Lebanon Town Council Organizational Meeting  Town Hall, Lebanon, VA Monday,July2,2018 10:00 A.M.  Council Members Present:  Nelson A. "Tony" Dodi, Mayor DeAnna C. Jackson, Vice Mayor J.Hassel Kegley, Council Member A. Doyle Fields, Council Member Scott. J. Gilmer, Council Member Kevin B. Ferguson, Council Member Mary Stanley, Council Member Mark A. Mitchell, Town Manager Jackie L. Hubbard, Financial Administrator Mark A. Mitchell, ChiefofPolice Diane Nunley, Clerk of Council Kevin Tiller, Town Attorney  StaffMembers Present:  I. II. III. IV.  The meeting was called to order by Mayor Dodi.  Prayer: Mr. Mark Mitchell Pledge of Allegiance Edit for items not on the agenda:  Upon motion made by Ms. Jackson, seconded by Mr. Kegley, the agenda was unanimously approved. The vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye.  Aye;  V.  Adopt Robert's Rules of Order:  Upon motion made by Mr. Kegley, seconded by Ms. Stanley, the Town Council unanimously voted to adopt Robert's Rules of Order for conduct ofcouncil The vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; meetings. Mr.  Gilmer, Aye; Mr. Ferguson, Aye, Ms. Stanley, Aye.  VI.  Appoint Vice Mayor:  Upon motion made by Mr. Gilmer, seconded by Mr. Kegley, the Town Council voted to appoint DeAnna C. Jackson as Vice Mayor oft the Town Council for a two-year term beginning July 1,2018. The vote was as follows: Mr. Kegley, Aye; Ms.. Jackson, Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye.  Aye;    VII. Appoint Town Manager:  Upon motion made by Mr. Kegley, seconded by Mr. Fields, the Town Council unanimously voted to appoint Mark. A. Mitchell as' Town Manager to serve at the will and pleasure oft the council. The vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson, Aye, Ms. Stanley, Aye.  VIII. Appoint ChiefofPolice:  Upon motion made by Mr. Kegley, seconded by Mr. Gilmer, the Town Council unanimously voted to appoint Mark A. Mitchell as ChiefofPolice to serve at the will and pleasure ofthe council. The vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye.  IX.  Appoint Financial Administrator:  Upon motion made by Ms. Jackson, seconded by Mr. Fields, the Town Council voted to appoint Jackie Hubbard as Financial Administrator to serve at the will and pleasure ofthe council. The roll call vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Nay; Mr. Ferguson, Aye; Ms. Stanley, Aye.  X.  Appoint All Town Employees:  Upon motion made by Mr. Fields, seconded by Mr. Kegley, the Town Council unanimously voted to appoint all Town Employees to their existing positions with the salaries established by the 2018-2019 budget. The vote was as follows: Mr. Kegley, Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye;  Aye.  XI.  Appoint Town Treasurer:  Upon motion made by Ms. Jackson, seconded by Mr. Kegley, the Town Council unanimously voted to appoint Mark A. Mitchell as Town Treasurer to serve ati the will and pleasure oft the council. The vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye.  XII.  Appoint Clerk of Council:  Upon motion made by Mr. Fields, seconded by Ms. Stanley, the Town Council unanimously voted to appoint Diane Nunley as Clerk of Council to serve at the will and pleasure oft the council. Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr.  Gilmer, Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye.  XIII. Appoint Town. Attorney:    Upon motion made by Ms. Jackson, seconded by Mr. Gilmer, the Town Council unanimously voted to appoint Kevin Tiller as Town Attorney to serve. at the will and pleasure ofthe council. Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr.  Gilmer, Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye.  XIV. Appoint Zoning Administrator:  Upon motion made by Mr. Fields, seconded by Mr. Kegley, the Town Council unanimously voted to appoint Mark A. Mitchell as Zoning Administrator to serve at the will and pleasure oft the council. Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye;  Mr. Gilmer, Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye. XV. Appoint Council Committee Members and Chair Persons:  Upon motion made by Ms. Jackson, seconded by Mr. Kegley, the Town Council unanimously voted to establish the council committees and chair persons as amended: Finance - Scott Gilmer, Chair Person; Hassel Kegley, Member; A. Doyle Fields, Member Personnel, Fire, Police- A. Doyle Fields, Chair Person; Scott Gilmer, Member; Mary Parks and Recreation - DeAnna C.. Jackson, Chair Person; Kevin Ferguson, Member; A. Water and Wastewater - Mary Stanley, Chair Person; DeAnna Jackson, Member; Kevin Street-J. Hassel Kegley, Chair Person; Mary Stanley, Member; Scott Gilmer, Member Sanitation - Kevin B. Ferguson, Chair Person; Hassel Kegley, Member; DeAnna C. The Mayor and Town Manager are ex officio members of each committee. The vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr.  Stanley, Member Doyle Fields, Member Ferguson, Member Jackson, Member  Gilmer, Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye.  XVI. Appoint Planning Commission Members:  Upon motion made by Mr. Kegley, seconded by Mr. Gilmer, the Town Council voted to appoint the following to the Planning Commission for ai two-year term beginning July  2018:  1,  Donald Ramey, Chairman Tim Coleman, Vice-Chairman J.S. Easterly, Jr., Clerk DeAnna C. Jackson, Member R.I D. Snead, Member Stephen Quillen, Member Mark A. Mitchell, Member    The vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr.  Gilmer, Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye.  XVII. Appoint Lebanon Housing Board Members:  Upon motion made by Mr. Fields, seconded by Mr. Kegley, the Town Council voted to appoint the following to the Lebanon Housing Board fora a two-year term beginning July  1,2018:  Mark A. Mitchell, Chairman Nelson. A. "Tony" Dodi Hassel Kegley Kevin Ferguson Connie Hayes  The vote was as follows: Mr. Kegley, Aye; Ms.. Jackson, Aye; Mr. Fields, Aye; Mr.  Gilmer, Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye.  XVIII. Appoint Board of Zoning Appeals:  Upon motion made by Mr. Ferguson, seconded by Mr. Kegley, the Town Council unanimously voted to appoint the following to the Lebanon Board ofZoning Appeals for  at two-year term beginning July 1,2018:  Bernard Fletcher Jamie Farley DeAnna Jackson Judy Lockridge Scott Gilmer  The vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr.  Gilmer, Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye.  XIX. - Adopt Motor Vehicle Laws:  Upon motion made by Mr. Kegley, seconded by Mr. Gilmer, the Town Council unanimously voted to adopt the motor vehicle laws as further set out in Title 18.2, 19.2, and 46.2 ofthe Code of Virginia. The roll vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye.  XX.  Review Freedom of Information Act: Town Council in closed session.  Mr. Kevin Tiller, Town Attorney, reviewed the Freedom of Information Act with the    XXI. Appoint FOIA Officer:  Upon motion made by Mr. Kegley, seconded by Mr. Fields, the Town Council unanimously voted to appoint Stephanie L. Burke as Freedom ofl Information Act Officer to serve at the will and pleasure ofthe Council. The vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson, Aye; Ms.  Stanley, Aye.  XXII. Authorize signatures on grants and other legal documents:  Upon motion made by Mr. Gilmer, seconded by Mr. Kegley, the Town Council unanimously voted to authorize the Mayor and Town Manager to sign all pertinent documentation for federal, state, and/or local grants and any and all other contracts, agreements, funding and/or all legal town documents. The vote was as follows: Mr. Kegley, Aye; Ms.. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson, Aye;  Ms. Stanley,Aye.  XXIII. Set regular monthly council meetings:  Upon motion made by Ms. Jackson, seconded by Mr. Kegley, the Town Council unanimously voted to set the regular monthly council meetings for the second Monday of each month at 6:00 P.M., except for October and November, which will be held on the second Tuesday, due tot the holiday. The vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye.  XXIV. Review Town Financial Data:  Mayor Dodi discussed the Town Financial Data, no comments from council members.  XXV. Discuss Town Purchasing Policy:  Mr. Mitchell requested training for himself and other town employees on eVA- Virginia  eProcurement Portal.  XXVI. Discuss MOU with Board of Supervisors:  Mayor Dodi discussed the MOU with the Board of Supervisors, his concern was that the Upon motion made by Mr. Fields, seconded by Mr. Gilmer the Town Council unanimously voted to approve with discussion the MOU. The vote was as follows: Mr. Kegley, Aye; Ms.. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson,Aye;  property was located out oftown.  Ms. Stanley, Aye. XXVII. Approve Event Offer:    Mayor Dodi discussed toi increase the offer amount to $13,700 for the Kentucky Headhunters for the bicentennial event. Steel Fab has agreed to sponsorship the stage. The roll call vote was as follows: Mr. Kegley, Nay; Ms. Jackson, Aye; Mr. Fields, Aye; Mayor Dodi requested all the council to think of town citizens tol have on committees for the bicentennial events and also to set a Public Hearing for community input on. July 23, Upon motion by Mr. Gilmer, seconded by Ms. Stanley, the Town Council unanimously vote to have aj public hearing for community input on July 23, 2018 at 6:00 P.M. The vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer,  Mr. Gilmer, Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye.  2018 at 6:00 P.M.  Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye.  XXVIII. Discuss Town Website Updates:  Mr. Gilmer discussed with the council the need to update the Town's website and the need to be on social media. Mayor Dodi requested. a committee for the Town's website and social media, the members consist ofMary J. Stanley and Scott Gilmer. Upon motion made by Mr. Gilmer, seconded by Mr. Ferguson, the Town Council unanimously voted to get quotes for developing a new website orj just training employees on the present one. The vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye.  XXIX. Town Managers Report:  Mr. Mitchell recommended the item for town employees at the Town picnic, which is set for August 14, 2018, be the Coleman oversized cooler chairs. The price from Top Line Advertising was approximately $40 per chair with the town logo on the back. Upon motion made by Mr. Fields, seconded by Ms. Jackson, the Town Council unanimously voted toj purchase 65 red Coleman chairs with the town logo from Top Line Advertising and purchase another item to give to the Town's summer help employees. The vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Mr. Mitchell requested from the council the direction they would like for him to take Mr. Mitchell advised the council he is getting bids to install electricity at the Old Mill Mr. Mitchell updated the council on his last meeting with Chris Horton from Commonwealth Organics, LLC., Mr. Horton seems very interested ini this area.  Gilmer, Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye. concerning Nuisance and/or Derelict properties.  Park and Fire Hall.    Mr. Mitchell advised the council the pool is leaking water, the water department worked Saturday but was unable to stop the leak but he feels the pool will be able to operate this year. The Council agreed for Mr. Mitchell to be getting quotes on reconstructing the Mr. Gilmer discussed the parking lot near Lebanon Elementary School and requested Mr. Mitchell get ideas on ways to utilize the space, maybe designs and different pattern of parking, plus getting an estimate from W-L Construction on paving. Mr. Mitchell updated the council on the Splash Pad, they should be pouring concrete today and tomorrow, and he would bei in touch with Steffey Construction about the  pool.  construction of the building.  XXX. Recess 11:07 A.M.  XXXI. Enter closed session: 11:17A.M.  A. Upon motion made by Mr. Ferguson, seconded by Mr. Gilmer, the Town Council unanimously voted to go into closed session under Code Section 2.2-3711 (A)(1)(7) for the purpose ofdiscussing personnel and legal issues. The vote was as follows: Mr. Kegley, aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer,  Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye.  B. Upon motion made by Mr. Kegley, seconded by Mr. Fields, the Town Council unanimously voted to return to regular session. The vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr.  Ferguson, Aye; Ms. Stanley, 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 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 wasa departure from the requirements ofo clauses (1) and (2), shall sO state prior to the vote, indicating the substance oft the departure that, in their judgment, has taken The roll call vote was as follows: Mayor Dodi, Aye; Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson, Aye; Ms.  place.  Stanley, Aye; Mr. Tiller, Aye; Mr. Mitchell, Aye.    XXXII. Adjourn closed session: 12:08 P.M.  XXXIII. Upon motion made by Mr. Gilmer, seconded by Ms. Jackson, the Town Council  unanimously voted to modify the town attorney rate to the discussed rate in closed session. The vote was as follows: Mr. Kegley, Aye; Ms.. Jackson, Aye; Mr. Fields, Aye;  Mr. Gilmer, Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye.  XXXIV. Adjourn: 12:10P.M.  Upon motion made by Mr. Fields, seconded by Mr. Kegley, the Town Council unanimously voted to adjourn. The vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye.  - YA. Paw A. Diane Nunley, Clerk  PO  funly  Minutes recorded by: A. Diane Nunley, Clerk ofCouncil Minutes prepared by: A. Diane Nunley, Clerk of Council