-31- February 20, 2019 Work Session  TOWN OF ABINGDON WORK SESSION  WEDNESDAY, FEBRUARY 20, 2019 -2:30P PM ARTHUR CAMBPELL ROOM - MUNICIPAL BUILDING  Av work session ofthe Abingdon' Town Council was held on' Wednesday, February 20, 2019  at 2:30 pm in the Arthur Campbell room int 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 - Please place your name on the sign-up sheet provided and  comments are limited to three (3) minutes per person.  Noj public comments  D. RESOLUTIONS  1. A Resolution of the Council for the Town of Abingdon requesting the Directorofthe Department ofConservation: and Recreation/l Department of Historic Resources to designate the Abingdon Sports Complex as a public recreational area and to recommend to the Commonwealth Transportation Board that recreational access funds be allocated for an adequate access road to serve the Abingdon Sports Complex. - Ken Vittum, Interim Town  Manager (VIDEO 0:00-4:39)  Kenneth Vittum, Interim Town Manager advised Council that the Resolution suppled to the Town regarding the Town of Abingdon Sports Complex VDOT Access Road adopted on February 4, 2019 was incorrect. Mr. Vittum then read the proposed corrected Resolution.  Discussion ensued as to the exact location of the access road.  On motion by Mr. Bradley, seconded by Ms. Patterson, Council adopted the Resolution as read with regard to the Recreational Access Road.    -32- February 20, 2019 Work Session  The roll call vote was as follows:  Mr. Bradley Mrs. Quetsch Mr. Webb Ms. Patterson Mayor Craig  Aye Aye Aye Aye Aye  2. A Resolution of the Council for the Town of Abingdon requesting the Director ofthe Department ofConservation and Recreation/Deparment of Historic Resources to designate the Abingdon Sports Complex as a public recreational area and recommend to the Commonwealth Transportation Board that recreational access funds be allocated for a bikeway to serve the Abingdon Sports Complex. - Ken Vittum, Interim Town Manager  (VIDEO 4:40-10:13)  Kenneth Vittum, Interim Town Manager read the Resolution.  On motion by Ms. Patterson, seconded by Mr. Webb, Council adopted the Resolution as amended with regard to a separate bikeway at the Abingdon  Sports Complex.  The roll call vote was as follows:  Mr. Bradley Mrs. Quetsch Mr. Webb Ms. Patterson Mayor Craig  Aye Aye Aye Aye Aye  Mayor Craig questioned Cameron Bell, Counsel as to whether the Council should rescind the Resolution regarding the VDOT funds for the sports complex adopted at the February 4, 2019 Council meeting titled "Town of Abingdon Sports Complex VDOT Access Road Resolution".  Mr. Bell advised that action would be appropriate. (VIDEO 10:14-12:45)  On motion by Mr. Bradley, seconded by Ms. Patterson, Council rescinded the Resolution adopted at the February 4, 2019 Council meeting titled "Town of  Abingdon Sports Complex VDOT Access Road Resolution".    -33- February 20, 2019 Work Session  The roll call vote was as follows:  Mr. Bradley Mrs. Quetsch Mr. Webb Ms. Patterson Mayor Craig  Aye Aye Aye Aye Aye  E. REPORTS FROM INTERIM TOWN MANAGER-  1. Presentation from Peggy Hurley with 2020 Census Project - Ken Vittum, Interim Town Peggy Hurley with 2020 Census Project presented to Council information regarding the upcoming census and requested that the Council consider appointing a "Complete Count 2. Update on bids to complete climate control at Retirement - Jason Boswell, Director of Jason! Boswell, Director ofl Planning informed Council that the lowest bidderrecently failed to provide documents required to complete the process. Mr. Boswell further advised that staff contacted a couple other contractors and received a bid of $22,250, which contractor is in the process of submitting all the required documentation. Upon receipt, the documents will be submitted to DHR for approval for the installation; however, the contractor would not start work until approximately May16th. Mr. Boswell stated he felt that it was not too long to wait for 3. Update on costs to complete proposed parking lot and walking path at Muster Grounds Jason Boswell, Director of Planning advised Council that the archaeological survey submitted to Department of Historic Resources for approval. Mr. Boswell stated the estimate at this time is $6,500 to construct the pathway; $2,500 for base stone for the parking lot; and an additional $2,500-$ $3,500 for brown pea gravel should Council prefer. Conversation ensued and 4. Update on discussions with Carrie Baxter, Director of Abingdon Main Street, regarding Biennial Memorandum of Understanding Designated Community 2019-2020 and Memorandum ofA Agreement by and between the TownofAbingdon Ken Vittum, Interim  Manager (VIDEO 12:46 - 38:27)  Committee" to create awareness in communities to respond to the census.  Planning (VIDE038:31 - 40:09)  installation as that price includes removal oft the old system.  Jason Boswell, Director of Planning (VIDE04010-41.51)  agreed that Council prefer the brown pea gravel.  Town Manager (VIDEO 42:00-45:30)    -34- February 20, 2019 Work Session  Kenneth Vittum, Interim Town Manager updated Council stating that Carrie Baxter, Executive Director of Abingdon Main Street has been working with her Board to present a new work plan for the upcoming fiscal year. Mr. Vittum stated that there are two agreements to consider; Virginia Main Street, which will be expiring this year; and Abingdon Main Street expired the end oft this fiscal year. Mr. Vittum stated that he would like to get the two agreements on the 5. Discussion of the sports complex and Green Spring Road budgets - Ken Vittum, Interim Kenneth Vittum, Interim Town Manager referred to an update regarding the current bills the Treasurer has paid. Mr. Vittum stated there is the potential for grants through the AEP, US Soccer Foundation, and Baseball Tomorrow, which is the MLB and the Players Association. Mayor Craig inquired the status of the corporate fundraising. Mr. Vittum replied that he would 6. Discussion regarding additional pickleball courts Kevin Worley, Director of Outdoor Kevin Worley, Director of Outdoor Parks and Recreation advised Council that a site visit at the Community Center revealed aj potential location for additional pickleball courts relating to ample parking, restrooms and refreshments. Mr. Worley further advised Council that the Community Center may have plans for the potential site, however no masterplan at this time. Mr. Bradley questioned the possible flooding issue in that area; in which Mr. Worley stated that the courts would be constructed to work with the natural drainage, however would require additional investigation. Chuck Banner, Treasurer questioned whether one of the existing tennis courts at the Coomes Recreation Center be considered to contain three pickleball courts and would eliminate the need for al lease with another agency. Mayor Craig stated that the pickleball players requested exclusive courts. Mr. Bradley inquired ift the pickleball courts would be lit; with Mr. Worley responding it would be daytime playing only. Cameron Bell, Counsel questioned whether the property considered for long-term lease with the Community Center. 7. Update on sale of Summers Law Office Cameron Bell, Counsel (VIDE056:42- Cameron Bell, Counsel stated that the deal was closed on February 13, 2019 with the deed to Linda A. Summers recorded the same day. The Town deposited $183,660 resulting from 8. Discussion regarding funding of special projects (historic properties, sidewalks, etc.) -  same schedule.  Town Manager (VIDE04533-4838)  be establishing an initial meeting soon.  Parks and Recreation (VIDEO 48:42-56:41)  57:47)  the sell.  Mayor Wayne Craig (VIDEO: 57:48-1 1:10:45)  Mayor Craig stated that Council has discussed various projects that require funding, including stabilizing and repairing the Fields Penn House, sidewalks in front of Kiser Furniture to    -35- February 20, 2019 Work Session  Walgreens, a crosswalk across Main, as First Bank & Trust will have employees in that area, and perhaps sidewalks to Dairy Queen. Mayor Craig stated that Chuck Banner, Treasurer and Cameron Bell, Counsel met with Davenport & Associates to discuss the debt-level and felt that  contacting local banks may be the path to consider.  Cameron Bell, Counsel suggested that the Council members meet individually with Davenport and Associates for an opportunity to ask questions and discuss specific items. Kenneth Vittum, Interim Town Manager communicated to Council that if they commit to budgeting $50,000 - $75,000 into the Patton to Holston sidewalk project could score higher and have a better chance of being funded on the VDOT scale. Further stating that the application is  due in August 2019 and' VDOT would begin construction the first of2020. Kenneth Vittum, Interim Town Manager explained ai recent meeting with Spectrum Design that may lead to potential tax credits on historic properties. Discussion ensued. 9. Discussion regarding Council Salaries - Mayor Wayne Craig (VIDE01:10:46- Kenneth Vittum, Interim Town Manager stated that Section 15.2-1414.7 of the Code of Virginia, 1950, as amended, allows the members to set Council salaries. Discussion ensued and agreed to  1:13:42)  leave the salaries the same.  COUNCIL RECESS MDE0113S4-1303)  10. Closed Session pursuant to $2.2-3711(A)(3) of the Code of Virginia, 1950, as amended, for the purpose ofdiscussion or consideration oft the acquisition ofreal property for a public use, or of the disposition of publicly held real property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy ofthe public On motion of Ms. Patterson, seconded by Mr. Bradley, the Council convened in Closed Session pursuant to $22-3711(A)0)ofthe CodeofVirginia, 1950, as amended, for the purpose of discussion or consideration of the acquisition of real property for ap public use, or of the disposition of publicly held real property, where discussion in an open meeting would adversely affect the bargaining position or negotiating  body. (VIDE013057-21416,  strategy of the public body.  The roll call vote was as follows:  Mr. Bradley Mrs. Quetsch Mr. Webb Ms. Patterson  Aye Aye Aye Aye    -36- February 20, 2019 Work Session  Mayor Craig  Aye  Council invited Tyler Vencill, Civil Engineer toj join the closed session. On motion ofl Mr. Bradley, seconded by Mr. Webb, the Council reconvened  in open session.  The roll call vote was as follows:  Mr. Bradley Mrs. Quetsch Mr. Webb Ms. Patterson Mayor Craig  Aye Aye Aye Aye Aye  Kim Kingsley, Clerk, read the following certification to be adopted by the Council WHEREAS, the Council of the Town ofAbingdon, Virginia has convened in a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the  members:  provisions setj forth in the Virginia Freedom of Information. Act; and  WHEREAS, Sec. 2.2-3712(D) oft the Code of Virginia, 1950, as amended, requires a certification by the Town Council that such closed meeting was conducted in conformity with  Virginia law; and  NOW THEREFORE, be itr resolved, that the Council of the Town of Abingdon, Virginia hereby certifies that to the best ofeach member 's knowledge () only public business matters lawfully exempted from an open meeting requirement by Virginia law were discussed in closed meeting to which this certification resolution applies and (i) only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or  considered by the Town Council.  The certification was as follows:  Mr. Bradley Mrs. Quetsch Mr. Webb Ms. Patterson Mayor Craig  Iso certify Iso certify Iso certify Iso certify Iso certify  11. Closed Session pursuant to $2.2-3711(A)(3) of the Code of Virginia, 1950, as amended, fori the purpose ofd discussion or consideration ofthe acquisition ofreal property for a public    -37- February 20, 2019 Work Session  use, or of the disposition of publicly held real property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy ofthe public On motion of Ms. Patterson, seconded by Mr. Webb, the Council convened in Closed Session pursuant to $2.2-3711(A)(3) of the Code of Virginia, 1950, as amended, for the purpose of discussion or consideration of the acquisition of real property for a public use, or of the disposition of publicly held real property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy  body. (VIDE02:14:17 -2:32:13)  of the public body.  The roll call vote was as follows:  Mr. Bradley Mrs. Quetsch Mr. Webb Ms. Patterson Mayor Craig  Aye Aye Aye Aye Aye  Council invited Tyler Vencill, Civil Engineer toj join the closed session. On motion of Mr. Bradley, seconded by Mrs. Quetsch, the Council  reconvened in open session.  The roll call vote was as follows:  Mr. Bradley Mrs. Quetsch Mr. Webb Ms. Patterson Mayor Craig  Aye Aye Aye Aye Aye  Kim Kingsley, Clerk, read the following certification to be adopted by the Council WHEREAS, the Council of the Town of Abingdon, Virginia has convened in a closed meeting on this date pursuant to an afirmative recorded vote and in accordance with the  members:  provisions set forth in the Virginia. Freedom of1 Information Act; and  WHEREAS, Sec. 2.2-3712(D) of the Code of Virginia, 1950, as amended, requires a certification by the Town Council that such closed meeting was conducted in conformity with  Virginia law; and    -38- February 20, 2019 Work Session  NOW THEREFORE, be it resolved, that the Council of the Town of Abingdon, Virginia hereby certifies that to the best ofeach member 's knowledge () only public business matters lawfully exempled.from an open meeting requirement by Virginia law were discussed in closed meeting to which this certification resolution applies and (ii) only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or  considered. by the Town Council.  The certification was as follows:  Mr. Bradley Mrs. Quetsch Mr. Webb Ms. Patterson Mayor Craig  Iso certify Iso certify Iso certify Iso certify Iso certify  12. Closed Session pursuant to 92.2-3711(A)29) oft the Code of Virginia, 1950, as amended, for the purpose of discussion of the award of a public contract involving the expenditure of] public funds, including interviews ofbidders or offerors, and discussion of the terms or scope of such contract, where discussion in an open session would adversely affect the bargaining position or negotiating strategy ofthe public body. (VIDE02:32:13 -2:48:00) On motion of Mr. Bradley, seconded by Mr. Webb, the Council convened in Closed Session pursuant to $2.2-3711(A)(29) of the Code of Virginia, 1950, as amended, for the purpose of discussion of the award of a public contract involving the expenditure of public funds, including interviews of bidders or offerors, and discussion of the terms or scope ofs such contract, where discussion in an open session would adversely affect the bargaining position or negotiating strategy of the public body.  The roll call vote was as follows:  Mr. Bradley Mrs. Quetsch Mr. Webb Ms. Patterson Mayor Craig  Aye Aye Aye Aye Aye  Council invited Kevin Worley, Director of Outdoor Parks and Recreation to. join  the closed session. open session.  On motion of Ms. Patterson, seconded by Mr. Bradley, the Council reconvened in    -39- February 20, 2019 Work Session  The roll call vote was as follows:  Mr. Bradley Mrs. Quetsch Mr. Webb Ms. Patterson Mayor Craig  Aye Aye Aye Aye Aye  Kim Kingsley, Clerk, read the following certification to be adopted by the WHEREAS, the Council of the Town ofAbingdon, Virginia has convened in a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions set forth in the Virginia Freedom of Information. Act; and  Council members:  WHEREAS, Sec. 2.2-3712(D) oft the Code of Virginia, 1950, as amended, requires a certification by the Town Council that such closed meeting was conducted. in  conformity with Virginia law; and  NOW THEREFORE, be it resolved, that the Council of the Town ofAbingdon, Virginia hereby certifies that to the best ofeach member' 's knowledge () only public business matters lawfully exempted from an open meeting requirement by Virginia law were discussed in closed meeting to which this certification resolution applies and (i) only such public business matters as were identified in the motion convening the closed  meeting were heard, discussed or considered by the Town Council.  The certification was as follows:  Mr. Bradley Mrs. Quetsch Mr. Webb Ms. Patterson Mayor Craig  Iso certify Iso certify Iso certify Iso certify Iso certify  F.  COUNCIL MEMBER REPORTS MDE0748.42-25199  Ms. Patterson requested that all Council packets be delivered to Council members.  Kim Kingsley, Clerkrequested Council determine the meeting time for the upcoming departmental budget requests scheduled for March Sth and March 6th. Discussion ensued and agreed to conduct  the meetings from 1:00 to 5:00 pm daily.    -40- Februry 20, 2019 Work Session  Mayor Craig adjourned the meeting.   Wye GJ. Wayne Oraig,  Ss  Kimberly Kingsley,Clerk