Lebanon Town Council Regular Monthly Meeting Town Hall, Lebanon, VA Monday, January 8, 2018 6:00P.M.  Council Members Present:  Nelson A. "Tony" Dodi, Mayor J.C. Boyd, Vice Mayor J. Hassel Kegley, Council Member A. Doyle Fields, Council Member DeAnna C.. Jackson, Council Member Kevin B. Ferguson, Council Member Scott. J. Gilmer, Council Member  Staff Members Present:  Jackie L. Hubbard, Controller/Interim Town Manager Stephanie L. Burke, Clerk ofCouneilAcountant Mark A. Mitchell, Chiefo ofPolice Kevin D. Tiller, Town Attorney A. Diane Nunley, Administrative Assistant  StaffMembers Absent:  I. II. III. IV.  The meeting was called to order by Mayor Dodi.  Prayer: Mr. Mitchell Pledge of Allegiance Edit fori items not on the agenda:  Mayor Dodi requested to add Richmond Legislative Meeting discussion as Item C under New Upon motion made by Ms. Jackson, seconded by Mr. Kegley, the agenda with edited items was unanimously approved. The vote was as follows: Mr. Boyd, Aye; Mr. Kegley, Aye; Ms.  Business.  Jackson, Aye; Mr. Fields, Aye; Mr. Ferguson, Aye; Mr. Gilmer, Aye. Edit and approve minutes from the 12/11/17 regular council meeting:  V.  Mr. Tiller requested that the final sentence of Item XIV (Town Attorney Report) be struck from Upon motion made by Mr. Ferguson, seconded by Mr. Fields, the minutes from the 12/11/17 regular council meeting with edited items were unanimously approved. The vote was as follows: Mr. Boyd, Aye; Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Ferguson, Aye; Mr.  the December 11, 2017 council minutes draft.  Gilmer, Aye.  VI.  Approve accounts payable and capital assets for the month of December:    Upon motion made by Mr. Boyd, seconded by Mr. Kegley, the accounts payable and capital assets fort the month of December as presented toi include additional accounts payable presented were unanimously approved. The vote was as follows: Mr. Boyd, Aye; Mr. Kegley, Aye; Ms. Upon motion made by Mr. Kegley, seconded by Mr. Gilmer, to reconsider payment of the The roll call vote was as follows: Mr. Ferguson, Aye; Ms. Jackson, Nay. The motion and the  Jackson, Aye; Mr. Fields, Aye; Mr. Ferguson, Aye; Mr. Gilmer, Aye. December accounts payable. Mayor Dodi ask for roll call vote. second were withdrawn before any other roll call votes were taken.  VII.  Public Hearing to consider:  An application submitted by Gabriella Range for a conditional use permit for home occupation use oft the property located at 240 Fields Avenue in a R-2 General Dwelling District. The home An application submitted by The Veritas Campus Church for a conditional use permit for home occupation use oft the property located at 354 Donald C. Moore Lane in al R-1 Single Family  occupation will be online sales of custom apparel.  Dwelling District. The home occupation will be a day care center.  Planning Commission Members Present: Donald Ramey, Chairman Tim Coleman, Vice-Chairman R.D. Snead, Member Stephen M. Quillen, Member DeAnna C.. Jackson, Member Planning Commission Members Absent: J.S. Easterly, Jr., Clerk  A. The Town Council recessed from regular session, 6:08 P.M. B. Mr. Ramey, Chairman opened the public hearing, 6:08 P.M. C. No one was present on behalfoft the Gabriella Range application. D. No one was present on behalfo of The Veritas Campus Church application.  E. No public comments.  Upon motion made by Mr. Quillen, seconded by Mr. Coleman, the planning commission unanimously voted to deny the Gabriella Range application due to no one was present to provide information regarding the application. The vote was as follows: Mr. Ramey, Aye; Mr. Coleman, Aye; Ms. Jackson, Aye; Mr. Snead, Aye; Mr. Quillen, Aye.    Upon motion made by Mr. Quillen, seconded by Mr. Coleman, the planning commission unanimously voted to deny The Veritas Campus Church application due to no one was present toj provide information regarding the application. The vote was as follows: Mr. Ramey, Aye; Mr. Coleman, Aye; Ms. Jackson, Aye; Mr. Snead, Aye; Mr. Quillen, Aye.  VIII. Mr. Ramey closed the public hearing, 6:13 P.M.  IX. X.  The Town Council returned to regular session, 6:13P.M.  Mr. Ramey, Lebanon Planning Commission Chairman, recommended on behalfofthe Lebanon Planning Commission that both conditional use permit applications be denied for lack of  information.  Upon motion made by Mr. Boyd, seconded by Mr. Kegley, the council unanimously voted to not approve the application submitted by Gabriella Range and The Veritas Campus Church for conditional use permits due to insufficient information. The vote was as follows: Mr. Boyd, Aye; Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson, Mr. Boyd directed Ms. Nunley to inform all conditional use permit applicants that they must be  Aye.  present at the public hearing. Enter closed session: 6:14P.M.  XI.  A. Upon motion made by Mr. Boyd, seconded by Mr. Kegley, the town council  unanimously voted to go into closed session under Code Section 2.2-3711 (A)(7) for the purpose of discussing legal. The vote was as follows: Mr. Boyd, Aye; Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson, Aye. B. Upon motion made by Mr. Boyd, seconded by Mr. Ferguson, the town council unanimously voted to return to regular session. The vote was as follows: Mr. Boyd, Aye; Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Stephanie L. Burke, Clerk ofCouneil/Accountant, presented the Roll Call Vote:  Ferguson, Aye.  C.  Virginia Code, 1950, Section 2.2-3712(D)  Do 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 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, in their  judgement, has taken place.    The roll call vote was as follows: Mayor Dodi, Aye; Mr. Boyd, Aye; Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson, Aye; Mr. Tiller,  Aye.  XII. XIII. XIV.  Adjourn closed session: 6:481 P.M. Public Requests: None. Town Manager's Report:  Mr. Hubbard advised the Council that he was informed by Russell County Commissioner, Randy Williams, that Northrop Grumman had appealed to the Virginia Tax Commission for the refund oft the prior two years property tax payments and abatement oft their 2017 property taxes for office equipment that they claim to be intangible. Mr. Hubbard advised that this could cost the Town approximately $1.2 Mr. Hubbard also advised that he has been working with Hungate Business Services to install cabinets in the server room to make the server more secure and not accessiblei to unauthorized personnel. He advised that the cost to complete the cabinet installation Upon motion made by Mr. Boyd, seconded by Mr. Kegley the Council unanimously authorized Mr. Hubbard to secure the server room. The vote was as follows; Mr. Boyd, Aye; Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr.  million dollars.  would be about $2,300.  Ferguson, Aye.  A. Police Department Report:  Mark Mitchell, Chief ofP Police, presented the Police Report for the month of December. He advised the council that CITAC services were now underway. He also advised that the Virginia State Police now requires that state vehicle inspection stickers be placed at the bottom left corner oft the windshield. Mr. Mitchell inquired where the Town vehicle decals should be placed ori ifthey were even necessary due to the Town's use oft the Upon motion made by Mr. Boyd, seconded by Mr. Fields, the council unanimously voted to approve to do away with the display oftown decals from this month forward. The vote was as follows: Mr. Boyd, Aye; Mr. Kegley, Aye; Ms.. Jackson, Aye; Mr. Fields, Aye;  VStop service.  Mr. Gilmer, Aye; Mr. Ferguson, Aye.  XV. Town Attorney Report: None. XVI. New Business:  A. Nick Polier and Butch Lambert-VA DMME:  Nick Polier and Butch Lambert, VA Department ofl Mines, Minerals & Energy, addressed the Council and advised that the DMME: has converted their vehicles to use    propane fuel. Mr. Polier presented a report to the Council informing them oft the incentives available through Virginia Clean Cities for propane filling station installment and vehicle propane conversion. Hei informed the Council of propane providers and contracts available, and also advised that propane skids may be provided at no cost ifa Mayor Dodi inquired about conversion and installation costs. Mr. Lambert addressed these issues and advised that his department spent about $5,000 for gas and propane conversion. He estimated that this cost would be recovered within 6 months ofthe conversion. He also advised that vehicle MPG is approximately the same for both gas and propane fuel. Mr. Polier further advised that Virginia Clean Cities may assist in recovering about 40% ofthe conversion expenses and also advised that the Town could sell propane to other government agencies. He clarified that for fleets of over 10 propane-converted vehicles, the only expenses to install the filling station would be for Mayor Dodi informed Mr. Polier and Mr. Lambert that the Council would review the  large fleet would be converted.  items such as wiring, concrete pads, etc.  information before making a decision on this topic.  B. Downtown Revitalization:  All council members agreed to reapply for the Downtown Revitalization grant. Mayor Dodi advised that he would check on the public hearing advertisement requirements and notify the council members by email oft the date for the first public hearing.  C. Richmond Legislative Meeting:  Mayor Dodi informed the Council of the upcoming Richmond Legislative Meeting to be Upon motion made by Mr. Ferguson, seconded by Mr. Kegley, the council unanimously voted for Mayor Dodi to attend the Richmond Legislative Meeting. The vote was as follows: Mr. Boyd, Aye; Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr.  held January 24-26, 2018.  Gilmer, Aye; Mr. Ferguson, Aye.  XVII. Old Business: None. XVIII. Recess: 7:29P.M. XIX. Enter closed session: 7:341 P.M.  A. Upon motion made by Mr. Boyd, seconded by Mr. Ferguson, the Town Council  unanimously voted to go into closed session under Code Section 2.2-3711(A)() for the purpose of discussing personnel. The vote was as follows: Mr. Boyd, Aye; Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Ferguson, Aye; Mr. Gilmer, Aye. B. Upon motion made by Mr. Kegley, seconded by Mr. Ferguson, the Town Council  unanimously voted to return to regular session. The vote was as follows: Mr. Boyd Aye;    Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Ferguson, Aye; Mr. Gilmer, Stephanie L. Burke, Clerk of Councl/Accountant, presented the Roll Call Vote:  Aye. .  Virginia Code, 1950, Section 2.2-3712(D)  Do you certify that to the best of your knowledge, (1)t 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 of 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; Mr. Boyd, Aye; Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson, Aye; Mr. Tiller,  judgment, has taken place.  Aye; Mr. Hubbard, Aye.  XX. Adjourn closed session: 8:58 P.M.  XXI. Upon motion made by Mr. Boyd, seconded by Mr. Gilmer, the Council unanimously voted to name Andrew Shortt as Assistant Plant Manager at the Water Plant with pay as discussed in closed session. The vote was as follows: Mr. Boyd, Aye; Mr. Kegley, Aye; Ms. Jackson, Aye;  Mr. Fields, Aye, Mr. Gilmer, Aye; Mr. Ferguson, Aye.  XXII. Upon motion made by Mr. Boyd, seconded by Mr. Fields, the Council unanimously voted tc pay employees for time worked on al holiday in addition to the holiday pay, and to pay any employees that have outstanding holiday hours remaining. The vote was as follows: Mr. Boyd, Aye; Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson,  Aye.  XXIII. Upon motion made by Mr. Boyd, seconded by Mr. Kegley, the Council unanimously voted to  adjust Adam Breeding's pay as discussed in closed session. The vote was as follows: Mr. Boyd, Aye; Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson,  Aye.  XXIV. Upon motion made by Mr. Boyd, seconded by Mr. Kegley, the Council unanimously voted to  employee Benjamin Holmes part-time, 24 hours per week, at the sewer plant. The vote was as follows: Mr. Boyd, Aye; Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer,  Aye; Mr. Ferguson, Aye.  XXV. Upon motion made by Mr. Boyd, seconded by Mr. Ferguson, the Council unanimously voted to authorize Mr. Hubbard to advertise in the Lebanon' News for the painting oft the Town Hall and community rooms. The vote was as follows: Mr. Boyd, Aye; Mr. Kegley, Aye; Ms. Jackson,  Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson, Aye.    XXVI. Adjourn: 9:11 P.M.  Upon motion made by Mr. Boyd, seconded by Mr. Kegley, the Council unanimously voted to adjourn. The vote was as follows: Mr. Boyd, Aye; Mr. Kegley, Aye; Ms. Jackson, Aye; Mr.  Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson, Aye.  hrEny! Bnt Suphanu 8uku  Nelson A. "Tony" Dodi, Mayor  Stephanie L. Burke, Clerk of Council/Accountant  Minutes recorded by: Stephanie L Burke, Clerk of Council/Accountant Minutes prepared by: A. Diane Nunley, Administrative Assistant