Lebanon Town Council Regular Monthly Meeting Town Hall, Lebanon, Virginia Monday, July 10, 2023 6:00 P.M.  Council Members Present:  Nelson A. "Tony" Dodi, Mayor DeAnna C. Jackson, Vice- Mayor A. Doyle Fields, Council Member ScottJ. 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 Richard Eric Deskins, ChiefofPolice A. Diane Nunley, Clerk ofCouncil  Staff Members Present:  I. II. III. IV.  The meeting was called to order by Mayor Dodi.  Prayer: JeffTalent, Pastor Lebanon Memorial United Methodist Church  Pledge of Allegiance Edit fori items not on the agenda:  Upon motion made by Ms. Jackson, seconded by Mr. Gilmer, the agenda 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. Edit and approve minutes from the 06/12/23 council meeting:  V.  Upon motion made by Mr. Leonard, seconded by Mr. Lambert, the minutes from the 06/12/23 council meeting were 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.  VI. Approve accounts payable and capital assets for the month of. June:  Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the accounts payable for the month ofJune 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. Recognition  Lebanon High School Baseball Team-State Champions    Mayor Dodi presented certificates to each: member of the Lebanon High School Baseball Team as well as the coaches for being the VHSL 1-A State Champions. The Baseball Team is as follows:  Zach Hertig Seth Buchanan Eli Breeding Noah Delp Jake Stamper Chance Parker Luke Garrett Luke Taylor Dagan Barton Preston Rainbolt Carter Hess Jacob Crabtree Nathan Phillips Nick Belcher Cody Compton, Head Coach Will Stamper, Assistant Coach Brandon Taylor, Assistant Coach Wade Compton, Statisticians Paul Hess, Equipment Manager  Upon motion made by Mr. Fields, seconded by Mr. Kegley, the Town Council unanimously voted to approve the Lebanon High School Baseball Team resolution as presented. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr.  Lambert, Aye; Mr. Kegley, Aye.  Russell County Career & Technology Center-State and National Winners  Mayor Dodi presented certificates to each Russell County Career and Technology Center student that placed in State SKILLS USA and National SKILLSI USA as well as the instructors. The  winners are as follows:  Colton Barton-First Place State & Second Place National Welding Sculpture Winner Booker Steffey-First Place State & Sixth Place National Masonry Winner  Terrance Jones-Third Place State Masonry Winner Hunter Cox-First Place State Bricklayer Winner David Gilmer-Welding Instructor Shannon Brooks-Masonry Instructor  Upon motion by Mr. Lambert, seconded by Mr. Leonard, the Town Council unanimously voted to approve the resolutions for the Russell County Career and Technology Center students and instructors as presented. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr.  Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley,Aye.  VIII. Public Request  BartLong-Clydesdales Owner    Bart Long with Bart Long & Associates Realty & Auction, stated that he is the largest auction firm bothi in Tennessee and Virginia plus soon to have an office in Lebanon. Mr. Long expressed his gratitude for the wonderful reception he received at the Town ofLebanon Christmas Parade. He stated that upon receiving such kindness from the citizens he decided to open an office at 19 East Main Street in Lebanon. Mr. Long presented aj picture to Mr. Fields ofhim riding the Clydesdales in the Christmas Parade plus a picture tol hang at the Town Hall oft the beautiful Randy Burke stated that he wanted to address the last Town Council meeting how the Town Council members were disrespectful to Mayor Dodi, they started leaving before the meeting was adjourned. Mr. Burke stated he had it out with some ofthe Town Council members after the meeting in the parking lot and he apologized for the language he used. He stated that he spoke later with Mayor Dodi concerning the issue which Mayor Dodi advised he would get resolved. He stated that Mr. Leonard stated the next morning inside the DMV that Randy Burke showed himself at the meeting screaming and hollowing. He: stated that he wished the Baseball Team had stayed due to the fact they didn'ta approve toj purchase the baseballs for them to throw at the July Svitlana Boyd presented a letter to the Town Council. Mayor Dodi read the letter as follows:  Clydesdales to show his gratitude for the kindness he received.  4th parade.  Iam writing to ask you to adjust the boundary line of the town such that our property (5.5 acres) is in the county instead of the town. The reason I am requesting this is due to the fact that the town promised several services when the land was added during the boundary adjustment in 2007, and none of these promised services have been adequately provided. We have been denied access to water and we do not have police patrol or trash  pickup.  ChiefDeskins advised that the Lebanon Police Department does patrol that area. Mr. Tiller advised that the Town and the County could adjust the boundary lines ift they wished to do SO. Mayor Dodi advised that the Town Council will discuss this issue in closed session. Mr. Tiller advised that ifboth the Town and County wished to adjust the boundary line there should be a process in order for this action to take place the first thing is a public hearing.  IX. New Business  Matthew Lindamood-Restaurant Update Mr. Lindamood wasn'table to attend the meeting.  X.  Town Managers Report  Mr. Shortt presented aj paving quote of $177,867.35 from W-L Construction for the following areas: Big Cedar Creek, Highland Drive, Main Street and Colony Park. He stated that the budgeted amount was $230,000.00. He stated that J.J R. Watson with VDOT updated him concerning Cleveland Road that it was denied again for the State of Good Repairs funds for 2024. Mr. Kegley stated that Cleveland Road should be the most important area to be paved. Mr. Shortt advised that W-L Construction's Dickensonville plant is down therefore it will be middle to late of August before they can be in Lebanon to pave. Mr. Shortt presented quote from Clatterbuck    Pavement Markings to stripe Town Hall to Old Mill Park, Big Cedar Creek Road, Pittston Road, Highlands Road, Cleveland Road and Main Street from Exit 1 to Fire Hall using either latex or thermal paint. The Town Council discussed paving and marking areas in the Town ofLebanon. Mr. Leonard quested Mr. Shortt check with Lonzo Lester Russell County Administrator to see if the Town paid tol have the area paved around the Court House on Russell Street and Mill Avenue the turn around period before the County reimbursed the Town. Mayor Dodi advised that Mr. Lester said the Town would be reimbursed as soon as they submitted a bill to the County. Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the Town Council unanimously voted to approve the paving schedule as presented with the addition of Cleveland Road. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the Town Council unanimously voted to approve the Clatterbuck Pavement Marking schedule with the Town Manager recommendation using latex verse thermal paint. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye. Mr. Shortt advised concerning the GIS Mapping that it is an online mapping for the Town's water and wastewater lines plus you can add zoning and tax parcels. He advised that now is the perfect time to take advantage of this GIS Mapping due to fact that the Lane Group has already completed the smoke testing, SSES and distribution. He stated that the cost would be around $3,000.00 which normally would have cost around $100,000.00. He advised that the Town would need toj purchase some iPads for the employees to use plus an annual fee of$3,500.00 to Upon motion made by Mr. Kegley, seconded by Mr. Lambert, the Town Council unanimously voted to approve for Mr. Shortt to purchase the GIS Mapping system. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Mr. Shortt stated that originally, he planned to discuss the 120Water concerning the Lead and Copper Rule but after further research he advised that he might change his request. He advised Mr. Shortt advised that the Employee Picnic is scheduled for August 15. 2023, starting at 6:00 Mr. Shortt presented a progress updete list. He stated that James Osborne emailed him this afternoon to advise him that he should have the architect design structure ready first thing in the morning. Mayor Dodi requested that Mr. Shortt respond to the Town Council once he receives Mr. Osborne design with his recommendation as well as Mr. Shortt's recommendation. Mr. Shortt stated that he had three quotes for the Veterans Park Wall. He stated that the granite was a black pearl that matches the blocks that isi in there. Absolute Granite has a quoted price for the amount of$14,100.00, Astro Granite quoted $8,540.00 and Verizon Stone and Cap Blocks quoted Upon motion made by Mr. Kegley, seconded by Mr. Lambert, the Town Council unanimously voted to approve the Astro Granite quote of $8,540.00 with Steffey Construction providing the  Lambert, Aye; Mr. Kegley, Aye.  $4,000.00 depending upon how many users the Town has.  Kegley, Aye.  that he plans to discuss this issue at the August Town Council meeting.  P.M.  $8,500.00.    demolition and new installation. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Shortt advised concerning the Lebanon Manor Water Project that the drawings are completed plus sent to the Virginia Department ofHealth for review. He stated that the Town has purchased material therefore as soon as the Virginia Department ofl Health approved the project the Town Employees will start replacing the water line in Lebanon Manor. He advised that the Tennis Court lights have been installed. He stated concerning the hiking trails at Technology Park Drive that Virginia Soil and Conservation was working with The Lane Group on this project plus Virginia Soil and Conservation is seeking funding for this project. Mr. Shortt advised that the sewer project on Stoots Street that he is applying for funding, plus the project he applies for with the Southwest Virginia Water and Wastewater grant. He presented an update regarding the Police Department shooting range, he stated the grade is prepared, concrete pads finished and just waiting on materials for the shelter. Mr. Gilmer requested Mr. Shortt prepare a PFR for the Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the Town Council unanimously voted to approve for Mr. Shortt to prepare an RFP for the Stoots Street sewer project as well as the pump station project. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Mr. Shortt advised that the playground turf! has arrived but due to the fact that Mr. Farmer has applied for a grant which will be awarded to the Town ini the amount of $15,000.00 the installation cannot start until August 1, 2023. Mr. Kegley questioned why the Town's dumpster is sitting at Dominion Office Supply. He: stated that he has been told that Dominion Office isi not charged to use the dumpster. Mr. Shortt advised that the dumpster is for the Parks and Recreation employees to use for the park trash therefore Dominion Office is not charged. Mr. Kegley stated that other people would like a free dumpster, he advised Mr. Shortt to remove the dumpster from Dominion Office and place it at the Town Hall or where it belongs. Mr. Kegley stated that he is head oft the Sanitation Department therefore he is exercising his right to inform Mr. Shortt that first thing ini the morning he wants that dumpster removed from Dominion Office plus he requested that someone tell him who gave the approval for Dominion Office to have the dumpster at no charge. Mr. Shortt advised that he would research to see who gave the approval for the  Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley,Aye.  Stoots Street sewer line replacement.  Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye.  dumpster to be at Dominion Office for free.  XI.  ChiefofPolice Report  Chief Deskins presented the monthly Police Report. Mr. Gilmer advised Chief Deskins that the Town Council received two requests, one from Svitlana Boyd and the second one a request from James Stork regarding Donald C. Moore Drive speeding in the25-mph zone. Mr. Gilmer requested the Police Department document the patrol time on Donald C. Moore Drive to show that the Lebanon Police Department are addressing this issue. ChiefDeskins advised that they previously had been doing intense patrolling on Viers Court but due to the fact they must turn around in someone driveway they received complaints from citizens concerning waking their dogs up during the night therefore they backed off from patrolling during the night. Mr. Leonard encouraged the Police Department to provide Community Policing on. Donald C. Moore plus he requested ChiefDeskins work with Mr. Shortt to prepare a plan for the opening week of school.    XII.  Town Attorney Report  Mr. Tiller advised concerning the last hearing of the Warren and Svitlana Boyd case on June 30, 2023, regarding some preliminary motions. The. Judge made a ruling on several ofthose motions  plus set the date for the full hearing for September 8, 2023.  XIII.  Enter closed session: 7:34 P.M.  A. Upon motion made by Mr. Gilmer, seconded by Mr. Lambert, the Town Council unanimously voted to go into closed session under Code Section 22-3711(A)03)0) for the purpose of discussing personnel, acquisition or sale of property. and legal counsel. The vote was as follows: Ms.. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Leonard, B. Upon motion made by Mr. Leonard, seconded by Ms. Jackson, 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.  Aye; Mr. Lambert, Aye; Mr. Kegley, Aye.  . 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 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 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, ini their judgment, has The roll call vote was as follows: Mayor Dodi, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Leonard, Ays; Mr. Lambert, Aye; Mr. Kegley, Aye; Mr. Tiller, Aye; Mr.  taken place.  Shortt, Aye.  XIV. Adjourn closed session: 9:53. P.M.  XV.  Mayor Dodi questioned ifanyone had a motion regarding Svitlana Boyd'si request for a boundary Mr. Gilmer questioned Mr. Shortt regarding a priority list for a short-term plan and long-term plan for infrastructure. He questioned the DEQ funding. Mr. Shortt stated that the Town was approved for the $6.7: million dollar loan with 10% principal forgiveness, 30-year term and interest free. Mr. Shortt stated that the Lane Group advised that this was not a very friendly offer therefore they suggested for the Town to reapply for the DEQ funding to receive another offer this year. Mr. Shortt advised that the Town has one request for funding out for the Water Treatment Plant with VDH (Virginia Department ofHealth) and a separate request with DEQ for  adjustment. No motion was made.  just the pump station. The Town Council discussed these projects.    Mr. Gilmer questioned the dumpster at Dominion Office regarding what information the Town has. Mr. Gilmer stated that the Town Council as a whole needs to direct Mr. Shortt regarding this issue. Mr. Shortt advised that someone thought the Town was using the dumpster and Dominion Office getting the charge. Mr. Shortt advised that he would gather all the information regarding the dumpster at Dominion Office Supply then present the information to the Town  council for guidance concerning this issue.  XVI.  Adjourn: 10:10P.M.  Upon motion made by Mr. Lambert, seconded by Ms. Jackson, the Town Council unanimously voted to adjourn. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer,  Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley,Aye.  2b XChy gui Nelson A. "Tony" Dodi, Mayor  a Eaw A. Diane Nunley, Clerk  whig  Minutes recorded by: A. Diane Nunley, Clerk of Council Minutes prepared by: A. Diane Nunley, Clerk ofCouncil