Lebanon Town Council Regular Monthly Meeting Town Hall, Lebanon, Virginia Monday, November 8, 2021 6:00F 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 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: Justin Honaker Pastor Lebanon Community Fellowship  Pledge of Allegiance Edit for items not on the agenda:  Ms. Stanley requested to add events on Lebanon Middle School Lawn after the Christmas parade. Mayor Dodi requested to add Appalachian Soccer Association donation. 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. Edit and approve minutes from the 10/12/21 regular council meeting, 11/04/21 called council Upon motion made by Mr. Leonard, seconded by Ms. Stanley, the minutes from the 10/12/21 regular council meeting, 11/04/21 called council meeting was unanimously approved. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr.  Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye.  V.  meeting.  Leonard, Aye; Mr. Lambert, Aye.  VI. Approve accounts payable and capital assets for the month of October:  Mr. Gilmer advised that Mike Akers requested to participate in the Downtown Revitalization Façade program, but Mr. Akers purchased the materials himself and paid for the labor. DHCD denied the refund oft the material cost tol Mr. Akers because those materials should have purchased by either the TownofLebanon: or DHCD. Mr. Gilmer requested that Mr. Akers be    reimbursed for the materials cost only and to add this amount to the accounts payable for the Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the accounts payable for the month ofOctober with the addition to reimburse Mike Akers for material cost was unanimously approved. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms.  month of October.  Stanley, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye.  VII. Public Request  PSA Water Rate Discussion-Cuba Porter and Harvey Hart  Mr. Cuba Porter with the Russell County PSA stated that in the contract for water with the Town ofLebanon and the Russell County PSA the contract requested an audit for the cost oft the water. He stated that this audit has not been done for several years therefore Mr. Porter requested the Town ofLebanon review the cost of$4.20 per thousand that the Russell County PSA pays for water. He stated that the Russell County PSA gets water from Tazewell County for the amount of $2.70 per thousand-gallon, Tazewell County PSA for the amount of$2.90 per thousand gallon and Town ofHonaker for $2.50 per thousand gallons. Mr. Porter advises that the Russell County PSA is planning to expand their water service in more areas therefore he requested the Town of Lebanon look at lowering the cost Mayor Dodi requested that the Water and Wastewater Committee meet with Mr. Shortt to address Mr. Porter's request. Mr. Leonard requested the cost amount that the Russell County PSA sells water to Washington County for. Mr. Hart stated that they sell Washington County water for 10% over what they are charged. Mr. Hart stated the base rate charge is $31.25 per two thousand gallons and $12.50 for every thousand thereafter. Kelly McBride with the Russell County Library presented information regarding the quarterly  report for the Russell County Library.  VIII. New Business  ARPA Committee Recommendations  Mr. Gilmer presented a recap oft the. ARPA Committee meeting recommendation for the October 29,2021, meeting. Mr. Gilmer advised that they reviewed the recurring approved eligible expenses items and added our vendors that supplies materials fori infrastructure upgrades some of those are CMC Supply, Ferguson and maybe Lighthouse all of those eligible items was approved. He stated that inflation cost for chemicals for the Water Treatment Plant was approved. He advised that the ARPA Committee approved to allocate $50,000 to the Sanitation Department to purchase Roll Otts/Dumpsters, $10,000 fori indoor furniture and $10,000 outdoor pool furniture for the Parks and Recreation Department, $15,000 to approve the Lebanon Volunteer Fire Department purchase order request, $10,000 donation to the Lebanon Life Saving Crew, Town Hall carpet upgrade and two Scag Mowers one for Streets and one for Parks and Recreation. Upon motion made by Mr. Gilmer, seconded by Mr. Lambert the Town Council unanimously voted to approve all the recommended items from the ARPA Committee plus donate to the Lebanon Life Saving Crew $10,000 for the purchase ofai new ambulance. 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 Water Tank Maintenance Program  Mr. Shortt advised that this bid was for a ten-year contract fori inspection and maintenance which includes painting interior and exterior oft the water tanks. Mayor Dodi opened the sealed bids:  Southern Corrosion  $44,919.00 per year for the next ten years  Mr. Gilmer advised that this projects cost was eligible for ARPA funds. He stated that Mr. Shortt advised them that this is a needful project to continue to help provide healthy clean water to the Town Citizens. Mr. Gilmer requested that Mr. Shortt speak with Southern Corrosion to see if there would be aj penalty for paying more upfront on the cost oft this project. Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the Town Council unanimously voted to accept the bid provided by Southern Corrosion contingent upon review by the Town Council plus the Town Attorney and tol be taken from the ARPA funds while eligible. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr.  Leonard, Aye; Mr. Lambert, Aye. Discuss Russell Theater Pavilion Project  Mayor Dodi advised that he, Mr. Gilmer and Mr. Shortt and some Town Employees met at the Russell Theater with Nathan Brown to discuss the pavilion project. Mayor Dodi advised that most of the work can be done according to Mr. Brown's design utilizing the Town's labor and equipment. Mr. Shortt advised that the Street Department feels that can provide all the labor except the landscaping, handrail for the steps and structure at the top. Mr. Gilmer advised that they discussed starting the dirt work no matter ift they proceed with the pavilion orj just have a grassy area at the top for people to congregate. Mr. Gilmer requested the Street Department proceed with some oft the grade work. He advised that Mr. Brown stated he could, with the help of. James Osborne, provide some design work and spec for this project to which Mr. Shortt approved. He stated that as a result of the meeting Mr. Brown will provide some contours on the property for the earth work and some design work just to enable this project to be bided out just  for quotes.  Discuss Thanksgiving Day Dinner  Ms. Stanley advised that they would have flyers available for the Rescue Squad, Sheriffs office and the Town Police Department to hand out to invite people to the Thanksgiving Day Dinner. She advised that the schedule ofevents are as follows: Welcome people in starting at around 10:30 AM, singing followed by ai message from James Nunley and start eating at around 12:15 PM. Ms. Stanley stated that she needs for the Town guys to move all the tables and chairs from the Lebanon Community Center to the. High School on Wednesday and pick them back up before Monday morning. She stated that they are in need of volunteers to welcome people, serving the food, delivering food and washing dishes. Ms. Stanley advised that ifa any ofthe Town Council  could attend, please be there by 10:45 AM.  Discuss Cedar Fest  Mayor Dodi presented an update on Cedar Fest 2022. He stated that Aaron Bostic for1 the Gospel Day has about eight to ten groups lined up which is the weekend before Cedar Fest. The Gospel    Day will begin at 2:00 P.M. and finish at 8:001 P.M. Mr. Dodi advised that the Town has secured for Saturday, June 11,2021, Parmalee as the Head Liner and Crawford and Power. He stated for the Bluegrass on Friday, June 10, 2021, nothing is confirmed but some names to consider are Lonesome Range, Blue Highway and Lonesome River Band. The Town Council discussed different artists names and the budget amount set for Cedar Fest. Mr. Dodi requested tol have all the information finalized by the December Town Council meeting in order to get the brochures  printed by January 2022.  Events at the LMS Campus after the Christmas Parade  The Town Council discussed Santa and Ms. Claus set up in the LMS Auditorium, Food' Trucks, Preston Ball for pictures, Fire Department set-up fire pits for smores, local Businesses set up, and  DJ set up to provide music on the LMS Campus.  IX. Mr. Lambert advised that the Town Council that Appalachian Soccer Association had requested the Town ofLebanon financially help them with the expenses for turf renovation, the field is Upon motion made by Mr. Lambert, seconded by Mr. Gilmer, the Town Council unanimously voted to donate $1,000 to Appalachian Soccer Association for treatment of the soccer field sod. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley,  owned by the Russell County IDA.  Aye; Mr. Leonard, Aye; Mr. Lambert, Aye. Enter closed session: 7:12P.M.  X.  A. Upon motion made by Mr. Fields, seconded by Ms. Stanley, the Town Council  unanimously voted to go into closed session under Code Section 2.2-3711(A)(1) fort the purpose of personnel to discuss salaries for Water and Wastewater employees. 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 Mr. Gilmer, 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)  Dos 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 ofthe departure that, in their  judgment, has taken place.    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,  Aye.  XI. Upon motion made by Mr. Fields, seconded by Mr. Gilmer, the Town Council unanimously voted to adjust the salaries for the promotions at the Water and Wastewater Plants 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. Lambert, Aye.  XII. Town Managers Report  Mr. Shortt advised that The Lane Group applied to DEQ for al loan in the amount of $6.7 million which would cover all the upgrades stated in the PER. Mr. Shortt stated that the Town is tentatively approved but will be confirmed in December 2021. He stated that the approved amount could increase based ifsome municipalities decided not to participate. Mr. Shortt recommended inviting The Lane Group tot the next Water and Wastewater Committee meeting therefore they could explain how this process works because they have been through this DEQ loan process with other municipalities. Mr. Gilmer advised that the current service agreement with The Lane Group doesn't satisfy the Town's] procurement policy because our policy states that anytime the Town spend more than $60,000 for professional services the Town must either do an RFP or RFQ. Mr. Gilmer stated that he would like for Mr. Shortt to proceed with the RFP Mr. Shortt advised that he had spoken with Mr. Joseph Puckett with Point Broadband service. The cost for the Town ofLebanon tol be able to provide Point Broadband service to every Town ofLebanon Business and citizen is $1,789,074.00. Mr. Shortt advised that Point Broadband requested from the Town ofLebanon over the next two years the amount of $500,000.00. This would provide the Town with a 28% partnership with Point Broadband. He stated that based upon the Town'sa approval, Point Broadband advised that the project would be complete within 150-days. Mayor Dodi stated that the Town would need to have an RFP for this project therefore all other local agencies can bid. Mr. Gilmer stated that at1 the next. ARPA meeting they needed to Mr. Shortt advised that after speaking with Mr. Tiller he advised that in order for the Town to abandon San Doe Avenue they would need to conduct a public hearing. Mr. Shortt advised that one oft the adjacent property owners uses San Doe Avenue to park her vehicle. He stated the Town could abandon part or the entire road. Mr. Gilmer advised to abandon the entire San Doe Avenue. Mr. Leonard advised that he feels the Town needs to move forward with the Public Mr. Shortt requested the Town Council's pleasure regarding participating or not participating in the Gateway Project. He advised that ifthe Town chooses not to participate, they would need to pay $1,302.30 for expenditures to date. The Town Council discussed the Gateway project. The Town Council agreed for Mr. Shortt to get a quote to place the Arch in a different location and to Mr. Shortt presented the Russell Theater Phase II contract with Steffey Construction for the Town Council's review. Mr. Shortt stated that Mr. Steffey requested an 10% increase for materials for  or RFQ.  discuss allocating funds for this project.  Hearing which would eliminate the Town's liability for this road.  table the Gateway Project until the December meeting.  the last payment in Phase I.    Upon motion made by Mr. Gilmer, seconded by Ms. Stanley, the Town Council unanimously voted approve the presented construction contract between the Town ofLebanon and Steffey Construction for the completion oft the Russell Theater at the stated cost for $366,000, plus continue to do payments as it was set up in the first phase, continue to seek Historical Grant funds, possibly seek additional funds from VACEDA, then use. ARPA funds before using the General Fund account in that order. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye. Mr. Shortt advised that Fogleman Carpet plans to start installing the new carpet at the Town Hall on November 30, 2021. Mr. Shortt advised that the Virginia Fire Association would be in Lebanon November 17,2021, to conduct a fire study on the Lebanon Volunteer Fire Department. He advised that Nickelston Industries quoted $13,500 to install guardrail above the tennis court at the JS Easterly Park. He advised that the Street guys will remove the Thanksgiving banners in the morning and replace with the Eagle Banners. Mr. Shortt apologized fori moving forward with the $1,000 donation to the Appalachian Soccer Association, he stated that he wasn'taware that all  donations must be voted on by the Town Council.  XIII.  Chiefof Police Report  ChiefDeskins presented an updated monthly report. ChiefDeskins stated that $500 was left from the Shop with a Cop Program from last year. The Police Officers will donate money and they plan to take the kids to shop the first week in December. He stated the new Police vehicle has been ordered. Chief Deskins advised that as oftoday we. have received five applications for Police Officer. He has spoken with a couple Police Officer that are certified from Marion that  may apply. Town Attorney Report  XIV.  Mr. Tiller advised that hel had nothing to report.  XV.  Committee Reports  Upon motion made by Mr. Gilmer, seconded by Mr. Lambert, the Town Council unanimously voted to take the Soccer Association donation, Landscape Architect fees for the Dog Park and the Russell Theater Pavilion from the ARPA funds. The vote was as follows: Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye. Mr. Leonard expressed his appreciation regarding increase in collecting payments on the Fire Department Service invoices. Mr. Leonard, Street Committee Chairman, presented an update regarding the Urban Maintenance Funds. Mr. Leonard stated that the first quarter total expenditures was $269,017.25 and the amount received from VDOT for the first quarter was $237,933.99. He stated the October expenses for State Street was $46,336.75. Mr. Leonard advised that the State Street Department has allocated $250,000 for the Downtown Street Lighting project. Therefore, the balance for the remaining eight months should be about  $45,773.29 to spend monthly for the 2021-2022 fiscal year.    XVI.  Adjourn: 9:31 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.  OhlH A. Neison "Tony" Dodi, Mayor  QPaw  -  Byon  A. Diane Nunley, Clerk of Counél 4  Minutes recorded by: A. Diane Nunley, Clerk of Council Minutes prepared by: A. Diane Nunley, Clerk of Council