Lebanon Town Council Monthly Meeting Town Hall, Lebanon, VA Monday, Aprill 11,2016 6:00P.M. 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 A.G. Griffith, Jr., Council Member Scott J. Gilmer, Council Member Michael L. Duty, Town Manager Jackie L. Hubbard, Controller Stephanie Burke, Clerk of Council Mark A. Mitchell, Chiefof] Police Kevin Tiller, Town Attorney  Council Members Present:  Staff Members 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 Mr. Kegley, seconded by Mr. Griffith, the agenda was unanimously approved. The vote was as follows: Mr. Boyd, Aye; Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Griffith, Aye; Mr. Gilmer, Aye. Edit and approve minutes from the 03/14/16: regular council meeting and the 03/17/16 Upon motion made by Ms. Jackson, seconded by Mr. Fields, the minutes from the 03/14/16 regular council meeting and the 03/17/16 special joint meeting were unanimously approved. The vote was as follows: Mr. Boyd, Aye; Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Griffith, Aye; Mr. Gilmer, Aye. Approve accounts payable for the month ofMarch:  V.  special joint meeting:  VI.  Upon motion made by Mr. Boyd, seconded by Mr. Kegley, the accounts payable for the month ofMarch were unanimously approved. The vote was as follows: Mr. Boyd, Aye; Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Griffith, Aye; Mr. Gilmer,  Aye.    VII.  Resolutions and Proclamations:  A. Sexual Assault Awareness Proclamation: Jennifer Bourne of Clinch Valley Community Action was present to discuss the proposed Sexual Assault Awareness Upon motion made by Mr. Boyd, seconded by Mr. Griffith, the Sexual Assault Awareness proclamation was unanimously approved. The vote was as follows: Mr. Boyd, Aye; Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Griffith, Aye;  proclamation.  Mr. Gilmer, Aye.  B. VRS Member Contributions Resolution:  Upon motion made by Mr. Boyd, seconded by Mr. Kegley, the VRS Member Contributions resolution was unanimously approved. The roll call vote was as follows: Mr. Boyd, Aye; Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr.  Griffith, Aye; Mr. Gilmer, Aye. C. VDOT Street Additions Resolutions:  Upon motion made by Mr. Boyd, seconded by Mr. Gilmer, the VDOT Street Additions resolutions were unanimously approved. The: roll call vote was as follows: Mr. Boyd, Aye; Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Griffith,  Aye; Mr. Gilmer, Aye.  VIII. Public Requests: None.  IX.  Town Manager's. Report: Mr. Duty presented the town manager'si report for the month of Mr. Duty provided an update on the efforts of the Russell County PSA and the Town to A. Police Department Report: ChiefMitchell presented the police department report for Town Attorney Report: Mr. Tiller advised the Council that he received information on a class action law suit regarding municipal derivatives. He advised that this law suit may involve the Town if certain securities were purchased between 1992 and 2011. Mr. Hubbard advised that he would contact Mr. Bill Lawson, the financial advisor for the Town's EQUI-VEST employee annuity plan, to determine ifthese securities were  March.  provide water service to residents of] Fincastle Estates.  the month ofl March.  X.  purchased. Old Business:  XI.  A. Delinquent Business Licenses:    Mr. Hubbard informed the Council that the Town had a 7-year window in which to Upon motion made by Mr. Boyd, seconded by Mr. Fields, the Council unanimously authorized Mr. Tiller to notify nine businesses that legal proceedings would be initiated in regards to outstanding business license fees. The vote was as: follows: Mr. Boyd, Aye; Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Griffith,  collect delinquent business licenses.  Aye; Mr. Gilmer, Aye.  XII. New Business:  A. 2014-2015 Audit Report:  Mr. Hubbard informed the Council that the Town was given ai favorable, unqualified  opinion on the 2014-2015 audit report.  XIII. Committee Reports and Recommendations:  A. Mr. Boyd commended Town Manager Michael Duty, Director ofl Public Works Benny Robinson and Town street and maintenance employees for their several hours ofdiligent work during poor weather conditions over the previous weekend to repair B. Mr. Gilmer informed the Council that a copy of the Downtown Revitalization Project visioning session notes, survey results and a summary of assessment activities would be submitted to the DHCD by April 22, 2016 in order to have access to the $5,000 reserved planning grant funding. He further advised that, ifthe revitalization project is determined to be eligible, a Community Development Specialist from the DHCD would be assigned to the Town in either May or early June 2016 to further assist with C.N Mr. Kegley informed the Council ofa a citizen's request to install ai traffic light at the intersection of Overlook Drive and Pittston Road. Mr. Duty advised that this would be an expensive project. He further advised that he felt that the light would not meet the required standards at this time and therefore VDOT would most likely not D. Mr. Gilmer inquired about trimming the trees along the intersection of Overlook Drive and Pittston Road to allow for better driver visibility. Mr. Boyd agreed that this would improve driver visibility. Mr. Duty advised that he would investigate this E.N Ms. Jackson informed the Council that she was contacted by a citizen requesting that more seating be installed at the. J. S. Easterly Park tennis courts. She informed the Council that it was determined that there wasi not adequate space for bleachers  major water line breaks.  the planning grant.  approve plans for a traffic light installation at this location.  issue and report his findings back to the Council.  but that additional picnic tables would bei installed.    XIV. Recess: 6:45P.M. XV. Resume: 6:501 P.M. XVI. Enter closed session: 6:501 P.M.  A. Upon motion made by Mr. Boyd, seconded by Mr. Griffith, the Town Council unanimously voted to go into closed session under Code Section 2.2-3711 (1) and (7) for the purpose of discussing personnel and legal issues. The vote was as follows: Mr. Boyd, Aye; Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Griffith, B. Upon motion made by Mr. Boyd, seconded by Mr. Griffith, 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. Griffith, Aye; Mr.  Aye; Mr. Gilmer, Aye.  Gilmer, Aye.  C.S Stephanie Burke, 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 ini 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 of the 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. Griffith, Aye; Mr. Tiller, Aye; Mr. Duty, Aye; Mr. Hubbard, Aye; Mr. Mitchell, Aye.  departure that, in his judgment, has taken place.  XVII. Adjourn closed session: 7:54 P.M.  XVIII. Upon motion made by Mr. Boyd, seconded by Mr. Fields, the Council unanimously  voted to amend the professional business license rate to a cap fee of $5,000,000 for the existing rate of $2.50 per $1000 of gross receipts and to establish a rate of $0.75 per $1000 of gross receipts beyond the cap rate. The vote was as follows: Mr. Boyd, Aye; Mr. Kegley, Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Griffith, Aye; Mr. Gilmer,  Aye.  XIX. Upon motion made by Mr. Boyd, seconded by Mr. Fields, ChiefMitchell was authorized to fill three vacant sergeant positions from within the department as discussed and    authorized by the Council. The vote was as follows: Mr. Boyd, Aye; Mr. Kegley,Aye; Ms. Jackson, Aye; Mr. Fields, Aye; Mr. Griffith, Aye; Mr. Gilmer, Aye.  XX. 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. Griffith, Aye; Mr. Gilmer, Aye.  Adjourn monthly meeting: 7:57 P.M.  2Blncany But ehhoniuButle  Nelson A. "Tony" Dodi, Mayor  Stephanie L. Burke, Clerk ofCouncil  Minutes recorded by: Stephanie L. Burke, Clerk of Council Minutes prepared by: Stephanie L. Burke, Clerk of Council Minutes approved by: Michael L. Duty, Town Manager