Joint Public Hearing and Regular Called Meeting

possibly Mary Windsor Cline

0:00 Meeting of the Irvington Town Council on Thursday, 04/09/2026 at 06:30 at Irvington Baptist Church. Roll call by name.

possibly Philip Robinson

0:12 Philip Robinson here.

possibly Samantha Van Saun

0:14 Samantha Van Saun here. Mary Cline

possibly Mary Windsor Cline

0:18 here. Nunnally here. Frances Westbrook here. Julie Harris here. Is there a motion to approve the agenda? So moved. Second? Second. All those in favor? Aye. Opposed? Is there a motion to approve the minutes from the 03/12/2026 Town Council Regular Call Meeting?

Speaker 4

0:43 Move. Second.

possibly Mary Windsor Cline

0:47 All those in favor. Aye. Aye. Opposed. Unless otherwise stated, the financial report is accepted. Next on the agenda is the public hearing. Roll call for Planning Commission.

Speaker 6

1:06 I have Kevin here. Steve Strait. Jeremy Taylor. Very important. Very important.

possibly Mary Windsor Cline

1:13 So we have a quorum for the Planning Commission. We will now have a joint public hearing on conditional use permit application 2026 rentals forty nine and ninety six rentals landing for redevelopment within the RPA.

Speaker 5

1:31 That is redevelopment within the RPA and a rezoning. They're the same application. Rezoning will be from M one to R one.

possibly Mary Windsor Cline

1:45 Alright. Anyone wishing to comment, please be reminded of the protocol for comments which is on the table. Is there anyone wishing to speak about this conditional use permit?

Speaker 5

2:00 Oh, just for the record, I forgot to mention. 8,600 square feet of appropriate surface now, the new redevelopment would be 76.

Speaker 6

2:12 So you're reducing? Yes, ma'am. Thank you.

Speaker 4

2:20 Who's the incursion into the RPA?

Speaker 5

2:25 I'm sorry? What

Speaker 4

2:27 are we doing in the RPA?

Speaker 5

2:29 They are removing impervious service associated with an old crab shack or old share house. I'm not too sure what and all the surrounding stuff. And then they're building a home and a swimming pool.

possibly Cay Bradley

2:47 Mr. Nelson, I'm assuming there's no legal reason for us not to

Speaker 5

2:53 support this? Correct. They have the legal ability to do that.

possibly Mary Windsor Cline

3:00 And that's in regard to this?

Speaker 5

3:02 Yes.

possibly Mary Windsor Cline

3:08 Does anyone on council have any questions about about this that was submitted? I do have one

Speaker 7

3:16 question. Guest house.

Speaker 5

3:21 That the word guest will be removed then as a separate property, tax man property. Okay. So so we're going to call that additional house.

Speaker 7

3:33 A second. That's okay. Good. Because as it's labeled to remove the word guest. So as it's labeled, we could not let them do that unless it was attached.

Speaker 5

3:44 Correct. But Okay. It is a separate piece of property. So they can build a separate home on a separate piece of property, and it square footage meets our minimum.

possibly Cay Bradley

3:53 Thank you. They can also call it a guest house if they want to. Sure. Because it's on a separate tax map. We don't care about whether they call it a guest house or not. I just wanted that clarified because I just said was guest house. Technically,

Speaker 7

4:04 we don't. But since it's two separate properties. Right. Yes.

possibly Cay Bradley

4:08 I just want to make sure that if they want to call it the guest house.

Speaker 7

4:11 Oh, sure. They don't think the town of Irvington is gonna But be on the drawing, the site plan here, we don't show two separate properties. That's right.

Speaker 4

4:18 Public would never know. That was a good question.

4:23 It looks like it's going be a great improvement. It is. Yep.

Speaker 7

4:28 What if they'll rent the guesthouse? No.

Speaker 5

4:30 Well, actually, they legally they could. But if anyone from Town Council before the next meeting wants to go on a little tour down there, just please let me know. It's an interesting piece of property. Have you heard from neighbors? Yes. I have no objection from any neighbor. Concerns, specifically, as you can imagine, related to where on their property construction vehicles are going to park. So if you've been down Reynolds Landing, Reynolds Landing is essentially a glorified driveway.

5:04 There's no place to park on Carter's King Carter Road. There's no place to park on Reynolds Landing. So that means during this construction, cement trucks, roofers, HVAC, plumbers, everybody has to somehow be on their property. So that's the grave concern of some of the neighbors. Where are all these people going?

possibly Philip Robinson

5:27 I see a barge.

Speaker 5

5:29 See a barge. Helicopter. Yeah, exactly. So that, you know, you may want to consider that as one of your conditions that they have.

Speaker 7

5:39 Isn't there a little bit of a gravel park in there right there at the dock? But it's not that big, is it? It's been a while And since I've been back that's where the house and the construction are going to be. So there is, if we go back to our map here,

Speaker 5

5:54 there is the ability there's an existing garage here. So all of this should it may be suggested, should be

Speaker 7

6:06 available for all For that. For contractors. And then develop or do all of this last.

Speaker 5

6:13 Right. Well, here's here's your all your construction. So within that parcel, that's plenty of land. I can't remember that there's too many trees that prevent people from parking there, but that's really where all construction vehicles are gonna have to go. Because otherwise So

possibly Cay Bradley

6:30 mister Nelson. Yes, ma'am. You know me. I like simple and straightforward. So my inclination would be to say construction vehicles must be parked within the boundaries of their property and not dictate where on the property. Figure it out. Yeah. Yeah. Let them worry about that. That's right. Okay. Just checking. Yeah. If they're not they're not to,

Speaker 7

6:51 press on the Infringe upon the neighbors. On the either neighbors. Yeah. Correct.

possibly Cay Bradley

6:57 Oh, god help that King Carter Drive.

Speaker 5

7:00 Correct. You can park on there. And actually, the one of the neighbors had was getting a new roof, and that was a problem with the neighbor because I was trying to get down there to show some Board of Zoning Appeal people and it was, you know, no place for their roofers to park.

possibly Mary Windsor Cline

7:19 Alright. So is there anyone from the public that wishes to comment on this plan? Tom Chapman.

Speaker 6

7:28 Think you can. Yeah. I think the thing really? It's it's what it's there for.

Speaker 4

7:37 And, miss Bradley turn it off. Miss Bradley, would you

possibly Cay Bradley

7:40 turn lift the timer. I'll get the timer. You turn on the Ready? No.

7:51 There

Speaker 6

7:51 it is.

possibly Cay Bradley

7:53 No. Here. Oh,

Speaker 6

7:55 I heard you. You're good. You're on. You didn't turn on the other thing. I'm standing here. We'll put it this way. Yes. You didn't mention Justin that they want to basically, they'll need to get the Board of Zoning Appeals to approve a change in the setbacks because they can't, it's not wide enough to use the 25 foot setbacks, correct? Correct. So that's, does that become a condition on the CUP or is that just part of the zoning permit? Only the

Speaker 5

8:24 Board of Zoning Appeals can grant variance on-site setbacks. So that is not a subject for Planning Commission or Town Council. We are dealing with redevelopment

Speaker 7

8:38 in the RPA. So they will have to do that as their next step? Yes,

Speaker 5

8:43 so right, and they've been advised that Board of Zoning Appeals is already aware that this is coming. Okay. So if they are approved at your next meeting for redevelopment in the RPA, the very Friday afterwards, will file a zoning permit application, which will be denied and we're looking at the following Tuesday for Board of Zoning Appeals.

possibly Cay Bradley

9:06 Very good. Thank you.

9:10 Alright,

possibly Mary Windsor Cline

9:11 moving on to public comment. The floor is now open for the public to speak on any topic and again, I wish to remind the public of the protocol for speaking. So does anyone have something they would like to share?

9:27 Okay.

possibly Philip Robinson

9:30 Let the record show I'm recusing myself from this.

9:38 Hi.

Speaker 13

9:38 My name is Heather Sheehan. I live at 90 Railway Road, and as of April 3, just this past week, my husband and I own the property at 182 King Carter Drive, which is two separately platted parcels that are adjacent to the Steamboat Air Museum and the Town Commons. It's formerly known as the Lowry property. One of those parcels is an empty lot, which the team had previously expressed some interest in purchasing, and this property is the two thirds of an acre that's directly behind, it's a vacant lot behind the museum, and it extends to Chesapeake Drive, and it borders the town of Homans on one side.

10:31 We are willing to sell that vacant lot to the town at the same price that we just paid for it, plus the cost of moving a propane tank that sits on that vacant lot that serves the house and the adjoining property that we've also purchased. We paid $85,000 for the property, without closing costs, and we have also given you an estimate for the cost of relocating the propane tank onto the adjacent property that we own.

11:08 We'd like to have that We think that that needs to be buried. We understand the town code to encourage burial of any kind of utilities such as that. So if the town would like to offer a contract on this property prior to six p. M. Eastern Time on May 15, which is the day after your next Town Council meeting in May, if you'd like to make an offer for $85,000 plus the propane tank relocation costs, which we received a quote for $5,755 we would be receptive to that offer.

11:45 If the town is not interested in that, we'll pursue some other options relative to that particular lot. So we just wanted to make that offer to the town, and you have documentation outlining the parcel, what we paid for it, and as well as the quote on the propane tank removal.

possibly Mary Windsor Cline

12:04 Thank you. Thank you. I'm Lauren

Speaker 15

12:16 James, general manager with the radio stations in Kilmarnock, Bay FM And Weeded Country and Chris is our program director for Bay FM. About two weeks ago I reached out to her, are you Charles? Okay, Charles Tyson and he suggested that this would be the the meeting to come to talk to the town about really just wanting your support in the project and idea we kind of like to partner with town. I'm gonna let Chris kinda get into a little bit of the details since this was his original idea.

12:45 The

Speaker 10

12:45 simple plan is that we want to get outside of the walls of the radio station and into the communities that we serve. Irvington being an essential part of that. We're going go out throughout the summer and do my morning show live from the different communities, celebrating those communities, talking about their stories, what's happening, what the history is, opportunity, just all the good things. It's not journalistic, we're not looking to turn over any stones.

13:14 We're looking to celebrate and shine a light on the best parts of the communities that we serve. And to be able to do that effectively, of course, we need to talk to the people who are doing these good things in the community first, get some feedback so that when we come in on that day, we're prepared to tell the story the way the town wants it to be told. And it's going to be the live broadcast will be the centerpiece of it, what was the entire week before each of these broadcasts talking about the town leading up to it and trying to make it something that is positive for the retailers, for the residents, for everyone that has anything to do with the town.

13:57 So if anybody's got any ideas on how we can best do that here in Irvington,

Speaker 7

14:02 we would love hearing from him. So what are you doing July 4?

14:09 So

Speaker 4

14:09 what you guys have you go have a tent or or

possibly Mary Windsor Cline

14:13 what? The

Speaker 10

14:14 current plan is we might bring out a tent as well. We got a tent that we use for a lot of our events. We're we're also looking at potentially getting a basically a portable stage which will be in the form of a trailer that will be modified to to be able to put some banners on and such so that we can have, you know, each town be represented uniquely when we're there by whatever banners that we have up there. And so, we've got basically, you know, a stage that you can step up to.

14:43 Guests can step up to be there. We're not expecting to have a major spectacle with 200 people standing around watching. The audience is going to be listening, although we do plan to have some refreshments and prizes and whatnot. We are going to be encouraging people to come and visit with us, but more of like an open house where you can come sign in, whatever, register for a prize, say hi, and then get off to work. So

Speaker 7

15:14 your intention is for this to be kind of a single event, not single, it's one only, but just you all as opposed to attending a town wide event in which we would have a large attendance perhaps and you might be there

Speaker 10

15:30 emceeing or adding comments and interviews or? Right. This would be a standalone event for the radio station to be here telling the story on the airwaves, having guests on and whatnot. We

Speaker 15

15:44 have different guests with the town, know, maybe the mayor, maybe the director of the business association as guests on the show but really the biggest part is like like you said the week prior to the lead up it's all in that week there's going to be a lot of value and talk and connection with the town of Irvington itself.

Speaker 4

16:07 So you were you asking those for space

possibly Philip Robinson

16:09 to put Really the support

Speaker 15

16:11 just wanting to make you guys aware and have support. Mean, feedback. Yeah and feedback and we were you know looking at possibly the commons right here. I don't know if that's would be available the week that Friday of July fourth. We're not quite sure that would be if you think that would be the best location for something like this or something something like The the market

possibly Philip Robinson

16:33 will have been setting up there. For that. For that. Okay. So the commons is kind of covered. Maybe the gazebo but other than that. So

possibly Cay Bradley

16:45 I'd also like to suggest Lauren if you have not met We did. Okay. Good. He's somebody that I think so I'm Cay Bradley. And I happen to know that the museum is talking to the tides about doing things related to Irvington history which might be both interesting fodder and also interesting people for you to consider putting on there. Do

Speaker 14

17:06 make sure you talk to that And the

possibly Cay Bradley

17:10 IBDA. And the VIA. And the VIA. And Steve Smith is right behind you. And he's the president of the VIA.

Speaker 10

17:17 So we want to have a nice mix in each community. We want to talk a little bit about the history. We want to talk about the attractions. We want to talk about the businesses. We want to give a nice snapshot, a collage of what this community, who this community is and just celebrate. That's what we're looking to do.

Speaker 4

17:41 You do have a date?

Speaker 15

17:43 We're hoping to start, it's going be an eight week tour. So we're going go to different towns and we hope for you guys to maybe kick it off. So July 4, I know there's a lot going on here July 4 weekend and then the weekend of, is it the last weekend of June, you have the air force band coming in, which I think would be a great opportunity there as well. So either one of those weekends that kind of pair well with the big events going on in the town.

18:07 Of

Speaker 10

18:08 course, we're just beginning the process here of reaching out to the communities. This is one of the first places that we have been to talk about this. The plans are still being formed. We don't have any specific dates set in stone.

possibly Cay Bradley

18:21 If anybody,

Speaker 15

18:23 who would be the best person moving forward to make keep connection with on this sort of thing?

possibly Mary Windsor Cline

18:28 I would suggest probably the clerk. But the clerk or the mayor you could talk to about upcoming events. Okay. And but the the clerk is usually aware of VIA and other groups that are participating in

Speaker 7

18:45 events. Yes. So And he's easily found Monday through Friday. Once we

Speaker 15

18:50 solidify a date, more details, I just want to be able to share that with whoever. So Charles will be in touch. So awesome. Cool. Well, thank you for thinking about this. That sounds like a lot of fun. Thank you. Yeah. Yeah. Yeah. That's

Speaker 9

19:04 kind of cool. Yeah.

19:09 Become

Speaker 7

19:09 like the movie Grease. So you can see it. Steve

Speaker 17

19:26 for approving the date. The committee was part meeting this Sunday probably three times to get everything rolling. The museum is on on board already. Chesapeake Bank and Ambrose disposal. But everything's coming together pretty quick. So thank you very much.

Speaker 7

19:56 Good.

Speaker 12

20:03 Hello. Could I pass this around to you all, please?

Speaker 4

20:06 Do you have copies but do you have copies for the table? The public table? I have some extras. Yes.

Speaker 12

20:13 Okay. Because we like whatever we can share. Yep. Yep. I asked him actually. Could I ask him? Thank you. But thank you all for your time. My name is Charles. Good morning, I'm the operation director and acting CEO at Northern Neck. So I definitely appreciate you all. Just want to give you all the good understanding of what we do at our club. Right now, serve on a daily basis. We have about 120 youth and teens that come to our our Lancaster location and 38 of them are from this area.

20:53 17 are from Irvington and the rest are from the nearby. And let's look at the the kids in our community as the future workforce of the communities that they live in. That's what we're preparing for the the future. And the the club wouldn't be wouldn't be here without volunteers the community, such as mister Nunnally, who's one of the founders of our organization.

21:21 Let's see here. So we'd like to invite you all. One of the main reasons is that we're looking to invite more people to our clubs to really see what our clubs are doing. We have that beautiful building that we have recently in in Kauai. And you don't know what's actually happening until you're there when the kids are there seeing the activities that they're participating in. You're seeing one of the sheets that I shared with you all some of the programming that we do at our club.

21:44 So we do things to help them get prepared to be a part of their community in a way they want to contribute. So things such as helping them with workforce related things. We do mock interviews with them. We take them around to different organizations and businesses to see what it's like getting people there to work in those places. We do activities that get them interested such as teen chef and youth chef. It's one of the most popular activities that we have where we teach the kids learning the science behind cooking, just learning recipes and actually being hands on once the teenagers are doing that process.

22:17 And you'll see as well in another sheet of paper, that's some facts of how we represent across the state of Virginia. And you'll see that in Virginia 24, we served as a club 48,000 kids across the state. And we're looking to grow that but we are facing some concerns when it comes to funding for these type of activities and after school activities and so we're looking to have more local support where we have a scarce opportunity for our federal funding that we have for our clubs.

22:51 We still do get a lot of that but we are being challenged at the moment pretty frequently about how long those things will last such as twenty first century grants that are a good amount of the support that we have for our kids. And so we are here today just to see if you all could be interested in contributing to our club as well for the club kids and this community. And just that small ask of 2,000 if possible for you all. And I definitely want to ask any questions you may have about the activities and things that we have going on in the club.

23:25 Can

possibly Cay Bradley

23:25 I ask what your fiscal year runs?

Speaker 12

23:28 Yes. So we are right now 2.5. The time frame. Sorry. Oh, sorry. Time. So when you so our fiscal year is is is January 1 through. It's calendar year. Okay. Yep.

Speaker 9

23:44 And I'm sorry, I should have said, I'm Cay Bradley. I'm chair of budget and finance which is why I'm asking that question. Great question. Thank you. Thank you.

Speaker 12

23:50 To make sure we know how you line up with fiscal year. That is a great question because that that is something that's come up with the other counties that have been in front of So, thank you. Yeah. Well, it's a wonderful organization. We really appreciate you coming here and being here today. Thank you for that. Sharing with us. Yeah. We thank you for that and thank you for all your support that you all have. You all in the community, again, we wouldn't be able to do this without you in our community.

24:15 Thank you

possibly Cay Bradley

24:16 all for your time. Are you also looking for volunteers?

Speaker 12

24:19 Oh, yes. Okay. Yes. I'm just thinking that there's a group of people. Yes. Normal people here. I I know the likes of me working because that means they're pretty loud person but yes, our main need is volunteers. We actually just had another volunteer orientation last month. We're looking to plan another one soon. Anyone wants to walk into our building to assist our kids with anything as simple as tutoring or any interest that you have, your skill sets are what we really need.

24:43 We want to show the kids things that they don't normally get exposed to. So any, you know, folks that have career that they would like to share with folks or just a hobby that they want to share with our kids. You you can come in and just do painting with our kids or do music with our kids. Any activity to enhance their skill sets and experiences in life. Do you have any kids from Middlesex County over there? So in the summertime. In the summertime?

25:08 So in the summertime, our Lancaster unit specifically has kids that come from multiple counties. And so you have some from Milosex, Northumbull, and Lancaster. And then also people that come here for the summer, kids that visit their grandparents or their parents or other family members for the summertime, they also become members of our club. And so we serve in Lancaster about three eighty kids throughout the county of twenty twenty five, which is mostly in the summertime.

25:37 Because right now we have about 120 a day, but in the summertime, it's 150 to 170 a day sometimes with that club. Wow. You have 120 a day? Yes, in Kilmarnock. Yep. And so, I mean, that fluctuates, right? So some some days it may be roughly 100. The kids, when they have these great sport activities at Lancaster County, you know, we're a little empty on those nights. All nights all the kids are gone by 5PM, you know, at the latest, you know, basketball tournaments, you know, softball, all that good stuff, know.

26:06 We have to really monitor the school schedule a little bit when we plan our big activities because we don't want to have our big activity plan when the county has something big going on as well. Thank you. Yeah. You're welcome. Thank you all. Thank you. Thank you very much. Thank you.

26:23 All right. Any additional comments?

26:35 We're training him well. We are. I'm from the senior mayor museum. If

Speaker 16

26:40 I did not meet you in January, I have not been run out of town or have I ran out of town. Sorry for so many years now. I wanted to come today and invite all of you cordially and in person to our donor and member sneak peek event on April 24 from five to 7PM. Everyone's invited. We're gonna be showcasing a little bit of our new exhibit all about amusements on the bay attractions here in Irvington, Whitestone, places like Tollchester Beach that brought visitors from all over Virginia and Maryland here to our region, the steamboats that built it.

27:12 So we invite you to come there, see what the museum's been up to, see what we're doing, And I'm sure here soon enough you'll be hearing from me about things like the crab festival, which y'all are big partners in, and furthering to showcase the community, specifically Irvington. Heard a little bit about the tides in from Kit, Just so you all know a little bit about what we're up to because I see you all as investors and our success over there at the museum.

27:34 We've been working with the Tides Inn, saying we're going to have kind of a history walking trail. It's not going be big old guided groups or anything crazy, but if somebody comes to Tides Inn, they can download an app and go to public places that are associated with Irvington's history. So it's going show up in your front yard. But for instance, I didn't know the Lancaster National Bank, that building still has its letters on the top down around Seaboat Road.

27:56 So places like that that are part of Irvington's history that we want to showcase here for people that come and visit and people who live here already. So, Monica, we'll talk to you. Hope to see you on April 24. Please come by and see our new exhibit. What's the time again? Five to 7PM. Thank you. And the museum opens. And the museum, which I should say, because you're not going to meet again until after open, May 1 for opening. So that's the day we'll open.

28:21 Bring it on. So come by with your family. See us. Come say hi. Well, thank you for thinking of us. Absolutely. Thank you all. Thank you, Ellen.

possibly Mary Windsor Cline

28:35 Additional comments?

28:41 Alright. Public comment is closed. Next is report from the mayor and I just want to say council committees are now underway and I want to thank all committee chairs and members for all the hard work they've already started. So, we're off to a great start. Report from the town attorney?

29:04 I don't think I have anything. Thank you. Do you have any updates on the general assembly?

Speaker 14

29:10 Know, I just I'm actually at a conference right now and just got an update, a legislative update. I think probably most of the bills that you're curious about are have not yet been signed. So there are, you know, there's there's a few things. The the marijuana bill has been a hot topic, and we can we can certainly talk about that once it's once it's signed.

29:39 Like, bargaining, which probably will not impact you all at this point, but, yeah, if there's something specific, I'm happy to to research it, but right now, things are still waiting. But if there's something specific, I'm happy to to to get your information.

possibly Mary Windsor Cline

29:56 Anybody have anything specific? Okay. Thank you. Report from the town administrator,

Speaker 5

30:04 Mr. Nelson? I don't see me joining a union anytime. In case anyone was wondering. Some permits, down a house tax map 33243, that is actually at 20 Cross Trees Lane that is directly related to the redevelopment in the RPA application. Cross Trees Lane bisects that redevelopment in the RPA and so that road will be removed so the next door neighbors pour down this shanty so they can establish another driveway up King Carter.

30:44 Exterior renovation, 55 York Road. We have some trees in the RPA at 22 Waller and the new carport going up at 413 The Lane. You know about the redevelopment, the Reynolds Landing, which I've gone down with a lot of BCA members, Planning Commission members in town council members. We did receive an additional use permit to convert a garage into a pool house guest house. So that's being kind of slow walked at the moment. Our Christmas decorations will be coming with almost no notice to Charles and I. The phone could literally go off, the trucker is there, he expects Charles and I to unload a truck right then, right there at the storage unit.

31:33 So that poses a bit of a problem with your stack. Chances are, you know, things never go well. I will be in the middle of the golf course and Charles will be left by himself. Do

Speaker 7

31:44 you have cuss So

Speaker 5

31:47 if there's anyone that wishes to volunteer to help unload a truck at a drop of a hat notice, we would greatly appreciate it.

possibly Mary Windsor Cline

32:00 Just want to confirm that we do have the storage space. Yes,

Speaker 11

32:05 that's been secured. Okay.

32:10 So I don't know if it'll necessarily be quite as dramatic as mister Ralls' opinion, but it could be. It could be. In that, Moscow Design has confirmed for me that they have no control, I guess, over when things get delivered, they contract out with a service that does that. That service picks the land or they will pick our lanterns up as soon as they are done with production because the production facility for Moscow does not have storage to keep whatever they've kept.

32:38 They put it on the truck and then typically it's like three days before it arrives with you. So we may get three day notice, we may get less than that. So we're thinking Moscow may give us a call and say, hey, it's on the truck. Right. That's likely what will happen. And they've confirmed for me that the delivery service in no way participates in you unloading said truck. So they arrive and it's your job to get it into wherever So no white glove.

33:01 It's going. Right. Right. No white glove service. So We can't pay extra we had talked about securing a moving company to help us with that. Only problem is we can't give them a date. We only have a vague idea of when they might come. So that's kind of the situation that we're in. Also the reason why Justin was asking for if anyone volunteered to be on call to help us whenever they arrive.

possibly Mary Windsor Cline

33:26 So have we let the movie company know that it's a possibility of a two or three day notice and would they be willing to

Speaker 5

33:36 help with the two or three day notice? Don't know if you've even reached out to our No, because as I understand it, correct me if I'm wrong, if we get the three day heads up, they just left the factory, That doesn't tell us when on the third day, assuming it's the third day, that the truck is showing up. And the truck's mind and people that sold us these things mind, we have eight hours a day, normal business hours, and we are Have maintenance people.

34:09 Yes.

Speaker 6

34:09 So

Speaker 5

34:10 that's their mindset. And so they're not really going to communicate the truck's going to show up and if no one's there presumably the driver will call one of us, hopefully. Yeah,

Speaker 11

34:23 so they can say the driver will call. Yeah, so

Speaker 5

34:26 it'll be a mad scramble. You know, I'm not expecting even I doubt that driver will give us an hour heads up. It's,

Speaker 9

34:36 Hi, I'm here. Do we know they are pretty heavy, correct? So I would assume that we have they know we need a liftgate of some form, but if not, we need the supplier to know. We have a loading dock. Yeah. So the storage unit was secured as one that has a loading dock. It's even one that's sized for a tractor trailer that's accessible to power units.

Speaker 11

34:56 They it comes with a flatbed in the space you can use for your stuff. At least the storage unit is facility is prepared to It's just really people. I

Speaker 7

35:09 assume you've talked with Nunnally in detail. She's given us all the help she can in that regard. Right, yeah. Okay.

35:19 Well,

possibly Mary Windsor Cline

35:19 could we ask the moving company, the local moving people how much heads up they need? Planning

Speaker 4

35:31 Commission has lots of strong young women.

Speaker 6

35:35 I'll put out a search.

35:40 Report

possibly Mary Windsor Cline

35:41 from the Planning Commission on

Speaker 4

35:43 the number of people available for moving. That's

Speaker 6

35:47 not included. Is this thing on yet? No.

Speaker 9

35:53 I think it's on. It just needs to be up the line.

possibly Mary Windsor Cline

35:56 To it, I think. You ready to, like, tap it? No. No. Let's see. Push

Speaker 6

36:03 the thing the other way. Yeah. It's not connected. It's not connected. Anyway, Tom Chapman, 62 Old 1 Cove Road without a speaker. Anyway, the PC initiated by motion by vote of seven to zero to approve recommend approval to the cup twenty twenty six Coleman, which is underagendor later. Capital improvement plan was developed, reviewed, and updated and approved for four range of the budget and finance committee, which Cay has included in general. The only comments I have on that were, do you guys have a copy of that?

36:38 Priority one items include the purchase of the lottery property, assuming the town council approves it, and the addition of a storage building. Speed sign King Carter and the crosswalk. We discussed to some extent the town office that Wayne has expressed an interest in more than most. What we think is we've got a three year adoption, a five year rental agreement. We recommend that the town basically develops the alternative so by the time that expires, we already have another plan.

37:11 If you look roughly at what we're totally paying for rent, you could, at interest rates, you could spend $500,000 and be out ahead and have no further rent increases in the future. So it's something we ought to be planning for more than we seem to be right now. That's what I got. Oh yeah, the 154 code update we're looking for to clean up our apartments in conjunction with businesses. We have them. Some people think they're already approved. We're going to clean up the code so they're definitively there or not.

37:48 And there's some issues with it. Ruth and David were going to work with Charles or Justin to basically work through the attorney and see if the language that we're going to propose makes some sense. We reviewed the meeting attendance requirements so we all know what they are now. Any questions? Thank

possibly Mary Windsor Cline

38:07 you. Thank you. Alright, committee reports, budget and finance. Thank you very much, miss Bradley, for your wonderful report. Codes and Charter, any updates there, Mr. Nunnally? I'll talk to Tom. We'll see where we've got going. Alright.

possibly Samantha Van Saun

38:26 Facilities, Ms. Van Saun? Yes. The Facilities Committee had our first meeting on April 2. We established agreed on priorities for 2026 of continuing to work on the stream water drainage storm water drainage solution for the commons. We are looking at sidewalks, which has also been an ongoing conversation, particularly in West Irvington. There is a meeting scheduled with the to further discuss the possibilities. Also, the committee will prepare a sidewalk report detailing the condition of all side all sidewalks in the town so that we can make a plan for necessary repairs going forward.

39:15 And we all agreed that permanent solution for storage of town holiday decor is a number one priority, which I think Fran will appreciate. Yes. Thank you. The committee also agreed to go ahead and recommend and you'll be hearing from Phil on this later purchasing a basketball hoop and tennis backboard for the commons. And I think looking at the hearing Kay's comments and looking at the capital budget, Kay said she said, we never achieve everything that's in the capital budget in a year, but I think that there are a lot of projects right now that we have a lot of consensus on that the facilities committee and the Town Council as a whole seem to agree on.

40:07 And I think if we focus our time and energy on those projects that already have consensus, that we can really accomplish a great deal and maybe we can make more progress in

Speaker 7

40:19 our capital budget goals as well. Like about a twenty year consensus on a storage shed. Yes.

possibly Samantha Van Saun

40:25 That's right. That's it. Thank you. Thank you. Alright.

possibly Mary Windsor Cline

40:30 Public safety and events? Yes.

Speaker 9

40:33 We also met on Tuesday, April 2 to go over not only town events, but deputy program, golf carts, and traffic calming. Priority is going be traffic calming measures this year, with action taken by the committee to hopefully put up some form if it's a traffic speeding sign, We are going to make that the priority of the committee. In addition, with the July 4 planning that is continuing, we're going to have a planning meeting this month and try to find something special to do for the two hundred and fiftieth.

41:11 In addition, there was a meeting with Illuminate Irvington to discuss the December event. They have a tentative date of December 3. Obviously, they had till September. I'm sorry. What was that? Illuminate Irvington. Illuminate

Speaker 14

41:25 Yes. December

Speaker 9

41:26 3. December 3. And they're also going to try to extend it to do town events throughout the month, if it's through partnerships, promotions, but trying to make it a longer period to highlight the December 3. And our Christmas planning for the Christmas Eve is also could be coming ahead. And then we also reviewed the deputy program, and we discussed having specific dates to provide to the deputies that we would like them to be present in town, such as the farmer's market dates or any town events, and also to monitor minors driving golf carts is another topic that we highlighted as well.

42:12 That pretty much summarizes most of the details.

Speaker 4

42:15 Thank

possibly Mary Windsor Cline

42:18 you very much. Town operations. No

Speaker 7

42:23 report tonight but we will be meeting soon. Okay.

possibly Mary Windsor Cline

42:28 Under old business, conditional use permit application 2026 Coleman York York Road.

Speaker 5

42:38 Yes, that's 55 York Road. There's an application to operate a short term rental.

possibly Mary Windsor Cline

42:49 Is there any discussion or comment? Move,

possibly Philip Robinson

42:53 we accept.

possibly Samantha Van Saun

42:54 Second.

possibly Mary Windsor Cline

42:58 All those in favor? Aye. Opposed?

43:04 Alright. Also under old business, have a quick refresher on committee meeting guidelines, mister Tyson.

Speaker 11

43:16 I actually put together a document last year on the guidelines of meetings and everything that FOIA and other laws that are in the state code say about town committees. I included that again in the meeting packet, and there are copies on the table if anybody wants it. I did have a few questions as the new committees got started, so I figured it made sense to just go through quick refresher on that. So one thing, committees are a public body, if they're appointed by a public body, so all the rules fully apply for your committees, like they do for Town Council.

43:53 People have asked, How do you do the notice? And people have come to me and said, can you do the notice? And so one thing to note is that the agenda that the chair creates is actually what becomes the notice. So that's the first step, is that the chair creates their agenda and then sends it to the clerk. I then post it in all of the places it must publicly be posted for people to know that the meeting is happening. Also, thing to note is you must take minutes, so that's one thing that people have always struggled with in the past.

44:21 You get the meeting and you have your decisions and you have the screening and then the chair or the secretary or whoever is supposed to do it forgets to renew the minutes for that. It's a requirement we have to do that and have to keep it on record. So particularly if you don't have the recorders in your meeting and you're not recording it, you must be captured in some way, so someone has to actually take those minutes. What constitutes a meeting?

44:44 So you have to establish a forum in your committee meeting. For most of your committees, there are three members, so only two of you actually create a forum. But that's something to keep in mind for how you talk about town business when you are not in a meeting. So if you you are three members of Town Council or more in a group setting, even if it's a social setting, and you start talking about town business, that in the eyes of the law becomes then a meeting.

45:12 And once it becomes a meeting, it is almost instantly, and that's an inconsiderate violation of FOIA if it hasn't been publicly noticed. Same thing with committees. And if your committee only has three members and only two of you, if the two of you or if two members of that committee are together and you start talking about any business that relates to your committee, then it becomes a public meeting. And so that's something to keep in mind in not wanting to violate FOIA.

Speaker 4

45:38 If I'm on one committee and somebody else is on another committee, can we those two talk?

Speaker 11

45:43 Correct. Yeah. So it it would it only would be a violation if two people make a a quorum for a committee. If you're on different committees, it's fine. And as council members, if it's just two of you talking with each other, you can talk about town business and go, we should go with each other and partner on things all you want. Once it's three or more, it is a then a public meeting and it's supposed to be noticed and all those kinds of things. There are also rules on how people can participate remotely.

46:16 One of the things that's important to keep in mind is you have to have a quorum physically in the meeting space present there before you can allow someone who is remote to join. So you can't make your quorum by having remote people join in. That's one thing to keep in mind. The other rules for quorum or electronic meeting participation are in my document and there's a bunch of other. Also, guidelines on what should go in your minutes. So you can peruse that on your own if you want to.

46:46 I will talk through all of it, but I just want to hit the main highlights tonight. Thank you, Separate from that, I just wanted to quickly announce that I will be out of the office next week. So that's just an announcement that I'm adding on to my report here. In that, I am going to the Virginia Clerks Association annual conference. So I will be out between the fifteenth and the seventeenth.

Speaker 7

47:09 Thanks for keeping us straight.

47:15 Under

possibly Mary Windsor Cline

47:16 new business, motions or recommendations by Town Council members. On

possibly Philip Robinson

47:26 behalf of the facilities committee, I would like to move that we ask the staff to get bids for the provision and installation of a tennis backboard, on the tennis court, as well as a basketball backboard for the paved area outside the court. There'd be probably a pole planted in the ground in court and striping on that, part for a won't even be half court, but just a basketball area.

48:02 We get bids and come back for that next time. So that's a motion. That's a motion. Second.

possibly Mary Windsor Cline

48:09 All those in favor? Aye. Opposed?

48:15 Motion carries. Do

possibly Philip Robinson

48:17 we need to do something to get the pin oak mulched?

possibly Cay Bradley

48:23 Because I would say that's town age. We just need to make sure it happens. Okay. I

possibly Samantha Van Saun

48:30 have it on my list to follow-up on. I I don't know if this is a motion or not. But I would like to make a motion that we take next steps to towards writing the contract on the library property. Second.

48:59 Well,

possibly Mary Windsor Cline

48:59 in the motion and the second for the Lowry property, before calling for the vote, is there any discussion? Anybody have any questions or comments? So

possibly Cay Bradley

49:14 I think it is very generous for Crispy Concepts to consider offering this to the town. I think that the acreage is large enough to support what we previously talked about wanting as a storage building. I think that it is also well positioned from a storage perspective and also we originally had talked about making sure that the storage could be expanded to include public bathrooms. And again, it's putting them in the right place. So I think that this is a good offer that they have brought to us and I don't see any reason for us to do anything and accept it and just the funds available both in terms of being able to write a check that will clear

Speaker 7

50:12 and also in terms of I thought we'd pay them monthly.

50:18 And

possibly Cay Bradley

50:19 also in terms of from just a capital investment perspective, I think it solves a problem that has been talked about for longer than I have lived in this town. And I went to Planning Commission. It was discussed there. As I shared in the budget workshop, there was a question about whether or not it's a place for a town office as well. I do not believe that it's a place for a town office in addition to town storage. And I believe that we

Speaker 7

50:48 should just move forward. I'd like to also add that my understanding that the BIA was a little bit concerned when we were talking about putting it on North Commons because that meant further for them to walk and back and forth Chesapeake Drive. And this is a perfect location even for them. So it's I can't believe we're getting this close to seriously talk about a ship.

Speaker 9

51:17 Don't jinx it. Well,

Speaker 7

51:21 it's been so long. I'm bigly in favor. It fills my heart

Speaker 4

51:29 with joy to be able to agree with Kay.

51:37 Mr.

possibly Cay Bradley

51:37 Nunnally, you make it sound like you and I never agree and we actually do agree fairly often.

Speaker 4

51:42 I thank you, wonderful. I thank the job you do is amazing. Thanks.

possibly Mary Windsor Cline

51:47 Now this is a great opportunity. I would just like to say that just to make sure that we're not overlooking anything that I'd just like the town attorney to put her blessing on it. But I think this is a good one. I mean, I don't think we put an offer forward that Kelly has not reviewed. Yeah.

possibly Cay Bradley

52:03 I mean k. But I I think I think our intentions can be clear. Yes. That we would like review the contract. Yeah. Right. She'll review the but I think our tenants are clear. Call the question. Okay. All those in favor of Madam Mayor? Yes. Yes?

possibly Mary Windsor Cline

52:21 I I

Speaker 14

52:22 think the motion clarified the the price that you all wanna pay. There was also the issue with the the gas tank. Mhmm. If you all are willing to pay to to have that. I think it was moved. Mhmm. I don't know if it's removed or moved. It's going to be moved. Chemo must be cleared.

52:51 Well, it's just done. Right. Safest thing to do. But if you all could just clarify the the price to to make sure about

Speaker 7

52:58 that that gas So Kelly, if a title search was just done by the most recent purchasing party, do we need to turn around and do it again? No. I

Speaker 14

53:08 would do it again and I would get title insurance. It's certainly up to you all, but that What

Speaker 7

53:14 what what's your logic on that, if I might ask? Simply, what can go wrong with property

possibly Mary Windsor Cline

53:46 Contract would who's writing the contract?

Speaker 5

53:54 We wouldn't be doing that and I guess I can organize that. Okay. I can get a contract standard

possibly Samantha Van Saun

53:59 Virginia real estate contract online or maybe sandwich. I'd be happy to send you one if that's not a conflict of interest. So I'd be happy to clarify the motion as well. The motion would be to write a contract up to 95,000 which would include the payment for the property

possibly Cay Bradley

54:24 for the removing of

possibly Samantha Van Saun

54:28 the tank and it would also include the title search and title insurance which I agree with our attorney is a really good step to take.

possibly Mary Windsor Cline

54:42 Alright. So then in the in the interim between now and the May meeting, we would come up with the contract. Contract set. Okay. And the The title sellers

Speaker 5

54:53 who they use for title insurance presumably It was Ms. Kirk Park. Will use the same people who just did it. And

Speaker 7

55:02 they can turn it around quickly because we have until next Town Council meeting.

Speaker 5

55:09 So I'll get the contract prepared, title insurance, and title search. Okay.

possibly Mary Windsor Cline

55:15 And then we'll run it by Yeah.

Speaker 5

55:18 If comes up bad, I'll run it by our attorney. If everything is good,

possibly Cay Bradley

55:24 I think we should still run it by our attorneys. She should look at the fact that we're to be fine. Sure. Yeah. Sorry. Okay. Is that, agreeable,

Speaker 6

55:35 miss Kipp? Yes.

possibly Samantha Van Saun

55:39 Thank you. Okay. So do we need another second? Second. Since I updated the motion. Okay. Second. Alright. So,

possibly Mary Windsor Cline

55:45 all those in favor? Aye.

possibly Samantha Van Saun

55:47 Opposed?

possibly Cay Bradley

55:48 I think you want to name vote on this because I think we have somebody who's abstaining. I think you want to name vote. That's a good idea. And the amount of money would

Speaker 7

55:56 be good. Sorry. Thank

possibly Mary Windsor Cline

55:58 you for reminding me that. What did you say for the amount of money? 90 what? 95. I said up to 95,000.

56:11 Alright, Mr. Nunnally? Yes. Ms. Westbrook? Yes. Ms. Van Saun? Yes. Ms. Bradley? Yes. Miss Cline?

56:28 What

Speaker 9

56:28 am I missing? What? Mister Robinson?

possibly Philip Robinson

56:31 I am recusing myself from this. Okay. I just wanted official.

56:37 One,

possibly Mary Windsor Cline

56:37 234. What am I missing? That's it. That's it. Okay. Oh, god. I'm sorry. Did I have Yes. Yes. You had. Hadn't

Speaker 7

56:47 made up her mind yet. Okay.

possibly Mary Windsor Cline

56:51 Alright. So, motion passes. Thank you. Alright. Next is, renewal of Atlantic Union Bank CD2725. Are there any comments? The

possibly Cay Bradley

57:06 Budget and Finance Committee recommends just rolling the CD over again. I

Speaker 7

57:14 move.

57:17 Second.

possibly Mary Windsor Cline

57:21 All those in favor? Aye. Opposed? All right. Next is Sorry.

Speaker 4

57:30 We doing the donation to the rescue

possibly Cay Bradley

57:33 squad? Oh, yes. Rescue. Sorry. Yes. I forgot. I should have done this under motions or recommendations by Town Council. I would like to move that we make a $5,000 donation to the Kilmarnock volunteer rescue squad. It will come from the charitable donations line of the budget and therefore was not previously appropriated.

Speaker 4

57:53 Second.

possibly Mary Windsor Cline

57:55 All those in favor? Aye. Opposed? Sorry. Opposed? And then I need to make a motion to appropriate 5,000. So move. Second. Thank you. All those in favor? Aye. Opposed?

possibly Philip Robinson

58:14 And just can we put the Boys and Girls Club on the agenda for next? Next month. Next month. Okay.

possibly Mary Windsor Cline

58:23 Next on the new business is a revised MOU for Robinson Farmer and Cox. Any questions or comments? The budget and finance committee recommends approving this contract and they are very grateful that Robinson Fox and whatever their name is will

possibly Cay Bradley

58:40 take the title of treasurer.

Speaker 9

58:43 Fox and Carl. Did you

Speaker 7

58:47 second it, Mr. Nunnally? I move to do it. Second. I have a question, please, ma'am, just real quick. I started reading it, then I just kind of sort of kind of glazed over.

58:59 What kind of notice would either part party need to give the other if they wanted to?

possibly Cay Bradley

59:06 I don't recall. Wait. And I will be honest. Budget and finance has thought about trying to use somebody locally before. We have had a hard time finding somebody. We have worked very hard with our current firm to do take some steps that will address some of the concerns that we've had in the past. So for example, we will put utilities on auto pay so that we are not waiting for them to send us checks and then we have to get them signed and send them out because we were starting to get into cycles where we were really close to getting late fees on some of our utilities.

59:45 Some of our accounts will begin to be auto pay just in order to make life easier for everybody.

59:54 They have also acknowledged that we may have to move to QuickBooks Online which will be an adventure. But it will also facilitate the town being able to view reports and things like that with a little more views. So I think we are slowly but surely addressing some of the concerns that we have had about using a firm enrichment. And at this point, there is not a viable alternative. Okay.

Speaker 7

1:00:24 Well, at some point, may try and pick that up again, but I would have a conversation with you first. That suitable? Yep. Okay. Thank you. And I would just like to ask, under compensation in this MOU, they

possibly Mary Windsor Cline

1:00:37 have a price for their hourly rate and another price for professional services. I

possibly Cay Bradley

1:00:44 think it's paying for two different levels. I think there's a bookkeeper payroll person who is a more junior person in the firm who's punching numbers in the computer. And then I think we pay for Jay. And I think Jay is professional services. So from my perspective, there's no reason to fuss about that. We pay for more professional service hours than we pay for bookkeeping and payroll, again, which makes sense because he needs to be confirming that things are correct.

1:01:13 I don't we don't have any concerns about that. Okay. Then Then is there a motion to approve the use of the town commons by the Wait. Wait. We need vote on this. Need to vote on this. No. No. Just signed, which opened it up for discussion. Oh, I'm sorry. Alright. All those in favor? Aye. Opposed?

possibly Mary Windsor Cline

1:01:33 All right. Now is there a motion to approve the use of the town comments by the VIA to sponsor the United States Air Force Band Concert on June 27 at 06:30? So moved. Second. Alright. All those in favor? Aye. Opposed? Under announcements, the next Town Council regular call meeting will be 05/14/2026 at Irvington Baptist Church at 06:30. We

Speaker 4

1:02:03 will adjourn. Is

possibly Mary Windsor Cline

1:02:05 there a second? Second. All those in favor? Aye. Opposed? The meeting is