Elkins City Hall Renovations

1. What is happening right now at Elkins City Hall?

Elkins City Hall is currently undergoing significant restoration and repair work following a sewage overflow incident that occurred on August 31. This overflow affected almost every workspace in both the basement and first floor of the building, primarily impacting the Police Department and Treasurer’s Department.

As part of an immediate response, a plumbing company was contracted to address the plumbing and sewage issues, and a restoration company removed contaminated flooring, drywall, and other fixtures and furnishings before performing comprehensive decontamination and sanitization.

The plumbing and sanitization work is now complete, and a long-planned HVAC (heating, ventilation, and air conditioning) project has commenced.

City officials are also currently analyzing the feasibility of an extensive renovation of City Hall. Council has authorized an architect to assess the scope of work required to bring the building up to Class A Commercial standards but has not yet decided whether to move forward with this project.

2. What caused the sewer overflow event and how much damage was done?

The sewage overflow event at Elkins City Hall was caused by a combination of torrential rainfall and aging infrastructure that struggled to manage the extreme volume of water. The incident resulted in significant flooding as a result of overflow from several toilets, particularly affecting the basement and first floor of the building. Key areas affected included offices and facilities housing essential services and storage, notably the Elkins Police Department and Treasury Department. No city archival or historical documents were affected.

The damage resulting from this overflow event was extensive, necessitating urgent repairs and remediation efforts. Initial assessments indicated that the flooding compromised the integrity of various systems within the building, including plumbing and electrical systems. As a result, the city engaged a company to address immediate issues and worked diligently to ensure that the affected areas were properly cleaned and restored to safe operating conditions.

3. What immediate repairs are being made, or have been made, in response to the flooding and what specific issues are being addressed as part of the restoration efforts?

In response to the flooding caused by the sewage overflow, immediate repairs have been initiated to restore functionality to Elkins City Hall. The city has addressed the most urgent issues, which include repairing failing plumbing infrastructure and ensuring that sewer lines are fully operational. This work is crucial for preventing any further sewage-related problems and eventually supporting normal operations within the building.

Additionally, the city is implementing remediation and renovation processes in affected offices and common areas. These immediate repairs aim to ensure a safe environment for staff and the public, while also laying groundwork for future renovations and improvements to the facility.

4. Why is City Hall closed to the public and how long is it expected to be closed?

Elkins City Hall is currently closed to the public due to extensive repairs and restoration work necessitated by the sewage overflow incident. As mentioned above, this flooding significantly impacted the building’s basement and first floor, including the Elkins Police Department and Treasury Department. Walls and floors have had to be replaced, creating an active construction zone inside of City Hall. In light of these circumstances, the city is prioritizing the safety of both employees and visitors, which has led to the decision to keep the building closed for the time being.

City Hall is expected to remain closed to the public until approximately May 2025, at least. May 2025 is the projected completion date of the HVAC project, which can now proceed even more quickly with the building mostly empty. City Hall might remain closed to the public considerably longer, depending on what decisions are made about a full renovation of the entire building. City officials are committed to keeping the public informed throughout this process and will provide updates regarding the expected reopening of City Hall as more information becomes available.

5. Are city employees still working normal hours and how can I contact City Hall departments if I need assistance?

City employees are continuing to work regular hours and provide all expected city services despite the closure of City Hall for restoration. For more information on

Elkins City Hall
Location: 401 Davis Ave.
Hours: (currently closed to the public)
Phone: 304-636-1414

Mayor’s Office
Location: 401 Davis Ave.
Hours: (currently closed to the public)
Phone: 304-636-1414, ext. 1110
Email: lroberts@cityofelkinswv.com
jmarco@cityofelkinswv.com

Operations Department
Location: 401 Davis Ave.
Hours: (currently closed to the public)
Phone: 304-636-1414, ext. 1437
Email: spoe@cityofelkinswv.com
mhimes@cityofelkinswv.com
mkesecker@cityofelkinswv.com

Clerk Department
Location: 401 Davis Ave.
Hours: (currently closed to the public)
Phone: 304-636-1414, ext. 1211
Email: suttonstokes@cityofelkinswv.com

Communications Department
Location: 401 Davis Ave.
Hours: (currently closed to the public)
Phone: 304-636-1414, ext. 1212
Email: jdeighan@cityofelkinswv.com

Treasury Department
Location: West Virginia Wood Technology Center, 10 11th St., Suite 3
Hours: 8 a.m. to 4 p.m., M-F
Phone: 304-636-1414, ext. 1722
Email: tjudy@cityofelkinswv.com

Municipal Court
Location: Temporary modular building behind City Hall
Hours: 11 a.m. to 4 p.m., M-F
Phone: 304-636-1414, ext. 1529
Email: rharper@cityofelkinswv.com

Water Department (non-billing related issues)
Phone: 681-298-5200
Email: wlambert@cityofelkinswv.com

Wastewater Department (non-billing related issues)
Phone: 304-636-2058
Email: whymes@cityofelkinswv.com

Elkins Police Department
Location: Temporary modular buildings behind City Hall
Phone: 304-636-0678 for non-emergencies, call 911 for emergencies
Email:spoage@cityofelkinswv.com
tbennett@cityofelkinswv.com

Elkins Fire Department
Phone: 304-636-3433 for non-emergencies, call 911 for emergencies
Email: shimes@cityofelkinswv.com

6. Why is the HVAC project proceeding under these circumstances?

Other than the needed repairs on the first floor, the building remains viable in its role as the city’s government building. There are some decisions to be made regarding the next steps for this building. However, regardless of the outcome of any of these decisions, completing the HVAC project remains a vital investment in the building’s infrastructure.

The main issue is the “H” in HVAC: City Hall’s aging boiler could fail at any time. If it breaks during a hard freeze, the building could suffer catastrophic damage from burst pipes inside walls. Even if the city government one day decided to move permanently to a new building and elected to sell or transfer this City Hall (and this possibility is not currently under active consideration), such a sale or transfer would likely not be feasible if the building continued to lack a modern HVAC system. This project is therefore crucial for protecting public resources and ensuring the building’s longevity.

While the building is currently closed, addressing the HVAC system now ensures that, whatever the building is used for in the future, it will meet modern expectations for heating, ventilation, and air conditioning, providing a comfortable environment for employees and visitors alike and protecting this valuable public resource for future generations.

Also, because the building is closed and mostly empty, the work can proceed more efficiently.

7. Is the City planning to build a new City Hall?

City officials have been advised that the current City Hall is in good shape and is simply in need of modernization. Officials are actively exploring the viability of renovating the current City Hall as a Class A Commercial Space, with fully modern infrastructure, IT and networking, security and fire protection, a modern elevator, and full ADA accessibility on all floors. The eventual scope of any project along these lines will depend on available funding.

8. What would a new City Hall cost versus the cost of renovating the current City Hall?

Constructing a new City Hall would cost at least $20 million. In contrast, renovating the current City Hall is projected to cost around $5 million, based on comparisons with similar projects, like the ongoing Morgantown City Hall renovation. Moreover, the renovation process could be quicker and more cost-effective now that we’ve identified solutions to continue offering all city services while vacating the building.

Based on this preliminary analysis, it seems that renovating the existing building may be the more cost-effective and timely solution. Since we have already identified ways to maintain city services while the building is vacated, the renovation process could be quicker and more efficient.

One important consideration for council is that, by choosing to renovate, we would not only be preserving a significant historical structure, but also might be better able to continue providing essential services to the community in a financially responsible manner.

However, everyone should be aware that unknown conditions discovered during renovation work could require a reevaluation of this plan.

9. Where would funding for a City Hall renovation come from, and would it result in a tax increase?

Officials are researching methods for funding a full City Hall renovation. This funding would most likely be sought in the form of a loan or other financing, such as from the USDA (which offers low-cost loans with extended repayment terms for projects like this) or by issuing bonds.

There is no plan to raise taxes to pay for such a project. (Such a plan wouldn’t really be possible, anyway: there is no city income tax; the city’s property tax rate could not be raised except as a referendum at a city election; the city currently charges the highest allowed sales tax, i.e., 1 percent; etc.)

However, because debt service for such a loan would come from the city’s General Fund, there might be tradeoffs with other city services and operations paid for out of that fund.

10. Can’t we use additional money from water and sewer rates to help pay for renovations or a new building?

Under West Virginia law, it is illegal to transfer money between the city’s General Fund and the Sewer Fund, Water Fund, or Sanitation Fund. State law requires water, sewer, and solid waste utilities to operate as standalone businesses, utilizing only the funds received from customers.

This means that money from the Water and Sewer Funds cannot be transferred to the General Fund to cover expenses related to City Hall renovations. This financial structure is designed to ensure public accountability and prevent misuse of funds. Therefore, any funding for City Hall improvements must come from the General Fund, which is primarily supported by taxes and fees, and not from the revenues generated by any of the city’s water, sewer, or trash utilities.

11. How are decisions regarding repairs and renovations being made, and who is responsible for overseeing these projects?

Decisions regarding repairs and renovations at Elkins City Hall are made with careful consideration and oversight to ensure compliance with legal and financial regulations. The Operations Manager oversees the day-to-day activities and immediate repairs needed to the building. However, any significant decisions, especially those involving funding and long-term renovations, must be approved by the City Council. This structured approach is designed to uphold transparency and accountability.

To ensure that the best decisions are made for the community, it is in the city’s best interest to hire qualified professionals for various tasks. This includes architects assessing the building’s structural integrity and design needs, licensed plumbers for any plumbing repairs, and specialized companies for professional disinfecting services. Engaging experts helps to ensure that all work is conducted according to the highest standards and regulatory requirements. By adhering to these processes, the city aims to avoid the potential consequences of bypassing council oversight or misusing funds, which could have detrimental effects on the community.

12. What steps are being taken to prevent similar incidents in the future?

In the immediate aftermath of the overflow incident, all internal and external pipes, drains, and related infrastructure that contributed to the problem were replaced.

This incident also showed the need for a comprehensive business continuity disaster recovery plan that will outline procedures to ensure operational resilience during emergencies. This plan would identify critical functions and resources needed to maintain city services, even in the event of unforeseen disruptions. Work on this plan is underway.

City officials are continuing to assess existing infrastructure to identify any additional vulnerabilities and prioritize necessary upgrades.  By combining strategic planning, infrastructure improvements, and ongoing assessments, the city aims to enhance its preparedness and mitigate the risks of similar incidents in the future.

13. How can the public stay informed about what is going on at City Hall and the decisions that are being made?

The public can stay informed about ongoing developments at Elkins City Hall and decisions affecting the city through multiple channels. The city’s official website, www.cityofelkinswv.com, serves as a central resource for updates, announcements, and information regarding city services.

Our social media channels, such as Facebook (www.facebook.com/ElkinsCityHall) and X (www.x.com/ElkinsCityHall), provide real-time updates to the community at large.

Residents can also reach out via phone at 304-636-1414 for inquiries or assistance.

For media inquiries or other assistance locating information, the Communications Department can be contacted at jdeighan@cityofelkinswv.com.

Council and Committee Meetings

Council, committee, board, and commission meetings have been moved from City Hall to the Phil Gainer Community Center due to the repairs.

This transition initially disrupted live streaming services. However, a new streaming solution has been implemented, allowing the public to watch council meetings live on the city’s Facebook page once again.

The public is also welcome to attend in person.

Council meetings are held on the first and third Thursdays at 7 p.m., and agendas, minutes, and meeting packets for council and all other city governing bodies are available online: Elkins City Civic Clerk Portal (https://elkinswv.portal.civicclerk.com).