DAMASCUS TOWN COUNCIL Minutes for October 1, :00pm Regular Council Meeting

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1 DAMASCUS TOWN COUNCIL Minutes for October 1, :00pm Regular Council Meeting Council Members Present: Tim Williams, Mitchel Greer, Susan Seymore, Melissa Barrett, and Tom Hayes. Absent: Vicky Van de Vuurst Also Present: Jack McCrady, Mayor Linda Rouse, Town Treasurer Gavin Blevins, Town Manager Mike Hounshell, Police Chief Tuesday Pope, Town Clerk 7:00pm: Mayor McCrady called the meeting to order, led the Pledge of Allegiance and gave the invocation. Mayor McCrady asked for approval of the September Minutes: Mr. Williams made a motion to approve the September 4, 2018 Regular Called Council Meeting Minutes, as presented, 2 nd by Ms. Seymore. The motion passed (5-0). Mayor McCrady asked for approval of the Agenda. Mr. Williams made a motion to approve the agenda with two additions (one under New Business/D. Banks, requested ROW release; and the other under Special Committees/B. Schmidt (Grant Mgmt. Team), ARC project). Mr. Greer 2 nd the motion, which passed (5-0). Committee Reports Budget, Finance, and Administration: Ms. Seymore deferred to the Town Treasurer, Linda Rouse, who submitted the following report for the previous month: TAXES: Our collection rate on real property improved.60% to 94.58% for 2018 and all years is 97.55%. Personal property also improved to 87.41% and all years is 88.61%. Tax bills for both personal property and the 2 nd half of real property will go out this week. The due date for both is November 20 th. VIRGINIA INVESTMENT POOL: The current balance in the Virginia Investment Pool general reserve fund is $51, The Police Vehicle reserve fund in the amount of $30, was closed and transferred to the general fund; however the $12,000 transfer from the general reserve fund approved by council for the purchase of 2 police vehicles continues to earn interest until needed. The current rate is 2.20%. The total amount for both vehicles including equipment and lettering was charged to PD-Capital Outlay expense account. Audit: Our annual audit with Owens CPA & Associates has been scheduled for October. Streets, Lights and Maintenance: Mr. Greer presented the following monthly report, as submitted by the Public Works supervisor, Joe Fritts:

2 With all the continued heavy rainfall, we are still mowing grass. We didn t have the extreme weather, but we have had to deal with fallen trees and brush. The largest (and oldest) tree in the Town Park also fell. The 2 nd half of the tree had to be removed as it was unsafe to leave it, but we were able to salvage five logs for sale from the two trees. When weather permits, we will be installing benches on Laurel Avenue. Weather has also held-up the removal of the CTREC street banners. Brush pickup continues as necessary. Roadside pickup of leaves will resume when necessary, with the same conditions as previous years - that being stressed, NO TRASH OR BRUSH with the leaves. No mechanical issues to report right now. Parks and Recreation: Mr. Williams reported that (1) the Town will be handing out candy to trick-or-treaters at the Police Dept. on Halloween; (2) expressed his wish to replace the fallen tree in the Town Park; (3) reported the Trail Days Committee has discussed increasing the cost of campground entry wristbands from $5 to $10, with no objections; and (4) is in the process of getting a light pole installed up near the Beaverdam Creek Trail bridge. The Council discussed increasing the Trail Days wristband price. Ms. Seymore made a motion to increase the Trail Days campground/tent City wristband price to $15, 2 nd by Mr. Greer. The motion passed (5-0). E&E Committee Nothing to report at this time. Ms. Barrett reported that the last day of the season for the Damascus Farmers Market is coming up on October 6 th. Planning Commission: Mr. Blevins reported that Planning Commission is working on preparing the Annual Report on activities of the Commission and updating the Capital Improvements Plan. Police and Fire Advisory: Mr. Hayes deferred to the following P.D. activity report for the previous month, as presented by Chief Hounshell: Operations: September 2018, Damascus Officers handled 68 calls and made 3 criminal arrest. We have taken 7 investigative reports that requires further investigation. Traffic Enforcement Activities: We issued 12 citations for speeding along with 4 warnings. Speeding complaint areas include: South Shady Ave. Special Report: I have gotten one title for the Humvee and am working on the other. There was a problem when the first one was tagged as the wrong year model. DMV law enforcement is helping to get the problem fixed. It was tagged as a 1987 and it is actually a 1990.

3 We have signed a Mutual Aid Agreement with Washington County involving the ECO (mental health) evaluation process. Washington County and Highlands Community Service are working on a grant to staff a drop off point at the Sheriff s Office for ECOs to be evaluated. This would save lots of time as this can require an officer to sit with the ECO up to 8 hours during the evaluation process. There is no funding required from our agency. The agreement just shows cooperation between all Washington County Agencies to release custody to the Sheriff s Office. It would be staffed by two deputies and mental health workers. Officer Andy Selfe has officially left, his last day being September 24 th, so we are back to three officers. We are currently accepting applications. We will do the best we can and the county will assist with calls when necessary. Special Notes: Police Vehicles: The other new vehicle is getting radios installed. The explorer was turned over to the maintenance department. WCC Grant: All WCC payments are in. Chief Hounshell also reported that the parking signage at the Town Park and Wilson Street need to be updated, as they are old and faded out. They also need to include more clarifying wordage and include the towing disclaimer on each. The Council agreed, and new signs will be ordered. Damascus Volunteer Fire Department Mayor McCrady presented the following monthly report, as provided by Chief Turner:

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6 Special Committees Damascus Business Group Ms. Barrett presented the following report from the September DBG meeting, as submitted by Ms. Van de Vuurst:

7 September 18, 2018 Damascus Business Group Meeting Big thanks to Adam, Stu, & John for hosting at 7 Trails Grill I think I can speak for all and say hurry up and open!!! Your place looks fabulous! Also attending: Diana Blackwell - Old Mill Stuart Wright, Jill Horsch, Stu Wright, Adam Wilson VA Creeper Trail Inn 7 Trails Grill John Seymore, Susan Seymore Mojo s Yogi Cowboys Sean & Buddy Albro Creeper Trail Cottages Becca Allie Damascus Luxury Rentals & Damascus Mercantile Larry Riddle Crazy Larry s Hostel Brian Zier Trail Town Tiny Houses Katie Lamb Me & Little Tree Melissa Barrett Dancing Bear B & B Michael Wright Adventure Damascus, Sundog, & Trail Head Design Vicky Van de Vuurst Town Rep 1) Christmas Parade December 7 th shops will stay open late plus events committee is joining in to have street vendors on vacant lot between antique shop & church. Vicky spoke with Gwen Wright to get permission Gwen is giving her answer on Monday, Oct 1 if we can t use this space we will next approach Jeff at MT Rogers to maybe get his permission to use his hostel lot. Vicky has spoken to vendors and they are willing to participate. Melissa is checking with High School to see if we can have some band members stay to play Christmas music. Maybe get some carolers too. Luminary bag set 100 for $14.99 everyone wanted the link again to decide if they wanted to participate in placing these along main street. 2) Katie presented the Sidewalk proposal that presented to the planning commission she is doing another proposal with cost for starting up the project of rebricking the sidewalks with brick pavers accented with glazed painted bricks instead of the engraved ones Vicky got the information on contractors from Tuesday for Katie. If you need a copy of the proposal - I m sure Katie will to you. 3) Creeper Trail Closure Michael is helping to write a letter to our local & state representatives concerning the negative effects and loss of income that the closure had on all the businesses. Closure was based on weather reports from the Blacksburg area. The letter will be given to Gavin so the town can weigh in on the subject too. Next Months meeting will be October 16, 5:30, at Becca & Tyler s place on Creepers Way. Historical Walking Tour of Damascus Project coordinator and volunteer Richard Smith reported the 5 th sign in the series will be installed this month over by the Mill Dam. The next (6 th ) sign will be the Founders of Damascus and suggestions for the best placement location are needed, and the 7 th sign will be for the Beaver Chemical Company. After the initial 7 signs are installed, a trail guide handout and mobile phone app will be created. Mr. Smith also reported that Ms. Kari Tudor is a new project volunteer who has taken over the writing/wordage for the signs. Grant Management Team ARC project status update Mgmt. team member Brain Schmidt reported that since the original project plans (Plan A) fell through with the withdrawal of the Old Mill participation by Mr. Leonard, who has since submitted a Plan B for consideration. The Management Team has looked over this Plan B proposal and they are split on supporting it, so it doesn t seem to be an ideal replacement for Plan A (which the entire team supported). The terms and maps for Plan B

8 were presented for identifying specifications and details which can be directly compared and contrasted with Plan A, revealing some cons within Plan B. Mayor McCrady stated that a Special Called Council meeting will be scheduled when the full Council can be present to take up this matter. The Council agreed to schedule this meeting on October 11 th at 7pm. Manager s Report Mr. Blevins submitted the following Town Manager s Report: Beaver Dam Creek Trail - VDOT o Substantial completion for the project was achieved on September 12th, with project close-out likely in mid-october. VDOT final inspection pending; Washington County Erosion & Sediment Control final inspection pending. o The ribbon-cutting ceremony for Phase 2 completion is scheduled for noon on Friday, October 5 th on the library side of Beaver Dam Creek. ARC Damascus Waterfront Development Initiative o I have requested ARC to allow a change of scope for the project designs to be altered the contract tasks and timeline will have to be amended to move forward. CDBG Downtown Revitalization o Construction drawings for the trail/streetscape are complete, pending final permitting. o Bidding for the trail/streetscape and streambank stabilization portions of the project is still delayed pending decisions on the ARC project. o The bidding/re-bidding of facades should commence within the next couple weeks. ARC POWER Initiative Trail Center o We are preparing to rebid the project, just awaiting updated bid documents from the architects. o Design of exhibition materials and branding for the facility is on-going. Miscellaneous o VTC marketing campaigns are on-going, the advertisement in the Virginia Travel Guide was requested in the amount of $3,500 cost to the Town 50% will be reimbursed. o Quotes are being pursued for some of the more dilapidated sections of sidewalk in the downtown area. o New sidewalk expansion for Douglas Avenue is being pursued through VDOT s Highway Safety Improvement Program applications due by November 01; VDOT assisting. o Bench installations were delayed in September due to emergency preparation for Hurricane Florence, however, installation should be completed shortly. General Information o VDOT has scheduled reconstruction of ADA curb ramps to the sidewalks along Laurel Avenue for February or March 2019; I have also been notified that these activities are scheduled to occur prior to paving on Laurel Avenue.

9 o Washington County is also applying for VDOT s HSIP funding this Fall, this project would develop new sidewalk extending from the existing sidewalk on the opposite side of Jeb Stuart Highway from Food City to government road. o Washington County Service Authority will be completing major water system improvements throughout Damascus date TBD, but prior to VDOT repaving Laurel Ave. Old Business Bristol Lifestyle Recovery Center, community support request Community Engagement Director Linda Austin spoke to the Council about the Bristol Lifestyle Recovery organization s request for support (see letter below) via public funding contributions and Memorandums of Understanding from Virginia communities to reopen the facility this winter and help cover the cost for those who enter the program and do not have Medicaid. Mayor McCrady stated that the Town will definitely provide a letter of support/recommendation for the program, and that funding or a financial contribution wasn t factored into the budget, but it can be discussed again during future budget planning workshops. Ms. Seymore made a motion to authorize the Mayor to sign a letter of support for the Bristol Lifestyle Recovery program and housing facility, and to reconsider the funding request for the budget. Mr. Greer 2 nd the motion, which passed (5-0).

10 New Business Park Event Land Use Application One Way Ministries annual Fall Carnival in October. The fees and insurance policy have been turned in. Ms. Barrett made a motion to approve the land use application, 2 nd by Mr. Williams. The motion passed (5-0). Requested right-of-way release on N. Railroad Ave. - Dennis Banks spoke to the Council about the letter of request he submitted concerning his wishes for the Town to relinquish a right of way that borders his property (see letter below).

11 Mr. Blevins stated that it was a fee-simple ownership set up by the town to provide access to the island via that property and he doesn t see that it would benefit the Town to relinquish that access. Mayor McCrady asked the will of the Council. Ms. Barrett stated she would like further discussion on the matter. Mr. Greer stated the issue should be tabled until the Council can all go by and look at the property in question. Ms. Seymore asked what Mr. Banks plans are for that property if it were to be signed over by the Town. Mr. Banks responded that he would like to combine it with his existing property and build a couple of small apartments or rental houses in addition to his current house. Mayor McCrady stated that the item is tabled and will be placed on the November Council Meeting agenda under Old Business for consideration. Council Members Reports Ms. Seymore thanked Buddy and Sean Albro (Creeper Trail Cottages) for again hosting the Yeti 100mile endurance race in September, which brought a huge amount of business and publicity to Damascus. She also reported that a Certificate of Appreciation was presented to Ms. Doris Jean Hash for over 20 years of service with the Damascus Senior Center; and extended gratitude to the Public Works Dept., from Mr. John Dancer, for resolving what had become a safety hazard on Rambo St. Mayor McCrady reported being contacted by the property owner on Rambo St., where the Public Works Dept. removed the safety hazard, stating that his pivot hedge was also removed in the process. VDOT is being contacted about the property s ROW ownership of this specific location.

12 Citizens Comments Katie Lamb, 561 Clifton St., as a member of the Mgmt. Team and one who opposes the Plan B project proposal, has developed an alternate Plan C which would take the grant project funding and apply it towards improving the Town Park and other areas that the Town already has. Ideas for improvements in the Town Park include a new and improved stage, landscaping, a water feature, a better walking path, paved parking along the instead of the current gravel. Ms. Lamb also suggested addressing the issue of impediments on the sidewalks by removing the green spaces and actually widening the sidewalks. Announcements UPCOMING EVENTS & OTHER ANNOUNCEMENTS: Oct. 8 Offices CLOSED in observance of Columbus Day Oct. 6 Farmers Market last day of the Season Oct. 20 One Way Ministries Fall Carnival in the Park Oct. 31 Halloween, Trick-or-Treating observed 5:30-7:30 * For information on upcoming events, visit our website Consent Agenda Ms. Seymore made a motion to pay the bills for invoices exceeding $500, 2 nd by Mr. Williams. The motion passed (5-0). Mr. Greer made a motion to pay the bills, 2 nd by Mr. Williams. The motion passed (5-0). Mr. Williams made a motion to recess into Closed Session once again for the following items: i. Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body, per VA Code Sec (A)(1); and ii. Discussion or consideration 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, per VA Code Sec (A)(3). The motion was 2nd by Ms. Seymore and passed (5-0). Mr. Williams made a motion to return to open session, 2 nd by Ms. Seymore. The motion passed (5-0). Mr. Williams made a motion to certify, 2 nd by Mr. Greer; the motion passed (5-0). Mr. Williams made a motion to acquire the 25-acre IDA property that is for sale on Hwy. 91 South/Mountain City Rd. The motion was 2 nd by Mr. Greer and passed (5-0). Mr. Williams made a motion to adjourn, 2 nd by Ms. Seymore; the motion passed (5-0). Jack McCrady, Mayor Tuesday Pope, Clerk