Lebanon Town Council Regular Monthly Meeting Town Hall, Lebanon, Virginia Monday, February 14, 2022 6:001 P.M.  Council Members Present:  Nelson A. "Tony" Dodi, Mayor DeAnna C. Jackson, Vice- Mayor A.Doyle 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 Christopher A. Snead, CITDirector Richard Eric Deskins, Chiefof Police  Staff Members Present:  Staff Members Absent:  I. II. III. IV.  The meeting was called to order by Mayor Dodi. Prayer: Travis Lambert Morning Star Full Gospel Church  Pledge of Allegiance Edit for items not on the agenda:  Upon motion made by Mr. Leonard, seconded by Ms. Stanley, the agenda was unanimously approved. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms.  Stanley,A Aye; Mr. Leonard, Aye; Mr. Lambert, Aye.  V.  Edit and approve minutes from the 01/10/22 regular council meeting  Upon motion made by Mr. Lambert, seconded by Mr. Leonard, the minutes from the 01/10/22 regular council meeting 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.  VI. Approve accounts payable and capital assets for the month of] January:  Upon motion made by Mr. Gilmer, seconded by Ms. Stanley, the accounts payable for the month ofJanuary 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 Hearing to Consider:  An Application Submitted by Stephen E. Keen to place a Doublewide Mobile Home on the property located behind 207 Trigg Drive in a R-1 single-Family Dwelling District  Planning Commission Members Present: Donnie Ramey, Chairman Tim Coleman, Vice-Chairman R. D. Snead, Member DeAnna Jackson, Member Leonard Kegley, Member Andrew R. Shortt, Member Planning Commission Members Absent J.S. Easterly,Jr., Clerk  A. The Town Council recessed from regular session, 6:05 P.M. B. Mr. Ramey opened the Public Hearing: 6:05 P.M.  C.  Mr. Stephen Keen advised that his daughter purchased a 2022 New Doublewide Mobile Home which would be placed on aj permanent foundation. The land is part in Town and part within the County; He stated they desire to place it in the Town tol have access to  Town water and sewer.  D. No one spoke in opposition of the permit.  E.  Upon motion made by Mr. Snead, seconded by Mr. Coleman, the Planning Commission voted to approve the conditional use application submitted by Stephen Keen to place a Doublewide Mobile Home behind the property located at 207 Trigg Drive based upon all Town: zoning regulations are followed. The vote was as follows: Mr. Ramey, Nay; Mr. Coleman, Aye; Mr. Snead. Aye; Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Shortt, Aye.  VIII. Mr. Ramey closed the public hearing, 6:13 P.M.  IX. X.  The Town Council returned to regular session, 6:13 P.M.  Mr. Ramey recommended on behalf ofthe Planning Commission that the application submitted by Stephen Keen to place a Doublewide Mobile Home on the property located behind 207 Trigg Drive was approved 5 Ayes to 1 Nays based upon that all Town zoning regulations are followed. Ms. Stanley advised that she lived at 273 Hillside Drive. Her property connects the property in question, but she didn'treceive ai notice concerning this application. She stated that her only concern, is that more mobile homes might be placed on this property. Mr. Keen advised that this would be the only mobile home placed on the property and he was willing to have this statement written in the deed. The Planning Commission advised that in the R-1 Single Family Dwelling is    the strictest zoning property within the Town, but the ordinance isn't clear to the definition ofa Mr. Ramey advised the Town Council that he would be moving. He advised that April 2022, would be his last month as serving as Chairman ofthe Lebanon Planning Commission. Mayor Dodi expressed his appreciation for Mr. Ramey' s service as Chairman oft the Lebanon Planning Upon motion made by Mr. Lambert, seconded by Ms. Jackson, to approve the Conditional Use Permit submitted by Stephen Keen to place a Doublewide Mobile Home behind the property located 207 Trigg Drive based upon all Town zoning regulations are followed. Mr. Fields requested a Roll Call Vote. The Roll Call Vote as follows: Ms. Jackson, Aye; Mr. Fields, Nay; Mr. Gilmer, Nay; Ms. Stanley, Nay; Mr. Leonard, Nay; Mr. Lambert, Aye. Mr. Leonard advised that as Mr. Ramey previously stated the R-1 Single-Family Dwelling district is the strictest areas in the Town ofLebanon. He stated that in R-2 General Family Dwelling district it speaks ofr mobile homes by obtaining a conditional use permit but not ini the R-1. Ms. Svitlana Boyd, Town Citizen, questioned how you know what zone you are in. Mayor Dodi advised that once you purchase property within the Town you must come to the Town Hall to determine what zoning area you arei in. The Town Council and Planning Commission discussed the R-1 Single Family Dwelling zoning ordinance and agreed to plan ai meeting for clarification  single-family dwelling.  Commission.  on several gray areas with the zoning ordinance.  XI. Public Request  Bargain Basement with Cars for Work Program-Heather Austin  Ms. Austin advised that she works for Occupational Enterprise which is a non-profit organization. She advised that they help low-income individuals and families to: maintain self-sufficiency. She stated that the low-income individuals cannot afford to purchase a car or afford car repairs. Ms. Austin advised that they try to get donations or even sell fleet vehicles for the Cars for Work program, sO they help supply affordable transportation for the low-income needs. Mayor Dodi advised that the Town may have surplus vehicles. He advised that Ms. Austin leave her  information with the Clerk ofCouncil. Lebanon Little League-Travis Lambert  Mr. Lambert advised that the Little League registration has begun. Little League opening day is scheduled for April 2, 2022, the back-up day is April 9, 2022, in case of bad weather. He advised that usually for the parade all the Little League teams meet at Lebanon Middle School Lawn come up Main Street to the Lebanon Little League field. Mr. Lambert questioned ifLittle League still needed to work with Mr. Farmer regarding the scheduling of all the Little League games. Mr. Lambert advised that Little League International has proposed an event they call Sandlot Days. He stated that this event is non-Little League related, it is community driven. He stated that the field is opened up to the public to play Sandlot. Mr. Lambert advised ifthey moved forward with the Sandlot Days he would like to designate the Little League field for Sunday's evenings to play. Mr. Lambert requested a monetary donation from the Town Council to purchase equipment for  the kids.    Upon motion made by Mr. Lambert, seconded by Ms. Stanley, to approve a $1000 donation to the Mr. Gilmer advised that the Parks and Recreation Director can spend up to $1,000 therefore he recommended that Mr. Lambert work with Mr. Farmer for the Town toj purchase the desired equipment and Little League rent out the equipment as needed under the guidance ofMr. Farmer. Mr. Lambert withdrew his motion. The Town Council agreed for the Parks and Recreation Director to purchase up to $1,000 in little league equipment to have for the Little League Teams  Lebanon Little League to purchase equipment.  to use as needed. Eagle Scouts Project Request  Derek Mitchell requested to build a 16' X20' shelter on the property that the IDA donated to the Town ofLebanon that is located on Haber Drive for his Eagle Scouts Project. He advised that he Upon motion made by Ms. Jackson, seconded by Ms. Stanley, the Town Council unanimously voted to approve. Derek Mitchell's Eagle Scout project to build a 16'X20 shelter near the creek that is located on Haber Drive. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Alec Decker requested to build bleachers at the Tennis Court at the JS Easterly Park for his Eagle Scouts Project. He advised that they would be 24' long with 3 rows high. Mr. Decker advised Upon motion made by Mr. Lambert, seconded by Mr. Leonard, the Town Council unanimously voted to approve Alec Decker's Eagle Scout project to build a 24' Bleachers with 3 rows high at the tennis court. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye;  would gladly accept any personal or group donation for this project.  Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye.  that this would provide seating for the Tennis Games.  Ms. Stanley, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye.  Keith Viers Resolution  Keith Viers, executive director ofthe Cumberland Plateau Regional Housing Authority, advised that Mr. Tiller helped draft the resolution regarding the proposed development of Main Street Villas at 1312 Main Street. Mr. Viers advised that this resolution was necessary for the tax credit application for the Main Street Vilas Project. Mr. Tiller advised that this is in three parts. He advised that the first part is a letter titled Plan of] Development Certification which basically is that the Town has approved this development and no other requirements by the Town are needed. The second part is the resolution that states the location where the current Carriage House is declared ai revitalization area under Virginia Code Section 36-55.30:2 because it is an area that is blighted, deteriorated and deteriorating. The third part is a letter which states the Town supports the allocation off federal housing tax credits by Southwest Regional Housing Development. Upon motion made by Ms. Stanley, seconded by Mr. Leonard, the Town Council unanimously voted to approve the letter titled Plan of] Development Certification, Resolution regarding the proposed development of Main Street Villas and letter showing the Town supports the allocation off federal housing tax credits by Southwest Regional Housing Development. The vote wasas    follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard,  Aye; Mr. Lambert, Aye.  Elite Grappling Wrestling State Event Donation-Jerry Stinson  Jerry Stinson requested on behalf of] Elite Grappling that they have six kids going to compete in the Virginia State Championships. He requested a donation to cover the entry fee expense. He advised that the entry fee is $40 per person which the parents are covering all motel and travel Upon motion made by Mr. Lambert, seconded by Ms. Stanley, the Town Council unanimously voted to donate tol Elite Grappling $280 for the entry fee: for the kids competing at the State Championship. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye;  expenses.  Ms. Stanley, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye. Outdoor Seating Discussion-Brent Mosley No one was present for this discussion.  Sam Jones  Sam Jones, Town Citizen, expressed his disapproval ofhow the Town Council advertised for the Downtown Revitalization Restaurant Incentive Grant in the amount of $50,000. He stated the only advertisement was ini the classified ad page oft the local paper and the sports page ofthe Bristol Herald Courier. He advised that no opportunity was brought to this grant until WJHL broke the story on February 7,2022. He stated that $50,000 is a large amount for any business to start-up capital here in Southwest Virginia, therefore it should have been advertised more locally as well as statewide. Mr. Jones stated that he was very disappointed in the newly elected Town Council because they did completely the opposite oft the platforms that they ran on. He stated that the three-week turnaround on the applications was not enough time for an individual tol havea secure business plan in place or did anyone complete a survey oft the Town to see what kind of restaurant the citizens might be interested in. He advised that in the WJHL news story that a certain individual stated that he was aware there was talk oft this grant opportunity and this individual just recently purchased the Old Mill Restaurant property. Mr. Jones stated that this appeared like business conducted behind the scenes, off the record and to suit your own personal interest or desires. He stated that he representatived the Town Citizens as a whole that this is extremely disappointing as how the Town ofLebanon has always operated therefore this is why the Town ofLebanon is not on the map for Southwest Virginia. He stated he wished the applicants that applied the best and he hopes the Town ofLebanon will become a place where he  and his family can enjoy themselves.  Randy Burke  Randy Burke stated that he thought he would have great news about the $2,500 that the Town gave a few years ago to have Marc Mero come to the schools. April 20 and April 21 but the Russell County Schools are not allowed to have events in the schools yet due to COVID-19. Mr. Burke stated that he will plan on having Marc Mero at the schools the next fiscal school year. He stated that after years of working with drug addicts it is SO important to reach the youth before  they get on drugs.    XII. Recess: 7:24P.M. XIII. Resume: 7:39 P.M. XIV. New Business  Downtown Revitalization Restaurant Incentive Grant-Set Date for Downtown Revitalization The Town Council agreed to adjourn to reconvene next Monday, February 21,2 2022, at 5:001 P.M. to discuss the Downtown Revitalization Restaurant Incentive Grant applications. Approve Ordinance Designating the Polling Place for Town Elections  Committee Meeting.  Mayor Dodi advised that this Ordinance states that all future elections will be held at Lebanon Upon motion made by Mr. Leonard, seconded by Mr. Gilmer, the Town Council unanimously voted to approve the Ordinance designating West Lebanon as the voting precinct. The: roll call vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms.  Elementary School the West Lebanon voting precinct.  Stanley, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye.  XV. Town Managers Report  Mr. Shortt presented the RFP Broadband. He advised that the ad will be in this weeks Lebanon News. He advised that he would email the information to Shentel, Point Broadband. The Town Council agreed to change the deadline tol March 4, 2022, for the RFP Broadband SO they can Mr. Shortt advised that the Local Choice Insurance price will increase 8 %% effective. July 1, 2022. Mr. Gilmer stated that he would like to offer the employees a choice for a less expensive Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the Town Council unanimously voted to approve the renewal of] Local Choice Key Advantage Insurance. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Mr. Shortt presented a proposal from Novo Solutions for the services they offer. Mr. Shortt recommended to the Council to let him continue to research this service for possible future needs. Mr. Shortt advised that a company Archive Social contacted him. He advised that the State of Virginia Public Records Act is now classifying social media post as public record therefore they are like any public record they need to be archived. They need to be archived by third party to protect each party involved. He advised that as ofnow the Town doesn'treceive very many conflicting posts therefore Mr. Shortt feels this is something the Town will need to consider in the  review the proposals at the March 7, 2022, Council Meeting.  plan ofi insurance.  Aye; Mr. Lambert, Aye.  future.    Mr. Shortt requested the Council's pleasure regarding the ARC Engineering Services. He advised that no one had responded to the ads for Engineering Services. He advised that legally where The Lane Group are in a contract for General Services with the Town. He: requested the council's Upon motion made by Mr. Gilmer, seconded by Ms. Stanley, the Town Council unanimously voted to move forward using The Lane Group as the Engineering Service for the ARC Grant. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Fields, Aye; Ms. Stanley, Aye; Mr. Shortt advised that he spoke with Jess Powers regarding First Responder grants for the Police Radios. Mr. Powers stated he may have some First Responder Grants available the first of May. Mr. Shortt advised that he spoke with Jessica at Jerry's Signs concerning the Russell Theater Mr. Shortt advised that the Zoning Map needed to be updated. He advised that the last map dated 2015 does not include the Homestead, Gardenside a couple more areas are mis zoned. Mr. Shortt advised that he had spoken with. James Baker with Thompson & Litton, if possible, he would like toy work with him to get an updated Zoning Map. The Town Council agreed to meet with the Planning Commission on February 28, 2022, to discuss updating the Zoning Ordinance.  pleasure regarding this issue.  Mr. Leonard, Aye; Mr. Lambert, Aye.  Signs which should be installed around the middle of March.  XVI. Chief of] Police Report  Chris Snead presented the monthly Police Report. He advised that the last new. Police Vehicle is  ordered.  XVII. Town Attorney Report  Mr. Tiller advised that he had nothing to report to the Town Council at this time.  XVIII. Committee Reports  Ms. Stanley advised that Amber is working the Event Brochures which is in the final stages. Mr. Gilmer advised that he had a couple ofrecommendation for the ARPA Committee. He advised that the ARPA Committee recommends allocating $8,000 for the Police Department Shooting Range. Mr. Gilmer advised that the ARPA Committee recommended to move forward with the 2023 Police Utility Vehicle that was proposed to bei ini the 2022-2023 Budget. Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the Town Council unanimously voted to allocate $8,000 for the Police Department Shooting Range project. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the Town Council unanimously voted to purchase the 2023 Police Utility Vehicle. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye.  Aye; Mr. Lambert, Aye.    Mr. Leonard presented a State Street update. He advised that ifin the fourth quarter there are substantial funds left, he would like to discuss restriping or maybe slurry on secondary roads. Mr. Leonard stated that the Town has used 200 tons of salt and requested 50: more tons ofs salt from  VDOT.  XIX.  Enter closed session: 8:25P.M.  A. Upon motion made by Mr. Fields, seconded by Mr. Leonard, the Town Council  unanimously voted to go into closed session under Code Section 22-3711(A)090)0) for the purpose of personnel, acquisition or sale ofp property and legal issues. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr.  Leonard, Aye; Mr. Lambert, Aye.  B. Upon motion made by Ms. Jackson, seconded by Mr. Fields, the Town Council  unanimously voted to return to: regular session. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Aye; Mr.  Lambert, Aye.  C. 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 of the departure that, in their The roll call vote was as follows: Mayor Dodi, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Shortt,  judgment, has taken place.  Aye; Mr. Tiller, Aye. Adjourn closed session: 9:25 P.M.  XX. XXI.  Upon motion made by Mr. Fields, seconded by Ms. Stanley, the Town Council unanimously voted to adjust the salaries as discussed in closed session. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Aye; Mr. Mr. Leonard request the salaries be listed ini the minutes. They are as follows: Christopher Dye increase by $1,000, Adam Breeding increase salary up to $48,000, Shannon Turner increase salary up to $48,000, Jonathan White increase by $1,000 plus change to salary and Justin  Lambert, Aye.  Warren increase by $1,000 plus change to salary.    XXII.  Upon motion Ms. Stanley, seconded by Mr. Gilmer, the Town Council unanimously voted to change the Regular March Town Council meeting from March 14, 2022, to March 7,2022. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley,Aye;  Mr. Leonard, Aye; Mr. Lambert, Aye.  XXIII. Adjourn: 5:50P.M.  Upon motion made by Mr. Lambert, seconded by Mr. Gilmer, the Town Council unanimously voted to adjourn to reconvene on February 21, 2022, at 5:00P.M. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Aye;  Mr. Lambert, Aye.  wi A. Diane Nunley, Clerk  Ph Nelson A. "Tony" Dodi, Mayor  foslay  Minutes recorded by: A. Diane Nunley, Clerk of Council Minutes prepared by: A. Diane Nunley, Clerk of Council