Lebanon Town Council Regular Monthly Meeting Town Hall, Lebanon, Virginia Monday, August 8, 2022 6:00 P.M.  Council Members Present:  Nelson A. "Tony" Dodi, Mayor DeAnna C.. Jackson, Vice- Mayor A.Doyle Fields, Council Member ScottJ J. 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 of Council Richard Eric Deskins, Chiefof Police  Staff Members Present:  I. II. III. IV.  The meeting was called to order by Mayor Dodi. Prayer: James Nunley Pastor Cedar Pointe Baptist Church.  Pledge of Allegiance Edit for items not on the agenda:  Ms. Stanley requested to add under Public Request Haunting on Main for Angie Carpenter and Sara Osborne. Mr. Leonard: requested to add under Old Business discuss Standard Operating Upon motion made by Mr. Gilmer, seconded by Ms. Stanley, the agenda as amended was unanimously approved. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr.  Procedures for Delinquent Meals/Lodging Taxes and Business License.  Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye. Edit and approve minutes from the 07/11/22 regular council meeting.  V.  Upon motion made by Mr. Lambert, seconded by Mr. Leonard, the minutes from the 07/11/22 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 ofJuly:  Mr. Shortt requested to add Accounts Payable Preliminary Report Part B to the. July Accounts  Payable.    Upon motion made by Mr. Gilmer, seconded by Mr. Fields, the accounts payable for the month of July including account's payable part B however excluding Vendor 10-33 Communications & Solutions, LLC. and Atlantic Emergency Solutions until further discussion in closed session or committee reports 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. Recognition  Mayor Dodi presented Mr. Daniel Musick a Retirement Resolution Plaque for his twenty-five Upon motion made by Ms. Jackson, seconded by Ms. Stanley, the Town Council unanimously voted to approve the retirement resolution for Daniel R. Musick as presented. The vote wasas follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard,  plus years with the Town ofLebanon.  Aye; Mr. Lambert, Aye.  VIII. Public Request:  Carol Doss- Fix It Fair  Carol Doss executive director for two nonprofits Upper Tennessee River Roundtable and Keep Southwest Virginia Beautiful, requested the Town Council's support by promoting the Fix It] Fair project. She advised that this event would include seven vendors with special skills such as a small appliance repair, small furniture repair, repair bicycles, repair electronics, mending clothes but still looking for someone to repair jewelry. Ms. Doss stated that the Fix It Fair grant will pay as small stipend plus lunch and snacks to each oft the vendors. She stated that the Fix It Fair event is set for September 17, 2022, at the Lebanon Farmers Market from 11:00 A.M to 1:00 P.M. and iti is free to the public. She advised they will require preregistration. Mayor Dodi requested Ms. Doss email the Fit It Fair information to Ms. Nunley for the Town tol help promote the event. Buddy Kiser, local citizen stated that the hillside on Munsey Drive has been cleared therefore there is nothing to stop a vehicle ifit goes over the hill. Hei requested the Town install a guardrail tol help protect any vehicle from going over to the bottom of the hill. Mayor Dodi advised that the Town Manager will be in touch with VDOT to determine what they can do to help Mr. Kiser out. Doro Martin advised the Town Council that she is here to discuss Vet Fest. She advised that Vet Fest will be September 24, 2022, at the Russell County Fair grounds for the second year. She stated that their purpose is to bridge the gap between active military, retired military and our communities. She stated that most veterans are loners and sometimes they feel not wanted within the community, but she stated that she would like to change that. Ms. Martin presented a schedule of events for the one-day Vet Fest which includes something for everyone to do. She stated that this years Vet Fest is in memory of Austin Daugherty graduate ofLebanon High School he lost his battle to post traumatic stress. She expressed her desire for all the Town Council to attend this event and requested the Town hang her Vet Fest banner out front ofthe Town Hall again this year. Mr. Leonard stated that he appreciates Ms. Martin and how passionate  Mr. Gilmer requested Mr. Shortt get some cost estimates for this project.  she is about this cause.    Angie Carpenter advised that Haunting on Main is getting close, but she has two requests for the Town Council. The first request is to extend the road closure up to the Lebanon Middle School crosswalk because they will be using the campus at the Lebanon Middle School if approved for a haunting maze and storytelling therefore, she worries some child may step off the sidewalk and possibly get hit by a car. The Town Council agreed to close off the road up to the Lebanon Middle School crosswalk. Sara Osborne presented a diagram for the haunting maze. Ms. Osborne advised that she works with People Incorporated therefore she works with Russell County, Washington County and Buchanan County as a domestic violence advocate. She advised that she is trying to raise support with local businesses and the community for domestic violence to let them know what resources are available for homeless, counseling, vehicle, financial, etc. Ms. Osborne advised that October is the national month for domestic violence awareness therefore she is pardoning with Angie Carpenter to expand her event. She stated that the diagram will bel like a corn maze but with black plastic and PVC pipe which Lebanon Block will loan to them for this event. She stated that there will be resources there and material with information to hand out to the public. Ms. Osborne requested, if possible, for the Town Council attend the event. Mayor Dodi advised her to arrange a time with Ms. Carpenter for the Town Council to meet at the events and let Ms. Nunley know to coordinate with the Town Council members. Ms. Carpenter's second request was for the Town Council to help purchase ai new Haunting on Main banner because the wind destroyed their last one. Mayor Dodi advised that the Town would work to help Wanda Burke presented flyers advertising for Maro Mero to be in Lebanon. She advised that he iss scheduled to speak at all high schools Castlewood, Honaker and Lebanon as well as a community night for the public. She expressed her appreciation for all donations and support for Randy Burke advised that he had already heard the response from the Attorney General's office concerning the Suboxone Clinics. Mayor Dodi advised that he received the. Attorney General's email at 5:001 P.M. this afternoon and the response was on the Towns website for the public. Mr. Burke stated that he was not giving up getting these Suboxone Clinics out oft the Town. Mr. Burke requested the Town Council help him pray that no bad situations happen at any ofthese clinics ifs someone is denied their medication. Mayor Dodi requested Mr. Tiller advise the public ofhow the Town Council plans to handle any future businesses coming to the Town ofLebanon. Mr. Tiller advised that basically what the. Attorney General stated was that a locality cannot prohibit the establishment of clinics specializing in office-based opioid treatment anywhere within the Town'sb boundaries however there is nothing that would prohibit the Town from otherwise regulating the valid use of zoning power to enacting restrictions on the siting or location of any such clinics. He advised that the Town is planning to set restrictions that would limit the location where clinics can locate. Mr. Burke requested the Town be aware of abortion clinics coming to  replace the banner.  this event.  the Town by stating they are a women's! health clinic.  IX. New Business  Approve Surplus Items and Set Auction Date  Mr. Leonard advised that the only thing on this surplus item list that needs to be replaced fairly quick ist the 2004 Chevrolet Venture Van, the admin department and water/sewer maintenance uses this vehicle. He advised that he spoke with Mr. Shortt and Mr. Hughes regarding the surplus list and Mr. Hughes advised that the 2000 Chevrolet 3500 S-50 4x4, 4 doors weren'tin: any hurry    to1 replace therefore Mr. Leonard advised the Council to wait until next fiscal year budget to Upon motion made by Mr. Leonard, seconded by Ms. Jackson, the Town Council unanimously voted to declare all the presented surplus items as surplus excluding item 16 water tank and to set the auction date for October 1, 2022, for 10:00 A.M. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye.  replace it.  Discuss Cedar Fest 2023 & Set Date  Mayor Dodi advised that the Town Council needed to set the Cedar Fest date for 2023. He advised that the Sam Whited Gospel Day would be the Saturday before which is. June 3, 2023. Upon motion made by Ms. Jackson, seconded by Ms. Stanley, the Town Council unanimously voted to set Cedar Fest dates for June 9 and June 10, 2023. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Aye; Mr.  Lambert, Aye.  Discuss Big Rig Showdown  Mayor Dodi advised the Ms. Kiser is planning the Big Rig Showdown for a two-day event for July 28 and July 29, 2023. Mr. Fields advised that the money that was raised at the 2022 Big Rig Showdown they donated $15,000 to Rosedale Baptist Church for the flood victims and $5,500 to Friends ofHonaker for a new shelter. Mayor Dodi presented a plaque from Southwest Virginia Big Rig Showdown expressing their appreciation for the Town ofLebanon's support.  Discuss Veteran'sl Park Design  The Town Council discussed the Veterans Park landscape design and agreed to meet with Mr. Brown at the Veterans Park before making a decision on the design. Mr. Shortt advised that he was planning to set a meeting with Mr. Brown and the Town Council at the Russell Theater to discuss the plans for the pavilion. The Town Council agreed to set meeting with Mr. Brown to  discuss both projects. Old Business  X.  Standard Operating Procedures Delinquent Business License  Mr. Leonard presented a standard operating procedure for delinquent meals/lodging taxes and business license tax. Mr. Leonard requested each Town Council member and the Town Attorney review this standard operating procedure in order toj prepare a final version for the standard operating procedures for delinquent meals/lodging and business license tax.  XI. Town Managers Report  Street Banner Lighting    Mr. Shortt advised that Mr. Gilmer: requested a quote for lighting for the Main Street banners. Mr. Shortt suggested to wait until the second phase downtown lighting poles was installed to see  ifadditional lighting is needed. Baptist Church Wall Quote  Mr. Shortt advised that ini the information section of the council packets was three quotes for the Lebanon Baptist Church Wall. Mr. Shortt presented the three quotes as follows:  Steffey Construction Chad Newberry Construction Ken Construction Co.  $27,600.00 $31,965.04 $28.707.00  Upon motion made by Mr. Lambert, seconded by Mr. Fields, the Town Council unanimously voted to approve the lowest quote by Steffey Construction in the amount of $27,600 for the Lebanon Baptist Church Wall. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr.  Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye.  The Lane Group-DEQ  Mr. Shortt advised that he met with the Lane Group Chris Mullins and Kevin Meade and' Town Employee Chris Dye to discuss other options since the principal forgiveness was not what the Town was hoping it would be. The Lane Group has applied for two other loan applications. One is for just the pump station which comes through DEQ ARPA Funds. The Lane Group applied for finding in the SSES study for the sewer system and applied for PER upgrades through VDH. He advised that the Lane Group has applied through Cumberland Plateau's Southwest Virginia Water/Wastewater Funds for $125,000 for materials for the Big Cedar Creek project and also a new. Pump Trailor for sludge removal for the water plant to take to the wastewater plant.  Nathan Brown Meeting  Mr. Shortt advised that he will coordinate a meeting with Nathan Brown and the Town Council to  discuss the Veterans Park landscape project and the Russell Theater pavilion.  VHSIP Grant  Mr. Shortt advised that the Virginia Highway Safety Improvement Program (VHSIP) grant is only available to localities that own or maintain their owni roads. He advised that he had a webinar with the State two weeks ago and last year he met with Bristol locality, they seem to think there is a lot of grant money which is only for safety. Mr. Shortt advised that hei is planning to apply for this grant for the pedestrian signs for the crosswalks at the Middle School, Old Mill Park, Court House and the Library. He stated that the contacts with VDOT feel once the Russell Theater, Curkins and new Courthouse is completed the Town could show the increase in the foot travel for the downtown area and would be approved for funding. He advised the only problem is  the funding will not be until 2024 but the good thing it will 100% grant.  VRSA Grant    Mr. Shortt advised that the safety VRSA Grant last year was used to purchase the mobile light. He stated that the Town will receive $2,000 this year from the VRSA Grant funds. Mr. Shortt expressed the need for safety barrier which can be used for events, sidewalk projects, manholes and other projects. He advised that about 20 barriers at average price of$100 each would be 160  feet worth using these grant funds. Point broadband update  Mr. Shortt advised that he spoke with Joseph Puckett regarding a Point Broadband project update. Mr. Puckett advised that the design and engineer is complete and that they have applied to. AEP to  use their poles and starting to apply with Verizon to use their poles as well.  Lebanon High Football request  Mr. Shortt advised that Darrell Taylor Lebanon High School football coach requested the Town donate some oft the sand from the Beach Party to the Lebanon High to fill in holes at the football field. The Town Council agreed to donate some oft the sand for the Lebanon High School football Mr. Gilmer requested Mr. Shortt meet with Chris Dye to reprioritize the Water Plant PER as well as the Wastewater Plant PER. Mr. Gilmer requested to list which item that has been applied for funding. Mr. Shortt advised that maybe some ofthe Water Plant PER could be eliminated' but the Mr. Gilmer requested an update regarding the tax reliefrefunds. Mr. Shortt advised that Ms. Carrier has a spreadsheet from the county with an amount of what each person paid plus an amount the checks would be for, but she is now checking to make sure all their other accounts are  field.  Wastewater Plant PER that almost the entire PER is needed.  paid up to date before issuing ai refund.  Mr. Gilmer requested an updated ARPA spreadsheet for the September meeting.  XII. Chiefof Police Report  Chief Deskins presented the monthly police report. Chief Deskins advised that the new police vehicle is upfitted and ready to be picked up. He advised that then he will get an appointment  with. Jerry' 's Signs to get it striped. Enter closed session: 7:31 P.M.  XIII.  A. Upon motion made by Mr. Leonard, seconded by Ms. Stanley, the Town Council unanimously voted to go: into closed session under Code Section 2.2-3711(A)0)7) for the purpose to discuss personnel 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 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; Ms. Stanley, Aye; Mr. Leonard, Aye; Mr. Lambert,  Aye.  C.A.D 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 ofthe 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.  XIV. Adjourn closed session: 9:51 P.M.  XV.  Upon motion made by Mr. Fields, seconded by Ms. Stanley, the Town Council unanimously voted to hire Pasquale Romano as Community Police Officer at the starting salary. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr.  Leonard, Aye; Mr. Lambert, Aye.  XVI. Upon motion made by Mr. Gilmer, seconded by Ms. Stanley, the Town Council unanimously  voted to approve the invoices on the July 2022 A/P Preliminary Report from 10-33 Communications & Solutions, LLC. and Atlantic Emergency Solutions 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.  XVII. Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the Town Council unanimously  voted to approve to touch up the Police Department wall at the Fire Department and use a wire brush to remove any of the old paint. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye.  XVIII. Upon motion made by Mr. Lambert, seconded by Mr. Gilmer, the Town Council unanimously  voted to approve for legal council to move forward with legal concerning the delinquent nuisance issues on 191 North Angle Avenue. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye.    XIX.  Adjourn: 9:581 P.M.  Upon motion made by Mr. Lambert, seconded by Mr. Gilmer, 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.  24MR Nelson A. "Tony" Dodi, Mayor  aaus A. Diane Nunley, Clerk of  Zhnly  Minutes recorded by: A. Diane Nunley, Clerk ofCouncil Minutes prepared by: A. Diane Nunley, Clerk of Council