Regular Council meeting April 8th, 2025 REGULAR COUNCIL MEETING TOWN OF SALTVILLE, VIRGINIA APRIL 8TH, 2025 AT 7:00 P.M. The regular meeting ofthe Saltville Town Council was held on April 8th, 2025, at 7:00 p.m. in the Town Hall. Council Members Present: Mayor Cheri Fullen Suzanne Abramson, Council Member Eugene Call, Council Member Ryan Comer, Council Member R.B. Henderson, Council Member Cary Sauls, Council Member Council Members Absent: Staff for Town: Cecile Rosenbaum, Town Manager Tammy M. Woodward, Deputy Clerk-Treasurer Bryan Lynch, Chief of Police Chief/Fire Department Chief Paul Cassell, Town Attorney ***** A. Mayor Fullen called the Council meeting to order, and Tammy Woodward called the roll. **** * * B. Mayor Fullen led the Pledge of Allegiance. ****: * C. Citizen's Time: **Rose Likins spoke on behalf of the Saltville library. She announced that within the next 30-40 days Kris Sheets, Director ofthe Saltville branch, will be retiring. They are already in the process of working to fill the position. Regular Council meeting April 8th, 2025 **Gary Kelly who lives at Sheep Hill, wanted to address an issue he has been dealing with for about 20 years off and on. The issue is a drainage problem that affects his property. He states that as a few years ago the town crew had temporarily fixed the problem, but since then it has gotten worse. He requested that maybe one of the engineering firms that the town uses could come and look at it and help with deciding what can fix the problem SO it will no longer be an issue. **Katie Beth Bordwine spoke representing the Saltville Community Liaison Panel and is the newly appointed representative. The committee is in partnership with Olin, this group has been here in town since 1996. The purpose of the panel is sO that the residents of Saltville can have any direct contact with Olin. She is leaving a sign-up sheet that is for interest to be on the panel. The upcoming July meeting will be a site tour oft the facility, capping oft the ponds among some of the high points that will come with the tour. ***** D. On motion of Mr. Comer, seconded by Mr. Call, the Council approved the agenda as presented. The roll call vote was as follows: Ms. Abramson Aye Mr. Call Aye Mr. Comer Aye Mr. Henderson Aye Mr. Sauls Aye ***** * E. On motion of Mr. Comer, seconded by Mr. Sauls, Council approved the minutes of the March 11th 2025 regular council meeting and the April 3rd, 2025 Special called meeting. The roll call vote was as follows: Ms. Abramson Aye Mr. Call Aye Mr. Comer Aye Mr. Henderson Aye Mr. Sauls Aye ** F. Council Committee Reports Reports from the following town committees: Regular Council meeting April 8th, 2025 A Committee on Library, Historical & Cultural Matters, Health, and Beautification. Councilwoman Abramson didn'thave a quorum for her monthly meeting. For those that were present they talked about the volunteer work they wish to help with at the Wave pool. Was pleased to get some cleanup around the commons, wellfields and areas started and hopes to focus on different areas throughout the year. Ms. Abramson will be helping during the Earth Day cleanup which will take plaçe at the playground and encouraged any ofher members to participate ifthey can. The committee will also be working on planting new flowers throughout the commons, playground and areas within the town. **** > Committee on well fields, parks & recreation, wave pool and Salt Trail. Councilman Sauls reported that prior to his regular meeting himself and Mayor Fullen met with Amanda Livingston in discussion about the Salt trail and excited about things to come. ***** Committee on ordinance and Land management. Councilman Comer stated that he will need to get (2) new members appointed to his committee as one resigned and the other chose to be with a committee more ofi interest. Mr. Comer asked town attorney Paul Cassell to draft an ordinance implementing the current bill pertaining to blighted properties that are vacant for 5 years or more and tax delinquent, the locality can take it over. Upon motion made by Mr. Comer and seconded by Ms. Abramson, the council approved to have the town attorney draft the implementing ordinance for senate bill 1476. The roll call vote was as follows: Ms. Abramson Aye Mr. Call Aye Mr. Comer Aye Mr. Henderson Aye Mr. Sauls Aye Also, during the committee meeting Mr. Comer said that Mayor Fullen suggested that we currently don't have a description of the Town seal. The Regular Council meeting April 8th, 2025 committee had approved to have mayor Fullen work on the seal to be able to include it in the ordinance. Mayor Fullen did a breakdown oft the sections of the seal in depth with an explanation ofthe design. Councilman Comer mentioned that his committee voted to send back to the council to vote to ask for artists renderings from the public to design the proposed seal. Upon a motion made by Mr. Comer and seconded by Ms. Abramson, the council voted to approve to accept designs from the public. The roll call vote was as follows: Ms. Abramson Aye Mr. Call Aye Mr. Comer Aye Mr. Henderson Aye Mr. Sauls Aye ***** Police Fire & Rescue Committee. Mayor Fullen spoke on behalf of Mr. Dickerson and stated that the committee has voted to make a new name change from Police, Fire and Rescue to Public Safety. **** Water, Sewer & Refuse Committee. Councilman Henderson said that they didn't have a quorum but did have a few in attendance SO they just discussed several things that didn't require any votes. He did mention that he still wants to have himself and the committee take tours of the sites and stations. Streets & Roads. Councilman Call said his committee expressed several concerns for Improvements such as potholes that are in various areas oft the town roads. The committee also noted there was trash that needed to be picked up regularly that's in the ditches, town grounds, ballfields area. ***** G. Unfinished Business Councilman Sauls wanted to commend job well done on the new SCADA system and how well it works. Regular Council meeting April 8th, 2025 H. New Business 1. Civil War re-enactment event. Jim Boardwine stepped away from the event, SO John Winebarger with Sons of Confederate Veterans spoke. He has been working with Smyth County 4-H, Smyth County Chamber and mayor Fullen in talks about the event. He says they would like to hold the event September 12th-14th, 2025. He said that on Friday (12") during school hours they would like to do like in the past and have this for the kids. He said a breakdown ofthe cost would roughly total 3500.00. Council will have a line item on their new budget coming in to help with funding. They will further discuss amount once they get more into budget sessions. On motion ofMr. Call, seconded by Mr. Sauls, the Council approved the dates for the Re-enactment to be held this fall of 2025. The roll call vote was as follows: Ms. Abramson Aye Mr. Call Aye Mr. Comer Aye Mr. Henderson Aye Mr. Sauls Aye **** * 2. Consideration of Memorandum of Understanding between Town of Saltville, VA and County ofSmyth, VA for the purpose of Cooperation of use of land for the Emergency Communications Compound. The memorandum was provided as part of the packet. Town manager went over this with council also informing that she forwarded this to town attorney Mr. Cassell who said all looked good as written. Ms. Rosenbaum said this will be serving a large area with radio communications. She stated that the county would be maintaining it. On motion of Mr. Comer, seconded by Mr. Sauls, the Council approved the agreement as is written. The roll call vote was as follows: Ms. Abramson Aye Mr. Call Aye Mr. Comer Aye Mr. Henderson Aye Mr. Sauls Aye ***** Regular Council meeting April 8th, 2025 3. Consideration of adoption of Resolution of the Council of Town of Saltville, Virginia declaring April 2025 as fair Housing Month. Dustin Keith & Carrie Holt spoke about this and included an email documentation with further details about Southwest VA Association of Realtors and the possibility of a Fair Housing Month Proclamation. On motion of Mr. Call, seconded by Mr. Henderson, the Council approved the proposed proclamation for Fair Housing Month of April 2025. The roli call vote was as follows: Ms. Abramson Aye Mr. Call Aye Mr. Comer Aye Mr. Henderson Aye Mr. Sauls Aye ***** 4. Consideration of (2) committee name changes. ** Police, Fire and Rescue to be: Public Safety **Library Historical and cultural matters, health, and beautification to be: Historical and beautification. Both committees had the full approval of their members for the name changes. On motion of Ms. Abramson and seconded by Mr. Comer, the council approved having town attorney Mr. Cassell to draft these changes for the town ordinance. The roll call vote was as follows: Ms. Abramson Aye Mr. Call Aye Mr. Comer Aye Mr. Henderson Aye Mr. Sauls Aye ***** 5. Consideration of the request for proposals for cutting the hay field area. Cecile Rosenbaum asked for a motion to send out the request for bids. Councilman Comer wanted to make sure that whoever bided that they knew to not cut in or around the area that had the signs for the butterfly garden area. Regular Council meeting April 8th, 2025 On motion of Mr. Henderson, seconded by Mr. Sauls, the council approved this request to advertise for the cutting of the hay. The roll call vote was as follows: Ms. Abramson Aye Mr. Call Aye Mr. Comer Aye Mr. Henderson Aye Mr. Sauls Aye ***** 6. Consideration of obtaining estimates for repairs of the back porch of library. Rose Likins with the Smyth County Public Library, speaking on the Saltville library says the back porch area ofthe library looks like concrete is eroding and separating. She sent several pictures for reference to town manager Cecile Rosenbaum. Rose met with Hunter to show him the concerns as well. Hunter suggests for now that he will be watching this closer and ifit starts deteriorating faster, obviously they will act on it immediately. Ms. Likins says this back entrance is used more than the front and just wanting to make sure no one would be on that area ifit was to collapse. Mr. Comer made a motion with a second by Mr. Sauis to accept estimates for the necessary repairs needed to be made at the back porch ofthe library. The roll call vote was as follows: Ms. Abramson Aye Mr. Call Aye Mr. Comer Aye Mr. Henderson Aye Mr. Sauls Aye ***** 7. Consideration of pressure testing the wave pool. Councilman Sauls, committee chair of the Recreation said that the company that was to possibly do the testing was not available to do SO until the fall ofthe year. Mr. Sauls stated that at this time his members voted to hold off on this for now. ***** 8. Discussion of stop signs and potholes in town. Regular Council meeting April 8th, 2025 Councilman Henderson wanted to know the status oft the order that was placed to get new stop signs that are missing through out the town. Public works director Hunter Gregory has confirmed that they are supposed to be here on Wednesday the 15th. Mr. Henderson asked about the potholes and when they will be taken care of. Mr. Gregory has scheduled to be worked on April 22nd.24th and he has gotten the roller reserved as well. ***** 9. Discussion of the gravel parking lot at the Buckeye Civil war Site. Councilman Henderson stated that for the most part if looked okay but would like to see work more on the parking lot area transitioning from the pavement to the parking lot to make it look better. Mr. Gregory stated he will work on that and get rid ofthe steep lift that's noticeable. ** ** 10. Discussion of contractor's license and certificate of insurance. Councilman Henderson was following up to see ifthe previous contractor that the snow removal for the town did have provided their proof of insurance and contractor's license. Town manager Cecile Rosenbaum provided both copies to Mr. Henderson. **: *** 11. Discussion of trash being dumped off Route 107. Councilman Henderson asked about all the trash and brush that has been dumped on town property above the overlooked area. He noticed that it had been taken care of Hunter Gregroy stated that this was the first he had seen or heard ofit and didn't the prior reasoning as to why it was even dumped there, but he had his crew clean it up and instructed to not use this area for any trash or brush drop off. ***** 12. Discussion of town hall being closed on Wednesdays. Regular Council meeting April 8th, 2025 Councilman Henderson stated that he would like to see the office start opening back 5 days a week. He feels it needs to be available for the public for normal business hours. Councilman Call agreed, although he stated in the beginning the staff was catching up on taxes and filling the void of short staff, he felt it did need to go back to normal business hours 5 days a week. Councilman Sauls asked if being closed on Wednesdays was still being utilized for training purposes. Ms. Rosenbaum stated that yes, recently the water meter company spent the entire day working with staff on updates and changes to be made. She stated it was never her intent to make being closed on Wednesdays a permanent fixture, just till everything was caught up better. 13. Consideration of appropriation to Saitville Golf Club for night golf. Councilman Sauls mentioned that another agenda item that his committee has discussed and would like to see happen was to have "adult" golf night happen. He mentioned that they would like to take funds that were sent in for recreation from the county and use it to help purchase necessary equipment to help the night golf tournament happen and be successful. Mr. Sauls said they would like to do like some ofthe other courses he has seen that do the night golf, using the light balls, flags, sides around the course. Speaking with several residents of the town, they loved the idea and hoped to see it happen. The expense his committee looked at appropriate would be 1500.00. Mr. Sauls made a motion to issue a check for 1500.00 to the Saltvillle golf course and a second made by Mr. Comer. The roll call vote was as follows: Ms. Abramson Abstained Mr. Call Aye Mr. Comer Aye Mr. Henderson Aye Mr. Sauls Aye * * I. Reports 1. EMS, Inc. Gary Johnson, EMS, Inc. provided his report, and it is attached hereto as part of the minutes. 2. SIDA Report Regular Council meeting April 8th, 2025 Ron Orr, SIDA Chairman provided his report, and iti is attached hereto as part of the minutes. 3 Planning Commission Monthly Report Marlene Henderson, newly appointed committee chair, provided the report, it is attached hereto as part of the minutes. Along with the report, Ms. Henderson stated that they are looking to fill (2) positions where one member resigned, and the other position does not wish to pick up another term once it ends. ***** 4 Director of Public Works Report Mr. Gregory's report is attached hereto and made a part of these minutes. Rick Moore with EMS, Inc. stated that the backup motor at 107 station that is needing repair has obtained a quote from CL Boggs at 4514.00. He stated that the quote was good for) just 20 days and action should be taken soon. On motion by Mr. Henderson and seconded by Mr. Sauls, the council approved for CL Boggs to make the necessary repairs to the motor. ***** 5 Police Chief Report Bryan Lynch, Chief provided his report, ***** 6 Fire Chief Report. Bryan Lynch, Fire Chief provided his report. Payton Lynch, secretary ofthe fire department reported about upcoming events and fundraisers for the department. They will have a BBQ fundraiser on May 10th from 12:00-7:00. Because their kids camp was well received last year, they will be having 2 camps. Mayor Fullen wanted to take a donation from the discretionary funding to go towards the camp. On motion from Ms. Abramson, seconded by Mr. Sauls, the council voted to approve a donation of 1500.00 to go towards the summer kids camp. Regular Council meeting April 8th, 2025 7. Treasurer's Report Tammy Woodward, Deputy Clerk-treasurer, asked the council for approval of the accounts payable listing provided in their packet. On motion of Mr. Comer seconded by Mr. Sauls, the Council approved the accounts payable listing. The roll call vote was as follows: Ms. Abramson Aye Mr. Call Aye Mr. Comer Aye Mr. Henderson Aye Mr. Sauls Aye Ms. Woodward reported that she sent out a second notice reminder to those that had not paid their real & personal property taxes yet, within a month after sending them out she has collected around 16,000.00. She extended thanks to Ms. Rosenbaum for showing her SO much that could be utilized in the accounting system to help make all the necessary transitions more accurate. *: **** 8. Town Manager Report Cecile Rosenbaum, Town Manager reviewed her report. She stated that she has had a response from the auditors Bostic/Tucker and moving forward with them, once that is complete should be able to continue with the next group and finalize the audit. **** 9. Mayor's Report. Mayor Fullen provided her report, and it is attached hereto and made a part of these minutes. * At this time, Council took a recess. **1 * Regular Council meeting April 8th, 2025 10. Closed Session = On motion of Mr. Henderson, seconded by Mr. Sauls, and pursuant to Code ofVirginia, 1950, as amended, Sec. 2.2-3711(A)(3) the Council went into Closed Session for the consideration of discussion of the acquisition of real property for a public purpose, or of the disposition of publicly held real property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body; and pursuant to Section 2.2-3711(A)(8) for the purpose of consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel. The roll call vote was as follows: Ms. Abramson Aye Mr. Call Aye Mr. Comer Aye Mr. Henderso n Aye Mr. Sauls Aye ***** On motion of Mr. Call, seconded by Mr. Henderson, the Council reconvened in open session. The roll call vote was follows: Ms. Abramson Aye Mr. Call Aye Mr. Comer Aye Mr. Henderson Aye Mr. Sauls Aye ***** Town Council members certified that in the closed session just conducted, nothing was discussed except the matter or matters (1) specifically identified in the motion to convene in closed session and (2) were lawfully permitted to be discussed under the provisions of the Virginia Freedom ofInformation Act cited in that motion. The roll call vote was as follows: Ms. Abramson Iso certify Mr. Henderson Is so certify Mr. Call Is so certify Mr. Sauls I SO certify Mr. Comer Iso certify ** *: Regular Council meeting April 8th, 2025 Mayor Fullen declared the meeting adjourned. Onmladiord Tammy M.Woodward, Deputy Clerk-Treasurer lulles Approved: Rher Mayor Fullen