Good afternoon everyone. Welcome to the
Williamsburg City Council meeting of
Thursday, August the 13th. Miss McCay,
would you call the role please?
>> Williams here.
>> Miss Ramsey
>> here.
>> Mayor Ponds
>> here.
>> Vice Mayor Den
>> here.
>> All right. That leads us to matters of
special privilege. The first is the
consideration and action of a remote
participation request from city council
member Stacy Kernier for the August
13th, 2026
uh city council business meeting. Is
there a motion?
>> Yes. I move that city council approve a
remote participation request from
council member Stacy Kernier for the
August 13, 2026 city council business
meeting.
>> Second.
Little reluctant there. Miss McCay,
would you call the role, please?
>> Miss Williams, I.
>> Miss Ramsey,
>> I.
>> Mayor Ponds. I.
>> Vice Mayor Dent.
>> I.
>> Okay. Welcome, Mr. Kernair. Leads us now
uh item four on the agenda, city council
minutes. We have before us the minutes
of July 9th uh for uh city council
meetings, two sets there, and then a
work sessions and
on July 6th. Um, but have any changes,
corrections? Is there a motion to
approve?
>> I move to approve all of the minutes as
presented.
>> Second. Okay. M.
>> Mccay.
>> Miss Williams.
>> I, Miss Ramsey.
>> I,
>> Mayor Ponds.
>> I,
>> Vice Mayor Dent.
>> I,
>> Miss Kernier.
>> Okay.
>> Hi.
>> Thank you. Let me not forget. [laughter]
Um, leads us now to public hearings. And
first item A is consideration and action
regarding PCR number 26-00007
proposing a special use permit for the
continued use of two existing temporary
learning cottages at Matthew School 3012
Scotland Street. Mr. Wayong, welcome.
>> Thank you, Mr. Mayor, and good afternoon
to city council. Today I'll be
presenting PCR case 26-007.
This is a special use permit application
that we received from the Williamsburg
James City County Public School System
for the continued use of the two
existing temporary learning cottages
that are currently located at Matthew
Whley Elementary School. Um, both these
cottages are used to provide flexible
classroom space for the needs of the
school under the current special use
permit. The use has expired as of July
31st, 2026.
And the school has requested that this
use be continued until July 31st, 2030
with no changes to the existing
structures or the use on site. Just to
give some very brief background here, of
course, Matthew Whley's been a
neighborhood school that served um
citizens of Williamsburg for
generations. As you can see on this map,
the existing cottages are located behind
the school. They are set back from the
street frontage and are substantially
screened by the structure as well as
existing landscaping. And the continued
use of these cottages does not require
any new exterior construction or
alterations to the campus.
Uh thanks to Mr. Fzone for providing
these pictures of the existing learning
cottages. Um as you can see, they're of
a higher quality design than you might
see in the county because of our ARB
review design guidelines.
And like any special use permit, staff
reviewed this against the six criteria
within the zoning ordinance. And we
found that these learning cottages do
align with the comprehensive plan, the
intent of the zoning district, and they
harmonize with neighborhood character.
And we also note that the continued use
does not put a strain on public services
and does not detract from significant
features or cause issues with design,
site, and landscaping.
Um, one thing I do want to note is that
staff does recommend approval, but we do
so subject to one condition that the
continued use of the two existing
cottages be permitted until July 31st,
2030 with no changes to the layout or
the structure. One of the interesting
questions we received uh from the
planning commission and a point of
discussion was about the redistricting
that's going to occur and what the
impact could be and my understanding is
the goal is to bring down um the
enrollment at Matthew Wh. And so the
question was well what if uh what if
somebody the school system wanted to
change the use of the cottages how would
that process work? So under this
condition if city council approves it um
should the school system want to change
the use of the cottages they would have
to come back to city council to have an
amendment to the special use permit. So
in other words they would not be allowed
to do anything other than what they've
been using the structures for. So at the
planning commission uh they voted six to
zero to recommend approval to city
council of this proposal subject to that
proposed condition and Mr. Val Fzone
sorry Jim uh is here with us and can
answer questions and I'm happy to answer
any questions you may have as well.
Thank you.
>> Thank you Mr. Weissong the um with I
mean clearly if this if the students
need this just my question is does does
the school division have any challenges
with the amendment to the proposition
>> to the condition for this? Uh no sir
they've raised no concerns. Any other
questions for
with that I will open the public hearing
and if anybody would like to come
forward um please do so speak to this
matter.
Seeing none, I'll close the public
hearing and I'll come back for uh some
consideration. And first I'll just say,
you know, if if if the demand requires
learning cottages to remain and you
know, I think it's in our best interest
to make sure that we have um
suitable learning environment for our
kids and classrooms. And while it may
not be the best, you know, I
all know I always feel that being in the
school is better than being out in a in
a cottage for any number of reasons.
But, uh, given where we are, uh, I think
it's appropriate and I appreciate the discussion about the redistricting
and what that may imply for these
buildings. So, um, with the conditions
set, I'm perfectly comfortable with
this, Mr. Vice Mayor.
>> Yeah, I agree. We've all visited Matthew
Whan and we realize um, they're either
at or actually over capacity. Hopefully
the redistricting will solve some of
those issues at least maybe not
immediately but at least in future years
um where we can eliminate not just for
Matthew why but hopefully I agree with
the mayor I would like to see all the
kids in a classroom in the building but
at some point hopefully we'll be in a
position to not need the
trailers. So I'm I fully support
>> current
anything.
>> Uh yes I just yeah I have no questions.
is I just hope that through the
redistricing process hopefully in the
future we will need these cottages but
until that day comes I think that you
know it's obvious that these are
necessary so I support this
>> thank you
>> I support it also for the reasons
already um mentioned
>> I also support it um and also like it's
already been said hopefully we can find
a way in the future where all the
students can be in the same building but
really you know I remember the first
time I was going through the learning
cottages. I mean, it's really amazing to
see how they have created a really a
learning space that does still feel
inviting at them. So, definitely ready
to support.
>> All right. Would somebody like to make a
motion? So, I move to approve PCR26-007,
a special use permit authorizing the
continued use of the two existing
learning cottages at Matthew Well
Elementary School, 301 Scotland Street,
with a condition that no changes to the
existing layout or structures be made
for for the um and this special use
permit would be in existence for a
period of four years expiring July 31,
2030. 30
>> second.
>> Miss McKay,
>> Williams. I
>> Miss Ramsey.
>> Hi.
>> Mayor Ponds.
>> Hi.
>> Vice Mayor Dent.
>> Hi.
>> Miss Kier.
>> I.
>> Okay. leads us now to item B, which is
consideration and action regarding PCR
number 25-025
proposing a special use permit for a
walk-in freezer, storage shed, and
basketball court at Berkeley Middle
School at 11 uh 1118 Ironbound Road. Mr.
Weiss.
>> Yes, sir. Well, hello again. Um, I'll be
presenting PCR case 25-025.
This is a special use permit application
that was submitted by the school system
to authorize a walk-in freezer, storage
shed, and a basketball court at Berkeley
Middle School. Um, just to give a little
bit of background, Berkeley Middle
School is a long established public
school that has served the surrounding
community for many years. These proposed
improvements would be set back from the
street frontage and screened from the
surrounding properties by the main
school building as well as existing
landscaping and will not be visible from
the rightway. I did my best to blow up
the map here so that it's visible, but
as you can see, the walk-in freezer will
be on the northern part of the property
adjacent to the main school building and
the storage shed and the basketball
court are cited to the southeast of the
building away from the street frontage.
No, no new, excuse me, roadway or major
infrastructure improvements are required
to accommodate this proposal. Um, here
on the right, you can see an example of
a walk-in freezer. This is at Teno
Middle School. I believe this is about
eight years old, but this is essentially
what the product will look like on site.
And then on the left, you can see just a
zoomed in picture of the proposed shed
and the basketball court. Um, similar to
our previous application, we reviewed
this against the six criteria within the
zoning ordinance and staff found that
this furthers the mission of the school
and aligns with all six of those
criteria. So, planning staff uh does
recommend that city council approve this
application and the planning commission
at the regular meeting in July also
recommended unanimously approval of this
application by a vote of six to zero
with one member absent. I'm happy to
answer any questions you may have and
Mr. Valzone I believe is still here. So,
thank you.
>> Uh do have a question. What do you know
what conditions changed at the school
that required them to put the freezer
outside? Did
>> did the indoor freezer go bad and there
and are they creating more space inside
and just need to put it outside?
>> It's a good question. I'd have to defer
to Mr. Felzone to answer that
specifically.
» Welcome sir.
>> Thank you very much for having me today.
So um we have seen an increase in the
number of meals that we serve um through some federally mandated
programs. uh the community eligibility
program in particular. We provide more
meals, breakfast, free lunches, and
breakfasts to most of the kids. That's
that requires more storage space in the
schools. We were already looking to
replace the walk-in coolers and freezers
um at Berkeley just as part of our
regular capital improvement plan
process, but because of the increased
need for for cold storage space, we we
already put a larger walk-in cooler in
place that have occupied both the cooler
and the freezer. Senator Freezer needs
to go outside.
>> Okay, good. Thank you, sir. I appreciate
you coming forward. Any questions for
him while he's there?
>> Just on the basketball court. So,
there's there has not been a basketball
court there in the past.
>> That's correct. It's just an a pave to
play space for the kids. It's something
actually was initiative that the
previous principal initiated with uh
with the PTA and fundraising.
>> Okay. Thank you.
>> Questions?
>> No questions?
>> Thank you, sir.
>> Okay. Thank you.
>> Any questions for Mr. Weiss?
>> No.
>> Okay. With that, I'll open the public
hearing. And if anybody would like to
come forward to speak to this matter,
please come forward.
Okay. Seeing none, I'll close the public
hearing and come back for uh
conversation and and discussion. You
know, I think the the answer to the
question about the freezer really, you
know, solidifies to me that this is a
purposeful and needed addition to the
school. And so I I certainly support
this. you know, having the recreation
space, the basketball court makes sense
and, you know, a storage shed to to
accommodate uh those items, you know,
for use makes sense. So,
>> yeah, I agree. And they and as pointed
out by Mr. Weissong, they're all
shielded from public view with um the
size of the space they have there at the
school. So, I fully support this as
well.
>> Okay, Miss Current Sheer.
>> Yes, I agree. No further comment.
>> And I agree. I'm just glad that the
space was there to accommodate it in
[clears throat] such a way that it
wouldn't be visible. So glad to support
it.
>> Miss Williams,
>> also glad to support it and I think it's
great um that we're um constructing a
basketball court there as well. So happy
to support.
>> Excellent. Somebody like to make a
motion. So, I move that city council
approve PCR25-025,
a special use permit authorizing a
walk-in freezer, a storage shed, and a
basketball court at Berkeley Middle
School.
>> Second. Thank you, Miss McCay.
>> Miss Williams,
>> I miss Ramsey.
>> Hi, Mayor.
>> Ps. I may deni.
>> Miss Kerner.
>> Hi.
>> Thank you. Uh, leads us now to uh
reports and our financial monthly uh
monthly financial statement. Miss
Damron.
» Good afternoon and welcome.
>> Well, good afternoon, Mayor and members
of city council. Um,
make sure I go the right way here.
We're going to take we're still
basically in FY26 primarily. A lot of
the revenues that we like to tag and
talk about have either a one month or
two month delay. and the other revenues
in the general fund really aren't active
in July. And again, um although we have
a month worth of July expenditures,
there are no outliers there to be
discussed. But it we do have good news
looking still in FY26.
Um the first thing I want to look at is
the sales tax. And you'll see that
compared um to the activity for May uh
to last year, we see a 4.3% increase.
We're currently at 94% of budget. We
have another month of revenue, the
activity for June coming in. Um, and the
average increase is about 4%. Now, I do
want to point out that for May alone, we
saw 8.7%
increase when comparing to May of uh of
2025.
But if if the next month was ahead of of
uh last June's activity by 4%, we come
in over a budget about 3% which equates
to close to $200,000.
And then looking at our room and meals
tax before we do any rate adjustment, we
see that we have a a 24.6%
increase compared to last year. Um
and when we rate adjust for just uh the
month of June's activity, we see that we
had 11.4%
increase and the year-to-ate rate
adjusted increase is 7.6%.
We are atund6%
of the budget. So we came in uh over a
budget um by about $275,000
at this point. And you, if you'll
remember the last few months that I
talked about meals, I was really
concerned that we were going to come in
under budget by uh about the same amount
that Rune was over budget. But as it
turns out, uh before we rate adjust, we
see a 14.5%
increase. The rate adjusted increase for
the month of June is 10.9%
and the year-to- date rate adjusted
comes out to 1.7%.
So, while we didn't quite make budget,
we were at 99.7%
and basically about $31,000 under
budget. So, far far better um than my
earlier fears.
And then looking at the tourism taxes,
the $2 lodging tax is at 12.8%
increase uh compared to FY25.
We're at 93%
of the of the budget. So basically about
$86,000
under budget or 7% and and and there are
a few delinquencies in here. But I also
think it is great to see that we do have
an increase even though we're under
budget compared to last year and I think
maybe we were a little aggressive on
that budget. Um and then looking at the
half percent sales tax again we have
another month to to collect. We're
seeing a 6.2% 2% is of the May activity
increase compared to last year. We're at
96% of budget. And again, if if we saw
um that the funds for June activity came
in uh at the average increase, uh we'd
probably be finishing the year uh over
last year's uh or over the budget by
about five and a half%. Um so again, I
think that's great news. Um
and then that ends um my formal
comments. Uh we continue to be acrewing
both revenue and expenditures back to
FY26.
Uh we still have some of our yearend
entries to make. Uh but we'll look
forward to bringing you um final data uh
between now and and year end. Happy to
entertain any questions though. Uh I
don't have any questions, but I said,
you know, it's always good to that our
revenue exceeds uh budget. And so we've
done that. Um and and I suspect with
June's when June's numbers fully come
in, we'll see that trend continue. And
then through July, of course, as a busy
month. Um
anything in the expense side that you're
got your eye on?
>> Well, it's a little early yet. I think
I've mentioned before, we know we had
some overages. We had some um vehicles
that had to be repaired, particularly
some fire trucks. At this point, I I
believe that we have um you know, enough
budget to cover that. Uh but as I said,
we'll at the end of this month, uh we
will have acred all the expenditures and
unless something large that we don't
foresee comes in after the fact that's
material enough, we have to record it.
And so we'll have a better idea then. So
if you'll allow me to update you in
September, that would be uh optimal.
>> Absolutely. Large like a sewer repair.
Sewer large like a a sewer line repair
that we on the agenda.
>> Okay. Any questions, Mr. Vice Mayor?
>> Yeah. Just one, Miss Dan, when you you mentioned vehicle repairs, and I
know we've talked about this in the
past. Was there a a significant
shortfall that you know of now with with
the rising cost of fuel?
>> Um [snorts] I mean there there are some
places that were over um in that but
nowhere that I'm seeing that we don't
have savings other other places at this
point that we would be able to cover any overages and should you know be
within our legal budget. It looks like
even though I uh we didn't have a side
on the bole, but if we uh remember
that's coming in under budget, but at
this point I think we'll be able to
cover that with other places that were
coming in over. So at at this point, I
don't see us adding a lot to fund
balance. Um the only thing that we may
if we pull from it all may be, you know,
we we uh authorized some funds for the
schooling to come out of our reserves.
Um,
but other than that, I'm I'm not at this
point seeing anything, but certainly
should be in better uh situation to uh
give you an update in September. And
even then, we may still be recording
some injuries because we have uh if you
recall the leases and sabitas and they
have an impact and until we got all that
data in um
uh but typically they're not huge
impacts. I think in September I have a
much better feel for sure, but I'm not
seeing any anything at this moment.
>> Okay. Thank you.
>> Thank you, Mrs. Karen. Any questions?
>> No. Thank you.
>> None for me. Thank you,
>> Williams. Anything?
>> Well, thank you for the information. I
did have one question looking again at
the um rooms tax. Just out of curiosity,
what are some of the drivers? Um it
looks like it came in 106% of budget.
So, just kind of wondering um why that
is.
>> Well, on our on our room tax again,
there are some delinquencies mixed up in
that. Uh but I still think um even with
that uh that we're seeing, particularly
um toward the end of the year, some
uptick in rooms. Um, and I think we're
doing well with the $2 lodging, but
there are a lot of factors that come
into that in terms of what are the um,
you know, rates and terms of the room
nights because that is a charge. And
actually, um, earlier, not not census
report, but last month, I was trying to
get in touch with um, visit Williamsburg
and just what a naval with vacations to
do that. So I think there's some
opportunities there to get some of their
data that will help us analyze that even
better. And so hopefully we'll be able
to make that connection in the in the
next couple of months certainly before
we're ready to finalize the year
>> and and just because I have some
information. So occupancy is has hasn't
grown as much as re u revenue per room.
Um and so we have seen growth in our in
our average daily rates. So that's been driving a lot of that.
Thank you, Miss Damry.
>> Okay, takes us now to monthly
departmental operating reports. And
today we have uh Miss Griffin, who's
going to give us an update on our
comprehensive plan process.
>> I am. Good afternoon, Mayor Ponds and
members of city council. I am really
pleased to present the first in a series
of briefings on the progress being made
to update the comprehensive plan. Um,
back in May, you authorized the city
manager to execute a contract with our
consultant WRT. And in early June, that
contract was signed. And since that
time, staff and WRT have really been
working to set a foundation or to lay a
foundation for the work that's going to
be moving forward over the next 18
months. So, my purpose here is today is
to give you a briefing on what we've
been doing and also what can you what
you can expect over the next four
months. Um specifically we've been
working on our project management plan
building a brand and also collecting
data and the development of an
engagement strategy. So I wanted to talk
first about the building of a brand and
why this is important. WRT has been
leading this charge and on July 20th we
held a branding workshop with our some
people from our IT team, our
communications and planning staff really
to set a vision for what we would like
the planning brand um to look like and
this is the brand that will really give
people a unifying um vision of the
planning elements moving forward over
the next 18 months. We also um feel that
it would give people understanding of
the planned initiatives. Um we know that
we have a lot of things coming out of
the city. We have zoning talks coming
forward. We have a lot of other um
conversations that we're having. We want
people to be clearly able to understand
and to see and distinguish the um
comprehensive plan process um with
others.
The next thing that we're doing and
laying a foundation for is a digital
home for a community engagement. And I
talked about this back in May, but this
is a platform called um the software is
called public input. And this is where
people if you cannot make a meeting or
if you just want to know what's going
on, if you want to see event, what
events are taking place with the
comprehensive plan, you'll be able to go
online and engage with this public
platform. Um we we now have some
elements of that platform available on
our on our website. Now, if you go in,
you can give us your information. And in
doing that, when we launch the
comprehensive plan process officially in
September, you'll receive updates from
us. But this particular page will be
fully launched on September the 26.
It'll have events, it'll have questions
um when we have meetings. If you can't
make the meeting, you'll be able to go
on engage in that way and to provide
your comments.
And then September the 24th through the
26th, the consulted team will be in
Williamsburg and they're going to we'll
take them on a series of tours
throughout the city. They'll publicly um
meet with city leadership. We'll also
have some staff engagement and um we'll
launch officially the comprehensive plan
update process.
The launch will officially take place on
September 26. That is a Saturday. There
are a lot of things going on on that
Saturday and our face will be um there
on all of those places. Um we're excited
about this. This will be the first time
that people will be able to see the
brand that we come up with for the
comprehensive plan and it'll also be the
first time that um they'll be able to
pick up an application to be a part of
what we're calling the community plan
update committee.
This particular committee, we're not
calling it a steering committee because
it's not steering anything, but it's
more advising. And it will be made up of
15 to 21 residents and stakeholders. And
if you may say, well, what who would
consider who would be considered a
stakeholder? People that own businesses
in this city and community partners um
will be a part of this. The application
process will open on September the 26th,
the first day of the launch, and it will
close on October the 26. So that will
give people a month to um provide us
their application. The applications will
be available online on that public input
platform that I told you about. You'll
be able to go in, put in your
information, and submit your application
online. Um for those who don't want to
do that online, we'll also have paper
copies available in various places
throughout the city. And all of that
information will be pushed through um
public input. And also in talking to
council, I'll give you a briefing and
you'll you'll be able to tell um your
constituents where that information will
be housed.
Next, we'll um start with our fa first
phase of listening. In um late fall, we
will have our first community workshop.
And this workshop will be not popups in
various places, but in one location.
We're still working on that location
now. that information will go out, but
this will be an invitation to all
residents to come and to take part um in
listening. We will be listening to you
and and trying to find out really what
you want the vision of the city to be
over the next um 10 to 25 years. Um at
this particular workshop, WRT since
they're collecting data now, they'll
give us our first um look at the
outcomes and what we what we look like
as a city. Now, um they will have that
information available for us and then
also a time of listening and just
reflecting on um people's thoughts.
Also, during this time, we will have our
um citywide community survey. The survey
will be launched in October and go all
the way until January. Um this will be a
time that we'll collect residents um
input, have various questions. Again,
this will be on the website and in
various other locations, paper copies of
the survey will be available.
And then finally, the um the last in
December of this year, we will launch
the community ambassador program. Um
this is going to be a little bit
different than the CPU, and I apologize
for all the acronyms, the the the
comprehensive plan um update committee.
It's going to be different from that.
This is going to be an ambassador
program and this is really for residents
who really want to get engaged with
their neighbors um about the
comprehensive plan for we want to really
find people that usually will not um
engage um maybe not come to a meeting,
maybe not go online, but really still
feel that they want to have a say in how
the city shapes over the next 10 to 25
years. And so these ambassadors will be
the people that go into these
neighborhoods and going into these um
communities to really hear um what they
would what neighbors want to say. And
the first quarter of 2027 will be when
we have the training for those who would
want to be ambassadors. And that program
will launch also in the first quarter of
next year.
And that gives a recap of all of the
exciting things coming forward. and also
gave you hopefully a little peak into
what we've been working on and I'm happy
to answer any questions that you may
have.
>> Well, thank you, Miss Griffin. Um, quite
comprehensive. Yes,
>> we're we're undertaking and and as I
listen to you go through all of the
different the steps, the brand and the
vision and planning elements and digital
home and opportunities for people to
participate and and working to make sure
that um it's very transparent and the
ability to go online to fill out a
survey or get a paper survey. um
ambassadors. Um we it's clear that you
know what we as a city what you as a
department and department head are
trying to do is make this available to
everybody to participate so that
everybody can have an opportunity to
express their opinion and share their
thoughts and their vision for the city.
And um all this undoubtedly will lead to
I think a a new comprehensive plan uh
that that envisions Williamsburg for the
future. And so I applaud you for all the
work that you've done already and I'm
certainly looking forward to um
participating in the future. So thank
you for that.
>> Thank you,
>> Mr. Vice Mayor.
>> Yeah, [clears throat] no questions. I
just also I mean it's very exciting.
We're we're finally getting this off the
ground and we made a significant
investment because that that's how
important it is to the future of
Williamsburg. And I hope everybody
everyone in the community is excited as
well and and take the opportunities all
the opportunities you laid out that
they'll have to provide input because
it's important that we hear from
everyone. Um but it it it really is um
>> really exciting that we have an
experienced team. That's right.
>> To work with with our experienced staff
uh and everyone in the community to
guide us through this process and really
excited to see what the outcome is going
to be. So thank you. Thank you, Mr.
>> Kier. Any thoughts, questions?
>> Um, no. I don't think I have any
questions. I just want to say that it is
impressive at this early stage that it's
clear that this, as you mentioned, this
is strategic, this is thoughtful, this
is going to be a very intentional
process. And I think that that's been,
you know, clear from when we even first
began talking about what we what we are
doing here. But I am really impressed
with the amount of groundwork that has
been laid to ensure that we're setting
up for success for everyone to be
included and be a part of the process.
But I do actually the one question I I
did just um think of is that you
mentioned implicit here is that this is
update number one. So, how often or have
you thought about are there markers of
which you're going to come back to city
council and come back to the to um the
public and kind of say here we are uh we
want to give you updates now because I
really am appreciative of this update
this early on and just kind of wondering
if you're thinking in terms of timeline
or benchmarks where you're going to come
back again before the public.
>> Yes. So, the benchmarks are really once
a quarter. If we find that we need to do
more than that, we will. Um so for
example after our community um launch
after the survey and then after our
first listening I will come back to you
in the first quarter of next year to
give you an update.
>> Great. Thank you so much
>> Ramsey. Uh thank you for this update and
uh as has been said it it um lets us
know how engaged you and your whole
department are in this that uh you're an
integral part with the consultant, not
just passing it off to the consultant
and saying go do this. You want to be
sure that everyone is involved and that
they know well what we're looking for
out of this plan. So, I really
appreciate that. I did have a a couple
just sort of curious questions. When you
mentioned the 26, you are correct that
is a big weekend. We've got not only the
Pancake Festival, but Bird Quest. So,
have you given thought as to where
you're going to be setting up the the
launch because I think you mentioned a
couple different places.
>> Yes. And so the idea is that we're not
going to try to create a separate event
because we have several events going on,
but we will have a presence at all of
the events that you just named. So we
are working, we know that we'll be at
the farmers market. Um we've already
engaged with the pancake festival. We
will be there. We're working with
Burquest to be there. And we also want
to get out into various neighborhoods.
So um I'm searching for maybe there's
neighborhood meetings, neighborhood
block parties that we could go to. So,
we really didn't want to take away from
what was already happening, but really
um lean lean into what was taking place
already. Um we know that residents will
be there. So, we're excited to talk to
residents. And there's also elements of
any comprehensive plan that we need to
talk to people who come here. Why are
they coming here? Why do they want to be
here? What do they find to be exciting
um when they get [clears throat] here?
Um and so we're excited to be able to
really talk to residents and those who
are visiting um in those three locations
thus far. and we are working on more.
So, we'll be busy Saturday. If we have
any volunteers, we'd love to have you
come and join us.
>> Well, um I'll be around that because you
never can tell. And I think when you
talk about engaging residents and
visitors, it's not only to find out what
they find exciting, but also what they
might find as challenging. Yes.
>> In terms of traffic patterns, parking,
um and and other aspects. So, so that's
good. And I'm really pleased you're
doing the community ambassador uh
program. I think all of us who have run
for city council realize there are a lot
of neighborhoods in Williamsburg that
don't get that touch that uh those
particularly more in the downtown area
do. So, uh, is this something where an
ambassador might volunteer to go to an
HOA meeting, say at a Brandy Wines
community, and give them an update and be sure that they're well informed.
>> Yes, that's one perfect example. HOAs,
if there are religious meetings that
they're having, someone's having a
cookout, um, meetings like that we would
like the ambassador to go to. um and
really to go to um communities that for
whatever reason um don't feel that they
have a voice or usually don't come to a
meeting maybe because of babysitting or just various reasons. We want to make
sure that we reach everyone because they
may not be in the meeting but they do
have something important to to say.
>> Right. That's that's really good. And
one last question on the committee. Will
this be I know you said that there will
be businesses represented as well as
residents. I assume the residents are
would all be Williamsburg city
residents, but the businesses could have
a representative living outside the city
limits as long as the business is in the
city.
>> That is correct. If you are a resident
residential, if you're a resident, then
it would only be city residents, but a
business um in the city, but that
business owner could live out of the
city. That is correct.
>> Thank you. I'm probably getting a little
ahead of myself, but just wanted
>> No, that's that's great. I was thinking
and and I didn't mention um that that
meeting those meetings will be eight
over the term of the 18 months.
>> Okay. Thank you, [clears throat]
>> Williams.
>> Thank you. Um just for the very
comprehensive overview of just the
timeline of the comp plan, it's just
been very exciting to see it unfold the
past couple of weeks, especially as we
go into the um next couple of months.
just really I have a lot of
anticipation. I know the community does
as well to see how this will unfo unfold
and I really wanted to just applaud you
and um the department as well of you
really have thought of everything. When
we were going through the slides I was
like oh my goodness what question do I
even ask because all of them were
answered. Um so just thank you for
really just being diligent um and
thinking of everything. Um I did have
one more question though. Um so going
over the digital platform which I it's
really just a remarkable idea. Um how
can the community access um I know
sometimes the city website there's a lot
of information on it and sometimes a
little bit difficult to navigate but how
can the community find um these
resources online or where are they
located at?
>> Yeah. So we've talked to that about that
with our director of communications and
so you will be able to um access that
page from our um I don't know how to say
it. the first page. You get to the the first page. The land page. Thank
you. The home. That's right. It's the
homepage. So, you'll be able to see that
from the homepage. It'll say
comprehensive plan and then you can go
straight there. You can also get it from
the planning department, but we know
that that's you have to go through some
things for that. So, it'll be on the
homepage.
>> That's perfect. Thank you.
>> Well, thank you, Miss Griffin.
>> Welcome.
>> Yep. Good luck with everything.
>> Thank you.
>> Okay. Uh leads us now to city manager
report. What have you got, Michelle?
Yes. Thank you, Mr. Mayor and members of
council. Um, regrettably, the
procurement process um could not be
completed in time to bring the contracts
for the African-American Heritage Trail
for your consideration today. We
appreciate everyone's patience as we
move through the necessary details and
we'll bring it back to you as soon as
it's complete.
» Thank you, Madam Attorney.
>> Nothing today.
>> Thank you. Yeah, we we apologize for the
delay on the African-American hitters
trail. So, I know we are all anxious to
get that started, but um we'll we'll get
going as soon as possible. So, thank you
for that update. Okay, that leads us now
to an open forum, which is an
opportunity for anybody in the audience
to come forward. If anybody has anything
they'd like to address to council,
please do so.
Okay, seeing none, I'll close the open
form. And we have no unfinished
business, which leads to new business.
And I first got to compliment Mark. The
microphones in here are working
excellent.
>> Yes.
>> Much better than they've been. So, um,
all right. New business consideration
and action regarding the tour a tourism
uh promotion contingency fund request to
sponsor a themed entertainment
association TA tea explore Williamsburg
event. Miss Hutton.
>> Well, good afternoon, Mayor and members
of council. The first tourism promotion
contingent contingency fund request for
FY27 is for the themed entertainment
association explores Williamsburg event.
The applicant is Gernzie Tingle and the
request is for $5,000. Uh but before we
get into the request, I would just like
to uh provide some background
information for this program. This
program is intended to drive overnight
visitation to the city and the funding
is for new programs and events or to
expand existing programs and events.
However, it is not designed to provide
yearover-year uh funding for reoccurring
projects. Uh past projects include
special events, marketing, conferences,
exhibits, and festivals. And last year's
award winners was uh was a f film
festival, the Virginia Dossent Exchange,
an art exhibit, the opera, and the
African-American Heritage Trail virtual
tour. Um the budget this year for FY27
is $150,000,
which none has uh yet been awarded.
This slide provides historical data of
this program. Uh to date, this program
has awarded 20 applications with just
over $638,000
awarded
today. $5,000 is being requested for the
themed entertainment association
explores Williamsburg for their opening
reception and this is going to be held
at the Greater Williamsburg Sports and
Event Center. T Explores Williamsburg is
a multi-day event that is planned for
September of this year. Um the focus is
going to be on networking, education,
and business development as well as
tours. Um this program will be uh open
to TE's membership base which has 16,000
people and it's comprised of just over
1,200 hospitality focused organizations.
This request of $5,000 is at the uh
headliner sponsorship level, which
includes two tickets, um the opportunity
to speak at the reception, sponsorship
recognition through their social media,
their event website, and onsite signage.
Uh Gernzie Tingle is the local um
organizer of this event and they are
working with the Williamsburg Hotel
Motel Association to secure a minimum uh
30 room block for three to four nights
at the Williamsburg Lodge. After staff
has reviewed this application, it is
staff's recommendation to award the full
amount of $5,000
for this event. I'm happy to answer any
questions. And there's also a
representative from the applicant,
Gernzy Tingle, with us today. Um, it is
Emanuel Hails, the director of business
development.
>> Well, thank you, Miss Hutton. I don't
have any questions. I think it's a great
opportunity to showcase the sports
center, showcase Williamsburg, and it's
a small investment to make. So, I think
it's a great idea.
>> Yeah, I agree. I think the 5,000
investment is uh we'll see more than the
return we we would uh expect on $5,000
investment for this event. And again, I
think it's a perfect opportunity to
showcase the sports and event center and those folks are going to talk and hopefully bring some other events to
the sports center as well.
>> Thank you, Miss Kernier. Any thoughts?
>> Um not really. There's I just think this
is a really a perfect use of these funds
and this sounds like it's completely on
point with what we endeavor to
accomplish with this fund. So I fully
support it.
>> Thank you.
>> And I fully supported as well and I
think looking back over the history of
this fund particularly since looks like
FY20 it's stayed level at $150,000.
Some years all being used some years not
being used. So I just had one question.
If funds are not expended during a
fiscal year, I do they go back to the
general fund, they're not carried over.
Is that correct? So um so in in my view
this is an opportunity for us to
encourage throughout the year uh groups
if they might have need of these funds
to be sure and come forward because the
last thing we want is for a well
intended event not to get some extra
funding if if we have it available. But
as far as this particular event, I'm
sort of excited about it. It seems like
something new and different uh coming to
Williamsburg to explore all that we have
to offer and particularly um being held
at the new sports and event center. So
I'm all in favor of it.
>> Yes, it seems like a great opportunity.
I'm ready to fully support as well.
>> Thank you. Okay. Um,
>> so I move that city council award a
tourism promotion contingency fund grant
to the themed entertainment association
for sponsoring the T Explores
Williamsburg opening reception event at
the Greater Williamsburg Sports and
Event Center.
>> Second.
>> Miss McCay.
>> Miss Williams.
>> I miss Ramsey.
>> I Mayor Puns.
>> Hi.
>> Vice Mayor Dent.
>> Hi.
>> Miss Kerner.
>> Hi.
>> Okay. Item B is consideration and action
on an on the FY27 line of duty act
payment. Miss Don Hicks, director of
human resources.
>> Hi, good afternoon, Mayor Ponds and
members of city council.
The Virginia Line of Duty Act or LOA
provides statutory benefits to public
safety employees and volunteers and
their families in the event that a
public safety employee or volunteer is
injured or killed in the line of duty.
We the city makes an annual payment to
the line of duty death health benefit
trust fund every year which is
administered by the Virginia retirement
system for fiscal year 27. The total
cost is $127,143
which does exceed the $100,000 threshold
that requires city council's approval
before payment is executed. So I am here
today asking for authorization for that
payment to be made.
>> Um well certainly something I think we
ought to be doing. Mr. Vice.
>> Yeah. Just out of Mr. Stakes, thank you.
Out of curiosity, do do does the city
track the number like over the years the
number of employees that have benefited
from or had to have um some type of
um participation in line of duty.
Um, I can tell you that since I've been
with the city, um, a little over nine
years, I'm aware of one employee that
has received benefits from that fund.
>> Okay. And that's again, it it doesn't
fortunately it doesn't happen often, but
it's when it does happen, it's a huge
expense is why um that amount for the
city's contribution um is what it is
today. So, um, but that that's helpful.
Thank you.
>> You're welcome,
>> Miss Crunchier.
No questions. Thank you,
>> Ramsey.
>> So, uh, thank you for bringing this
forward. And the only question I have
is, um, is this a higher amount than
usual? I don't remember us going through
this process in the past couple years.
>> Sure. So, over the last few years, the
amount has slowly creeped up. Um, this
is the first year that it's exceeded
100,000.
>> Okay.
>> Questions? Thank you.
>> Thank you. Somebody like to make a
motion.
>> So I move that city council authorize
the city manager to execute the FY27
payment to the Virginia Retirement
System for the line of duty death and
health benefits trust fund totaling
$127,143.
» Second.
>> Thank you. Miss McCay.
>> Miss Williams. I
>> Miss Ramsey.
>> Hi.
>> Mayor Ponds. Hi.
>> Vice Mayor Dent.
>> Hi.
>> Miss Kier.
>> Hi.
>> Okay. Item C is consideration and action
regarding the emergency care in place
living of TW uh 2,2772
linear feet of uh sewer main uh contract
for the city of Williamsburg. Mr. Reid.
>> Yes, sir. Good afternoon, Mayor and
members of city council.
Um, public works and utilities recently
discovered a significant blockage in a
16-inch gravity sewer man. Um, while
we're performing some routine
maintenance, this main runs from Pard
Park all the way to the Colonial Parkway
and is 30 ft deep. Um, we contracted
Vortex Services to clean and assess the
pipe and following the cleaning,
multiple fractures were identified. Um
the pipe is made of concrete and several
of those areas are considered um
requiring critical repairs. Due to the
depth and the location of the damaged
sections, staff recommends using a cure
in place pipe lining. Um it's
noninvasive. Rather than excavating the
pipe, we can essentially inflate. It's
similar to inflating a balloon. Once it
adheres to the pipe, we the company adds
water and then it cures it in place.
It's almost like creating a pipe within
the pipe.
Um, this will avoid excavation and
minimizes any real disruption. Um,
Vortex Services has submitted a proposal
to line the 2772
linear feet of the compromised main for
a cost of $262,57.
We do have funds available in our sewer
system rehab. SSO stands for sanitary
sewer overflow program. Um that
particular line was created in the event
when we find issues like this. Um so we
have sufficient funds available. And to
give you an idea of how long that sewer
run is, it starts all the way around
Griffin Avenue, runs through a good
portion of downtown and outfalls into uh
a manhole along the Parkway.
And if you have any questions, please
let me know.
>> Thank you, Mr. Reid. Uh that is a long
stretch. Uh it's probably been there a
long time as it's made out of concrete.
this this lining that you put in that's
cured. This is not a new technology to
Williamsburg. I mean, we've we've
deployed this in the past, have we not?
>> Yes. It's become common practice.
>> Yeah. Um and and it's pretty durable,
this liner, right?
>> Extremely durable.
>> Do you have an estimate of do they have
a life expectancy of these these liners?
» Honestly, a lot of times it's 30 to 50
years. And I mean, we hope a lot of it
is if it's installed well, if it's
installed well, it'll last a really long
time.
>> Okay. Thank you, Mr. Vice Mayor.
>> Thank you, Mr. Reed. Could you talk when
you said looking through the agenda uh
item, you talked about routine
maintenance. Can you tell us a little
bit how that routine maintenance takes
place that you would identify something
like this?
>> Yes, sir. We we developed a program in
house that's similar to what HSD uses
where we try to camera 10% of all of our
gravity mains each year and the last two
years we've been able to do it and we
started in the oldest sections of town.
Obviously, this is an area where, like
the mayor said, it that's an old pipe.
And so, we started there. And as we're
working our way through the city, when
we find something like this, a lot of
times to assess it, the next thing we
have to do is to clean it. And you once
you clean it out, you can get an idea of
the the condition of the pipe. And so,
this is part of our routine maintenance.
>> And then if if approved today, how how
quickly do you see this process moving
forward?
>> We think we can get them out here in
about two or three weeks.
>> Okay. Thank you. Thank you, Mr. Miss.
Current Sheer.
>> Uh, yes. Thank you. Glad you and your
team found this. Um, my couple of my
questions have already been answered.
Uh, but it's I just want to clarify it.
This is such a long stretch, but it
sounds like residents won't see any
disruption. It all happens without
having you say there's no excavation.
There's anything nothing else like that.
So, will residents even know that this
is occurring or
>> you'll see trucks set up around
manholes. How we perform the work is we
go from manhole to manhole. So, there'll
be a truck stationed at a manhole couple
hundred feet down the road. There'll be
a truck at another manhole. I won't say
it's no disruption, but
>> essentially just blocking a lane of
traffic to perform the work.
>> Right. Right. You're not going to dig
up, you know, 30 feet from Pard Park to
the Parkway. That's that's good news.
So, uh so thank you for that. And then
my other question is once you begin the
process, how long does it take to
completion?
>> This will take a few weeks. I would say
six to eight weeks to do the full
project.
>> Okay. Thank you very much.
>> Uh thank you very much. Thank you for
including uh the map. Uh I was in Jack's
office this morning. He showed it and to
me it helps uh identify the complexity
of of the project. It's not just going
down Griffin and up Newport uh to make
the change uh that it goes through a lot
of different uh areas. And when you talk
about this material sort of like a
balloon. So you sort of
I guess sort of blow it in uh in a
liquid form and then it cures inside. Uh
and then you'll go to the next manhole
area and sort of do do the same thing.
Um the mayor asked or someone asked
about the how long this would last. So
if this need if there's a little crack
or something, can you go back in a
second time and and do this? You can
>> just sort of on top of of what's already
there.
>> Yes, ma'am.
>> And I assume it's thin enough that over
time it wouldn't sort of clog. I tend to
think of like an artery, [laughter] you
know, clogging and needing to be cleaned
out every now and then.
>> We we may still need to clean it from
time to time, but the the pipe material
should stay intact.
>> And and the funding for this, you
mentioned that you had it in this
special fund. Is is that part that all
falls under the utility fund, I assume?
>> Yes, ma'am.
>> It's not part of the general fund,
>> right?
>> Okay. Thank you,
>> Williams.
>> Thank you for the information, and I
don't have any specific questions. All
my questions have already been answered,
but just wanted to thank you and your
team for kind of just being vigilant. It
seems like over the past couple of
months, we've had a couple of unexpected
repairs um and unexpected costs come up,
but just thank you for being attentive
to those changes, especially um you
know, a lot of our infrastructure is old
here. So, definitely something to keep
eye on. So, thank you for all your work.
>> Thank you.
>> Somebody like to make a motion. So, I
move that city council authorize the
city manager to execute a contract with
Vortex Services to cure and place line
of 2,772
lineal feet of sewer main for the cost
of 262,57.
» Second,
>> mccay.
>> Miss Williams.
>> I miss Ramsey.
>> I may pond. Hi,
>> Vice Mayor Dent.
>> Hi,
>> Miss Kier. I
>> right leads us to item D which is
consideration and action of appointments
to boards and commissioners. Mr. Vice
Mayor,
>> yes. I move that city council appoint
David Klepinger to the economic
development authority to fill an
unexpired term ending June 30, 2027.
>> Second.
>> Mccay.
>> Miss Williams.
>> I miss Ramsey.
>> Hi.
>> Mayor Ponds.
>> Hi.
>> Vice Mayor Dent.
>> Hi.
>> Miss Kernier.
>> Hi.
>> Okay. Mr. Vice Mayor, do we have any
close session today? We do not.
>> Okay. Uh, leads us to item 11,
adjournment. Would somebody like to make
a motion?
>> I move that we adjourn.
>> Second.
>> Okay.
>> Miss Williams.
>> I,
>> Mr. Ramsey.
>> Hi.
>> Mayor Ponds.
>> Hi.
>> Vice Mayor Den.
>> Hi.
>> Miss Ker.
>> Hi.
>> We are adjourned.