Lebanon Town Council Regular Monthly Meeting Town Hall, Lebanon, Virginia Monday, February 8, 2021 6:00 P.M.  Council Members Present:  Nelson A. "Tony" Dodi, Mayor DeAnna C. Jackson, Vice- Mayor A. Doyle Fields, Council Member Scott. J. Gilmer, Council Member Mary J. Stanley, Council Member M. Elijah Leonard, Council Member W. Bradley Lambert, Council Member Kevin L. Blankenship, Town Mannger A. Diane Nunley, Clerk ofCouncil Richard Eric Deskins, ChiefofPolice Kevin D. Tiller, Town Attorney  Staff Members Present:  I. II. III. IV.  The meeting was called to order by Mayor Dodi.  Prayer: Mr. Blankenship Pledge of Allegiance Edit for items not on the agenda:  Mr. Lambert requested to add discussion for lighting at the Ball Park.  Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the agenda with amended item was unanimously approved. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Edit and approve minutes from the 01/11/21 regular council meeting, 01/28/21 reconvened Upon motion made by Mr. Lambert, seconded by Ms. Stanley, the minutes from the 01/11/21 regular council meeting, 01/28/21 reconvened council meeting was unanimously approved. The vote was as follows: Ms.. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye;  Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye.  V.  council meeting.  Mr. Leonard, Aye; Mr. Lambert, Aye.  VI. Approve accounts payable and capital assets for the month of. January:  Mr. Gilmer presented al list ofit items to add to the accounts payable.  Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the accounts payable for the month ofJanuary with amended items 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 Conley Greg Fields for a Conditional Use Permit to place a Double  Wide Mobile Home on the property that is adjacent to 396 Fields Avenue.  Planning Commission Members Present: Donnie Ramey, Chairman Tim Coleman, Vice-Chairman R. D. Snead, Member DeAnna Jackson, Member Leonard Kegley, Member Kevin L. Blankenship, Member Planning Commission Members Absent J.S. Easterly, Jr., Clerk  A. B. C.  The Town Council recessed from regular session, 6:04 P.M. Mr. Ramey, Chairman, opened the public hearing: 6:04 P.M.  Mayor Dodi requested if there was Planning Commission Members that needed to be excused from voting due to potential conflict ofinterest regarding Mr. Fields application. Three members were excused: Tim Coleman, R.D. Snead and Kevin Blankenship. Mr. Coleman advised that it would be a conflict ofi interest for Mr. Snead, due to him being a Planning Commission Member, to speak on behalf ofMr. Fields regarding this  application.  D. E.  Mr. Fields requested that he had a potential buyer that would like to place a Doublewide Mobile Home on the 6-acre tract that is adjacent to 396 Fields Avenue. Mr. Johnnie Poole stated that he and his wife Sara own land that is adjacent to this property. He stated that they are concerned about an increase ini traffic on the existing one-lane road. Mr. Poole advised that there is already a substantial amount oftraffic on the road plus with the previous Town's approval for Mr. Fields to sell four more. house seats which would add to the existing problem. He stated that no one knows the weight limit for the bridge therefore he feels the Doublewide Mobile Home would be too nuch weight for the bridge. He feels the mobile home could affect the value oft their property. Mr. Tim Coleman stated that earlier today he was traveling on the road and had to back up three times due to traffic on Fields Avenue. He advised that ift the Town approved this permit that it could possibly enable more people in the future requesting to add mobile Nick Compton spoke on behalfofTina Hill, his sister-in-law, he advised that Ms. Hill's  F.  homes within the Town.  G.  biggest concern was the one-lane bridge.    H.  Mr. Snead advised that he understood all the questions each citizen had concerning the conditional use permit. He stated if approved the mobile home would have the same restrictions as the previous permit approval, which must be placed onj permanent foundation, wheels must be removed and front porch installed.  I. J.  Mr. Ramey advised that after speaking with some Town Citizens he was concerned about Mr. Fields advised that he had spoken with a couple of contractors to get pricing concerning repairing the two bridges. He stated ifhis permit doesn't get approval for the doublewide mobile home that he may build an apartment complex on the property which Mr. Ramey requested a motion regarding the request to approve a conditional use permit.  the one-lane bridge leading to the property.  would be allowed in a R-2 General Dwelling District. The request failed fora a lack ofai motion.  K.  VIII. Mr. Ramey closed the public hearing, 6:27 P.M. IX. The Town Council returned to regular session, 6:27 P.M.  X. XI.  Mr. Ramey recommended on behalfo oft the Planning Commission the Conditional Use Permit  failed for al lack ofa motion. Public Request  Lebanon Little League-Travis Lambert  Mr. Lambert requested that the Little League field isi in need of some maintenance before their season starts. He stated the dugouts need pressure washing, lighting for outfield, and edging on the field. He spoke with Southwest Virginia Community College about their team using the field, but the field lighting didn'tmeet their standards, they need 50-foot candles infield and 30 foot candles outfield. Mr. Brad Lambert advised that Justin Adams with Triple A provided the Mr. Gilmer requested for Lebanon Little League tol have use ofthe field until their season ends which should be Memorial Day weekend and then coordinate with Mr. Farmer, Parks & Mr. Lambert advised that little league has a building located at Glade Hollow and they would like to move the building to the Lebanon field fors storage. Mayor Dodi requested to be sure the  edging work on the field last year.  Recreation Director, concerning the Little League All Star games.  building is placed in a safe location. Virginia Highlands USSSA-Jonathan Shelton they reconvened, he would get him on the agenda.  Mr. Lambert advised that Mr. Shelton was not able to make tonight's Council Meeting but if    Aerial Photography-Greg Cromer interested just give him a call.  Mr. Cromer presented aerial photos oft the Town ofLebanon. He advised that ifa any member is  XII. New Business  Community Center. Activities Discussion  Ms. Stanley advised that she had spoken with Shane Farmer to brainstorm ideas for the Town of Lebanon. One idea was to invite different food trucks possibly weekly or every other week as more people are using the pool and ballfield. Mr. Farmer would advertise. Ms. Stanley suggested the Town plan an Easter Egg Hunt and coordinate with the Lebanon Lions Club to provide a. July 4th event. Ifpossible, she requested planning the Forksi ini the Road event plus the yard sale is al huge request of citizens. Ms. Stanley advised that she had spoken with Amber Mayor Dodi discussed the days that Sawyer Brown was available for the Cedar Fest Event. The Town council agreed to plan for the Cedar Fest Event on the football field for. June 12 and June 13. The Town Council agreed to plan for the Beach Party Event for August 14. The Council The Town Council discussed reopening the Lebanon Community Center. The council agreed for Mr. Farmer to reach out to Sean Mitchell with the Health Department for al better understanding  Amburgey concerning the brochures for the 2021 events.  agreed toj proceed with Amber Amburgey for the 2021 Brochures.  of what the guidelines are concerning the Community Center.  XIII. Recess: 7:39P.M. XIV. Resume: 7:50P.M. XV. Town Managers Report  Mr. Blankenship discussed the Tobacco Free Policy. Mayor Dodi requested to discuss the  Tobacco Free Policy in closed session.  XVI. Enter closed session: 7:58 P.M.  A. Upon motion made by Mr. Leonard, seconded by Mr. Lambert, the Town Council unanimously voted to goi into closed session under Code Section 2.2-3711(A)(7) for the purpose oflegal to discuss policy. 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. Lambert seconded by Mr. Leonard, 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 oft 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.  judgment, has taken place.  Blankenship, Aye; Mr. Tiller, Aye; Mr. Deskins, Aye.  XVII. Adjourn closed session: 9:14P.M. XVIII. Town Managers Report  Mr. Blankenship advised that Robbie Meade and Billy Hughes was preparing quotes for different projects throughout the Town. Hej plans tol have cost estimates prepared so they can be included in the budget for each department. Mr. Gilmer stated that he had requested at the. January 5, 2021 meeting for Mr. Blankenship to prepare a list ofs some State Street projects for tonight's meetings. Mr. Gilmer stated the importance for State Street quotes being prepared and approved early due to the Urban Maintenance Funds needing to be exhausted by June 30, 2021. Mr. Leonard advised to make sure the Town counts all the State Street projects and employee's wages tol help preserve the general lund. Ms. Stanley requested within what time period they should have the quotes. Mr. Blankenship advised that he hoped to have a complete list soon. Mr. Blankenship presented a COVID-19 and Infectious Disease Prevention Plan Policy provided by VRSA. He stated that he is waiting to complete the contingency plan when he meets with all Mr. Blankenship presented an invoice from Gentry Locke Attorneys concerning the Northrop Grumman Systems Corporation Tax dispute case. The Town pays. 38% oft the bill from Gentry Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the Town Council unanimously voted fori the Town ofLebanon to pay $1,614.75 which is 38 % oft the invoice to Russell County Board of Supervisors from Gentry Locke Attorneys concerning the Northrop Grumman Systems Corporation Tax dispute case. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr.  the supervisors.  Locke Attorney, the county pays the remaining balance.  Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye.  XIX. Town ChiefofPolice Report  Chief Deskins discussed the Policer.port. He advised that the designated COIVD Police vehicle was fully equipped with COVID related equipment. ChiefDeskins stated that the Police Department has prepared a policy that ift they receive any COVID related issue the officer must take the COVID Police vehicle. Chief] Deskins presented a Duty to Intervene policy to help    protect officers. All members must recognize and act upon the duty to intervene to prevent or stop any member from conducting any act that is unethical, or that violates law or policy either by Upon motion made by Mr. Lambert, seconded by Ms. Stanley, the Town Council unanimously voted to approve the Duty to Intervene policy as presented pending upon legal approval. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr.  verbal and/or physical.  Leonard, Aye; Mr. Lambert, Aye.  XX. Town Atlorney Report  Mr. Tiller advised that Tanner Couch paid his balance in full. He stated that he had filed suit  against three different properties for nuisance violation.  XXI. Recess: 9:54 P.M. XXII. Resume: 10:04 P.M.  XXIV. Mr. Lambert discussed the present cost for the lighting at the Lebanon Ball Field, he advised that by changing the bulbs to LED Bulbs would save: a great deal in the monthly power bill. Mr. Lambert presented two quotes from Musco Sports Lighting, LLC, the SportsCluster option 1 includes using the existing poles at a quote of $117,650.00 the Light-Structure System option2 consists ofinstalling new poles at a quote of $180,298.00. The warranty program from Musco Sports Lighting, LLC. includes materials and onsite labor which would eliminate 100% ofy your maintenance costs for the life ofthe warranty 25 years with Light-Structure System or 10 years with SportsCluster system. Mr. Lambert presented two quotes from Appalachian Power, the first quote includes material and labor but would not include new poles for the amount of $68,730.00. The second quote consists ofmaterials only for the amount of$38,179.00. Appalachian Powar Mr. Gilmer stated that he would like to fix the lighting at the Little League Field. He stated his desire to budget for either replacing or repairing the Littie League Field lighting in the next fiscal year. Mr. Gilmer stated other financial needs the Town has such as the façade at the Russell Theater, plus not be able to project the expense the Town will encounter from the Lebanon Community Center for the next fiscal year. Mr. Leonard stated his concern coming July 1,2021 the bond payment is due for the new Fire Truck and other financial needs oft the Town. The other council expressed their concerns of other projects that are financially out weighing this project for  warranty is only for the lights fora 10-year period.  the Town at this time. XXV. Committee Reports  Mr. Gilmer discussed opening the Lebanon Community Center. Mr. Gilmer requested Mr. Blankenship assist Mr. Farmer in preparing the budget for the Parks and Recreation. Upon motion made by Mr. Lambert, seconded by Mr. Gilmer, the Town Council unanimously voted to reopen the Lebanon Community Center February 16, 2021, and the Town Hall front lobby office February 10, 2021. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye;  Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye    Mr. Gilmer expressed his thoughts concerning the CD's at First Bank & Trust Company that are up for renewal inl March. He requested to move the funds from the LGIP accounts into First Bank & Trust Company providing they will honor the .50% rate with larger balance for the General Upon motion made by Mr. Gilmer, seconded by Mr. Fields, the Town Council unanimously voted tor renew the three $1,000,000.00 CD's at First Bank & Trust Company at a rate of.75% for a six- month period. The vote was as: follo-ws: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Gilmer recommended moving more employees over to work on State Street projects. Mr. Gilmer expressed his desire to help Emmanuel Baptist church with the water issue on their property. Mr. Gilmer recommended providing a ditch for the church and on the Town'sr right of way provide the drop inlet that the Street Supervisor proposed. The Town council discussed the Mr. Gilmer requested for Mr. Blankenship to have on next month's agenda the three PER to bring the Town Council up to date with an explanation of what they consist and where they are as ofthe date. Mr. Blankenship advised the first PER was for mapping ofa all water and sewer lines. The other PER for the Water Plant consists ofe evaluation oft the plants to see what upgrades the plant needs. The PER for the WasteWater Plant is the identify deficiencies and needs within the Mr. Gilmer requested for the Town Council to go into closed session for a personnel issue.  Fund account.  Ms. Stanley, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye.  issues with Emmanuel Baptist Church.  existing wastewater treatment facility and pump stations.  XXVI. Enter closed session: 11:09P.M.  A. Upon motion made by Ms. Stanley, seconded by Mr. Lambert, the Town Council unanimously voted to go into closed session under Code Section 2.2-3711(A)(1): for the purpose of personnel. 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. Lambert, seconded by Mr. Leonard, 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 ofy 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 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 oft the departure that, ini 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.  judgment, has taken place.  Blankenship, Aye; Mr. Tiller, Aye.  XXVII. Adjourn closed session: 11:20P.M.  XXVIII. Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the Town Council unanimously voted toj provide a fifty-dollar monthly phone stipend to Diane Nunley Clerk of Council. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye;  Mr. Leonard, Aye; Mr. Lambert, Aye.  XXIX. Adjour: 11:25 P.M.  Upon motion made by Mr. Lambert, seconded by Ms. Stanley, 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.  OPheusEhny gi a Wawo  Melson A. "Tony" Dodi, Mayor  A. Diane Nunley, Clerk  wry  Minutes recorded by: A. Diane Nunley, Clerk of Council Minutes prepared by: A. Diane Nunley, Clerk of Council