I think that's a great way to do But it it's gonna take some testing.

54:58 I was only in Jordan. I didn't see him. I couldn't Honestly, make him not. Like, careful. Thank you, Wayne.