Lebanon Town Council Regular Monthly Meeting Town Hall, Lebanon, Virginia Monday, April 8, 2024 6:00P.M.  Council Members Present:  Nelson A. "Tony" Dodi, Mayor DeAnna C. Jackson, Vice- Mayor Scott. J. Gilmer, Council Member M. Elijah Leonard, Council Member W. Bradley Lambert, Council Member J.Leonard Kegley, Council Member Nina J. Fields, Council Member Andrew R. Shortt, Town Manager Kevin D. Tiller, Town Attorney Jason Riggs, Police Sergeant A. Diane Nunley, Clerk of Council Richard Eric Deskins. ChiefofPolice  Staff Members Present:  Staff Members Absent:  I. II. III. IV.  The meeting was called to order by Mayor Dodi. Prayer: Robert Gragg Pastor Lebanon Baptist Church  Pledge of Allegiance Edit for items not on the agenda:  Mr. Gilmer requested to add under Old Business Fire Department Renovation Project. Mr. Leonard requested to add 2024-2025 Fiscal Year Real Estate and Personal Property Tax Upon motion made by Mr. Leonard, seconded by Ms. Jackson, the agenda as amended was unanimously approved. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr.  Reduction discussion.  Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms. Fields, Aye. Edit and approve minutes from the 03/11/24 council meeting:  V.  Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the minutes of the 03/11/24 council meeting were unanimously approved. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms. Fields, Aye.  VI. Approve accounts payable and capital assets for the month ofMarch:  Mr. Shortt requested to add Accounts Payable Preliminary report part B.    Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the accounts payable for the month ofMarch including accounts payable preliminary report part B was unanimously approved. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye;  Mr. Kegley, Aye; Ms. Fields, Aye.  VII.  Public Hearing  An application submitted by Marty Aaron Bostic and Marissa G. Bostic for a conditional use permit for residential use the property is located west oft the property at 1544 East Main Street in a An application submitted by Cooperville Holdings, LLC. for a conditional use permit for residential use the property is located 382 West Main Street in a C-1 Commercial District.  C-1 Commercial District.  Planning Commission Members Present Tim Coleman, Chairman Judy LockrndgeVice-Chaimman DeAnna Jackson, Member Drew Shortt, Member David Coleman, Member  Planning Commission Members Absent  David Boyd, Member J.L. Kegley, II, Member  A. B.  Enter into public hearing: 6:04 P.M.  Aaron Bostic advised that that about two years ago before he purchased the said property, he applied for a conditional use permit for residential use, but the permit expired after two years because it was not utilized. He requested approval for residential use on his property for either to build a home for his family. or build a Multi Home duplex.  C. D.  No one spoke in opposition.  Upon motion made by DeAnna Jackson, seconded by Judy Lockridge, the Planning Commission approved to renew the conditional use application for Marty Aaron Bostic and Marissa Bostic for residential use oft the property located west ofthe property at 1544 East Main Street. The vote was as follows: Tim Coleman, Aye; Judy Lockridge, Aye; No one was present to speak on behalf ofthe Cooperville Holdings, LLC. application therefore the Planning Commission agreed to table this application until the May 13,  DeAnna Jackson, Aye; Drew Shortt, Aye; David Coleman, Aye.  E.  2024, Town Council meeting.    F.  Upon motion made by Drew Shortt, seconded by Judy Lockridge, the Planning Commission unanimously voted to table the Cooperville Holdings, LLC. conditional use application until the May 13,2024, Town Council meeting. The vote was as follows: Tim Coleman, Aye; Judy Lockridge, Aye; DeAnna Jackson, Aye; Drew Shortt, Aye;  David Coleman, Aye. Adjourn: 6:11P.M.  G.  VIII. Mr. Coleman, chairmen, recommended on behalfofthe Planning Commission that the conditional use application for Marty Aaron Bostic and Marissa Bostic be approved for residential use oft the  property located west oft the property at 1544 East Main Street.  IX. Upon motion made by Ms. Jackson, seconded by Mr. Gilmer, the Town Council unanimously voted to approve the conditional use permit for Marty Aaron Bostic and Marissa Bostic for residential use oft the property located west oft the property at 1544 East Main Street. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr.  Kegley, Aye; Ms. Fields, Aye. Recognition  X.  LHS State Wrestling and LHS Forensics Team  Mayor Dodi presented the Lebanon High School State Wrestlers the following certificates:  Portia Campbell Ian Ray Dylan Smith  3rd place VHSL Class 2 State Wrestling 5th place VHSL Class 2 State Wrestling  Wrestling Coach  Mayor Dodi advised that this is the third yeari in a row that the Lebanon High School Forensics Team is the Forensics State Champions. He presented the Lebanon High School Forensics Team  the following certificates:  Katelyn Mullins Emmitt Breeding Landon Owens Brionna Potts Emma Martin Carter Dillon Cheyenne Ball Chloee Dillon Kayde Cole Kendra Horn Marley Horn Meagan Helton Haleigh Stiltner Kali Saltz Shayln Helbert Abby Amos  State Champion in Poetry State Champion in Impromptu Speaking State Champion in Extemporaneous Speaking State Runner-up in Serious Dramatic Interpretation State Runner-up in Prose State Runner-up in Serious Duo State Runner-up in Serious Duo 3rd place in serious Dramatic Interpretation 3rd place in Storytelling 3rd place in Humorous Interpretation 3rd place in Prose 4th place in Original Oratory 5th in Impromptu Humorous Duo Humorous Duo Storytelling    Macie Ferguson Lilly Garrett Autumn Brickman Sarah Stoots  Original Oratory Humorous Interpretation Poetry Forensics Coach  XI. Public Request  Randy Burke expressed his concerns about rumors that sex offenders will bel housed at the Secor Building. He questioned that he doesn'tunderstand why they continue to renovate the building ifthey are not moving forward with housing sex offenders. Mr. Burke stated that another rumor ist that the State quoted that if someone is watching the sex offenders 24/7 that there is nothing that the Town or County can do about it. Mayor Dodi ensured Mr. Burke that the Town is taking  every step tol keep sex offenders from being housed in the Town ofLebanon.  XII. Old Business  Nathan Brown-Lebanon Fire Department Renovation  Mr. Gilmer stated that the Lebanon Fire Department Renovation Committee met fort the purpose to decide the different scopes of work for this project. The Committee, with Mr. Brown's assistance, broke down the project into three different elements 1) Façade and other improvements to the building, 2) Landscape, 3) Garage Doors. Mr. Brown presented documents which included two sets of plans, the first set is for the façade of the building, the second set is for the landscape around the building. Mr. Gilmer stated that the committee'sg goal is to obtain cost estimates of the full project which is what bidding the façade, landscaping and garage door will provide plus they requested Mr. Shortt get quotes in accordance with the Town' s purchase policy for the other scope of work to cover the bay floors and signage by the time the other bids Upon motion made by Mr. Gilmer, seconded by Mr. Lambert, the Town Council unanimously voted to move forward to bid out the façade, garage doors and landscaping aspects ofthe Lebanon Fire Department Renovation Project. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms. Fields, Aye. Mr. Gilmer requested the project be completed within 90-days after the bid is awarded. Mr. Gilmer advised that Mr. Lambert requested that the bid package state that by appointment the Upon motion made by Mr. Gilmer, seconded by Mr. Lambert, the Town Council unanimously voted to accept bids for soft cleaning the building, covering the bay floors, signage on the front oft the building, resealing the parking lot plus markings up to the bid deadline. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr.  are due.  Town Manager will be available on site for any Prebid questions.  Kegley, Aye; Ms. Fields, Aye.  XIII. New Business  Discuss 2024-2025 Fiscal Year Real Estate and Personal Property Tax Reduction    Mr. Leonard advised that he has reviewed the financial status oft the Town ofLebanon multiple times over the past four years during his time on the Town Council. He stated that the Town Council has consistently worked the budget and chosen projects responsibility each and every time for the best interest for the Town as well as the citizens. He stated that currently the Town ofLebanon isi in the best financial shape ofhis time serving on the Town Council ifi not in the best financial shape oft the Town's history. He stated that he has considered a tax cut for the Town's citizens several different times. He advised that the Town Council passed a 25% real estate tax rebate for the Town Citizens in good standing oft the Town. Mr. Leonard advised that before making a substantial financial decision like cutting tax rates he wanted to learn and understand the Town's finances in order to make a responsible motion enabling the Town Council to give back to the Town Citizens without creating al hardship on the Town itself. He stated that the economic factors concerning the inflation everyone is still trying to overcome plus the Town's financial success through conservative leadership the Town currently has over $9 Mr. Gilmer stated that Mr. Leonard approached him about reducing the Real Estate and Personal Property rates as chairman ofthe Finance Committee, he stated that one ofmain reason that he is supporting this reduction is due to Meals and Lodging revenue increase. Mr. Gilmer stated that currently the Town budgeted $1.4 million ini revenue for Meals and Lodging but the actual Meals and Lodging revenue for this fiscal year will be closer to $2 million. He stated that other factors that impacted his decision are the LGIP accounts amounts over $3: million and the savings account over $3 million which increased due to the increase in the amount of annual interest Upon motion made by Mr. Leonard, seconded by Mr. Gilmer, the Town Council unanimously voted to reduce Real Estate tax by 25% which is $.15 per $100 and reduce Personal Property tax by 12% which is $.66 per $100 int the Town ofLebanon effective. July 1, 2024, for budgetary purposes moving forward in the coming months. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms. Fields, Aye.  million dollars in the bank which is up $3.5 million from June 2020.  earned.  XIV. Town Managers Report  Mr. Shortt presented the Town's surplus list; he requested the Town Council approve the list and Upon motion made by Mr. Kegley, seconded by Mr. Gilmer, the Town Council unanimously voted to approve the Town ofLebanon' s surplus auction listed as presented. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Upon motion made by Mr. Lambert, seconded by Mr. Kegley, the Town Council unanimously voted to set the Town ofLebanon's surplus auction date for April 27, 2024, at 10:00 A.M. at the Lebanon Fire Department building. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms. Fields, Aye.  set the auction date therefore he can advertise the auction date and items.  Aye; Ms. Fields, Aye.    Mr. Shortt presented bids to replace the Grid Smart for the redlights at Route 71 and Pittston Road. He stated that Miovision is the new hardware to replace Grid Smart. Mr. Shortt advised that as of this time the Grid Smarts are just on a timer at the redlights at Route 71 and Pittston  Road. The Bids are as follows: J.O. Herbert  $14,684.00 $31,349.60  Richardson-Wayland Electrical Co. Richardson-Wayland Electrical Co.  $58,433.28 (replace 4 cameras)  Upon motion made by Mr. Leonard, seconded by Mr. Lambert, the Town Council unanimously voted to move forward with the purchase of2 cameras from J.O. Herbert at the quoted price of $14,684.00 each using Urban Maintenance Funds for the Fiscal Year 2023-2024. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Mr. Shortt advised that the Lane Group is updating the Town's website for the GIS Lead and Copper therefore they recommended the Town approve a discount to Town Citizens that complete al Lead and Copperinventory survey. He stated that some localities have approved a $25.00 discount on their utility bill to any citizen that completed the survey stating the year their house was built and what material their water service lines are which will eliminate field work for the Town. Mr. Gilmer stated that the VDH Grant of $250,000.00 would reimburse the Town for the cost paid to Town Citizens that completed the survey and received the discount on their utility Upon motion made by Mr. Gilmer, seconded by Mr. Lambert, the Town Council unanimously voted to approve ai reimbursement in the amount of $30.00 for each Lead and Copper Inventory Survey completed per household on their Utility Bill account. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms. Mr. Shortt requested the Town Council set a date for a Lebanon Street Committee meeting with VDOT to discuss as smart scale application that VDOT applied for funding to increase the safety at the Wal-Mart intersection on Route 19. He advised that VDOT has an idea that they would like to discuss with the Town Council before moving forward with the project. The Town Council agreed to adjourn to reconvene this meeting sO they can meet with VDOT for April 22, 2024, at Mr. Shortt presented an update regarding the ongoing projects. He stated that currently the employees are working to fill in with gravel at the wall at the Russell Theater Pavilion. He advised that he is working on quotes for the truck bed for the International Truck. He stated that the Bucket Truck they are working to get more quotes to replace the motor, they currently have one quote from Morgan McClure for the amount of $10,000.00. Mr. Shortt advised that Russell County's Household Hazardous Waste and Tire Shred Day is set for April 18th therefore the Town ofLebanon will start their bulk trash pick-up everyday starting tomorrow for two weeks. Mr. Shortt advised that next week he was attending the Virginia Rural Water Conference in Roanoke,  Aye; Ms. Fields, Aye.  account.  Fields, Aye.  5:001 P.M. plus interview for the open positions.  Virginia from Sunday through Wednesday.    Ms. Jackson questioned how many cameras was working in the Town. Mr. Shortt advised that currently hei is trying to get a couple of quotes to install the cameras. Mr. Leonard requested Mr. Shortt with the Town Council approval to consider as a capital outlay project for the upcoming budget to install a sidewalk from the Shell Gas Station out to the Lebanon High School in order to provide a safe place for the Lebanon Track Team to run. The Town Council discussed Mr. Mr. Lambert stated that with the current great financial state oft the Town ofLebanon therefore he stated that he would like to revisit installing a new. lighting system for the Town Park. Mr. Gilmer requested once they obtain quotes to replace the lighting at the Town Park, he would like Upon motion made by Mr. Lambert, seconded by Ms. Jackson, the Town Council unanimously voted for Mr. Shortt to get quotes to replace the lighting at the Lebanon Town Park. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Mr. Lambert advised that he is interested in a larger space tol build aj pickleball court because the current pickleball court is not large enough to play the game without running ini the grass. He stated that he would like al larger space for at least two or three pickleball courts with at ten-foot  Leonard'ss sidewalk project.  toj pursue sponsors to help fund this project.  Kegley, Aye; Ms. Fields, Aye.  chain link fence around it with two gates.  XV.  ChiefofPolice Report  Officer Riggs presented the monthly Police Report. He advised that Officer Dale officially  submitted a two-week resignation notice.  XVI. Town Attorney Report  Mr. Tiller advised that he had submitted the final order concerning the Boyd case on Friday. Mr. Tiller stated that just for information the General Assembly has passed al bill to legalize the skill game machines which has been submitted to the Virginia Governor for his approval or veto.  XVII. Enter closed session: 7:52 P.M.  A Upon motion made by Mr. Leonard, seconded by Mr. Gilmer, the Town Council unanimously voted to go into closed session under Code Section 2.2-3711CA)0X5)0) for the purpose of! personnel, prospective business or industry and legal. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. B. Upon motion made by Mr. Leonard, seconded by Ms. Fields, the Town Council unanimously voted to return to regular session. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms. Fields, Aye.  Kegley, Aye; Ms. Fields, Aye.    C.A A. Diane Nunley, Clerk of Council, presented the Roll Call Vote:  Virginia Code, 1950, Section 2.2-3712(D)  Do you certify that to the best ofy your knowledge, (1) the Town Council in its' closed session; only discussed public business matters lawfully exempted from open meeting requirements under this Chapter and (2) that only suchj public business matters as were identified in the motion by which the closed meeting was convened were. heard, discussed, or considered in the meeting by the Town Council. Any member of the Town Council who believes that there was a departure from the requirements of clauses (1) and (2), shall SO state prior to the vote, indicating the substance of the departure that, in their judgment, has The roll call vote was as follows: Mayor Dodi, Aye; Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms. Fields, Aye; Mr. Tiller, Aye;  taken place.  Mr. Shortt, Aye.  XVIII. Adjourn closed session: 9:37P.M.  XIX.  Upon motion made by Mr. Lambert, seconded by Mr. Gilmer, the Town Council unanimously voted to renew the Leachate Treatment Agreement with Russell County with a 3-year option. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Upon motion made by Ms. Jackson, seconded by Mr. Leonard, the Town Council unanimously voted tol hire the Street Department Summer help Levi Barton, Jeard Duty, Kaden Morrison, Gabel Perkins, Gideon Phillips, Hunter Sykes plus transfer Bailey Jackson from Parks and Recreation Department to Street Department. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley,Aye; Ms. Fields, Aye.  Aye; Mr. Kegley, Aye; Ms. Fields, Aye.  XX.  Adjourn: 9:40P.M.  Upon motion made by Mr. Lambert, seconded by Ms. Fields, the Town Council unanimously voted to adjourn to: reconvene on April 22, 2024, at 5:001 P.M. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms.  Fields, Aye.  alaw A. Diane Nunley, Clerk  YW dlunley  Dodi,Mayor  Phapnc  Minutes recorded by: A. Diane Nunley, Clerk of Council Minutes prepared by: A. Diane Nunley, Clerk ofCouncil