Lebanon Town Council Regular Monthly Meeting Town Hall, Lebanon, Virginia Monday, November 13,2023 6:001 P.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 Christopher Snead, Lieutenant 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 United Methodist Church.  Pledge of Allegiance Edit for items not on the agenda:  Mr. Leonard requested to remove Cherie Fields and Janet Fields for the donation appreciation Upon motion made by Mr. Gilmer, seconded by Mr. Lambert, the agenda as amended was unanimously approved. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Edit and approve minutes from the 10/10/23 council meeting, 11/02/23 called council meeting: Upon motion made by Mr. Leonard, seconded by Ms. Jackson, the minutes from the 10/10/23 council meeting, 11/02/23 called council meeting were unanimously approved. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr.  from the agenda, they will attend the December Council meeting.  Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms. Fields, Aye.  V.  Aye; Ms. Fields, Aye.  Kegley,  VI. Approve accounts payable and capital assets for the month ofOctober:  Mr. Shortt requested to add account payable section B.    Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the accounts payable for the month ofOctober with the additions but table the Osborne Design invoice for discussion until the Town Managers report 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 Request  Doro Martin-Present Vet Fest Flag  Ms. Martin praised the community and the Town Council for how smoothly this year's Vet Fest went from the start until the end. She expressed her appreciation for the beautiful Vet Fest Sign. She stated that they tripled their entries in the 5k/12k Walk/Run/or Ruck with hopes to increase again next year. She stated that this year's Vest Fest was ini remembrance of SSG Justin Wathen who passed by suicide, his widow and three children attended the event. Ms. Martin advised that the previous year they remembered Austin Daugherty, therefore this year Austin's Mom made a connection with. Justin's wife which is the result oft this event. She presented a thank you card Ms. Martin reminded the Town Council concerning the Community Thanksgiving Dinner at the Lebanon High School. Mayor Dodi advised that the Community Thanksgiving Dinner is set to be at Lebanon High School plus Mr. Potts the principal agreed toj pay for the cafeteria staff. John Michael McCoy, Lebanon Volunteer Fire Department Chief, presented new quotes to the Town Council. He advised that the new quotes did not have the low-level strainers. He stated that the Witmer Public Safety quote was the lowest at a quoted price of$13,787.62, Atlantic Emergency Solutions at a quoted price of$15,557.68 and W.S. Darley & Company at a quoted Upon motion made by Mr. Gilmer, seconded by Mr. Lambert, the Town Council unanimously voted to approve the purchase oft the listed items on the Witmer Public Safety quote for the amount of $13,787.62. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. ChiefMcCoy presented a separate quote for the low-level strainer: Atlantic Emergency Solutions quote for the amount of $1,872.96, Witmer Public Safety Group quote for the amount of $1,938.38 and W. S. Darley & Company quote for the amount of $2,385.90. Upon motion made by Mr. Leonard, seconded by Mr. Lambert, the Town Council unanimously voted to approve the purchase oft the low-level strainer from Atlantic Emergency Solutions for the quoted price of$1,872.96. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr.  plus a flag to the Town Council in appreciation oft their support.  price of$20,823.95.  Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms. Fields, Aye.  Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms. Fields, Aye.  VIII. New Business    Paving Sealed Bids  Mayor Dodi opened the sealed bids for paving.  W-L Construction Bizzack Construction  $128.48 per ton $132.50 per ton  Mr. Gilmer: requested to table the bids until the Town Council can get legal counseling.  Planning Commission Recommendations  Mr. Shortt presented the Lebanon Planning Commission letter of recommendation concerning Svitlana Boyd request to rezone the property on Viers Court from a R-1 Single Family District to The Town ofLebanon Planning Commission held a public meeting Thursday November 2nd. One purpose oft this meeting was to discuss the Rezoning application of Mrs. Svitlana Boyd. The Town ofLebanon Planning Commission's recommendation to the Town Council is to deny this Mayor Dodi requested the Town Council pleasure regarding the Planning Commission Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the Town Council unanimously voted to accept the Lebanon Planning Commission's request to deny Svitlana Boyd's application tor rezone 114 Viers Court and 116 Viers Court from a R-1 Single Family District to a R-2 General Dwelling District. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr.  aF R-2 General Dwelling District. The letter is as follows:  rezoning application.  recommendation concerning Svitlana Boyd'srequest.  Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms. Fields, Aye. Discuss Employee Christmas Lunch and December Council Meeting Time  Mayor Dodi requested the Town Council discuss changing the Town Council meeting to 2:00 Upon motion made by Mr. Leonard, seconded by Mr. Gilmer, the Town Council unanimously voted to change the meeting time for the December 11, 2023, Council meeting from 6:001 P.M.t to 2:00P.M. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr.  P.M. after the Town's Employee Lunch.  Lambert, Aye; Mr. Kegley, Aye; Ms. Fields, Aye. Extend the Deadline for Personal Property Taxes Software for printing by Wednesday this week.  Mr. Shortt advised that Machelle May plans to have the personal property taxes to Southern Upon motion made by Mr. Lambert, seconded by Mr. Leonard, the Town Council unanimously voted to extend the personal property tax deadline to January 30, 2024. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms.  Fields, Aye.    Discuss Cedar Fest and Russell Theater Shows  Mr. Farmer presented some ideas for Cedar Fest 2024 to the Town Council for discussion. Farmer requested that for Friday, June 7,2024, for Cedar Fest to set it as originally planned Mr. for Bluegrass plus change the time to start at 6:00 P.M. Hej presented a lineup for consideration for Friday the Rabbit Ridge Pea Pickers, The Lee Pickers, Starlett & Big John and headliner Peppers Lonely Bluegrass Band. The Town Council discussed artist for Saturday, June 8, Sargent for Cedar Fest, these are some ofthe suggestions: 49 Winchester, Diamond Rio, Steel Drivers, 2024, Shenandoah, Parker McCollum, Tracy Lawrence and maybe a Bruce Springsteen tribute band for July 4th. Mr. Farmer presented al list ofa all the events scheduled for the Russell Theater for the remaining year. Mr. Farmer advised that Santa and Ms. Claus will be on the stage of the Russell Theater for pictures with the kids after the Christmas Parade. He stated that the Bike been set for Saturday after the Parade which he plans to have downtown at the theater night with has a movie to follow. He stated that Homeland Realty is sponsoring the Polar Express movie and Cedar Realty Group is sponsoring the Christmas Vacation movie. Mr. Farmer discussed some ideas for 2024. Mr. Farmer advised that the Town ofLebanon received a $5,000.00 the Virginia Tourism Corporation's Microbusiness Marketing Leverage Program for grant the Russell from Theater. These grant funds can be used to help build a website for the theater. advised that the Big Rig Showdown is planned for August gth and 10th next year. Mayor Dodi Mr. Farmer advised that going by Thel Lane Groups drawing for a covering or underside component over the theater marquee Steffey Construction quoted a price of $23,500.00 but aluminum beams instead ofthe wood beams which would be much lighter Steffey Construction using  quoted a price of $16,000.00.  Upon motion made by Mr. Gilmer, seconded by Mr. Lambert, the Town Council voted to move forward with Steffey Construction for an underside component oft the unanimously Russell Theater Marquee for the quoted price of$ $16,000.00. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms. Fields, Aye. Mr. Lambert stated that his business will sponsor The Grinch movie for bike night.  IX.  Enter closed session: 7:30P.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)C6)0 for the purpose of personnel, prospective business and legal. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms.  Fields, Aye.  B. Upon motion made by Mr. Kegley, seconded by Mr. Lambert, the Town Council unanimously voted to return to regular session. The vote was as follows: Ms. Jackson, Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms. Fields, Aye. Aye;  C.A.D Diane Nunley, Clerk ofCouncil, presented the Roll Call Vote:    Virginia Code, 1950, Section 2.2-3712(D)  Do you certify that to the best of your knowledge, (1)t 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 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,  taken place.  Mr. Shortt, Aye.  Aye;  X. XI.  Adjourn closed session: 8:15P.M.  Upon motion made by Mr. Gilmer, seconded by Mr. Lambert, the Town Council unanimously voted tol hire Steven Sweet as water plant trainee at the entry rate of$16.00 an hour. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Upon motion made by Mr. Kegley, seconded by Mr. Leonard, the Town Council unanimously voted to hire Chance Walters as water plant trainee at an entry rate of $16.00 an hour. 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. Mr. Kegley left the meeting. ChiefofP Police Report  XII.  Lieutenant Snead presented the monthly police report. He advised that ChiefDeskins to interview all four applicants for the open position. Lieutenant Snead advised that Police requested Officer John Jackson notified him and Chief Deskins that he willl be leaving effective December 1,2023, to take aj position with the Russell County Sheriff's Office but as oft this afternoon hel has not submitted his resignation letter. He also stated that Adam Dale plans to leave the Police  Department at some point to: farm full-time. Enter closed session: 8:25 P.M.  XIII.  A. Upon motion made by Mr. Leonard, seconded by Mr. Gilmer, the Town Council unanimously voted to go into closed session under Code Section 2.2-3711(A)0)7) for the purpose of personnel and legal. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, B. Upon motion made by Mr. Lambert, seconded by Mr. Leonard, the Town Council unanimously voted to return to regular session. The vote was as follows: Ms. Jackson, Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Ms. Fields, Aye.  Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Ms. Fields, Aye.  Aye;    C. A.I 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 of 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 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 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; Ms. Fields, Aye; Mr. Tiller, Aye; Mr. Shortt, Aye.  taken place.  XIV. XV.  Adjourn closed session: 10:15P.M.  Upon motion made by Mr. Lambert, seconded by Mr. Gilmer, the Town Council unanimously voted to approve a raise for Billy Hughes Public Works Director to $63,000.00 a year. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Ms. Upon motion made by Mr. Gilmer, seconded by Mr. Lambert, the Town Council unanimously voted to approve an increase in salary ofthe amount of $3,500.00 for Christopher Dye, Public Utilities Director. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the Town Council unanimously voted toj promote Justin Warren to Assistant Public Utilities Director at as salary of $60,000.00. 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 to update the Water Treatment Plant hourly rate based upon classification at the Class II $22.00, Class III $20.00, Class IV $18.00, Entry Level Trainee $16.00. The vote was as follows: Ms.. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Ms.  Fields, Aye.  Aye; Mr. Lambert, Aye; Ms. Fields, Aye.  Aye; Ms. Fields, Aye.  rates: Fields, Aye.  following  XVI. Town Managers Report  Mr. Shortt presented three quotes from Wastecorp Pumps fora Super Duty Vacuum Trailer.  2000 Gallon Heavy Duty Steel Tank 1600 Gallon Heavy Duty Steel Tank 1200 Gallon Heavy Duty Steel Tank  $70,000.00 $52,995.00 $39,995.00    Upon motion made by Mr. Lambert, seconded by Mr. Gilmer, the Town Council voted to approve the purchase from Wastecorp Pumps the 1200 Gallon Heavy Duty unanimously Steel Tank Vacuum Trailer at the quoted price of$39,995.00. The vote was as follows: Ms. Jackson, Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Ms. Fields, Aye. Mr. Shortt presented some quotes trailer for the Street Department.  Aye;  Kraftsman Trailers Lucky B Trailers  $28,599.00 $26,740.50  Upon motion made by Mr. Lambert, seconded by Mr. Leonard, the Town Council unanimously voted to approve the purchase a 25 Ton Tag-A-Long Prol Equipment w/Lift Axle from Kraftsman Trailers for the amount of $28,599.00 which will replace the previous motion at the October 10th Town Council meeting to purchase the 25' Trailer from Modern Super Center due to the weight capacity. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Mr. Shortt advised that the Water/Wastewater projects working with The Lane Group, the Wastewater PER amount was $6.7million. He stated that he and Chris Dye prioritized the original PER for the Wastewater Treatment Plant which lowered it to the amount of $2.5 million even cost increase amount often percent for materials and supplies. He stated that hopefully the witha Lane Group will be able to attend the December or January meeting in order to move forward with this Mr. Shortt advised that he spoke with VDOT staff Mel Counts and Jeff Buchanan concerning salt storage. They feel the Town needs toj plan to house their own salt starting next year. The Town Mr. Leonard requested Mr. Shortt purchase new leak detectors using capital outlay plus  Lambert, Aye; Ms. Fields, Aye.  funding offer.  Council discussed possible locations tol house the salt.  the two trees at Coal Tipple Hollow. Adjourn: 10:42P.M.  replace  XVII.  Upon motion made by Mr. Lambert, seconded by Ms. Fields, the Town Council unanimously voted to adjourn. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard,  Aye; Mr. Lambert, Aye; Ms. Fields, Aye.  aPw A. Diane Nunley, Clerk  Nelson.  2CB A. "Tony" Dodi, Mayor  fey  Minutes recorded by: A. Diane Nunley, Clerk of Council Minutes prepared by: A. Diane Nunley, Clerk of Council