Minutes of Town Council Meetings

Town Council Minutes for 2004
January / February / March

DAMASCUS TOWN COUNCIL

MINUTES FOR JANUARY 5, 2004

Council Members Present: Marianna Farmer, Creed Jones, Don Morgan, Lawrence Lewis, and John Reese, Tom Hayes

Maurice Parris, Mayor
Toby Boian, Town Manager
Tonya Triplett, Clerk
Thomas Dene, Attorney

Mayor Parris called the meeting to order.

Mr. Lewis led the Pledge of Allegiance.

Mr. Lewis motioned to approve the minutes of December 1, 2003 meeting as written 2nd by Mr. Jones. (5-0 –1 Mr. Hayes abstained, he was absent at last meeting.)

Mr. Jones motioned to adopt and approve the easement agreement with Triplett Lumber Company Inc. and Damascus Developers, LLC. (Attached). 2nd by Mr. Morgan. (6-0).

Committee Reports

Budget, Finance and Administration – Mr. Morgan
Minutes of meeting were included in packets. Mr. Morgan commented on the Governor’s budget proposal and cuts, which will affect our budget. VML is also looking at exempting the first $50,000 of revenue for business license.

Street, Lights and Maintenance
Mr. Lewis has had complaints about potholes on Laurel Avenue, and has explained the road belongs to VDOT.

Sewer, Water and Sanitation- Mr. Jones

The minutes of the sewer meeting are in packets.

The committee had discussed sending Jason to school, but Jason does not have a Tennessee license, so Joe Alexander will attend.

Mr. Jones spoke with Wayne Snyder about a valve and he is not going to put one in.

Parks and Recreation – Mr. Hayes
Trail Days meeting Tuesday, January 13, 2004 at 7:00 p.m.

Planning Commission
Mr. Jones motioned to approve Fred Surber’s application for a bed and breakfast on Creepers Way. 2nd by Mr. Lewis (6-0).

Police Advisory - Mr. Reese
Mr. Reese reported a motorcycle had been stolen and recovered. The part time officer received a new job and we now have 4 full time officers.

Mr. Reese motioned and 2nd by Mr. Jones to pay the annual $300.00 fee to Experienced Works, for Mary Gentry to continue her work for the Town. (6-0).

Special Committees
Adam Committee- Mrs. Farmer
Adam Committee did not have a meeting, but have received six new paid links.

Manager’s Report
Portland Utilities will be in town this week, doing some additional TVing and line cleaning. The change order for this work has been approved.

A substantial completion meeting was held Dec.30 for the road, water, sewer and drainage in Mock Hollow. The state is scraping it and everything is going well.

The geo-technical firm was here the last week in December, boring for the structural foundation test for the Bayer/Beaver Creek Trail Project; they will report findings to Hill Studio.

Charter Franchise agreement in packets, proposal is 10 years and 3% franchise fee, they will be advised of 5 years and 5%. This requires public hearing, which will be held February.

Gary Reynolds submitted a site plan to Planning Commission at their last meeting, planning commission recommended the council consider selling the property. They also approved the site plan and recommended a zoning permit be issued if everything else works out and council approves it and the development in the flood plain. .

Attorney’s Report- Mr. Dene
Pretrial conference with Judge Lowe was held a couple weeks ago on the Mock Hollow cases. There are four pending condemnation suites with a trial date of February 17.

Old Business

Mr. Reese stated the tourism brochure proof is ready to be reviewed by the committee, and will bring it to council next meeting.

Consent Agenda
Mr. Lewis motioned to pay the bills. 2nd by Mr. Hayes (6-0).

Mr. Jones commended the Fire Department for dinner at Old Mill

Mayor entertained a motion for closed session for 2.2-3711 A1 Personnel, 2.2-3711 A7 Litigation, and 2.2-3711 A3 Disposition of property. Mr. Reese made the motion and 2nd by Mr. Jones. (6-0).

Maurice Parris, Mayor Tonya Triplett, Clerk

CLOSED SESSION MINUTES

A motion was made by Mr. Jones and seconded by Mr. Reese to go out of closed session. (6-0).

A motion to certify was made by Mrs. Farmer and seconded by Mr. Morgan. (6-0).

Motion to adjourn made by Mr. Reese and 2nd by Mr. Lewis. (6-0).

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MINUTES FOR FEBRUARY 2, 2004

Council Members Present: Marianna Farmer, Creed Jones, Don Morgan, Lawrence Lewis, and, Tom Hayes

Maurice Parris, Mayor
Toby Boian, Town Manager
Tonya Triplett, Clerk
Thomas Dene, Attorney

Mayor Parris called the meeting to order. Mayor requested a moment of silence in honor of John Reese.

Mr. Lewis led the Pledge of Allegiance.

Mr. Jones motioned to approve the minutes of January 5, 2003 meeting as written 2nd by Mr. Lewis. (5-0.)

Mr. Boian recommended council approve the engineering retainer agreement enclosed in packets. Also, Phase 1 of the Damascus Health Clinic of $3,000.00 and Phase 2 pending DHCD approval of $8,000.00. Mr. Morgan made the motion of approve these request, 2nd by Mrs. Farmer (5-0).

Committee Reports

Budget, Finance and Administration – Mr. Morgan
Mr. Morgan asks all budget requests be turned in by the first of March. Also, computers in front office need updating. If one were to go down, we would loose all information. Also, looking at replacing copier in front office.

Street, Lights and Maintenance- Mr. Lewis
Mr. Lewis presented a bill from America Electric Power for $1,676.35 for Christmas lights. Mr. Boian suggested notifying AEP that their poles are on our right-of –way. Still getting complaints on the Braudy property. Mr. Boian advised the town could hire a clean up crew and put a lien on the property.

Sewer, Water and Sanitation- Mr. Jones

There is a letter in packets addressing cut off notices and collecting bills. Mr. Jones suggested backing Shirley in adding extra penalties; this is costing the town money. Mr. Jones thanked the Old Mill Restaurant and the Whitakers for their patience during the sewer trouble. Mr. Jones motioned to grant the Whitakers free sewer for six months due to the problems they have had. 2nd by Mr. Hayes (5-0).

Clark Roach has gotten his certification and needs a pay increase. The sewer committee will write Shirley a letter letting her know how much and when it is effective.

Parks and Recreation – Mr. Hayes
Trail Days committee decided to raise vendor fees this year. Letters have been sent out for booths and ads in brochure.
The bids were opened for the 1996 Crown Victoria. Police Cars Unlimited bid 342.00 and Joe Fritts bid 350.00. The car was awarded to Joe Fritts as high bidder.

Planning Commission
Mr. Jones motioned to approve One Way Ministries permission to open a youth center in the old Sam’s Flowers building. 2nd by Mrs. Farmer. (5-0).

Police Advisory – Mrs. Farmer
Council discussed hiring police officer and decided to wait until a later date to do so. Also, discussed was ordinance for posting house numbers. Also, discussed loitering after 10:00pm.

Fire Department purchased an ice machine and keeper and is asking the town to pay ½ the cost so they will have ice for festivals and events. Mr. Jones motioned to pay 805.00, which is ½ of 1,610.00 for the machine and keeper. 2nd by Mr. Hayes (5-0).

Special Committees
Adam Committee- Mrs. Farmer
Adam Committee minutes in packets. They are interested in advertising for ADAm and would like to sponsor an event up to 250.00 and will be having the photo contest again this year.

Citizens Comments

Mrs. Grasselli questioned plans for shelter being set up in case of power outage. Mayor Parris stated Washington County has designated Holston High School as the center.

Mr. McGlamery questioned contractor’s work where the new sewer lines were put in. Mr. Parris stated they would fix all areas back like it was before they started.

Manager’s Report
Work was started at road crossing on 58 last Thursday. The manholes of Phase 2 have been repaired and the TV crew will come around the middle of the month.

The road, water, sewer, and drainage in complete in Mock Hollow. There are two houses near completion and 5 other houses were placed out to bid.

Beaver/Bayer Creek Trail GO Technical Services are complete.

Charter Franchise agreement will come before council next month for approval.

Mr. Boian requested closed session for the Bayer Property proposal.

Mr. Boian stated the Board of Zoning Appeals has a member, who has never attended. Mr. Boian recommended the member be replaced, there are only 5 members and it is hard to get a quorum.

Attorney’s Report- Mr. Dene
The trial date for Feb. 17 was postponed until March 25, for the condemnation suites.

New Business

Mrs. Farmer asks to chair the 100-year celebration and to be able to appoint a committee. She does not have enough time to have it in March and ask council to postpone until fall.

Consent Agenda
Mr. Hayes motioned to pay the bills. 2nd by Mr. Mr. Jones. (5-0).

Administrative Bayer Committee will be Don Morgan, Lawrence Lewis, Toby Boian and Thomas Dene.

Mayor entertained a motion for closed session for 2.2-3711 A1 Personnel, 2.2-3711 A7 Litigation. Motion made by Mr. Lewis and seconded by Mr. Jones (5-0).

Maurice Parris, Mayor Tonya Triplett, Clerk

CLOSED SESSION MINUTES

A motion was made by Mr. Hayes and seconded by Mr. Lewis to go out of closed session. (5-0).

A motion to certify was made by Mr. Morgan and seconded by Mr. Hayes. (5-0).

A motion was made by Mr. Morgan and seconded by Mr. Hayes to appoint Lannis Greene to fulfill the unexpired term of John Reese. (3-2).

Motion to adjourn made by Mr. Hayes and 2nd by Mrs. Farmer. (5-0).

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MINUTES FOR MARCH 1, 2004

Council Members Present: Marianna Farmer, Creed Jones, Don Morgan, Lawrence Lewis, Tom Hayes and Lannis Greene

Maurice Parris, Mayor
Toby Boian, Town Manager
Tonya Triplett, Clerk
Thomas Dene, Attorney

Mayor Parris called the meeting to order.

Mr. Lewis led the Pledge of Allegiance.

Mr. Jones questioned the minutes of closed session of February 2, 2004. After much discussion Mr. Dene advised postponing approval until after closed session.

Mr. Hayes motioned to approve the Return to Work Policy. 2nd by Mrs. Farmer (6-0).

Committee Reports
Budget, Finance and Administration – Mr. Morgan
Mr. Morgan stated the copier and computer upgrade in the office is underway and will continue in March. Mr. Morgan questioned if businesses with transit lodging license-renting units monthly are still liable for lodging taxes. Mayor and Mr. Boian advised they should be paying lodging taxes. Budget meeting Monday March 8, 2004 at 7:00 p.m.

Street, Lights and Maintenance- Mr. Lewis
Mr. Lewis asks everyone to use caution traveling to Abingdon. Construction has begun on 58.

VDOT has been looking at bridge at Rock School.

Sewer, Water and Sanitation- Mr. Jones

Mr. Jones motioned to increase Clark Roach’s pay to $8.00 per hour. 2nd by Mr. Morgan (6-0).

Mr. Jones motioned to waive 1 month’s sewer bill for Ironhorse Campground. 2nd by Mrs. Farmer (2-4 motion fails). Mr. Snyder has been advised if a check valve is not installed there will be no more adjustments to his bill.

Parks and Recreation – Mr. Hayes
Trail Days is on schedule.
Mr. Hayes motioned to put a roof on the 2nd stage at the Gazebo. 2nd by Mr. Jones (6-0).

Police and Fire Advisory – Mrs. Farmer
Mr. Morgan motioned to move forward with the auxiliary police officer program. 2nd by Mr. Jones (6-0).

New tires have been put on 2 police cars. Police are checking on untagged vehicles in town.

Chief White has submitted three grants:

New radar unit for $1,700 Overtime for Trail Days $1,500 Alco Sensors $1,500

Bobby Smith ask council for 3 acres of the Bayer Property to put up a 50x150 metal building, which will house a bingo hall, emergency center and restrooms. Mr. Boian also suggested putting up a building for public works, too. Mr. Greene suggested if the town is giving the land to the fire department, stipulations should be on the construction of the building so it is attractive. On Monday March 8 there will be a committee meeting to further discuss.

Special Committees
Adam Committee- Mrs. Farmer
Adam Committee would like to sponsor an event up to $250.00 and will be having the Trial Days photo contest again this year.

Citizens Comments

Mrs. Grasselli questioned top post for the chain link fence in Mock Hollow. She also questioned the fire department renting the rescue squad for bingo.

Johnny Blevins ask council to reimburse Backer Park for a check issued in June 2003 for $3,000. The check was not cashed and the town stopped payment on the check in December 2003. Mrs. Farmer motioned to issue another check -$30.00 for stop payment fee, $2,970.00. 2nd by Mr. Jones. (5-1).

Mr. Hayes asks for a breakdown of how money given to Backer Park is spent.

Mr. Blevins also requested the $5,000.00 for the upcoming year. Mrs. Farmer made the motion and Mr. Jones 2nd it. (2-3-1 Mr. Greene abstaining, he has not reviewed the budget. Motion failed.)

Council would like to have the deed looked at and Mr. Blevins can come back to council and request the money at a later date.

Manager’s Report
There are 4 or 5 sections of pipe that have to be videoed and cleaned and a line under the old 91 bridge that has to be slip lined. The videos and logs need to be taken to the new engineers, work out an agreement with them as to how to repair what is in Phase 3 section. In manager’s packet Mr. Boian attached a notice of violation issued by DEQ, which list several problems. There is still too much inflow.

There are five open bids on houses in Mock Hollow.

The core drilling for the Beaver Dam Creek Trial is complete. The engineers and the Army Corp. of Engineers have that and they are working on the engineering drawing to be submitted to VDOT.

Mr. Hayes motioned to approve the Charter Communications Franchise agreement of 5% for 5 years. 2nd by Mr. Morgan (6-0).

Mr. Boian requested closed session for the Bayer Property proposal.

The council hired ATS engineering firm on retainer. The planning grant for the medical clinic has been approved, the contract is not prepared, and the amount will be $19,500.00.

Mr. Morgan motioned to approve the engineering agreement to perform the work required at the medical center. 2nd by Mr. Lewis (6-0).

Mr. Lewis motioned to pay the 1st invoice of $3,000.00, which will be reimbursed by the grant. 2nd by Mr. Jones. (6-0).

Mrs. Framer motioned to authorize the mayor to sign the planning grant agreement. 2nd by Mr. Greene (6-0).

Mr. Jones motioned to approve the Mount Rogers agreement for $3,000-$6,500. The town could be responsible for $1,500. 2nd by Mr. Morgan (6-0).

A public hearing was held earlier in the evening for part 1 of the grant application.

Attorney’s Report- Mr. Dene
The town entered into an agreement with AEP on the Christmas lights and the bill should be paid.
Mr. Jones motioned to approve the ordinance changing the meeting time to 7:00 p.m. effective 3/1/04. 2nd by Mr. Morgan (6-0).

Mr. Boian stated the term for Bill Rowe on the Board of Zoning Appeals has expired and someone else needs to be appointed to that position.

Consent Agenda
Mr. Lewis motioned to pay the bills. 2nd by Mr. Morgan. (6-0).

Mayor entertained a motion for closed session for 2.2-3711 A1 Personnel, 2.2-3711 A7 Litigation and 2.2-3711 A3 Disposition of property. Motion made by Mr. Jones and seconded by Mr. Lewis (6-0).

Maurice Parris, Mayor Tonya Triplett, Clerk

CLOSED SESSION MINUTES

A motion was made by Mr. Jones and 2nd by Mr. Lewis to go out of closed session. (6-0).

A motion to certify was made by Mr. Morgan and 2nd by Mr. Hayes. (6-0).

Mr. Hayes motioned and 2nd by Mr. Morgan to approve minutes of February 2, 2004 (3 yes-1 no-2 abstaining).

A motion by Mr. Morgan to increase the clerk and treasurer a $1.00 per hour pay increase, effective 3/1/04. 2nd by Mr. Lewis. (6-0).

A motion to do nothing with Bayer Property by Mr. Hayes and 2nd by Mr. Lewis (2 yes -1 no –3 abstaining)

A motion made by Mr. Morgan and 2nd by Mr. Lewis to prepare an RFP for the Bayer Property Development (4 yes- 1 no- 1 abstaining)

Mr. Morgan motioned to approve medical clinic resolution. 2nd by Mr. Jones (6-0).

Motion to adjourn made by Mr. Morgan and 2nd by Mr. Lewis. (6-0).

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Town Of Damascus, PO Box 576, Damascus VA 24236, (276) 475 3831
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