Lebanon Town Council Regular Monthly Meeting Town Hall, Lebanon, VA Monday, July 9,2 2018 6:00 P.M.  Council Members Present:  DeAnna C. Jackson, Vice- Mayor J.F Hassel Kegley, Council Member A. Doyle Fields, Council Member Kevin B. Ferguson, Council Member Scott. J. Gilmer, Council Member Mary. J. Stanley, Council Member Nelson A. "Tony" Dodi, Mayor Mark A. Mitchell, Town Manager Jackie L. Hubbard, Financial Administrator A. Diane Nunley, Clerk of Council Mark A. Mitchell, Chiefof Police Kevin D. Tiller, Town Attorney  Council Members Absent: Staffi Members Present:  I. II. III. IV.  The meeting was called to order by DeAnna C. Jackson, Vice-Mayor.  Prayer: Mr. Mitchell Pledge of Allegiance Edit fori items not on the agenda:  Upon motion made by Mr. Gilmer, seconded by Mr. Ferguson, the agenda was unanimously approved. The vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Edit and approve minutes from the 06/11/18 regular council meeting, 06/25/18 reconvened Upon motion made by Ms. Stanley, seconded by Mr. Gilmer, the minutes from the 06/11/18 regular council meeting, 06/25/18 reconvened council meeting and 07/02/18 organizational council meeting were unanimously approved. The vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Ferguson, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye.  Ferguson, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye.  V.  council meeting and 07/02/18 organizational council meeting:  VI.  Approve accounts payable and capital assets for the month ofJune:  Upon motion made by Mr. Gilmer, seconded by Mr. Kegley, the accounts payable and capital assets purchases for the month of. June were unanimously approved. The vote was as follows: Mr. Kegley, Aye; Ms.. Jackson, Aye; Mr. Fields, Aye; Mr. Ferguson, Aye; Mr. Gilmer, Aye; Ms.  Stanley, Aye.    VII. Public Request:  A. Kim Short-Bicentennial Food Truck Celebration  Ms. Short, Tourism Director for Russell County, advised the council that they are planning a Bicentennial Food Truck Celebration on August 18, 2018. She requested permission to shut down the street in front of the Elliott House from about 4:00 PM to 10:00 PM to set up food trucks plus have police security for the beer garden in the fenced in area at thel back oft the house. She requested financial support from the council in the amount of $2,000 which would include costs for insurance for the event, music bands and Ms. Short advised the council ofanother project, due to road construction on I-77 more traffic is being diverted to the Lebanon area, therefore she requested the council donate $200 and the county donate $200 for a one month rent on a billboard in the Hansonville area and partner with Vincent's Vineyard and Stone Mountain Distillery to split the cost oft the design. Ms. Short feels this would attract more people to Lebanon. Upon motion made by Mr. Gilmer, seconded by Mr. Ferguson, the council unanimously voted to donate $500 tol Russell County Tourism for the food truck event. The vote was asf follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Upon motion made by Mr. Gilmer, seconded by Mr. Ferguson, the Town Council unanimously voted to approve the closure oft the streets, which are to be determined by the chief of police, in the Town ofLebanon for the food truck event and to provide police security for the event. The vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye.  marketing.  Ferguson, Aye; Ms. Stanley, Aye.  VIII.  Enter closed session: 6:25 P.M.  A. Upon motion made by Mr. Gilmer, seconded by Mr. Ferguson, 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. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Ferguson, Aye; Mr. Gilmer, Aye; Ms. Stanley, Aye. B. Upon motion made by Ms. Stanley, seconded by Mr. Gilmer, 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. Ferguson, Aye; Mr. Gilmer, 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 ini 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: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye; Mr. Tiller, Aye.  judgment, has taken place.  IX. X.  Adjourn closed session: 7:101 P.M.  Upon motion made by Mr. Ferguson, seconded by Mr. Kegley, the Town Council unanimously voted to accept. Jackie Hubbard's letter oft resignation effective July 20, 2018. The vote wasa as follows: Mr. Kegley, Aye; Ms., Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson,  Aye; Ms. Stanley, Aye. Town Manager's Report:  XI.  Mr. Mitchell advised the council that he is in the process of updating the Town Code Ordinance Mr. Mitchell advised the council oft the updates at the Splash Pad and hopes to have it ready to Mr. Mitchell presented the council with the ballfield user agreement document. Mr. Gilmer requested the council review the agreement and amend it at the next Parks & Recreation meeting. Mr. Mitchell presented a sign permit application and requested the council pass an ordinance to Upon motion made by Mr. Ferguson, seconded by Ms. Stanley, the council unanimously voted to adopt the fee schedule as presented for the sign permit application. The vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson, Aye; Ms. Mr. Mitchell expressed the need for more employees to have access to the. AccuFund software therefore, he requested to add the police department first and see ifitl helps by having the department enter their own purchase orders. The cost to add additional users is around $1,200. Upon motion made by Mr. Kegley, seconded by Ms. Stanley, the council unanimously voted to approve for the purchase of the. AccuFund software for the police department at the price $1,200. The vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Mr. Mitchell advised the council that the Russell County Health Coalition had requested the town write a letter of support for a Disc Golfo Course at Lebanon Primary School.  book.  open by the weekend. The council discussed rules for the splash pad sign.  adopt the fee schedule.  Stanley, Aye.  Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye.    Upon motion made by Mr. Fields, seconded by Mr. Kegley, the council unanimously voted to approve a letter of support for the Russell County Health Coalition for Disc Golfat the Lebanon Primary School. The vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Mitchell presented the quote from Jackson Air Conditioning fori installing al heat pump at Rhonda Tompa's! home. The council discussed the issue of flooding at the residence which could cause problems for an outside unit therefore, they discussed purchasing a window unit that Upon motion made by Mr. Kegley, seconded by Mr. Fields, the council unanimously voted to purchase and install two window heating and cooling units for Rhonda Tompa'sl home. The vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Mr. Hubbard advised the council that VML: financial has some competitive rates now: for short term basis the yield is about 2.1%. Mr. Gilmer suggested that the town register to use VML  Mr. Gilmer, Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye.  provides both heating and cooling.  Ferguson, Aye; Ms. Stanley, Aye.  financial services.  A. Police Department Report:  ChiefMitchell advised the council about the vandalism of cameras at the ballfield park.  XII.  Town Attorney Report:  Mr. Tiller advised the council that the court date for the Lebanon Cleaner's lawsuit is this Friday.  XIII. Old Business: None XIV. New Business:  A. Heather Powers-Bicentennial report  Ms. Powers advised the council that she has contacted Nathan Stanley for a May event, to get Mr. Stanley for a one (1) hour show the price would be $2,500. She requested approval from the council to present the contract tol Mr. Stanley. Upon motion made by Mr. Ferguson, seconded by Mr. Gilmer, the council unanimously voted to approve a contract with Nathan Stanley in the amount of$2,500 for an event for May 2019. The vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields,  Aye; Mr. Gilmer, Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye.  B. Discuss Bicentennial Committees  Ms. Powers discussed setting up small subcommittees within the bicentennial  committees.    C.  Employee Picnic-Catering  Upon motion made by Mr. Gilmer, seconded by Mr. Kegley, the Town Council unanimously voted for Mr. Mitchell to contact Bonanza Restaurant for the catering for the annual town employee picnic. The vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye.  XV. Mr. Gilmer recommended a meeting oft the Parks and Recreation Committee on July 23, 2018 at  5:301 PM.  XVI. Recess 8:18 P.M.  XVII.  Enter closed session: 8:23 P.M.  A. Upon motion made by Mr. Fields, seconded by Mr. Gilmer, the Town Council  unanimously voted to go into closed session under Code Section 2.2-3711(A)CI7) for the purpose of discussing personnel and legal issues. The vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Ferguson, Aye; Mr. Gilmer, Aye;  Ms. Stanley, Aye.  B. Upon motion made by Mr. Fields, seconded by Ms. Stanley, 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. Ferguson, Aye; Mr. Gilmer, Aye; Ms.  Stanley.  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, (I) 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: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson, Aye; Ms. Stanley, Aye; Mr. Tiller, Aye; Mr. Mitchell,  judgment, has taken place.  Aye.  XVIII. Adjourn closed session: 9:07 P.M.    XIX. Upon motion made by Mr. Gilmer, seconded by Mr. Fields, the Town Council unanimously  voted to offer an increase inj pay for town employee with reassignment of duties as discussed 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.  XX.  Adjourn: 9:10P.M.  Upon motion made by Mr. Gilmer, seconded by Ms. Stanley, the Council unanimously voted to adjourn to reconvene on Monday July 23, 2018, at 6:001 P.M. The vote was as follows: Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Gilmer, Aye; Mr. Ferguson, Aye; Ms.  Stanley, Aye.  24pr A uw  Melson A. "Tony" Dodi, Mayor  A. Diane Nunley, Clerk of  uly  Minutes recorded by: A. Diane Nunley, Clerk of Council Minutes prepared by: A. Diane Nunley, Clerk ofCouncil