Lebanon Town Council Regular Monthly Meeting Town Hall, Lebanon, Virginia Monday, May 8, 2023 6:00 P.M.  Council Members Present:  Nelson A. "Tony" Dodi, Mayor DeAnna C. Jackson, Vice- Mayor A.Doyle Fields, Council Member Scott. J. Gilmer, Council Member M. Elijah Leonard, Council Member W. Bradley Lambert, Council Member J.Leonard Kegley, Council Member Andrew R. Shortt, Town Manager Kevin D. Tiller, Town Attorney A. Diane Nunley, Clerk ofCouncil Richard Eric Deskins, ChiefofPolice  Staff Members Present:  Staff Members Absent:  I. II. III. IV.  The meeting was called to order by Mayor Dodi.  Prayer: James Nunley pastor for Cedar Pointe Baptist Church.  Pledge of Allegiance Edit for items not on the agenda:  Mayor Dodi requested to add under Old Business Cedar Fest, New Business information to share Upon motion made by Ms. Jackson, seconded by Mr. Gilmer, the agenda as amended was unanimously approved. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Edit and approve minutes from the 04/06/23 called council meeting, 04/10/23 regular council Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the minutes from the 04/06/23 council meeting, 04/10/23 regular council meeting was unanimously approved. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert,  from Soil Conservation group and Food Truck Park at Russell Place.  Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley,Aye.  V.  meeting:  Aye; Mr. Kegley, 1 Aye.  VI. Approve accounts payable and capital assets for the month of April:  Mr. Shortt requested to add Accounts Payable Report B to the accounts payable for the month of  April.    Upon motion made by Mr. Gilmer, seconded by Mr. Fields, the accounts payable for the month of April including the additions was unanimously approved. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye.  VII. Public Request  Nathan Brown presented an update regarding the Russell Theater Pavilion area. He expressed his concerns regarding the importance oft the Town Council now: making a decision what kind of structure they plan to build on the Terrace before the foundation and footing are poured. He advised that the Town Council previously agreed to maybe a wood structure with the Town Employees providing the labor. Mr. Brown stated that the Terrace will serve as a congregating area for before and after events at the Russell Theater. Hej presented three different ways to handle the current situation. The first was to stop the work until there is an architect design with proper connection to the footage, second one is to go away with aj permanent building structure but have ai tent structure design that can be used only as needed and the third one is the remove any structure all together. The Town Council discussed the Russell Theater Pavilion structure with Mr. Brown. The Town Council agreed for Nathan Brown to present the last Wooden Structural design to Osborne Design for him to design the foundation accordingly.  Kelly McBride  Kelly McBride with the Russell County Library requested the Town Council consider the library's request for a donation ini the 2023-2024 Budget. She presented an update regarding  events at the Russell County Library.  VIII. New Business  VDOT Resolution  Mr. Shortt advised that in order to receive funding from VDOT the Town ofLebanon needs to Upon motion made by Mr. Fields, seconded by Mr. Lambert, the Town Council unanimously voted to approve the VDOT Resolution for Blanket Project Funding Commitment and for The roll call vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr.  approve an updated resolution.  Blanket Signature Authority.  Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye.  Cedar Fest  Mayor Dodi questioned ifMr. Shortt is ready for the Cedar Fest Events. Mr. Shortt advised that we purchased railing using VRSA funds. Mr. Shortt advised that he was looking into  subcontracting out the trash pick-up. Soil Conservation Service  Mayor Dodi advised that he received a call from Brandon Blevins with Soil Conservation Service regarding the property located near the Government Center that the Town Council previously discussed changing into a park with walking trails, dog park and an overlook view.    Mayor Dodi advised that the Soil Conservation Service is asking permission to plan, design and Shiloh Lyttle director for Russell County Tourism advised that they are purposing at the Russell  fund this area for a walking trail. Place parking lot al Food Truck Park.  IX. Town Managers Report  Mr. Shortt presented an updated budget for the Parks and Recreation Department. The 2022-2023 Budget allotted $377,800.00 with a halance of$161,653.88 left. He advised that the quote for turf Upon motion made by Mr. Gilmer, seconded by Ms. Jackson, the Town Council voted to approve the quote for Artificial Turf Supply to purchase the turf and Pinehurst Turf Pros to install the turf at the total quoted amount of $101,183.96 plus add the swing set area that is not included ini the quote. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Nay; Mr. Gilmer, Mr. Shortt advised the need to schedule committee meetings. He stated that the Finance Committee is scheduled for May 22, 2023, concerning the Budget. He advised that the Parks and Recreation need to meet to discuss Tree City USA. He advised that the Water and Wastewater need to meet to discuss the new EPA Lead and Copper rule that will soon be passed. He stated that under the new rule the Town must check inventory ofall Town Lines plus customers will need to inventory their lines then upgrade any current lead and copper lines. Mr. Shortt stated that the Town responsibilities end at the water meter. He advised that contractors and funding will be available. The Town Council agreed to reconvene tonight's meeting at 4:00 Mr. Shortt advised that the contracts for the Bridge Inspection and Pavement will expire this year. Mr. Shortt advised that the Paving Contract can be extended providing both parties agree. The Town Council agreed for Mr. Shortt to contact W-L Construction concerning extending the Mr. Shortt advised that he and Beverly met with VRSA concerning the Town ofLebanon's insurance. He stated that the Town saved around $10,000 due to decrease ini the Town of Upon motion made by Mr. Fields, seconded by Ms.. Jackson, the Town Council unanimously voted to approve the VRSA Insurance for the Town ofLebanon. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Mr. Shortt questioned ift the Town Council would approve not at add a date on the VetFest Banner therefore, the banner can be used every year. The Town Council agreed not to place a  at both parks is $101,183.96.  Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye.  P.M. on May 22, 2023.  paving contract.  Lebanon's] payroll.  Kegley, Aye.  date on the banner.  Mr. Gilmer requested Mr. Shortt have the Old Mill Park pavers repainted.    Mr. Kegley requested Mr. Shortt check the repair status with Morgan McClure Chevrolet  concerning the Police Vehicle. Chiefof Police Report  X.  Sergeant Fletcher presented the monthly Police Report. Sergeant Fletcher presented an update regarding community policing events. Mr. Fields requested the Police increase their presence at  the schools for the rest of the school year.  XI. Town Attorney Report  Mr. Tiller: requested to speak with the Town Council in closed session.  XII. Old Business  Mr. Lambert advised that Little League's opening day was cut short due to the weather. He stated that Little League would like a season ending bash with dunk tank, food trucks and coaches/board members softball game. The Town Council agreed to move forward with the Little League Bash  using the Little League's" Town donation funds by providing receipts.  XIII.  Enter closed session: 7:23 P.M.  A. Upon motion made by Mr. Lambert, seconded by Mr. Leonard, the Town Council unanimously voted to go into closed session under Code Section 2.2-3711(A)0)(7) for the purpose of discussing personnel and legal. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye. B. Upon motion made by Ms. Jackson, seconded by Mr. Lambert, the Town Council unanimously voted to return to regular session. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye.  C. A.D 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 ofyour 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 such public business matters as were identified in the motion by which the closed meeting was convened were heard, discussed, or considered ini the meeting by the Town Council. Any member ofthe Town Council who believés that there was a departure from the requirements of clauses (1) and (2), shall SO state prior to the vote, indicating the substance ofthe departure that, in their judgment, has The roll call vote was as follows: Mayor Dodi, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Mr. Tiller, Aye; Mr.  taken place.  Shortt, Aye.  XIV.  Adjourn closed session: 8:03P.M.    XV.  Upon motion made by Mr. Fields, seconded by Mr. Gilmer, the Town Council unanimously voted to approve for the Town Manager to hire the Lifeguards as they come in at minimum wage. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Upon motion made by Mr. Lambert, seconded by Mr. Kegley, the Town Council voted for the Town ofLebanon Supervisors to take their work vehicles home providing they live within 25 air The Roll Call Vote was as follows: Ms. Jackson, Aye; Mr. Fields, Nay; Mr. Gilmer, Nay; Mr.  Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye.  miles.  Leonard, Nay; Mr. Lambert, Aye; Mr. Kegley, Aye. Mayor Dodi broke the tie vote with an Aye.  XVI.  Adjourn: 8:401 P.M.  Upon motion made by Mr. Lambert, seconded by Mr. Gilmer, the Town Council unanimously voted to adjourn to reconvene on May 22, 2023, at 4:00P.M. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr.  Kegley, Aye.  PXS inw  Nelson A. "Tony" Dodi, Mayof  A. Diane Nunley, Clerk  hnly  Minutes recorded by: A. Diane Nunley, Clerk ofCouncil Minutes prepared by: A. Diane Nunley, Clerk ofCouncil