Lebanon Town Council Regular Monthly Meeting Town Hall, Lebanon, Virginia Tuesday, November 12, 2024 6:00 P.M. Council Members Present: Nelson A. "Tony" Dodi, Mayor DeAnna C. Jackson, Vice- Mayor Scott J. Gilmer, Council Member M. Elijah Leonard, Council Member W. Bradley Lambert, Council Member J.L Leonard Kegley, Council Member Nina. J.J Fields, Council Member Andrew R. Shortt, Town Manager Kevin D. Tiller, Town Attorney Richard Eric Deskins, ChiefofPolice A. Diane Nunley, Clerk of Council Staff Members Present: I. II. III. IV. The meeting was called to order by Mayor Dodi. Prayer: Keith Hovis Pastor Lebanon Church of Christ Pledge of Allegiance Edit for items not on the agenda: Upon motion made by Mr. Leonard, seconded by Ms. Jackson, the agenda was unanimously approved. The vote was as follows: Ms. Jackson, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms. Fields, Aye. V. Edit and approve minutes from the 10/15/24 council meeting: Upon motion made by Mr. Lambert, seconded by Ms. Fields, the minutes of the 10/15/24 council meeting were unanimously approved. The vote was as follows: Ms. Jackson, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms. Fields, Aye. VI. Public Request Stephen Rasnake Town Citizen located at 116 Rose Drive complained about dog running at large in his neighbor. He advised that he has spoken with ChiefDeskins several times regarding this issue, but it seems the dog running at large issue has gotten worse. Mr. Rasnake stated that recently his youngest son, his wife and 2-year-old son moved next to him. He stated that they have been attacked once plus chased several times. He stated that hei is in the process ofinstalling a security alarm system plus more steps ifnecessary to prevent any ofhis family getting hurt. He stated that just warning the owners is not working that there must be other measures taken to resolve this issue. Chief Deskins advised that SO far, the biggest issue has been bad timing for the Lebanon Police Officers to catch the dogs loose when they patrol Rose Drive. ChiefDeskins stated that Russell County Animal Control is patrolling the area also looking for the dogs running at large. Mr. Rasnake advised there are four dogs running at large with one owner adjacent tol his property. Mayor Dodi requested Mr. Rasnake give Chief] Deskins the names of the dog owners sO that the owners can be notified. Mr. Leonard requested Chief Deskins hand deliver a letter to the dog owners therefore there is proper documentation. Mr. Tiller stated that ift the owner does not comply with the Town ofLebanon Leash law iti is a Class 11 Misdemeanor offense. Scott Gilmer entered the meeting at 6:11 P.M. Coetta Hoge Town Citizen located at 131 Overlook Drive expressed her appreciation for the Town Council allowing her to speak with them. She stated that her concerns were the stray cats located in the Town ofLebanon. She stated that she read the article in the Lebanon News therefore she is aware of some citizens complaining regarding stray cats. Ms. Hoge stated that shel has taken care ofs stray cats in the town ofLebanon for the past thirty-five years. She stated that she not only feeds the cats twice a day at five different locations, but shel has them spayedneutered, vaccine shots and takes them to a veterinary ifthey get sick. She stated that there are other individuals that take care of stray cats also at other locations. Ms. Hoge requested that the Town Council not pass any ordinance that would prevent her from caring for the stray cats. Mr. Gilmer questioned ifDr. Rucker works with her to help take care of the cats. Ms. stated that she normally takes the cats to Dr. Gent in Abingdon. Mr. Gilmer advised that he Hoge would like tc work out a private partnership with Dr. Rucker tol help take care oft these cats medical needs. Mayor Dodi assured Ms. Hoge that the Town Council will consider her request plus try to move: forward in the community in aj positive matter to help the stray cat issue. Melissa Couch Town Citizen, located at 394 Cleveland Road stated that she feeds the stray cats at the Applebee's location in the mornings and Ms. Gilmer feeds them in the evenings. She stated that Ms. Gilmer makes sure all the cats are spayed/neutered, vaccine shots plus care for the sick ones just like Ms. Hoge. Ms. Couch advised that cats live in colonies and stay ini the same location as. long as they have a food: source but ift they don't have a food source, they will roam, Kaiser Williams Town Citizen located at 394 Cleveland Road stated that he agreed with Ms. Couch and Ms. Hoge concerning the stray cat issue. He stated that what he thinks is a nuisance is people running the roads in a vehicle without a license and without tags. He stated that the vehicles normally come out around 5:30. P.M.-6:00 P.M. each evening that doesn't have a license or tags. He stated that once they hit another vehicle and hurt someone it is too late then for the law to arrest them. Mr. Williams stated that the Lebanon Police has not had any roads checks in a long time. ChiefDeskins stated that the Police cannot pull someone over in a vehicle ifs someone just tells the officers that they don'th have a license or insurance without a reason to the which can be an issue. vehicle. The Town Council discussed this issue. stop VII. Approve accounts payable and capital assets for the month ofOctober: Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the accounts payable for the month ofOctober was unanimously approved. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms. Fields, Aye. VIII. New Business None. IX. Town Managers Report Mr. Shortt stated that the Police Department currently has borrowed portable radios from Russell County. He stated that he has worked with ChiefDeskins to get pricing for twelve portable radios. ChiefDeskins advised that the current portable radios that they have borrowed from Russell County will be no longer available after December 15, 2024, therefore the next model will thej price range of$3,700-$4,000 per portable radio. Mr. Shortt advised that his proposal is be to in part oft the Police Department capital outlay to purchase six portable radios for this fiscal purchase the remaining six portable radios for the 2025-2026 fiscal year. Mr. Gilmer requested year and ChiefDeskins get three quotes for the portable radios even though the one use state is on the bid site. company Mr. Shortt presented quotes for three portable radios for the Lebanon Fire Department. The quotes are as follows: 10-33 Communications BK Technologies 49er Communications $7,095.00 total $8,555.82 total $8,674.35 total $2,365.00 each $2,851.94 each $2,891.45 each Upon motion made by Mr. Gilmer, seconded by Mr. Lambert, the Town Council voted to approve the purchase for three portable radios from 10-33 Communications unanimously at the of$7,095.00 for the Lebanon Fire Department. The vote was as follows: Ms. Jackson, price Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms. Fields, Aye. Aye; Mr. Mr. Shortt presented the information from DEQ regarding the Virginia Clean Water Loan Fund Program #C-515756 for the total loan amount of$6,715,000.00 with a principal Revolving forgiveness of$671,500.00 for the Town ofLebanon. He stated that this is not Town to this amount, but the Town can take only the budgeted amount needed for committing their the Mr. Shortt stated that the Council needs to decline the DEQ Virginia Clean Water Loan Fund Program #C-515816 for the amount of$ $1,049,400.00 for the Town wide Revolving sewer system projects. improvements and Lebanon Pump Station Improvements. Upon motion made by Mr. Gilmer, seconded by Mr. Leonard, the Town Council voted to accept the DEQ offer for Virginia Clean Water Revolving Loan Fund unanimously 515756 and decline the DEQ Virginia Clean Water Revolving Loan Fund The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Program Aye; Mr. Lambert, Mr. Shortt advised that the Russell County Sheriff's Office is requesting an easement to access their property from the Lebanon Fire Department parking lot. The property is located at Lebanon Primary School. They build a shelter for emergency items such as generators and Mr. Leonard questioned ifthe access would create a drainage issue for the Lebanon side-by-side. Fire Department parking lot. Mr. Shortt stated that they would need an entrance permit with proper Program #C-515816. #C- Aye; Mr. Kegley, Aye; Ms. Fields, Aye. drainage. Upon motior: made by Mr. Leonard, seconded by Mr. Lambert, the Town Council unanimously voted to approve an easement to the Russell County Sheriff's office from the Lebanon Fire Department parking lot in the event they build an emergency supply building. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Mr. Shortt presented the VDOT crosswalk drafts. He stated that the plans are not anything like he ort the Town Council envisioned for the VDOT Crosswalks. He recommended the Town Council Mr. Shortt advised that Virginia Department ofHealth has issued template letter to mail to Town citizens concerning the lead and copper service line inventory. He stated that any home built Mr. Shortt advised that the regular Town Council meeting for December is set for December gth with the Employee Christmas lunch usually set for the same day. Mayor Dodi requested the December Town Council meeting be changed for the first week ofDecember. The Town Council Upon motion made by Mr. Gilmer, seconded by Ms. Fields, the Town Council unanimously voted to change the regular December Town Council meeting to December 2, 2024, starting at 1:00 P.M. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Mr. Shortt stated that like most municipalities the Town ofLebanon is able to piggyback off VDOT salt contract at the current rate of$135.71 per ton. He stated that he wishes to purchase Upon motion made by Mr. Leonard, seconded by Mr. Gilmer, the Town Council unanimously voted to approve the purchase of200 tons for the initial load to store at the new Salt Dome Facility at the rate of$135.71 per ton to be paid with the VDOTUrban Maintenance Funds. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Mr. Shortt presented a rough estimate of cost of $79,300.00 for materials and the Town Employees to perform the work for the pickleball courts. He stated that the fence quote needed to be increased by $5,000.00 which makes the rough estimate $84,300.00. Upon motion made by Mr. Lambert, seconded by Mr. Kegley, the Town Council unanimously voted to approve the pickleball court project utilizing the Town Employees for labor. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Mr. Shortt advised that Nathan Brown with Barrington Landscape Architecture received three quotes for landscaping at the Russell Theater Pavilion. The quotes are as follows: Aye; Ms. Fields, Aye. decline the VDOT offer for crosswalks as presented. before 1986 will receive a letter to identify their water lines. discussed changing the meeting date. Lambert, Aye; Mr. Kegley, Aye; Ms. Fields, Aye. 200 tons which will bel housed at the new Salt Dome Facility. Mr. Kegley, Aye; Ms. Fields, Aye. Aye; Kegley, Aye; Ms. Fields, Aye. Etter's Greenhouse Davis Brothers Triple A Lawn Service $10,820.00 $16,698.00 $17,535.00 Upon motion made by Ms. Jackson, seconded by Ms. Fields, the Town Council unanimously voted to approve the lowest bid from Etter's at the amount of $10,820.00 for landscaping the Russell Theater Pavilion. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. at Mr. Shortt advised that Lebanon Fire Department ChiefMcCoy requested the Town Council approve thei invoice from Your Grate Escape to cater the Fire Department Christmas dinner Upon motior made by Mr. Lambert, seconded by Mr. Gilmer, the Town Council unanimously voted to approve the invoice from Your Grate Escape in the amount of $3,433.32 to cater for the Fire Department Christmas dinner. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Mr. Gilmer requested Mr. Shortt pursue options to help with the veterinary service expenses for Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms. Fields, Aye. amount of $3,433.32. at the Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms. Fields, Aye Aye; animals in the Town ofLebanon. ChiefofPolice Report X. ChiefDeskins presented the monthly Police Report. He advised that the Town was awarded the USDA Grant for $84,000.00 with the Town's match being $34,000.00 toj purchase two 2025 Dodge Durango Pursuit V6. AWD. He stated that he wished to change from the Ford SUV to the Dodge Durango SUV: for two reasons one is they are about $4,000.00 cheaper than the Ford the officers seem tol like the Dodge Durango better. The Town Council discussed plus the Police Department Fleet from Ford tol Dodge. changing Upon motion made by Mr. Lambert, seconded by Mr. Kegley, the Town Council unanimously voted to approve ofr moving forward with the USDA Grant to purchase two 2025 Dodge SUV. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Durango ChiefDeskins advised that the Lebanon Police Department received a donation from Wal-Mart for the Shop with a Cop program. He stated that he had thought of doing something al little different this year, "Christmas with the Cop." They would get a wish list from the twenty kids listing what they wanted for Christmas then have a movie night at the Russell Theater with the police officers to hand out their gifts. Mr. Gilmer stated that he supported Chief Deskins either way he chooses with the Shop with a Cop program plus he hopes the Town Council would Lambert, Aye; Mr. Kegley, Aye; Ms. Fields, Aye. him in sponsoring the movie plus a kid's combo for each child. join XI. Town Attorney Report Mr. Tiller advised that he had nothing to: report. XII. Committee Reports and Recommendations Mr. Gilmer questioned Mr. Shortt concerning the paving schedule. Mr. Shortt stated that Bizzack will bei in Town either Friday or Monday to: start paving Mill Avenue, Russell Street and Circle. Mr. Leonard questioned ifMr. Shortt was able to speak with Russell County Brumley Administrator Lonzo Lester concerning the pricing oft the paving for Russell Street. Mr. Shortt Mr. Gilmer advised that there are housing meetings with the planning district now to discuss some programs coming that can help with housing projects in the Town. He requested Mr. Shortt or Shane Farmer attend some oft those meetings. Mr. Gilmer advised that Feeding America are taking sign up for food distribution within the next year. He requested Mr. Shortt check on that project as well to see ifthe Town is eligible tol be a co-sponsor with additional food distribution stated that Mr. Lester agreed with the pricing for the paving from Bizzack. the Town ofl Lebanon. Keith Viers. in Mr. Leonard requested Mr. Shortt get an update regarding the Main Street Villas project from Mayor Dodi stated that he has noticed several vacate building in the downtown area ofLebanon. Hei requested at the January Organizational meeting that the Town Council appoint an Committee Board to help promote businesses to the downtown area. Advisory XIII. Old Business Lighting Project RFP's Upon motion made by Mr. Lambert, seconded by Mr. Kegley, the Town Council unanimously voted to approve the Woodward quote with the MUSCO lighting at a total amount of $414,875.00 for the lighting project to be divided over two fiscal years. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms. Fields, Aye. The Town Council discussed the option ofinstalling the Ballfield Lights one: fiscal remaining Town Parks lights and Pickleball Court Lights ini the next fiscal that he plans to work out aj plan with Woodward tol help ensure this project year. can be split into two then the Mr. year Shortt stated fiscal years. XIV. Enter closed session: 8:17P.M. A Upon motion made by Mr. Lambert, seconded by Mr. Leonard, the Town Council unanimously voted to go into closed session under Code Section 2.2-3711(A)CI)C) for the purpose of personnel and legal. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms. Fields, Aye. B. Upon motion made by Mr. Lambert, seconded by Mr. Kegley, the Town Council unanimously voted to return to regular session. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms. Fields, Aye. C.A.D Diane Nunley, Clerk ofCouncil, 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 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)a and (2), shall SO state prior to the vote, indicating the substance oft the departure that, in their judgment, has The roll call vote was as follows: Mayor Dodi, Aye; Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms. Fields, Aye; Mr. Tiller, Aye; taken place. Mr. Shortt, Aye. XV. XVI. Adjourn closed session: 10:00P.M. Adjourn: 10:02 P.M. Upon motion made by Mr. Lambert, seconded by Mr. Leonard, the Town Council unanimously voted to adjourn. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Leonard, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Ms. Fields, Aye. Ohnsiyom Melson A."Tony" Dodi,Mayor Q - uw A. Diane Nunley, Clerk of holy Minutes recorded by: A. Diane Nunley, Clerk of Council Minutes prepared by: A. Diane Nunley, Clerk of Council