DAMASCUS TOWN COUNCIL Minutes for December 3, :00pm Regular Council Meeting

Transcription

1 DAMASCUS TOWN COUNCIL Minutes for December 3, :00pm Regular Council Meeting Council Members Present: Tim Williams, Mitchel Greer, Susan Seymore, Melissa Barrett, Vicky Van de Vuurst, and Tom Hayes. Absent: None 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 November Minutes: Mr. Greer made a motion to approve the November 5, 2018 Regular Called Council Meeting Minutes as presented, 2 nd by Ms. Seymore. The motion passed (6-0). Mayor McCrady asked for approval of the Agenda. Mr. Hayes made a motion to approve the agenda as presented, with one addition under New Business dealing with the Town moving forward with the Riverwalk grant project. The motion was 2 nd by Ms. Seymore and passed (6-0). 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: We have collected 92.73% of real estate 2018 taxes and 76% of 2018 personal taxes. VIRGINIA INVESTMENT FUND: The BB&T Sewer Fund CD that matured November 21, 2018 was transferred to the VIP Liquidity Pool-Sewer Fund CD-in the amount of $25, The balance in the general reserve fund is $52, and the sewer fund balance is $25, for a total $77, The current rate is 2.39%. Audit: Due to the illness of Todd Owen s mother, the audit was rescheduled for December. They will try to have the audit report ready in January. Ms. Seymore made a motion to approve the annual employee Christmas bonus for full-time employees $150, and part-time employees $100. Mr. Williams 2 nd the motion, which passed (6-0). Streets, Lights and Maintenance: Mr. Greer presented the following monthly report, as submitted by the Public Works supervisor, Joe Fritts: We have nearly completed roadside leaf removal. There was a delay because of a short Holiday week and some equipment repair, but we ve averaged 8 to 10 loads per day. A week of unseasonably cold

2 weather has also made removal more difficult. Roadside Brush pickup has been minimal, but it s always ongoing. The snow removal equipment has been readied and on standby. Brush removal (from right of ways ) will continue to be a priority and done as time permits us to. Holiday street lights have been partially installed and we ve begun decorating the park. To be all completed and ready for the parade and this week s events. Parks and Recreation: Mr. Williams reported that the Public Works Department is in the process of getting holiday lights and decorations put up along the streets and in the park, and the trestle lights have been changed out for the holidays. It looks like the weather will be cold but good for our Trail Town Christmas parade and event on Friday, Dec. 7 th at 7pm. Ms. Van de Vuurst stated that she has recruited volunteers to be judges for the parade floats and the dog costume contest. E&E Committee Ms. Barrett gave a Crooked Road s Mountains of Music Homecoming Tour 2019 update, stating that it was recently learned the Damascus concerts for the event in 2019 will take place at the Damascus Old Mill instead of the Rock School Auditorium. The director has asked if the Town will partner with the Old Mill in coordinating the event. The Council agreed that the Town is totally in support of the event, and it being hosted by the Damascus Old Mill, but can t insert itself into the project coordination of a private entity. Planning Commission: Mr. Blevins reported that Planning Commission will present their Annual Report and Capital Improvements Plan at the January Council Meeting. Police and Fire Advisory: Mr. Hayes deferred to the following P.D. activity report for the previous month, as presented by Chief Hounshell: Operations: November 2018, Damascus Officers handled 49 calls and made 2 criminal arrest. We have taken 8 investigative reports that requires further investigation. Traffic Enforcement Activities: We issued 11 citations along with 3 warnings. Speeding complaint areas include: Laurel Ave. Special Report: We have researched selling the surplus vehicles on Govdeals.com. I have given Gavin the information. This is basically an Ebay for government agencies. The seller is a government agency, but the bidder can be any individual. All the requirements and procurement are taken care of by Govdeals. All we would have to do is take pictures and have a description of the items for sale. There is a 7.5% sale fee that can be paid by the seller or if stated can be added to the buyer fees, which is recommended and would mean it would be no cost to us. If we put a reserve on the item and the vehicle does not sell, then there are no fees. The contact for Virginia said there is approximately 700,000 bidders on the site. Once

3 the sale is complete Govdeals collects payment and notifies us they have the money and we release the item. After release we receive the payment from Govdeals in a week. I have had meetings with Johnson County Sheriff Tester. We have discussed problems including drug issues affecting both of us. He has presented me a cooperative agreement between agencies. I have forwarded that to Gavin who in turn sent it to the attorney for review. It would beneficial to have a MOU or agreement as we assist each other on occasion, if you approve and everything looks good to the attorney. We have interviewed for the open position and I will have a recommendation in closed session. Special Notes: K9: Training and certification are up to date Police Vehicles: We are in the process of marking the new car. All other vehicles are ok. Auxiliary: We completed mandatory in-service this month with members that attended. There were two that did not attend so they will be taken off the list. This will leave us with three active members. It is my opinion an in-house academy will need to be held which is 200 hours of instruction. With your approval I would like to appoint three new members and hold the training (topic for Closed Session). WCC Grant: All WCC payments are in. Mr. Greer made a motion to create an account on govdeals.com, as well as to advertise the Town s surplus vehicles for sell. Ms. Seymore 2 nd the motion, which passed (6-0). Mr. Williams made a motion to authorize necessary repairs be done on the surplus vehicles before listing them for sale. Ms. Van de Vuurst 2 nd the motion, which passed (6-0). Mayor McCrady stated that the Police Department and Fire Department s combined Christmas dinner was a wonderful gathering and was enjoyed by all. 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. Van de Vuurst stated the DBG did not have a meeting in November, so no report to give at this time. Manager s Report Mr. Blevins submitted the following Town Manager s Report: Beaver Dam Creek Trail - VDOT The final Reimbursement Request for construction has been sent to VDOT, however, we have not yet received payment. Final project close-out documents and reports are being submitted to VDOT. ARC Damascus Waterfront Development Initiative The contract with Destination by Design for A/E services has been amended to include the additional redesign services for the project. Additionally, Mr. Blevins reported that, per approval during the November Council meeting for A&E services up to $50,000, himself, Ms. Seymore, and Mr. Williams met with Destination by Design representatives to negotiate the terms for their redesign services. The agreed upon fee for the complete scope of work came down to $38,750. Redesigns will begin immediately to get the project documents completed and out to bid. CDBG Downtown Revitalization Bidding for the trail/streetscape and streambank stabilization portions of the project is still delayed pending redesign for the waterfront park developments, but DHCD is pushing us now to bid the trail as soon as possible (from Shady Ave. to the corner on Imboden St.). No bids were received on November 16 th for the facades, so I will be working with program participants to get their own contracts in line, and we will bid for materials only. ARC POWER Initiative Trail Center A list of changes to the building plans has been received, reviewed, and approved, and the bid documents are currently being altered to reflect the changes and additional bid alternates. Miscellaneous I am working with VDOT to coordinate our construction efforts for reconstruction of dilapidated sidewalks along Laurel Avenue and beyond with their efforts VDOT hit a snag during procurement of the contractor, though, but once one is selected, I will continue moving forward with the task. Old Business 1. Mayor McCrady reported that the Town has received another letter of petition from Mr. Banks concerning Railroad Ave./First St. alley for which Mr. Banks would like to obtain ownership of. Since Mr. Banks was present at the meeting, Mayor McCrady stated the topic is not included on the agenda at this meeting since it has been included for the previous two meetings and that it is not in the best interest of the Town to land-lock properties, and the alley area is a fee simple ownership and not a simple right-ofway as Mr. Banks states. Mr. Banks stated that he brought a copy of his deed for reference and Mayor

7 McCrady replied that he could leave a copy of the deed as well as address the Council during Citizen s Comments if he wished. Mr. Banks exited the meeting at this time. 2. Ms. Seymore suggested having another discussion about the Trail Days campground wristband fee increase that was approved at a previous meeting, and suggested the Council reconsider the flat $15 fee, stating that tiered pricing would match how the Scouts are charged and would show uniformity. Ms. Seymore made a motion to tier the Trail Days campground wristband fee as follows for people entering: Thursday = $15, Friday = $10, and Saturday = $5. M. Williams 2 nd the motion, which passed (6-0). New Business 1. The previously proposed and agreed upon Riverwalk project has changed because plan A fell thru, so the Grant Management Team has considered various alternatives and is recommend the Town move forward with plan C. Plan C proposes moving forward with the project redesign solely on Town property. It was the consensus of the Council to move forward with plan C and not to factor any of the Damascus Old Mill property, or stream bank stabilization, into the project. Mr. Williams made a motion to approve and move forward with plan C, including the renovation of the Town s bathhouse/restrooms on Imboden St., and not including a stream bank stabilization project. Mr. Greer 2 nd the motion, which passed (6-0). Ms. Seymore made a motion to tier the Trail Days campground wristband fee as follows for people entering: Thursday = $15, Friday = $10, and Saturday = $5. M. Williams 2 nd the motion, which passed (6-0). Council Members Reports Ms. Barrett thanked everyone for the experiences over the past four years as a member of Town Council. Ms. Seymore expressed her appreciation for Ms. Barrett s service to the Town. Mr. Williams thanked the VA Creeper Trail Club for agreeing to pay half for the pole saw that has been purchased for the Public Works Department. Mayor McCrady thanked the Public Works Department for cleaning up trash and debris from the old car lot property, making it look better before the holiday. The rest will be demoed soon. Mayor McCrady also stated we need to schedule a Special Called Council Meeting for Tuesday, December 11 th, at 5pm, for discussion of personnel matters. None at this time. Citizens Comments Announcements UPCOMING EVENTS & OTHER ANNOUNCEMENTS: Dec. 24 & 25 Offices CLOSED in observance of Christmas

8 Dec. 31 & Jan. 1 - Offices CLOSED in observance of New Years * For information on upcoming events, visit our website Consent Agenda Mr. Williams made a motion to pay the bills for invoices exceeding $500, 2 nd by Ms. Van de Vuurst. The motion passed (6-0). Mr. Williams made a motion to pay the bills, 2 nd by Mr. Greer. The motion passed (6-0). Mr. Hayes 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). The motion was 2nd by Ms. Seymore and passed (6-0). Mr. Williams made a motion to return to open session, 2 nd by Ms. Seymore. The motion passed (6-0). Mr. Williams made a motion to certify, 2 nd by Mr. Hayes; the motion passed (6-0). Ms. Seymore made a motion to hire Kristopher A. Price as a full-time Police Officer for the Town of Damascus, at a starting hourly rate of $13.50 (and pending a $0.50/hr increase once certified), effective as of Jan. 2, Ms. Van de Vuurst 2 nd the motion, which passed (6-0). Mr. Greer made a motion to adjourn, 2 nd by Mr. Williams; the motion passed (6-0). Jack McCrady, Mayor Tuesday Pope, Clerk