Lebanon Town Council Regular Monthly Meeting Town Hall, Lebanon, Virginia Monday, May 12, 2025 6:00 P.M. Council Members Present: Nelson A. "Tony" Dodi, Mayor DeAnna C. Jackson, Vice-Mayor Scott J. Gilmer, Council Member W. Bradley Lambert, Council Member J. Leonard Kegley, Council Member Council Member Absent: M. Elijah Leonard, Council Member Nina J. Fields, Council Member Staff Members Present: Andrew R. Shortt, Town Manager Kevin D. Tiller, Town Attorney Richard Eric Deskins, Chief of Police A. Diane Nunley, Clerk of Council I. The meeting was called to order by Mayor Dodi. II. Prayer: Nathan Brown Pastor Spring City Baptist Church III. Pledge of Allegiance IV. Edit for items not on the agenda: Upon motion made by Ms. Jackson, seconded by Mr. Gilmer, the agenda was unanimously approved. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Lambert. Aye; Mr. Kegley, Aye. V. Edit and approve minutes from the 04/14/25 council meeting: Upon motion made by Ms. Jackson, seconded by Mr. Lambert, the minutes of the 04/14/25 council meeting were unanimously approved. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye. VI. Approve accounts payable and capital assets for the month of April: Mr. Shortt presented A/P Preliminary Report Part B Upon motion made by Mr. Gilmer, seconded by Mr. Lambert, the accounts payable for the month of April including the A/P Preliminary Report Part B were unanimously approved. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye. VII. Recognition Russell County Career & Technical Center Mayor Dodi presented the Russell County Career and Technical Center State SkillsUSA Winners the following awards: Booker Steffey-1St place Masonry Garnett (Hunter) Cox-1st place Bricklayer Levi Lester-2nd place Masonry Scotty Smith-3td place Bricklayer Shannon Bivok-Masomy/Bacalyer Instructor Samantha Rhea-1st place Job Demonstration A-Criminal Justice Shade Johnson-1st place Job Demonstration A-Criminal Justice Matti Bailey-2nd place Job Demonstration Open-Criminal Justice (Model) Haley White-2nd place Job Demonstration Open-Criminal Justice (Model) Connie Stinson-Criminal Justice Instructor Breanna Stanley-3rd place Job Intervicw-Cosmetology Vanessa Williams-Cosmetology Instructor VIII. Public Hearing An application submitted by Pam Hughes and Shane Hughes for a conditional use permit for residential use in a C-1 Commercial District. The property is located to the right ofJenks Drive. An application submitted by Chad Newberry for rezoning ofthe property on Highland Drive from C-1 Commercial District to R-1 Single Family District. An application submitted by Michelle and Matthew Reed for a conditional use permit to place a double-wide mobile home on their property located at 405 Fields Avenue in a R-2 General Dwelling District. Planning Commission Members Present David Boyd, Vice-Chairman Drew Shortt, Member DeAnna Jackson, Member Reece Henry, Member Planning Commission Members Absent Judy Lockridge-Chairperson David Coleman, Member Doug Lark, Member A. Enter into public hearing: 6:19 P.M. B. Pam Hughes and Shane Hughes stated that they provided a picture oft their Modular Home, location of where their home will be placed on the property and that they plan to enter their property off. Jenks Drive on their right of way. C. Mr. Shortt stated the Sandy Martin was unable to attend the meeting but requested that they enter their property by Price Street not by Jenks Drive, but she was okay with their other request. R.D. Snead requested a plat of the Hughes property for the Ridges file. D. Upon motion made by Ms. Jackson, seconded by Mr. Henry, the Planning Commission voted to approve the application submitted by Pam Hughes and Shane Hughes for a conditional use permit for residential use in a C-1 Commercial District for their property located to the right of Jenks Drive. The vote was as follows: Mr. Boyd, Aye; Mr. Shortt, Aye; Ms. Jackson, Aye; Mr. Henry, Aye. E. Chad Newberry stated that he is requesting the property on Highland Drive which is behind the soccer fields be changed from C-1 Commercial District to a R-1 Single Family District. F. No one spoke in opposition. G. Upon motion made by Mr. Shortt, seconded by Ms. Jackson, the Planning Commission voted to approve rezoning the property on Highland Drive for Chad Newberry from a C-1 Commercial District to a R-1 Single Family District. The vote was as follows: Mr. Boyd, Aye; Mr. Shortt, Aye; Ms. Jackson, Aye; Mr. Henry, Aye. H. Matthew Reed requested approval to place a double-wide mobile home on his property located at 405 Fields Avenue. He stated that he grew up in Lebanon therefore he wishes for his little girl to be raised in Lebanon as well. He stated that a Modular Home is more expensive therefore he cannot afford to purchase one. I. Bobby Campbell, adjacent property owner to Matthew Reed, stated that he purchased the Trigg Fields home that joins this property. Mr. Campbell stated that the double-wide behind his home is falling apart therefore he is against Mr. Reed placing a double-wide on his property. J. Michelle Reed stated that most oft the property owners on Fields Avenue will not be able to see their home where it will be located on their property. K. Upon motion made by Ms. Jackson, seconded by Mr. Henry, the Planning Commission voted to approve the conditional use permit for Michelle and Matthew Reed to place a double-wide mobile home on their property located at 405 Fields Avenue in a R-2 General Dwelling District. The vote was as follows: Mr. Boyd, Aye; Mr. Shortt, Aye; Ms. Jackson, Aye; Mr. Henry, Aye. L. Adjourn public hearing: 6:30 P.M. IX. Mr. Boyd recommended on behalf of the Planning Commission to approve the application submitted by Pam Hughes and Shane Hughes for residential use in a C-1 Commercial district for the property located to the right of Jenks Drive. Upon motion made by Mr. Kegley, seconded by Mr. Gilmer, the Town Council unanimously voted to approve the application submitted by Pam Hughes and Shane Hughes for residential use in a C-1 Commercial district for the property located to the right of Jenks Drive. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye. Mr. Boyd recommended on behalf ofthe Planning Commission to approve the application submitted by Chad Newberry for rezoning ofthe property on Highland Drive from a C-1 Commercial District to a R-1 Single Family District. Upon motion made by Mr. Lambert, seconded by Mr. Gilmer, the Town Council unanimously voted to approve the application submitted by Chad Newberry for rezoning the property on Highland Drive from a C-1 Commercial District to R-1 Single-Family District. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye. Mr. Boyd recommended on behalf of the Planning Commission to approve the application submitted by Michelle and Matthew Reed to place a double-wide mobile home on their property that is located at 405 Fields Avenue in a R-2 General Dwelling District. Upon motion made by Mr. Kegley, seconded by Mr. Lambert, the Town Council unanimously voted to approve the application submitted by Michelle and Matthew Reed to place a double-wide mobile home on their property that is located at 405 Fields Avenue in a R-2 General Dwelling District. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye. X. Public Hearing The Stephen Quillen Heirs request to abandon undeveloped public street/right of ways. These are as follows: Pine Street, Hill Avenue, and Quillen Street (From North Angle East) A. Enter into public hearing: 6:40 B. Mr. Shortt advised that this public hearing is for Quillen/Mays Property. He presented land plats from the 1950s which show that the property was originally developed with streets right- of-way because Mr. Quillen planned to establish a neighborhood. Mr. Stephen Quillen is deceased therefore his heirs request to sell the property as a whole. They are requesting to abandon undeveloped public street/right of ways which are as follows: Pine Street, Hill Avenue and Quillen Street from North Angle East. He stated that the Town uses Oak Street to access the water tank and Lockridge's use Quillen Street west of North Angle to access their property. C. The Town Council discussed this request. D. Upon motion made by Mr. Lambert, seconded by Mr. Kegley, the Town Council ag eed to table the Stephen Quillen Heirs request to abandon undeveloped public street/right of ways until the June meeting. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye. E. Adjourn public hearing: 6:50 P.M. XI. Public Request Chad Newberry-Preliminary Subdivision Approval Mr. Newberry presented a preliminary subdivision plat. He stated that he plans to build the streets up to state specs, water and sewer lines for the town to take in, build high-in houses around 1500-1700 square footage and all underground utilities. Upon motion made by Mr. Lambert, seconded by Mr. Gilmer, the Town Council unanimously voted to approve the preliminary subdivision plat as presented by Chad Newberry contingent upon approval from the proper authorities. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye. Gina Kraut-Speed Limit Signs Lebanon Manor/Farm Tags Ms. Kraut stated that she lived in Lebanon Manor plus she brought three neighbors with her. She stated that they would like speed limit signs installed in Lebanon Manor due to the fact that vehicles travel at a high rate of speed. She stated that currently in Lebanon Manor there are several small kids. She stated that they made temporary signs and put them up which secmed to help but she feels if the Town installed official signs which could be enforced that people would respect them better. They requested a four-way stop sign at the intersection ofBrumley Circle and Ridge Road. Mr. Shortt advised that he would speak with VDOT concerning their request to discuss the speed limit signs and the four-way stop signs. Ms. Kraut questioned the requirement to have Farm Use Tags on a vehicle. ChiefDeskins stated that the laws just recently changed regarding Farm Use Tags. He stated that the vehicle must have a gross weight of over 10,000 pounds to have the paper Farm Use Tag. He stated that ifthe vehicle is under 10,000 pounds in gross weight the owner must obtain a Farm Use Tag from the DMV which gives them certain restrictions to follow for Farm Use Tag Vehicles. Nathan Brown-Main Street Improvements Mr. Brown presented ideas for West Main Streetscapes Expansion. He stated that the Town plans to expand the decorative lighting from the Cleveland Road intersection to the DMV intersection. He stated that AEP has proposed for the decorative lighting only on the left side of Main Street, but He recommends some decorative lighting on the right side as well. He proposed adding lighting at Kegley's Service Center, Clark Print Shop and across the road from Clinch Mountain Avenue. He proposed changing the concrete wall at the Cleveland Road intersection on Kegley's property to a rock wall with plants behind it. Mr. Brown recommended changing the area between Presbyterian Church and Trendy Belle by cleaning up vegetation, painting guardrail black, new directional sign and some plants. He proposed a retaining wall that would run from Clark Print Shop down to the intersection ofClinch Mountain Avenue. He stated that currently that area is just a rock bank with larger trees on top that may be at the end of their life cycle. He proposed a 48" retaining wall using stone with plants behind it and black fencing. Mr. Brown quoted an estimate of$150,552.00, which does not include decorative lighting. He stated that with the rock retaining wall he has proposed the estimate instead of $56,000.00 to $72,000.00 should be $75,000.00 to $90,000.00. Mr. Gilmer questioned Mr. Shortt if VDOT Urban Maintenance Funds could be used for this project. Mr. Brown stated that Jeff Buchanan, with VDOT feels that VDOT Urban Maintenance Funds can be used for this project. Mr. Gilmer requested to incorporate the West Main Street Improvements Project into the 2025-2026 Budget. Mr. Brown presented the proposed East Entrance Landscape Improvements. He stated that this project is the intersection that comes off US Highway 19 onto Main Street. He stated that he is proposing a pretty simple but effective plan by using green sod, planting Hawthorn Trees, proposed primary Town Entrance Sign with plantings and concrete curb. Mr. Brown stated that working with the VDOT property owners their only concern was drainage. He stated that VDOT was concerned about losing the use oftheir lot as a lay down lot for slurry paving but with this proposal the lot can still be used by slurry paving plus shows beautification. The estimate quote for this project is between $85,155.00 to $123,120.00. The Town Council discussed an agreement with VDOT plus insurance issues and who will maintain the property. Mr. Gilmer stated that he wished to move forward with VDOT with an agreement. XII. Town Managers Report Budget Update Mr. Shortt advised that a draft ofthe 2025-2026 Budget is at the Town Council's station. He requested the Town Council set a date for a Finance Committee meeting. The Finance Committee meeting was set for May 29, 2025, at 5:00 P.M. Project Update Mr. Shortt advised that the ballfield lighting project phase Iis complete just waiting on AEP to connect to the power. Pickleball court fence has been installed, court painted but the Pickleball Court lighting is in Phase II which will be installed later plus their poles have been installed for the netting. The basketball court has been painted but the lighting is in Phase II also. He stated that Randy with Exterior Services SWV Inc. has requested that while their equipment is here, they can finish Phase II fencing but not invoice for payment until after July 1, 2025, for the new fiscal year budget. The Town Council agreed that they can finish the fencing but not receive their payment until July 1, 2025. Ballfield MOU Mr. Shortt presented a draft copy of the ballfield MOU. Mr. Lambert requested to make the following changes to the MOU; in paragraph 3 it states that Little League shall provide field supplies but for the last 5 years the Town has provided field supplies, remove daily field maintenance, remove minor infield maintenance, add Little League will handle all ballfield scheduling during little league season. Mr. Shortt will update the ballfield MOU for the June meeting. LHS Cheerleader Donation Mr. Shortt stated that the Lebanon High School Cheerleaders stopped by last week. The Cheerleaders are seeking donations for their locker room that is being built at the High School. Mr. Gilmer requested that Mr. Shortt add their donation request to be discussed with the 2025- 2026 Budget. Mr. Shortt presented quotes to replace the fence behind the pool area. The quotes are as follows: McCall Fencing 400' Commercial Chain Link 8' High $14,832.00 Dane Ashby 390' Commercial Chain Link 8' High $24,102.00 Horton Fencing 400' Commercial Chain Link 8' High $19,751.00 Upon motion made by Mr. Gilmer, seconded by Mr. Lambert, the Town Council unanimously voted to approve the quote from McCall Fencing to replace the fence behind the pool at a quote of $14,832.00. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye. Mr. Lambert requested that Mr. Shortt get some quotes to purchase a UTV or a GolfCart. He stated that in time he would like the Town to build on to the shed for storage for the UTV or Golf Cart. Mr. Dodi requested Mr. Shortt get some quotes for the Finance meeting for the lane dividers for the swim team. Mr. Shortt advised that Bizzard is planning to start paving June 16, 2025, the Main Street area. He stated that area includes 4 Crosswalks. Mr. Shortt presented a quote for restamping the crosswalks. He stated that Inland Construction Inc. was the only company he could get for a quote. Inland Construction Inc. $43,725.00 Upon motion made by Mr. Kegley, seconded by Mr. Gilmer, the Town Council unanimously voted to approve the quote from Inland Construction Inc. for the amount of $43,725.00 to restamp the 4 crosswalks on Main Street. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye. Mr. Gilmer questioned if the Town Council wished to get volunteers and part-time employees for the trash service for all the Town Events for 2025 or contract out the trash service. The Town Council agreed to get volunteer or part-time employees. Mr. Gilmer stated that three citizens approached him concerning the Town replacing the Lebanon Manor sign at the entrance. Mr. Dodi requested for Sign Shop of Southwest Virginia to provide the work for a new Lebanon Manor sign. Mr. Lambert stated that he would like for Nathan Brown to provide a design for the Lebanon Manor sign. XIII. Chief of Police Report Chief Deskins presented the monthly Police Report. He stated that currently the police officer is visiting two businesses a shift to show police presence. He stated that they have received all the equipment to up fit the new Police Dodge Durango's. XIV. Town Attorney Report Mr. Tiller stated that he had nothing to report. XV. Committee Reports and Recommendations Mr. Kegley expressed his and his family appreciation during the passing ofhis father James Hassel Kegley to Mayor Dodi, Town Council members, Town Attorney, Chief Deskins and Lebanon Police Department, Chief McCoy and Lebanon Fire Department and Town of Lebanon employees for their love and support. Upon motion made by Mr. Kegley, seconded by Ms. Jackson, the Town Council unanimously voted to appoint John Michael "Boo" Stamper to the Small Business Advisory Board. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye. Mr. Gilmer stated that he is currently trying to obtain from Russell County the percentage increase of the assessed values on Real Estate which he hopes to have by Thursday. He stated that it is his intention to propose a tax rate cut to adjust the tax rate assessment increase to where it would not be a tax rate burden to the Town Citizens. He stated that hopefully he will have this amount by the 2025-2026 Budget Finance meeting. XVI. Enter closed session: 8:03 P.M. A Upon motion made by Mr. Gilmer, seconded by Ms. Jackson, the Town Council unanimously voted to go into closed session under Code Section 2.2-3711(A)01)7) for the purpose of personnel and legal. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Lambert, Aye; Mr. Kegley, 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. Lambert, Aye; Mr. Kegley, Aye. C. Diane Nunley, clerk of council, 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 of the Town Council who believes that there was a departure from the requirements of clauses (1) and (2), shall SO state prior to the vote, indicating the substance ofthe departure that, in their judgment, has taken place. The roll call vote was as follows: Mayor Dodi, Aye; Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye; Mr. Tiller, Aye; Mr. Shortt, Aye. XVI. Adjourn closed session: 8:32 P.M. XVIII. Adjourn: 8:33 P.M. Upon motion made by Ms. Jackson, seconded by Mr. Kegley, the Town Council unanimously voted to adjourn. The vote was as follows: Ms. Jackson, Aye; Mr. Gilmer, Aye; Mr. Lambert, Aye; Mr. Kegley, Aye. / 1 ilins Molery g1 / Plaw orlu Nelson A." Tony" Dodi, Mayor A. Diane Nunley, Clerk ofCouncil Minutes recorded by: A. Diane Nunley, Clerk of Council Minutes prepared by: A. Diane Nunley, Clerk of Council