Lebanon Town Council Regular Monthly Meeting Town Hall, Lebanon, Virginia Monday, January 10, 2022 6:001 P.M.  Council Members Present:  Nelson A. "Tony" Dodi, Mayor DeAnna C. Jackson, Vice- Mayor A.Doylel Fields, Council Member ScottJ. Gilmer, Council Member Mary J. Stanley, Council Member M. Elijah Leonard, Council Member W. Bradley Lambert, Council Member Andrew R. Shortt, Town Manager Kevin D. Tiller, Town Attorney A. Diane Nunley, Clerk ofCouncil Richard Eric Deskins, ChiefofPolice  Staff Members Present:  I. II. III. IV.  The meeting was called to order by Mayor Dodi.  Prayer: JeffTallent Pastor Lebanon Memorial United Methodist Church  Pledge of Allegiance Edit for items not on the agenda: Restaurant Incentive Grant.  Mr. Gilmer requested to add under New. Business the proposed Downtown Revitalization Upon motion made by Ms. Stanley, seconded by Mr. Leonard, the agenda as amended was unanimously approved. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr.  Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye. Edit and approve minutes from the 12/07/21 regular council meeting  V.  Mr. Leonard requested to amend under Old Business Nuisance Ordinance and Junk Dealer Upon motion made by Mr. Leonard, seconded by Ms. Stanley, the minutes from the 12/07/21 regular council meeting as amended was unanimously approved. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Aye; Mr.  second sentence automation to automotive.  Lambert, Aye.  VI. Approve accounts payable and capital assets for the month ofDecember:    Mr. Gilmer requested to add AP: report B item.  Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the accounts payable for the month ofDecember with additional item was unanimously approved. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Aye; Mr.  Lambert, Aye. VII. Public Request VIII. New Business  Boy Scouts Eagle Project Request No one was present toj present this request. Approve Holidays for 2022  Mr. Gilmer questioned the Holiday hours for November 23, 2022. He advised that the State of Virginia pays for the holiday hours for that day. He questioned ifthe Town was paying for an additional four hours or give the employees the time off. Mr. Shortt advised that the Towni runs two trash trucks on that day to make sure all of Wednesday and Thursday scheduled trash is Upon motion made by Ms. Stanley, seconded by Mr. Lambert, the Town Council unanimously voted to approve the Holiday Schedule for 2022 as presented. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Aye; Mr.  picked up and everything done by 12:00 P.M.  Lambert, Aye.  Approve Chris Pritt's Retirement Resolution  Upon motion made by Mr. Fields, seconded by Ms. Stanley, the Town Council unanimously voted to approve the Retirement Resolution for Chris Pritt as presented. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Aye; Mr.  Lambert, Aye.  Bid Opening for Engineering Services Wastewater/Water Plant  Mayor Dodi opened the only Request for Qualifications Engineering Procurement from The Lane Group for the Town ofLebanon Wastewater Treatment Facility Improvements Phase I Project. The Town Council agreed for the Town Manager toj proceed the negotiation process with the Upon motion made by Ms. Stanley, seconded by Mr. Leonard, the Town Council unanimously voted for Mr. Shortt to move forward in the negotiation process with the Lane Group for the engineering services for the Wastewater Treatment Plant and Water Treatment Plant. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr.  Lane Group.  Leonard, Aye; Mr. Lambert, Aye.    Special Tax Assessment  Mr. Leonard advised that he had spoken with Mr. Tiller regarding a special tax assessment. The State of Virginia has a Special Tax Assessment therefore the Town does not have to adopt a separate Tax Assessment. Mr. Leonard advised that the Special Tax Assessment can be ona case-by-case basis. He stated one example would be upgrading roads in subdivisions or private roads. Mr. Tiller advised that the Town is limited to what they can do. The Town can improve existing roadways, sidewalks or water systems but he is not sure about creating new roadways or sidewalks. Mr. Tiller advised that the Town would need to enter an agreement with the landowners with a 20-year repayment schedule. This agreement would be just for repayment no  profit to the Town.  Lebanon Downtown Revitalization Restaurant Incentive Grant  Mr. Gilmer advised that in the Downtown Revitalization meeting, he proposed a Downtown Revitalization Restaurant Incentive Grant. He requested Mr. Shortt put in the minutes a proposed draft form oft the Downtown Revitalization Restaurant Incentive Grant. Mr. Gilmer presented a Upon motion made by Mr. Gilmer, seconded by Ms. Jackson, the Town Council unanimously voted to authorize for Mr. Shortt to advertise the Lebanon Downtown Revitalization Restaurant Incentive Grant as presented. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr.  briefoverview, concerning the grant.  Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye.  IX. Town Managers Report  Mr. Shortt advised that at the last monthly Council meeting, he wasn'taware that San Doe Avenue went from Jessee Street to Russell Street therefore he requested an amended motion to abandon San Doe Avenue from Jessee Street to West Banner Street. Mr. Tiller advised that a Council Member would need to make ai motion to amend the resolution abandoning San Doe Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the Town Council unanimously voted to amend the resolution abandoning San Doe Avenue from Jessee Street to West Banner The roll call was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Mr. Shortt presented banner quotes from Fast Signs for the 35 new Downtown Light Poles. The first quote was for the 4th ofJuly Banner, Summer Sunflowers Banner, Fall Banner and Town of Lebanon Banner with a quoted price of$9,940. Mr. Shortt advised that due to the Downtown Street Poles not being installed until June/July his advice was to order the four designs and after July order the remaining three designs. Ms. Stanley advised that this quote is much higher than the last ones that the Town purchased. The Town Council agreed for Mr. Shortt to negotiate the  Avenue adding the language from Jessee Street to West Banner Street.  Street.  Aye; Mr. Leonard, Aye; Mr. Lambert, Aye.  price with Fast Signs for the banners.    Mr. Shortt requested to work with Mr. Tiller regarding designing an RFP for broadband services for the Town ofLebanon citizens and businesses. Mr. Gilmer requested that they seek guidance in designing an RFP, he recommended Jim Baldwin with Cumberland Plateau. Mr. Shortt advised that he and Mr. Hughes met with Novo Solutions. He advised that Novo Solutions is al Municipal operations software program. They are presenting a demonstration on Thursday, January 13, 2022, at 11:00 A.M. Mr. Shortt advised that Town Citizens could pay their water bills on the app plus supervisors would be able to tract on each project the cost for employee's labor, equipment and cost. He also stated the program has an inventory tracker and Mr. Shortt presented a new design for the Russell Theater Pavilion from Mr. Brown. He advised that due to the cost of the first design Mr. Brown proposed to scale the project in half plus change the metal structure to a timber structure. Mr. Shortt advised that Mr. Brown requested to meet with the Town Council in a private setting to discuss the Russell Theater Pavilion project. The Town Council discussed the Russell Theater Pavilion Project and agreed to have Mr. Brown attend the February Council meeting but hold on any design work that requires the Architect. The Town Council agreed that once Mr. Brown provides the contours the Town Street Employees can Mr. Shortt advised that a Town Citizen Alice Coe that lives on 40 Bypass Street spoke witha couple ofthe Town Council requesting more: streetlights on her street. Mr. Shortt stated that he planned to meet with Jeff Dye regarding Ms. Coe renting al light to the back ofher property plus Mr. Shortt presented the approval letter from Virginia Department of] Environmental Quality (DEQ) regarding the Virginia Clean Water Revolving Loan Fund Program for the Wastewater Mr. Shortt advised that a family member ofl Ms. Fannie Jennelle reached out to Mr. Farmer at the Lebanon Community Center regarding selling Ms. Jennelle's home that is adjacent to the Lebanon Community Center to see ifthe Town would be interested inj purchasing this property. He advised that the property is appraised for $102,000 but they are asking $110,000. Mayor Dodi advised that the Town Council at one time discussed purchasing the property from Jerry Lark that was adjacent to the Lebanon Community Center also. The Town Council requested for Mr. Shortt to reach out to Ms. Jennelle's family to see ifthey would be interested in lowering the price Mr. Shortt advised that he was working with Kenneth Dunford, Engineer from Tazewell County, concerning the Water Plant sludge. Mr. Dunford recommended that Mr. Shortt write a letter to Tazewell County Board of Supervisors concerning this request. Mr. Dunford stated that he will recommend to the Board of Supervisors for them to approve the Water Plant sludge at the same price as the Wastewater Plant sludge. Mr. Shortt advised that ini return Tazewell County has requested in emergency situations for the Town ofLebanon to treat their Leachate. Mr. Shortt spoke with Ms. Turner and Mr. Dye; they didn't see an issue concerning the Wastewater Plant with the Town Council approving this request. The Town Council discussed the Wastewater  other valuable information.  began grade work on the lower halfofthe project area.  Mr. Shortt advised that he requested ChiefDeskins patrol the area more.  Treatment Plant Improvements and Pump Station Renovations.  ofher property.  Plant treating leachate for Tazewell County.    X.  ChiefofPolice Report  ChiefDeskins presented the monthly Police Report. Chief] Deskins advised that the Police Department was in great need of a radar, therefore he received a grant for this purchase. Chief Deskins advised that Officer Byars plans to attend the academy in April due to the January class already full. He advised that the extension was approved by DCJS. ChiefDeskins advised that the Shop with a Cop was a great success. They provided 22 kids $300 each for Christmas gifts.  XI. Town Attorney Report  Mr. Tiller advised that the Joe Martin property on Twin Circle Drive. He stated that the Judge granted the Town ofLebanon judgement on the property. He advised that now the Town can  bring the property into compliance with the Town's Ordinance.  XII. Old Business  Business Nuisance, Junk Dealer, Inoperable Vehicles  Mr. Leonard advised that the Town Manager needs guidance from the Town Council concerning Business Nuisance, Junk Dealer and Inoperable Vehicles. The Town Council discussed these issues with Mr. Shortt and the Inoperable Vehicles with ChiefDeskins. Mr. Leonard advised that ini the Town's. Junkyard Ordinance that any person who fails to obtain a license is subject to a $50 penalty. For any other violation ofany ofthe provisions oft this article, the penalty shall be fixed upon conviction, in an amount not to exceed $100 and the costs of prosecution. Each day's violation ofany oft the provisions oft this article shall constitute a separate offense. Mayor Dodi stated for Mr. Shortt to continue to work with Mr. Tiller and Chief Deskins concerning these  issues.  XIII. Committee Reports  Mr. Leonard advised that Gracewood Community Church located on Donald C. Moore Drive has requested if possible a Street Light at the entrance oft their property. Mr. Leonard advised for Mr. Shortt to work with Appalachian Power to discuss placing a Street Light at the entrance. Mr. Leonard advised that he received a complaint concerning al home close to Gracewood Community Church that has outdoor chickens, a turkey and two pigs on their property. Mr. Leonard stated that the animals was running at large sometimes. Mayor Dodi advised that under the Town Code the Mr. Leonard stated that concerning the Urban Maintenance State Street Funds they were on schedule utilizing the funds. Mr. Leonard requested Mr. Shortt let the all the Street Employees know how he appreciates all their hard work and dedication to keep all the Town Roads clean Upon motion made by Mr. Fields, seconded by Mr. Leonard, the Town Council unanimously voted to create aj position as Public Utility Director and promotions for Supervisors as discussed in the Personnel Committee meeting. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye.  owner can have the animals, but they must be contained.  during the snow plus with the staff being shorthanded.    Mayor Dodi advised that the 2022 Event list was almost completed for the brochures. Mayor Dodi advised that he, Ms. Jackson and Ms. Nunley met regarding Christmas Lights for the new Street Poles. He advised that the proposed quote for Christmas Lights is placed at each Town Council's station. Mayor Dodi advised that the Annual VACO/VML Local Government Day is coming up in February 2, 2022, and February 3, 2022, he is planning on attending plus any Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the Town Council unanimously voted to approve for Mayor Dodi and any Town Council Member to attend the. Annual VACO/VMLI Local Government Day Event. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye. The Town Council discussed planning an ARPA Committee Meeting. They agreed to set a Financial Committee and ARPA Committee meeting for January 31, 2022, to start at 4:00 P.M. The Town Council agreed to set a Personnel Committee meeting for February 14, 2022 at 4:30  Council Member is welcome to attend.  P.M. to discuss the Organizational Chart and Water/Wastewater salaries.  XXI.  Adjourn: 7:34P.M.  Upon motion made by Mr. Leonard, seconded by Mr. Lambert, the Town Council unanimously voted to adjourn. The vote was as follows: Ms.. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer,  Aye; Ms. Stanley, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye.    OPu A. Diane Nunley, Clerk  Ehygnt  Nelson "Tony" Dodi, Mayor  P  wiknly  Minutes recorded by: A. Diane Nunley, Clerk of Council Minutes prepared by: A. Diane Nunley, Clerk of Council