Lebanon Town Council Regular Monthly Meeting Town Hall, Lebanon, Virginia Monday, August 14, 2023 6:00P P.M.  Council Members Present:  Nelson A. "Tony" Dodi, Mayor DeAnna C. Jackson, Vice- Mayor ScottJ. Gilmer, Council Member M. Elijah Leonard, Council Member W. Bradley Lambert, Council Member J.L Leonard Kegley, Council Member A. Doyle Fields, Council Member Andrew R. Shortt, Town Manager Kevin D. Tiller, Town Attorney Richard Eric Deskins, ChiefofP Police 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: Keith Hovis Pastor Lebanon Church of Christ.  Pledge of Allegiance Edit for items not on the agenda:  Upon motion made by Ms.. Jackson, seconded by Mr. Leonard, the agenda was unanimously approved. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr.  Lambert, Aye; Mr. Kegley,Aye.  V.  Edit and approve minutes from the 07/10/23 council meeting:  Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the minutes from the 07/10/23 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.  VI. Approve accounts payable and capital assets for the month ofJ July:  Upon motion made by Mr. Gilmer, seconded by Mr. Lambert, the accounts payable for the month ofJuly was unanimously approved. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer,  Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley,Aye.  VII. Recognition  Cindy Carrier Retirement Resolution Plaque    Mayor Dodi presented the retirement resolution plaque to Cythnia "Cindy" Carrier for her 30 Upon motion made by Ms. Jackson, seconded by Mr. Kegley, the Town Council unanimously voted to approve the retirement resolution for Cindy Carrier as presented. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr.  years of service with the Town ofLebanon.  Kegley, Aye. VIII. Public Request  Wandy Burke stated that the Town Council approved to support the Marc Mero Community Night therefore she is in need of the donation to order to send payment to. Marc Mero for the event. She questioned ift the Russell Theater would be completed for the September21,2023, community night event or ifs she would need toj plan on using the Lebanon Middle School. Dodi advised Ms. Burke that he would be in touch with her later concerning the Russell Theater. Mayor Ms. Burke requested the Town Council consider preparing documents toj prevent any dispensaries from opening within the Town ofLebanon. Mayor Dodi requested that the Town Attorney advise Upon motion made by Mr. Kegley, seconded by Ms. Jackson, the Town Council unanimously voted to approve $5,000.00 for the Marc Mero Community Night event. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley,Aye.  the Town Council concerning prohibiting any dispensaries within the Town.  IX. New Business None  X.  Town Managers Report  Mr. Shortt advised that in the Council Packets is information from the Lane Group concerning storm drainage for the Hillside Trails. Siobhan Nishida and Jeff Mutter with Clinch Valley Soil and Water Conservation attended the meeting to answer any questions or concerns the Town Council may have concerning the Hillside Trail project. Mayor Dodi questioned ifthere is funding tol help with this project. Jeff Mutter stated that there are funds available through DEQ for planning, design, and the construction cost oft this project. Mr. Mutter advised that there isa a webinar this Wednesday that will discuss the DEQ funding process. Siobhan Nishida advised that the quote from The Lane Group is only a small portion of the expenses for this project therefore if the Town paid the $9,000.00 it could be part oft their match. Mr. Shortt advised that this for The Lane Groups study and engineering services concerning the existing storm drainage quote issues plus present construction documents for this project. Mr. Gilmer stated that at the previous meeting oft the Town and Clinch Valley Soil and Water Conservation he understood that there would be plenty of grants available to help even with the match. Ms. Nishida stated that was for planning the trail section oft the project, she advised that the district has paid $500.00 for the trail designs. She stated that the drainage is a much bigger issue, she feels that the Town needs to address this issue due to the flooding problems. Mr. Gilmer requested the County and the IDA help with the planning part ofthis project due to the fact that the drainage issue impacts them as well. Mayor Dodi advised that he would speak with the IDA and the County to request their assistance for the drainage issue. Mr. Shortt advised that he plans to attend the webinar on  is  Wednesday concerning DEQ funding.    Mr. Shortt advised that after researching, 120 Water is the only company that offers software as well as providing the leg work. He stated that 120 Water research records at the courthouse, mail postcards to the citizens plus their services are entirely in compliance for the whole project. He advised that the other companies he checked they only provide the software therefore the Town is responsible for all the paperwerk. Mr. Shortt stated that as ofnow the Town is responsible for the water lines up to the customers water meters. Ift the customer wishes to change their only water lines due to lead, the Town must provide a list of contractors plus ift the Town receives funding, we must give the citizens part ofthe funds. Mr. Shortt advised that the Town must have inventory for every water line that has lead and copper in it by October 2024. Mr. Gilmer questioned what direction other localities are going. Mr. Shortt advised that at the last round table with Cumberland Plateau that Thompson & Litton Engineer directs their clients to use 120 Water. Mr. Shortt advised that he felt the latest date for the Town to make a decision is by the September Town Council meeting concerning a service for the lead and copper lines. Mr. Shortt stated that the fee for 120 Water is $19,819.41 and $31,686.42 for two years there is a one-time fee for $7,952.40. Mr. Shortt advised that once the Town replaces a service line up to the meter the Town must provide a water: filter and pitcher for a three-month period. The Town Council agreed Mr. Shortt advised that the Police Department plans to have officers at the High School, DMV Intersection, Lebanon Middle School and Lebanon Primary for the first week ofs school to help Mr. Shortt presented updates for the following projects: The grant funds with VDOT to purchase flashing lights pedestrian signs for the Lebanon Middle School crosswalk and the Old Mill Park crosswalk has been approved. He advised that on September 18, 2023, ai remote meeting is scheduled for the Fire Study and October 17,2023, for the onsite meeting. Mr. Shortt advised that the Leo Study cost was attached to a previous Town Manager weekly report. He advised that the valve that failed was due to a pinl hole in the bladder that closes the valve which wouldn't allow the valve to close. Mr. Shortt stated that Tim Taylor has presented a list of parts needed to install a SCADA alarm system that would notify the employees of any low pressure or low water in the tanks. Mr. Leonard reccmmended that the Town look at systems to inform citizens of future emergency issues. Mr. Shortt advised that Keith Steffey plans to start replacing the any oft the Veterans Park walls with granite this week. Mr. Steffey requested the Town Council top guidance whether to install the granite with shiny side up or down on the Veterans Wall. The Town Council agreed for Mr. Steffey to install the polished side up and seal the bottom side. Mr. Shortt advised that the Lane Group' s Chris Mullins should soon have an update regarding the sewer line project on Stoots street as well as the Lebanon Manor water line replacement. Mr. Shortt presented invoice request from the Lebanon Volunteer Fire Department to purchase portable radios from 10-33 Communications & Solutions, LLC. for the amount of $7,770.00. Upon motion made by Mr. Gilmer, seconded by Mr. Lambert, the Town Council unanimously voted to approve the purchase oft the portable radios from 10-33 Communications & Solutions, LLC. for the quoted $7,770.00 price. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer,  tot table this issue until the September meeting.  with traffic issues.  cover  Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye.  XIII. Enter closed session: 7:03 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 2.2-3711(A)0)7): for the purpose of discussing personnel vacancy discussion and legal counsel. The vote was as follows: Ms.. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. B. Upon motion made by Ms. Jackson, 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. C. A. Diane Nunley, Clerk ofCouncil, presented the Roll Call Vote:  Kegley, Aye.  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, 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.  XIV. XI.  Adjourn closed session: 8:10P.M.  Upon motion made by Mr. Gilmer, seconded by Mr. Lambert, the Town Council unanimously voted tol hire Michael Reece as a part-time Parks & Recreation employee at entry level pay. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Upon motion made by Mr. Gilmer, seconded by Mr. Lambert, the Town Council unanimously voted to hire Doug Sullins for the Water Plant Operator position at the pay rate of $23.00 an hour. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Upon motion made by Mr. Gilmer, seconded by Mr. Lambert, the Town Council unanimously voted toj promote Patrolman Jason Riggs to Sergeant at the Sergeant pay rate of $23.32 an hour. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert,  Mr. Kegley, Aye.  Aye; Mr. Kegley, Aye.  Aye; Mr. Kegley, Aye. Old Business  XV.  Mr. Shortt presented an update regarding the dumpster located at Dominion Office. He stated that previously the Parks & Recreation Department used to place the trash in a truck bed located at the center, but the birds created a mess with the trash which made it more difficult for the trash    truck to pick up. The best solution at that time was to place a dumpster at Dominion Office for the Parks & Recreation Employees toj place the trash in at no charge to Dominion Office other than the normal $17.00 a month charge for garbage. The Town Council discussed the at Dominion Office. The Town Council's pleasure concerning the Dominion Office Dumpster dumpster is as follows: Ms. Jackson, Leave at Dominion Office; Mr. Gilmer, Leave at Dominion Office; Mr. Leonard, Leave at Dominion Office; Mr. Lambert, Leave at Dominion Office; Mr. Kegley, Move  from Dominion Office.  XVI. Mayor Dodi advised that Shane Farmer is looking to schedule events for the Russell Theater. The first event is set for September 23, 2023, opening act If Birds Could followed headliner Maggie Baugh at a cost of $6,000.00 which he plans to charge Fly $20.00 a ticket by for the show. The second event is a Comedy Show set for October 20, 2023, at a charge of$15.00 a ticket for the show. The Town Council agreed to move forward with the two scheduled shows. to1 notify the school ift they are called to a home that have school age children in them due to the fact that the child may issues the next day at school such as: sleepy, nervous or troubled. Chief Deskins stated that the Police Officers are. not giving information out just alerting the school to give more attention to the children that might be involved in those situations.  XVII. Chiefof Police Deskins advised that he placed al Handle with Care policy for the Police Officers  XVI.  Adjourn: 8:23 P.M.  Upon motion made by Mr. Lambert, seconded by Mr. Leonard, 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. Kegiey, Aye.  Phaxely.c  A. Nelson  0Piaw A.] Diane Nunley, Clerk ofCouncil    "Tony" Dodi, Mayor  Minutes recorded by: A. Diane Nunley, Clerk of Council Minutes prepared by: A. Diane Nunley, Clerk of Council