Lebanon Town Council Regular Monthly Meeting Town Hall, Lebanon, Virginia Monday, June 12, 2023 6:00 P.M.  Council Members Present:  Nelson A. "Tony" Dodi, Mayor DeAnna C. Jackson, Vice- Mayor ScottJ J. Gilmer, Council Member M. Elijah Leonard, Council Member W. Bradley Lambert, Council Member J.Leonard Kagley, Council Member A. Doyle Fields, Council Member Andrew R. Shortt, Town Manager Kevin D. Tiller, Town Attorney Richard Eric Deskins, ChiefofPolice A. Diane Nunley, Clerk ofCouncil  Council Members Absent: Staff Members Present:  I. II. III. IV.  The meeting was called to order by Mayor Dodi.  Prayer: Shawn Street Pledge of Allegiance Edit for items not on the agenda:  Upon motion made by Mr. Leonard, seconded by Ms. Jackson, the agenda was unanimously approved. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Edit and approve minutes from the 05/08/23 called council meeting, 05/22/23 reconvened Upon motion made by Ms. Jackson, seconded by Mr. Lambert, the minutes from the 05/08/23 council meeting, 05/22/23 reconvere ed council meeting were unanimously approved. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr.  Lambert, Aye; Mr. Kegley, Aye.  V.  council meeting:  Kegley, Aye.  VI. Approve accounts payable and capital assets for the month of May:  Mr. Shortt requested to add Accounts Payable Report Bi to the accounts payable for the month of Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the accounts payable for the month of May including the additions was unanimously approved. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye.  May.    VII. Public Request  John M. McCoy-Burn Building Grant Program  Lebanon Fire Chief. John McCoy advised that the Lebanon Volunteer Fire Department wishes to apply for live burn building to place here in the Town ofLebanon. He stated that the Russell County IDA may possibly donate two acres ofl land on Clydesway Drive below JA & N Conveyors. He stated that they will have access to water on this property. ChiefMcCoy stated that training inside an actual burning is much more real than training in a parking lot. He stated that they can apply fora a grant up to $480,000.00 from Virginia Department of Fire Programs but doesn'tmean they will receive that amount. He advised that first they will need three bids from contractors to get an estimate oft the cost for the training facility. He presented different architectural drawings for the Town Council to consider. ChiefMcCoy stated that ift they didn'treceive a 100% financing from the Virginia department of Fire Programs grant, they will have the option not to take the grant. Mr. Gilmer questioned ift there would be an additional bid for an engineer and architect. ChiefMcCoy stated that from what he knows there would be, but the grant would allow $30,000 for the engineer or architect service. Mr. Gilmer questioned ifi fire departments outside oft the county would use the burn building facility to train their fireman in. ChiefMcCoy stated that he thought they would like to use this facility, but Chris Dye the trained instructor must be on site ift the burn building facility is being used. ChiefMcCoy stated that anytime anyone is conducting a live burn they are covered under the Virginia Department ofl Fire Program ChiefMcCoy requested the Town Council to consider adopting NFPA 1971: Standard on Protective Ensembles for Structural Fire Fighting and Proximity Fire Fighting. The NFPA 1971 will require all mutual aid fire departments operating in our jurisdiction to follow the safest practices regarding fire turnout gear. Mayor Dodi requested ChiefMcCoy send the ordinance to ChiefMcCoy presented quotes for hose and nozzle replacements. He stated that the key hose that Atlantic and W.S. Darley quotes friction loss is about 10-pounds less per one hundred. Mr. Lambert advised that by going with the key hose it will relieve a lot oft the stress on the fire trucks. ChiefMcCoy recommended the Atlantic Emergency Solutions quote.  Insurance.  Kevin Tiller for review.  Atlantic Emergency Solutions Witmer Public Safety Group, inc. W.S. Darley & Company  $10,180.87 $9,203.00 $11,035.00  Upon motion made by Mr. Gilmer, seconded by Mr. Lambert, the Town Council unanimously voted to approve the Atlantic Emergency Solutions quote for the amount of $10,180.87to purchase hose and nozzle replacements, plus requested ChiefMcCoy get another quote for the same items as the Atlantic Emergency Solutions and W. S. Darley & Company quote. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. ChiefMcCoy presented quotes for forcible entry door simulator. He recommended the  Kegley, Aye.  Tradesman Fire & Fabrication bid quote.    Tradesman Fire & Fabrication Firehouse Innovations Corporation Witmer Public Safety  $11,265.00 $10,955.00 $11,750.00  Up motion made by Mr. Gilmer, seconded by Mr. Lambert, the Town Council unanimously voted to take out oft the Lebanon Fire Department 2023-2024 fiscal year budget $10,955.00 plus taking the remaining balance from the Fire Department donation account to purchase a forcible entry door frcm Tradesman Fire & Fabrication. The vote was as follows: Ms. Jackson, Aye; Mr.  Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye. Clinch Valley SWCD-Lebanon Hillside Trail Project  Sioblan Nishida, District Manager for Clinch Valley Soil & Water Conservation, along with her staffi members Jeff Mutter, Brandon Blevins and Board Member Kelly Gilmer was present at the meeting. Ms. Nishida presented the annual report from the last fiscal year. She advised that SWCD usually fund $400,000 to $600,000 farm projects a year. Most oft the farm projects are basically fencing cattle out ofs streams to improve water quality in Russell County. She advised that they dol have the opportunity to do some special projects. She advised that the property next to their office at the Government Center is covered in tree species and shrub species therefore the SWCD is interested in changing this hillside into a walking trail and improving the habitat. Ms. Nishida advised that their team met with Mayor Dodi, Shane Farmer and Ernie McFadden with the Russell County IDA concerning this issue. She stated that the Government Center has problems with it flooding in the back oft the building plus sometimes all the way to the Farmers Market. She advised that the SWCD is interested in helping solve some oft the issues on this property and provide a walking/ bicycling trail for the citizens. She stated that they can apply for grants tol help fund the walking trail by stating that it is to promote public health, recreation and conservation education. Ms. Nishida advised that everything drains from CGI and Northrop Grumman into the culvert which should drain into ai retention pond, but the water is not going into the pond which is causing the flooding. She advised that they plan to correct the water issue by making sure it runs in the retention pond plus when the Gardenside Pond overflows it is not going into the retention pond, but they plan to correct this issue also. She advised that a lot of people walk in this area which would be great tol have a walking trail for them to use. Ms. Nishida stated that the Town could start with tree removal now before even any grants are started. She requested the trees cut and treat the stumps with herbicides. She stated that they would mark the trees that are to be kept. Mr. Gilmer requested Mayor Dodi speak with the Russell County IDA concerning Upon motion made by Mr. Leonard, seconded by Ms. Jackson, the Town Council unanimously voted to approve for the Town ofLebanon assist Clinch Valley Soil and Water Conservation with the Hillside Trail Project. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr.  sharing the expenses oft the engineering services with the Town.  Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley,Aye.  Sky Vandyke-Relay for Life 5K  Sky Vandyke advised that she is the 2024 Chairperson for Relay for Life for the Clinch River Valley area which includes Russell County and Tazewell County. She stated that she is a six-year survivor of cancer. She stated that her goal is to not only have a 5K Color Run through the Town    ofLebanon plus fundraising but most important tol bring Cancer Survivors together. She advised that the State of Franklin Track Club plan to assist with the registering as well as clocking the run times plus advertise on the American Cancer Society website. She stated they are thinking about having the 5-k on August 24, 2024. She advised that they plan on having vendors, food trucks plus any other ideas to help raise money and end with the luminaria ceremony. Mayor Dodi  suggested Ms. Jackson work with Ms. Vandyke on behalfofthe Town.  VIII. New Business  Approve 2023-2024 Budget  Upon motion made by Ms. Jackson, seconded by Mr. Gilmer, the Town Council unanimously voted to approve the 2023-2024 Budget as presented. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye.  IX. Town Managers Report  Mr. Shortt advised that the Town has several projects coming up that he can apply for the Southwest Virginia Water and Wastewater Fund. He requested the Town Council's approval for which projects that they wished for him to apply for with the Southwest Virginia Water and Wastewater Fund. He listed three oft the projects, first the pump trailer to haul sludge from the water plant to drying beds, second the Lebanon Manor water line project and third the Stoots Street Sewer line project. He advised that he spoke with Debbie Milton at Cumberland Plateau, she stated that as of now they weren'tsure how much in funds the state would allocate to them, but she said usually each locality would be granted $50,000: for projects. Mr. Gilmer requested Mr. Shortt advised that concerning the Lebanon Manor project he thought that they could dig up the 2" and 4" line and replace with a 6" line but the Health Department requires Hydraulic analysis and construction documents therefore the Lane Group has a quote for $9,800 for this Upon motion made by Mr. Lambert, seconded by Mr. Leonard, the Town Council unanimously voted to approve the Lane Group quote for the amount of $9,800.00 for Hydraulic Analysis and construction documents on the Lebanon Manor project. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye. Mr. Shortt presented some plans from James Osborne for the structural design for the Russell Theater Pavilion. He stated that the only change Mr. Osborne made to what Nathan Brown had previously designed was another support beam on each side. He advised that the fee for Osborne Design Studios LLC. for Architecture and Engineering for the Russell Theater Park Pavilion is Upon motion made by Mr. Lambert, seconded by Mr. Gilmer, the Town Council unanimously voted to proceed with Osborne Design Studios, LLC. for the construction drawings and for Mr. Shortt to prepare bid packets to get quotes for an estimate cost oft this project. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley,  the Town Manager move forward as he prioritizes the projects.  information.  $5,000.00.  Aye.    Mr. Shortt presented bid quotes to replace the heat pump at the Town Hall for the Town Council  room using a 5-ton heat pump. Starnes, Inc.  $9,200.00 $8,500.00 $7,500.00  Stinson Heating & Cooling, Inc. Collins Total Comfort Heating and Cooling  Upon motion made by Mr. Lambert, seconded by Mr. Gilmer, the Town Council unanimously voted to proceed with Collins Total Comfort Heating and Cooling to replace the heat pump at the Town Hall at the quoted price of$7,500.00. The vote was as follows: Ms. Jackson, Aye; Mr.  Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye.  X.  ChiefofPolice Report  Chief Deskins presented the monthly Police Report. He advised that Nicholas Lane had finished his training which he finished top in his class in academic at the Police Academy. He advised that  Kayla Helbert is halfway through her training at the Police Academy.  XI.  Town Attorney Report  Mr. Tiller requested to: speak with the Town Council in closed session.  XII.  Enter closed session: 7:27P.M.  A. Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the Town Council unanimously voted to go into closed session under Code Section 22-3711(A)03)0) for the purpose of discussing personnel for part-time, acquisition or sale of property and legal counsel. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; B. Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, 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. . A.D Diane Nunley, Clerk of Council, presented the Roll Call Vote:  Mr. Lambert, Aye; Mr. Kegley, Aye.  Virginia Code, 1950, Section 2.2-3712(D)  Doy 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 such public business matters as were identified ini the motion by which the closed meeting was convened were heard, discussed, or considered in the meeting by the Town Council. Any member oft 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 oft 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; Mr. Tiller, Aye; Mr. Shortt, Aye.  taken place.    XIII.  Adjourn closed session: 8:11P.M.  XIV. Upon motion made by Mr. Lambert, seconded by Mr. Gilmer, the Town Council unanimously  voted to approve for the Town ofI Lebanon to donate $350.00 to the Lebanon Junior Football program out of the discretionary donation account. The vote was as follows: Ms. Jackson, Aye; Upon motion made by Mr. Lambert, seconded by Mr. Leonard, the Town Council unanimously voted to approve for the Town ofLebanon to donate $350.00 to the Lebanon Junior Cheer program out ofthe discretionary donation account. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye. Mr. Shortt advised that Positively Gymnastics are now Positively Parents which is parent run nonprofit 501 (c)(3), fundraising group which supports the gymnasts and coaches of Positively Gymnastics. They are requesting $1,000 to go to Nationals June 28 through July 3. Mr. Gilmer stated that they previously advised Positively Gymnastics they would review their donation request during the budget hearing. Mayor Dodi advised that at that time they were not listed as a Mr. Shortt advised that Lebanon High School Baseball Parents requested the Town purchase mini rubber baseballs for the Baseball Team to throw out at the July 4th parade like they previously did when the Lebanon Baseball Team won State. The cost of the mini rubber Upon motion made by Mr. Leonard, seconded by Mr. Lambert, the Town Council unanimously voted for the Town Manager make aj phone call to all delinquent Meals and Lodging Taxes giving them a 10-day grace period to bring them up to date all that are delinquent after the 10- days send to the Town Attorney to proceed legal action. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonarc, Aye; Mr. Lambert, Aye; Mr. Kegley,Aye.  Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye.  nonprofit group.  baseballs is around $500.00.  XV.  Adjourn: 8:20P.M.  Upon motion made by Mr. Gilmer, seconded by Mr. Lambert, the Town Council unanimously voted to adjourn. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard,  Aye; Mr. Lambert, Aye; Mr. Kegley, Aye.  0 a A. Diane Nunley, Clerk of  Nelson "Tony" Dodi, Mayor PKasbBnc  waly  Minutes recorded by: A. Diane Nunley, Clerk of Council Minutes prepared by: A. Diane Nunley, Clerk ofCouncil