DAMASCUS TOWN COUNCIL Minutes for May 1, 2017 7:00pm Regular Council Meeting Council Members Present: Tom Hayes, Tim Williams, Mitchel Greer, Melissa Barrett, Vicky Van de Vuurst, and Susan Seymore (tardy). Absent: None Also Present: Jack McCrady, Mayor Tuesday Pope, Town Clerk Gavin Blevins, Town Manager Linda Rouse, Town Treasurer Mike Hounshell, Police Chief 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 March Minutes: Mr. Williams made a motion to approve the April 3, 2017 Regular Called Council Meeting Minutes as presented, 2 nd by Mr. Greer. The motion passed (5-0). Mr. Hayes made a motion to approve the April 24, 2017 Special Called Council Meeting Minutes as presented, 2 nd by Ms. Van de Vuurst. The motion passed (5-0). Mayor McCrady asked for approval of the agenda. Mr. Hayes made a motion to approve the agenda as presented, 2 nd by Mr. Greer. The motion passed (5-0). Committee Reports Budget, Finance, and Administration: Town Treasurer Linda Rouse submitted the following report: TAXES: 2017 Real Estate tax notices were billed and mailed 4-19. The notices reflected the new Washington County assessed values. We have already received 12.41% in payments. The collection rate for 2016 taxes is up.54% @ 94.34% and personal has also improved to 80.44%. BUDGET: Our final budget meeting was April 24th. I have attached the proposed budget synopsis for approval to publish in the Washington County news to run on May 10th and to schedule the public hearing on June 5, 2017. BUSINESS LICENSES & WEBSITE: Both are due by May 1st. VIRGINIA INVESTMENT POOL (VIP): Fred Parker, Treasurer of Washington Co. attended our budget meeting April 24th and provided us information and the application process for the Town to participate in the VIP, particularly the Daily Liquidity Fund. Washington County is a long-time member and Fred is currently the
Board Chair of VIP. I received an email from Beau Blevins, Director of Government Consulting, VML/VACo Finance which provided us with the following additional information. Many small towns in Southwest VA have been joining including Gate City, St. Paul, & Scott Co. Service Authority. Abingdon and Chilhowie are also interested. VIP is a governmental trust which means it is owned by the local governments who participate. It was developed by local Treasurers and investment officers in 2013. The stable Liquidity Pool offers a stable net asset value, daily liquidity, and a competitive yield and is ideal for operating funds requiring immediate access. They also have a 1-3 year bond fund. Both portfolios are governed by investment policies adopted by VIP's Board of Trustees and that incorporate the allowable investments identified in the Code of Virginia. In order to participate, the Town will need to adopt an Ordinance. I recommend we proceed with the application process. I have also included the 3 steps to follow to join the Trust, a sample ordinance, and an information sheet outlining the benefits. It was the consensus of the Council to incorporate the Treasurer s investment recommendation with the June 5 budget public hearing Streets, Lights and Maintenance: Mr. Greer referred to the following report on the department s operations for the month of April, which was submitted by the Public Works supervisor, Joe Fritts: We had fallen behind on beginning Spring mowing, (due to delays in solving mechanical issues with our mowers), but with the addition of the new John Deere and the used Exmark we have caught up. The old Exmark mower still awaits Machine Shop work, but should be back in service soon. We were able to replace the Bucket truck with a newer model truck, but in order to put it into use, we will have to switch some equipment from the old unit. This will be completed soon, (following Trail Days). Trail Days is nearly here, and we will be busy readying for it as well as opening of the Town Pool. Bush Hog work on the Campground area and some painting in the park are things we hope to complete this week. We will be removing the pool tarp, cleaning, and readying it for refilling also. As in past years, we will make every effort to keep up with normal and usual Departmental tasks, (as well as emergencies). We do ask that brush not be placed for pickup, (along streets), during Trail Days week or the week before. Replanting of the Town flower boxes and planters is also set to be done this week. At this time, it seems unlikely that we will have time to accomplish restriping of parking spaces along Laurel avenue before Trail Days, (but we will make every effort to do so if time and weather allows). Ralph Lane s health is improving, but his return status is unknown at this time. Justin Mullins is doing a good job as his temporary replacement), and works really well with our Trustees. Parks and Recreation: Mr. Williams reported receiving a request to plant a tree in the Town Park in memory of a loved one. The Council had no objections, and thought it was a very nice gesture. Mr. Williams spoke to the Council about the upcoming July Council meeting, which is regularly scheduled on the first Monday of each month. The first Monday falls on July 3 rd which is a holiday, as well as the date of the Town s annual Independence Day celebration. It was the consensus of the Council to reschedule the July Council meeting for Monday the 10 th.
Ms. Barrett reported that the preparations for the 2017 Crooked Road Mountains of Music Homecoming Tour are underway. Planning Commission: Mr. Blevins reported on the Planning Commission that we are one member short. The next meeting will be Tuesday, and they are gearing up for zoning ordeinance and comprehensive plan revisions. Police and Fire Advisory: Mr. Hayes deferred to the following P.D. activity report for the month of March, as presented by Chief Hounshell: Operations: April 2017, Damascus Officers handled 77 calls, and made 8 criminal arrest. We have taken 11 investigative reports. Including two malicious wounding s one of those being a stabbing, the other being domestic violence related. We are working an identity theft scam and seized several hundred dollars worth of property obtained by the stolen card numbers at a local residence. The case is still being investigated. Traffic Enforcement Activities: April 2017, we issued 4 traffic citations. Issued several warnings for lower speeds and made a DUI arrest. Two accidents were worked in April. Speeding complaint areas include North Beaver Dam near Food City and Officers have been sitting in this area, as well as Laurel Ave.. Special Report: Another meeting with multiple agencies was held regarding Trail Days safety. The FBI, US Marshals, and Washington County was present. The next meeting will be Tuesday and these agencies along with the State Police will be represented. Preplanning is going well and Vice Mayor Tim Williams has been present. Street light surveys have been completed and turned in outages. We conducted a drug take back Saturday at Food City in conjunction with the DEA. I also have agreed to have Mtn. States place a permanent lock box in our office for the collection of unused or expired medication during normal business hours. We feel this program is helpful for the destruction of unused medication so it will not find its way back on the streets. Andy Selfe has accepted the offer of employment and will begin Tuesday. Special Notes: Police Vehicles: My plan if the remaining budget allows is to mark the Explorer and I have asked Lt. Turner to mark the Dodge with the pink markings in honor of breast cancer awareness that we already have. Auxiliary: Have had contact and have a number for how many will be able to assist with Trail Days.
WCC Grant: We are planning to use some of this during Trail Days. I signed an agreement of cooperation for the next fiscal year with the WCC. They provide valuable assistance with drinking and driving awareness and enforcement. Damascus Volunteer Fire Department The following report was submitted by Chief Turner referencing the Fire Department s operations for the previous month:
Special Committees Ms. Van de Vuurst reported the Damascus Business Group will postpone meeting from 18 th to the 25 th at 5:30. Manager s Report Mr. Blevins submitted the following Town Manager s Report: Beaverdam Creek Trail Hill Studio has been directed to update plans per the newest 2016 Road & Bridge Standards. VDOT will review once submitted, and authorize project for advertisement after approval. Regional Planning Grant/ Mount Rogers Regional Initiative Final project close-out documents have been sent to DHCD. ARC Grant DHCD has issued the Town a contract for the ARC funds, however, there is an issue with the contract products that I have made DHCD aware of. I will continue to pursue DHCD staff to correct the issue. Design work continues on the project, bid documents will be prepared once all design aspects have been nailed down. CDBG Grant Preliminary designs are 99% complete, bid documents will be prepared next. I continue working with Façade Program participants to get all necessary documentation, and account for de-allocated funds that are available to new participants within the project area. The stream bank stabilization will be the first component of the project to be bid out environmental permitting is currently underway. ARC POWER Initiative I am meeting with Friends of SWVA in later in May to lay out roles and responsibilities before they issue a MOU to the Town for the funds. Representatives of the ATC will also be present during discussion of the design process for the facility. Development of a lease agreement with the ATC should be completed this month. VTC Market Leverage Program Closing out prior VTC MLP grant by May 8 and submitting final report. Writer Summit for the 2016 campaign began this week (two writers arrived today and toured the town). LOVEwork design has been approved by VTC and construction is underway. Brownfields Assessment Final concepts have been presented by the CDAC. The CDAC and CARDNO will be sending the Final Report and Environmental Assessment to the Town sometime this month.
Miscellaneous Website metrics (attached). Some TN businesses that are outside of the Creeper Trail corridor have requested we modify our fee schedule to include lower rates for businesses that directly relate to the trail or Town of Damascus. I have been working to finalize the Town Code in Word format. BZA appointment of Larry Ginn, just waiting on the Court to finalize.
Old Business The park/sitting area along Beaver Dam Avenue naming details and signage have been detailed. A column is designed and place designated to have a plaque honoring Richard Smith. The project is ready to be underway. Richard Smith submitted the following proposal: Establish a Walking Tour of Damascus. New Business Strategy: Develop and build a series of informational signs which will provide historical information with both text and photographs. Place these signs in appropriate locations and provide a guide in the form of a paper document or in an online format so that interested visitors may independently follow this tour. Steps to be taken: 1. Establish a working committee to oversee and advise on project; 2. Identify a minimum of six locations for placement of informational signs; 3. Determine possible tour routes including overlap with proposed Riverwalk and Beaverdam trails; 4. Specify costs and locate funding; 5. Solicit public input on content; 6. Create signs, build frameworks, and install; 7. Print paper guide and put information online. Estimated cost per sign: Design costs and printing on heavy-duty, weatherproof material, $140 each. Materials and labor for each wooden framework, $200; installation, done by volunteers; historical research and materials compilation, done by committee and volunteers. Estimated total cost of first phase of project, six signs at $340 per sign: $2,040 (Cash on hand: $500 donation from William Eskridge, $100 donation from Richard Smith. Other individual donations will be solicited to cover the remaining costs). Requested from Town Council: Permission for presenter to move forward with this, including appointing a committee, seeking funding, and preparing materials. Council will have final approval before implementation. Asking permission to move forward immediately. - Mr. Williams, Ms. Van de Vuurst and Ms. Seymore think it is a great idea and the Council s consensus is to move forward. Potential sites for informational signs include water tank, Rock School, Old Mill, train station, Legion Island (not on the island), dye plant, old furniture factory, flood zone, Laurel Avenue.
Council Members Reports Ms. Seymore commended Ms. Van de Vuurst and her crew for the Farmers Market progress and commented that it is a wonderful addition to the Town. Citizens Comments Katie Lamb and Brain Zier (561 Clifton Street) held the 2 nd annual Trail Town Challenge Foot Race recently, said it went well and expressed their deep appreciation to Damascus Volunteer Rescue Squad and Damascus Volunteer Fire Department and would like to give a financial donation to each department. They shared that the 3 rd annual Trail Town Challenge will be held on April 28 th of 2018. Announcements May 13: Town-wide Yard Sale 7am-3pm May 18: Tent City Campground opens at 9am (closes at noon on the 22 nd ) May 19, 20, 21: (31 st ) Appalachian Trail Days Festival May 26: Town Pool opens for the season Town Hall will be CLOSED on May 29 th in observance of Memorial Day For information on upcoming events, visit our website www.visitdamascus.org. Consent Agenda Mr. Greer made a motion to pay the bills for invoices exceeding $500, 2 nd by Ms. Seymore; the motion passed (6-0). Mr. Hayes made a motion to pay the bills, 2 nd by Mr. Greer; the motion passed (6-0). Mr. Williams made a motion to recess into Closed Session for discussion of the following items:
1. Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community, per VA Code Sec. 2.2-3711 (A)(5); The motion was 2nd by Mr. Greer, and passed (6-0). Mr. Williams made a motion to return to open session, 2 nd by Mr. Hayes; the motion passed (6-0). Mr. Greer made a motion to certify, 2 nd by Ms. Seymore; the motion passed (6-0). Mr. Williams made a motion to adjourn, 2 nd by Mr. Hayes; the motion passed (6-0). Jack McCrady, Mayor Tuesday Pope, Clerk