- 163- October 16, 2019 Work Session  TOWN OF ABINGDON WORK SESSION  WEDNESDAY,OCTOBER 16, 2019- -2:30PM COUNCIL CHAMBERS - MUNICIPAL BUILDING  A work session oft the. Abingdon Town Council was held on Wednesday, October 16,2019  at 2:30 pm in the Council Chambers ini the Municipal Building.  A. WELCOME- Mayor Craig  B. ROLL CALL- Kimberly Kingsley, Clerk  Members of Council Present:  Mr. Bradley Mrs. Quetsch Mr. Webb Ms. Patterson Mayor Craig  C. PUBLIC COMMENTS (VIDE05:09-28:23)  Terri Chapney Donna Soderquist Stephen Jett Sigrid Phillips  D. NEW BUSINESS  1. Update on sports complex - Stephen Steele, CHA Desgi/Consiruction Solutions Stephen Steele presented information regarding the successful field placement with settling atan minuscule rate. Mr. Steele stated that thei next phase would tol be survey topographical grades and design utilities with bidding to being in spring 2020, weather permitting. 2. Discussion regarding unopened right of way (publically dedicated right of way as a result of a 1988 annexation) for property located at Dutt & Wagner. - Cameron Bell, Tyler Vencill, Town Engineer and Bob Breimann with The Street Law! Firm, Counsel for Dutt & Wagner, presented information regarding the legal status of an unopened right of way for discussion. Discussion ensued at which time it was decided that staff should continue to investigate this matter and work with Mr. Breimann regarding required documentation.  (VIDE078.24-37.08)  Counsel (VIDEO 37:09 = 43:42)    164- October 16, 2019 Work Session  E.  UNFINISHED BUSINESS  1. Consideration ofaward of contract for Engineering Services for crosswalk at Russell Road and Ray Petty and Foster-DeBose baseball fields - Tyler Vencill, Town  Engineer (VIDE043:43-46.19)  Tyler Vencill, Town Engineer advised Council that the Town received funding from Virginia Department of Transportation for a project at Russell Road through a pedestrian safety grant funding application and in the phase of acquiring an engineer to complete the design work. The Request for Proposal was advertised with five responses received. The staff has reviewed  and scored those proposals and selected The Lane Group.  On motion by Mrs. Quetsch, seconded by Mr. Bradley, authorized the town manager to enter into competitive negotiation with The Lane Group for engineering services  and execute an agreement for services.  The roll call vote was as follows: Mr. Bradley Mrs. Quetsch Mr. Webb Ms. Patterson Mayor Craig  Aye Aye Aye Aye Aye  2. Consideration of award of contract for Tennis Court Resurfacing and Repair - Kevin Worley, Director of Parks and Outdoor Recreation (VIDEO 46:20-55:04) Kevin Worley, Director of Parks and Outdoor Recreation reported that a second request for proposal resulted with three responses received. The staff has reviewed and scored those proposals and selected CourtOne with a bid of $35,006 to perform work on four tennis courts at  the Coomes Recreation Center. Discussion ensued.  On motion by Ms. Patterson, seconded by Mr. Webb, awarded the contract for the tennis court resurfacing and repair to CourtOne in the amount of $35,006 and authorized the town manager to execute an all necessary documents.  The roll call vote was as follows: Mr. Bradley Mrs. Quetsch Mr. Webb Ms. Patterson Mayor Craig  Aye Aye Aye Aye Aye    -165- October 16, 2019 Work Session  Mr. Worley stated that funding was in place to build a concrete pad at' The Community 3. Discussion regarding deer population in the Town of Abingdon - ChiefTony ChiefSullivan led al lengthily presentation and discussion regarding the deer population On motion by Mayor Craig, seconded by Ms. Patterson, declined to enact the proposed Department of Game & Inland Fisheries Urban Archery ordinance in the Town ofAbingdon and authorized ChiefSullivan to disseminate the deterrent options  Center and would be working with Mr. Morani and Mr. Bell on an agreement.  Sullivan (VIDE0S+51-1.14.05)  including the Urban Archery Program and deterrent options available.  on the' Town'swebsite.  The roll call vote was as follows: Mr. Bradley Mrs. Quetsch Mr. Webb Ms. Patterson Mayor Craig  Aye Aye Aye Aye Aye  F. Closed Session pursuant to $223711(A)8ofthet Code ofVirginia, 1950, as amended, for the purpose of consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provisions of legal advice by such Mayor Craig stated that this matter was placed on the agenda prematurely and no action  counsel. (VIDEO: 1:39:16- - 1:39:35) will be taken at this time.  G. MATTERS NOT ON' THE. AGENDA  VIDEO114U7-1341)  Jayne Duehring, Director of Tourism advised Council that Barter Theatre would remain dark during the month of February 2020 and part of March 2020. Ms. Duehring shared her concerns regarding the effect on meals and lodging taxes during that time and shared aj proposed project to continue music at the Barter during February 2020 to be dubbed "Abingdon Sessions".  Discussion ensued.  On motion by Mr. Webb, seconded by Mrs. Quetsch, authorized the town manager to work with the Director of the Abingdon Convention and Visitors Bureau to offer Abingdon Sessions on February 14,15, 21, 22, 28 and 29 with expenses not to exceed    -166- October 16, 2019 Work Session  $120,000 subject to thet town attorney and town manager reviewing and approving all  necessary documents.  The roll call vote was as follows: Mr. Bradley Mrs. Quetsch Mr. Webb Ms. Patterson Mayor Craig  Aye Aye Aye Aye Aye  VIDE013415-13909)  Jason Boswell, Director of Planning advised Council that after discussions with Mr. Morani, it was decided that that a comprehensive update of the entire ordinance should be completed along with the subdivision ordinance. Staff evaluated this option and agreed to enter  into an agreement with The Berkley Group.  Counsel Cameron Bell briefed the Council that the Town had worked with The Berkley Group recently with the executive search and other matters, they responded to a cooperative procurement request for proposal that incorporates a number of different services and as an exception to the procurement act if there is something that is cooperatively procured than other localities can join into that cooperative procurement without going through the bidding process themselves. Mr. Bell further stated that the request for proposal that The Berkley Group responded to specifically included revising and reviewing zoning and subdivision ordinances, which allows us to tack on to that cooperative procurement with this agreement.  Further  discussion ensued.  On motion by Mr. Bradley, seconded by Ms. Patterson, authorized the contract with The Berkley Group for revision of the ordinances as set forth and authorized the town  manager to enter into the contract.  The roll call vote was as follows: Mr. Bradley Mrs. Quetsch Mr. Webb Ms. Patterson Mayor Craig  Aye Aye Aye Aye Aye    -167- October 16, 2019 Work Session  H. REPORTS FROM COUNCIL/STAFF MIDE013925-1437  Mr. Webb stated that it had been al busy month.  Ms. Patterson stated that District Three - Lynx had agreed to assist with transportation to the polls on. November 5, 2019 and requested staff disseminate on social media and signs. Ms. Patterson also invited members to The Community Center on October 22, 2019 where the Upper Tennessee River Roundtable will announce an award for landscape architects for the design ofa rain garden. Ms. Patterson also extended an invitation to attend to attend the event on October  18,2019: at the Fairview Foundation.  Mrs. Quetsch thanked the staff for their service. Mr. Bradley stated that he has attended several meetings.  Mayor Craig adjourned the meeting.  Mees 4  2w  Wwibuly Kimberly Kingsley,  Be