-21-  March 16, 2022  Mid-month meeting minutes  TOWN OF ABINGDON MID-MONTH COUNCIL MEETING WEDNESDAY, MARCH 16, 2022- - 2:30 pm ARTHUR CAMPBELL ROOM - MUNICIPAL BUILDING  The mid-month meeting of the Abingdon Town Council was held on Wednesday, March  16, 2022 at 2:30 pm in the Arthur Campbell Room oft the Municipal Building.  A. WELCOME - Mayor Webb B. ROLL CALL  Members of Council Present:  Mike Owens Amanda Pillion Donna Quetsch, Vice Mayor Derek Webb, Mayor James Anderson  Member(s) of Council Absent: C.PLEDGE OF ALLEGIANCE  D. APPROVAL OF AGENDA (VIDE0613-7:05)  On motion of Mr. Owens, seconded by Mrs. Quetsch, amended the agenda to add an appointment to the newly established Veterans Advisory Board after  Item L: and accepted as amended: The roll call vote was as follows:  Mr. Owens Mr. Anderson Mrs. Pillion Mrs. Quetsch Mayor Webb  Aye Absent Aye Aye Aye  E. PUBLIC COMMENTS F. NEW BUSINESS  None  1. Presentation by Sinking Spring Cemetery Committee - Chair. Donnamarie Emmert and Co-Chair Richard Morgan (VIDE07:20-36.18) Co-Chair Richard Morgan presented Council with the annual report stating the Cemetery needed their attention. Mr. Morgan described several damage incidents to the stones and markers but was confident that prior communication between staff would resolve several of those issues. Chair Donnamarie Emmert shared that the Committee conveyed the message of aj planned a revitalization; however, she felt the need to conduct a stabilization. Presentation to Council included consideration of locking all the gates, groundhog control, uncontrolled bamboo, a    -22- March 16, 2022  Mid-month meeting minutes  procedure for uprighting stones, entrance improvements, cleaning of markers, and seeking CLG grants. Ms. Emmert requested $3,000 to initiate a project to include cleaning supplies, repair  supplies, promotion, and miscellaneous expenses.  Counsel Cameron Bell discussed the background of the Cemetery, including the procedures in securing permission to repair or alter stones. Discussion ensued regarding contacting DHR for a statute to give notice, the responsibility of the plot owner versus the Town, Mr. Bell suggested that staff work together to contact DHR regarding the discussed issues.  2. Discussion regarding current permit fees - Mayana Rice, Director ofCommunity Ms. Rice conveyed that this discussion was to ensure the Town's services provides to the community are recaptured, with only a few fees outside of taxes that contribute to the General Fund. Most services are required to maintain health and safety, with development of property being a choice by an applicant who may or may not reside with the Town limits. Ms. Rice stated she was requested to reduce her budget. Still, she said in a department whose primary asset is staff, it is challenging to accomplish and was looking for ways to generate income by looking at fees obtain for those services compared to surrounding areas. Discussion ensued, and Council  Development (VIDEO 36:18-47:20)  agreed Ms. Rice might continue to explore this matter. G. CONSIDERATION OF BIDS-  1.  Professional services to perform structural engineering and costs analysis for rehabilitation of Trestles 1-15 of the Virginia Creeper Trail- Michael Surrett,  Interim. Director ofPublic Works (VIDE04724-49.49)  Mr. Surrett stated in January a Request for Proposals were advertised for structural engineering and analysis for the Creeper Trail trestles, resulting in five responses. A review committee provided feedback with the consensus to award the contract to Prosim.  On motion ofl Mr. Owens, seconded by Mrs. Pillion, authorized Michael Surrett and the Interim the Town Manager to complete negotiations and enter into an  agreement with Prosim.  The roll call vote was as follows:  Mr. Owens Mr. Anderson Mrs. Pillion Mrs. Quetsch Mayor Webb  Aye Absent Aye Aye Aye  2.  Hutton Street/Rugby Terrace sidewalk improvements project - Michael Surrett,  Interim. Director ofPublic Works (VIDE049:49-52:20)    -23- March 16, 2022  Mid-month meeting minutes  Mr. Surrett said The Lane Group assisted with the bid documents and Intent to Bid, with two bids receiving. The Lane Group conducted' bid openings on March 8, 2022. He requested that the Council award the bid tol Boring Contractors for $175,5501 for the construction ofthat sidewalk. Mr. Owens questioned ift the advertisements were placed in February 2022. Mr. Surrett answered in the affirmative. Discussion ensued. Mr. Surrett thanked Mrs. Quetsch, the Infrastructure  Advisory Committee and staff: for moving it forward.  On motion of Mrs. Quetsch, seconded by Mrs. Pillion, awarded the contract to  Boring Contractors.  The roll call vote was as follows:  Mr. Owens Mr. Anderson Mrs. Pillion Mrs. Quetsch Mayor Webb  Aye Absent Aye Aye Aye  H. FIRST READING OF ORDINANCE  1.  First Reading of Amended Ordinance of the Council for the Town of Abingdon, Virginia to enact The Veterans Advisory Board and add an appointment  Cameron Bell, Counsel (VIDEO 52:21-53:41)  Mr. Bell advised Council this Ordinance was adopted at the last regular meeting; however, there should have been three slots to expire in June 2025. Mr. Bell said Council could dispense  with a second reading, should it be their desire.  On motion of Mr. Owens, seconded by Mrs. Quetsch, adopted the. Amended Ordinance to enact The Veterans Advisory Board and add an appointment.  The roll call vote was as follows:  Mr. Owens Mr. Anderson Mrs. Pillion Mrs. Quetsch Mayor Webb UNFINISHED BUSINESS  Aye Absent Aye Aye Aye  I. J.  MISCELLANEOUS BUSINESS AND COMMUNICATIONS FROM TOWN  MANAGER    -24- March 16, 2022  Mid-month meeting minutes  Mr. Mathers, Interim Town Manager, conveyed that the past week was very gratifying to walk into this situation, and hit the ground running. Council thanked him for assisting. (VIDEO  53:47-54:23)  K. - COUNCIL MEMBER REPORTS (VIDEO 54:23-1 1:00:08)  Mr. Owens inquired the progress oft the Park Street project. Mr. Surrett advised that Tyler Vencill was taking the lead; however, he felt it was moving forward. Mr. Bell stated that the property owners were being identified and sorting the need: for temporary or permanent easements and other factors. Mr. Owens questioned ift the acquisitions would be completed by fall.  Mrs. Pillion addressed a concern regarding a sidewalk connection on Thompson Drive to  Boone Street.  L. CLOSED SESSION (VIDEO 1:00:09 -1 1:41:45)  1.  Closed session pursuant to Code of Virginia, 1950, as amended, Section 2.2- 3711(A)(29) concerning discussion of the terms or scope of a contract, because public discussion would adversely affect the bargaining position or  negotiating strategy.  On motion of Mr. Owens, seconded by Mrs. Quetsch, to convene in closed pursuant to Code of Virginia, 1950, as amended, Section 2.2-3711(A)(29) concerning discussion of the terms or scope of a contract, because public discussion would adversely affect the bargaining position or negotiating  strategy.  The roll call vote was as follows:  Mr. Owens Mr. Anderson Mrs. Pillion Mrs. Quetsch Mayor Webb  Aye Absent Aye Aye Aye  Oni motion by Mr. Owens, seconded by Mrs. Quetsch, reconvened in open session.  (IDEO14145-1a2.4)  The roll call vote was as follows:  Mr. Owens Mr. Anderson Mrs. Pillion Mrs. Quetsch Mayor Webb  Aye Absent Aye Aye Aye    -25- March 16, 2022  Mid-month meeting minutes  Mr. Owens moved that the Town Council certify that, in closed session just concluded, nothing was discussed except the matter or matters (1) specifically identified in the motion to convene in closed session and (2) lawfully permitted to be discussed under the provisions of the Virginia  Freedom ofI Information Act cited in the motion. The certification was as follows:  Mr. Owens Mr. Anderson Mrs. Pillion Mrs. Quetsch Mayor Webb  Iso certify Absent Iso certify Iso certify Iso certify  (VIDEO 1:42:48 - 1:43:24)  On motion by Mr. Owens, seconded by Mrs. Pillion, appointed Tim Estes to  Veterans Advisory Board with a term expiration of2025.  The roll call vote was as follows:  Mr. Owens Mr. Anderson Mrs. Pillion Mrs. Quetsch Mayor Webb  Aye Absent Aye Aye Aye  (VIDEO 1:43:28-1:4:40)  On motion by Mrs. Pillion, seconded by Mrs. Quetsch, appointed Kim Kingsley as the employee facilitator for the Veterans Advisory Board.  The roll call vote was as follows:  Mr. Owens Mr. Anderson Mrs. Pillion Mrs. Quetsch Mayor Webb  Aye Absent Aye Aye Aye  Mayor Webb declared the meeting adjourned.  le  Kimberly Kingsley,