DAMASCUS TOWN COUNCIL
MINUTES FOR JANUARY 8, 2007

Council Members Present: Mariana Farmer, Mitchel Greer, Jim Cartwright, Lannis Greene and Johnny Blevins

Creed Jones, Mayor

Tonya Triplett, Clerk

Aaron Sizemore, Town Manager

Thomas Dene, Town Attorney

Mayor Jones called the meeting to order.

Mr. Jones led the Pledge of Allegiance and prayer.

Mayor Jones is not in agreement with the $1,670 bill that was paid last month.

Mr. Blevins stated he was approached about the council turning down the request for help with maintenance for the Rescue Squad. Mayor Jones told the Rescue Squad the request was turned down. The minutes reflect the council asked the squad to come to a council meeting and let them know what their needs are, not that they were turned down. The council did not take action on the matter, and did not turn down their request.

Mr. Blevins stated the Mayor is the spokesperson for the town, and requested the Mayor get the wording right when he is explaining things.

Mr. Blevins made a motion to approve the minutes of December 4, 2006 with a change on page two; Mr. McCall stated the Board has only set aside the $30,000. Should be $300,000. 2nd by Mr. Greer (5-0).

Marsha Horne with Serum Run on the Virginia Creeper Trail addressed council with some information about the event. The run will begin at 12:00 on January 27, 2007 in Abingdon. The serum will be passed at Watauga, Alvarado and Ironhorse Campground. There will also be a race on February 10, 2007 at 10:00am from Alvarado to Ironhorse Campground. Ms. Horne requested the town have someone to open the gates along the trail for this event.

Charlotte Parsons with Washington County Public Library reported the Board of Supervisors has authorized the $300,000 be transferred into line items that can be spent, once the procurement issues are taken care of.

Scott Wilson did a comparison of the two sites that have been discussed. Wilson Street Property came out one point ahead of the Trestle Street Property. However, Mr. Wilson stated Wilson Street has more room for expansion in the future. If the building were placed on Trestle Street the front of the building would face the pool and the rear of the building toward Laurel Avenue. Ms. Parsons would like to have Wilson Street so summer programs could be done outside and the town could use the property for parking.

Mr. Blevins expressed concerns about Wilson Street flooding, it has been under water in the past and Trestle Street has never been flooded. This area is the only place the town has for extra long-term parking.

Mr. Cartwright made a motion to approve, subject to public hearings, lots on Water Street 172 B3-1-2, 172 B3-1-2A, 172 B3-1-6 totaling approx. one acre. 2nd by Mr. Greene (3-2 Farmer and Blevins opposed).

Ms. Parson would like to get things moving, she is ready to submit a zoning permit. Mr. Dene explained a public hearing must be held and planning commission must approve the site plan. Once these two things are done council can vote to deed the property to the Board of Supervisors.

A public hearing will be held February 5, 2007 at 7:05pm.

Committee Reports

Budget, Finance and Administration – Mr. Cartwright

Mr. Cartwright reported the management and discussion letter is in the process of being written. Mr. Cartwright asked department heads to be working on their requests for 2007-08 budget year.

Street, Lights and Maintenance- Mr. Greer

Mr. Greer reported the sidewalks on Clifton Street are up. Public Works Department would like to install a light on the pole that was placed in the park for the Christmas tree. Mr. Blevins suggested they use one of the lights the town purchased from the golf course in Abingdon.

Sewer, Water and Sanitation- Ms. Farmer

Ms. Farmer made a motion that ½ of Ms. Brand’s salary be taken out of the sewer department, she does spend ½ her time working on sewer items. 2nd by Mr. Blevins (5-0).

Ms. Farmer stated that when the system was put in place in 1976 sewer taps were placed, however not all residents or establishments choose to hook on to the sewer at that time.

Ms. Farmer made a motion to allow Kelly Deel and The Church of Christ to hook to the sewer and not pay the tap fee. 2nd by Mr. Greene (5-0).

It will be the owner’s responsibility to get the line to the town’s line to hook on.

Parks and Recreation – Mr. Blevins

Trail Days meeting January 9, 2007 at 7:00. The water line will be extended in the park.

The town and The Crooked Road hopes to get some music venues started around town. Most will be locals playing.

Planning Commission

Mr. Cartwright reported at the December meeting the committee completed three sections of the comprehensive plan.

Police and Fire Advisory

Mr. Richardson thanked everyone involved for help with the incident at Wood Landing.

Mr. Richardson requested the maintenance department help with the removal of the partitions and painting wall and stripping the floors, in the police department.

Mr. Richardson requested the council look into the Virginia Retirement System. Ms. Farmer asks Mr. Richardson to get some information on the retirement and bring it to the budget committee.

Mr. Cartwright stated there is opening in the police department.

Enclosed in the police packet is a letter from Sheriff Newman for Damascus Police Departments help with a case they had been working on.

Mr. Richardson requested Damascus officers be allowed to work for the Town of Glade Spring on their days off. Council did not have a problem as long as the shifts don’t overlap.

Special Committee

Adam Committee will have a meeting this week.

Citizen’s Comments

Bert Snodgrass with In The Country is having a problem with water run off from a residents behind his business. Mr. Sizemore and Mr. Dene both advised this is not a matter for the town to get involved in. The problem is between the two property owners. Mr. Dene also advised council if they take action and the water is turned on someone else property the Town then becomes liable for it. Mr. Dene suggested talking to the property owner to try to resolve the problem with them. Mr. Sizemore will try to speak with the owner to see what can be worked out.

Ms. Farmer commended the police department for the situation at Wood’s Landing and the Public Works for the Christmas decorations and Sissy Kammer for the wreath. Ms. Farmer hopes we can all work together well in the New Year.

Wade Farmer with Discover Damascus requested Discover Damascus be allowed to construct a Veteran’s Memorial on the river bank near the Damascus Old Mill. The Damascus VFW has made a donation to Discover Damascus to help with the project.

Mr. Blevins made a motion to designate the area between the Damascus Old Mill parking lot and Garrett Funeral Home parking lot for a Veterans’ Memorial area. 2nd by Ms. Farmer (5-0).

Mr. Cartwright requested they come back to council and inform them of the plans, when the plans are made.

Ms. Grasselli reminded council the Damascus Old Mill owns 20-feet all the way up the river.

Mayor Jones has had a request to get rid of the ducks at the Old Mill. Mr. Richardson informed Mayor Jones a permit is required. The citizens should contact the game department.

Manager’s Report
Mr. Sizemore stated the Triplett Property is not available. If it becomes available in the future Mr. Triplett will contact the town.

The Beaver Dam Creek Trail changes were accepted by VDOT. The engineer will modify the plans. The environmental permit for the bridge will be the most time consuming, but after it is acquired, the project can begin.

Abingdon Roofing will begin work on the roof in late January.

Mr. Blevins made a motion to allow Mr. Sizemore to resubmit the Orchard Hill Grant Application. 2nd by Ms. Farmer (5-0).

In order for the town to be eligible for future VDOT grants for crosswalks the comprehensive plan must include a bike/pedestrian plan.

Mr. Cartwright made a motion to allow Mr. Sizemore to apply for a planning grant; the town’s match would be 10%. A resolution will be required in the future. 2nd by Mr. Greene (5-0).
Attorney Report

Mr. Dene stated Charter Communications is selling portions of their company, which includes Damascus, to Rapid Communications. They are requesting a resolution be adopted to consent to the franchise agreement that was given to Charter Communications being assigned and transferred from Charter Communication to the new company.

Ms. Farmer made a motion to adopt the resolution 2nd by Mr. Greer (5-0).

The appraisal for the three lots for the library came in at $14,500. The original will be in the clerk’s office if anyone wants to look at it.

Mr. Dene requested closed session.

Old Business

There was a bill included in the consent agenda last month for $1,670, when Mayor Jones questioned who authorized the work; Mr. Parris said he did when he was Mayor. Mayor Jones was on the council at that time and does not remember approving that amount.

Mr. Dene explained that once council voted to pay the bill there is not much can be done.

Mayor Jones asked Mr. Dene to take action against Mr. Parris for conspiring to take money from the town that wasn’t legal. Mr. Dene stated he could not do that, because the town council, whom he serves, voted to pay this man this money.

Mr. Cartwright stated the council voted to pay the bill and did not table it, he doesn’t know what else council can do.

Mayor Jones stated, “When you let something like this happen you’ve lost control fellows, you’ve lost control.”

Mayor Jones also stated that the work was not authorized and Hunter Faris was not working for the town. There was a conspiracy and we just won’t admit it.

Mr. Blevins questioned if it was a conspiracy to defraud the town, he doesn’t think there was a conspiracy to defraud the town, because the work was done.

Mayor Jones stated we did not authorize the work.

Mr. Cartwright stated we did authorize it by authorizing the payment, so it is water under the bridge. Mr. Cartwright stated in the future the item should be tabled and discussed before action is taken.

Ms. Farmer remembers discussion on the matter, but does not remember if action was taken or not.

A meeting was held at Town Hall that included, Christy Parker, BB & T Bank, People Incorporated, Jim Tilley, Aaron Sizemore Johnny Blevins and Tonya Triplett. Discussion took place about helping businesses in Damascus, and recruiting new business, what kind of help is available for these businesses. BB& T plans to host a business forum to see what the needs are.

According to figures, people stay in Damascus less than one day, the average is 2.3 days. We need to provide things for the tourist to do so they will stay in Damascus longer.

Mr. Blevins stated the council should consider writing more letters requiring the property owners to clean up their properties. Some properties are eyesores and a danger to the community and the town should not approach one property owner and not others. The old hosiery mill has been sold and is being cleaned up, and that is an improvement to the town.

Bron Duncan questioned who the owner of property is where the $1,670 work was done. Mr. Blevins explained the property is beside the lodge and belongs to the town.

Dennett Dwyer has concerns about the hazards of cleaning up these older properties. Mr. Dene explained that is a matter for DEQ and EPA.

Mayor Jones asked Mr. Blevins to withdraw his proposal for charging for the use of the Creeper Trail. Mr. Blevins explained it was just a suggestion and no action had been taken. Mr. Blevins stated he thinks it is unfair for the citizens to foot the bill for tourists. The citizens are paying the $267,000 for the police department because the people hiking and biking are not paying. The taxes in Damascus have doubled in the last ten years and another reassessment in the near future. Someone besides the citizens of Damascus has to start paying the bills for this town.

Mayor Jones stated we are taking in plenty of money, there is too much being spent. The town has enough income to live on, if it was spent right.

Ms. Farmer reported there is an Economic Development in place that consists of Clarence Pruitt, Phoebe Cartwright, Fred Surber, and Diane Smith, with Ms. Farmer as chairperson. Ms. Farmer does not have a problem with staying chairperson, but requested a new committee be formed.

Mayor Jones added Dennett Dwyer, Lannis Greene, Johnny Blevins and Michael Haslam to the Economic Development Committee.

New Business

Mr. Blevins made a motion to donate $100 to Holston High School Baseball for the town sign at Backer Park. 2nd by Mr. Greene (5-0).

Holston High School has taken over Backer Park and will install new lights and remodel the restrooms.

Mr. Blevins made a motion to print maps of the Creeper Trail with Damascus’ information on them, print as many as we can get for $1,058, 2nd by Mr. Greene (5-0).

Mr. Dwyer suggested charging .50 each for the maps. Mr. Cartwright suggested charging the bike shops $200 a box.

Consent Agenda

Ms. Farmer made a motion to pay the bills 2nd by Mr. Cartwright (5-0).

Mr. Cartwright made a motion for closed session to discussion of the suspension of Officer Rutherford, performance of police chief, consideration of candidate for police officer and performance of police officers and present compensation 2.2 3711 (A) (1) and consultation with legal counsel regarding Fair Labor Standards Act Compliance 2.2 3711 (A) (7). 2nd by Mr. Blevins (6-0).

Mr. Greene was not able to attend closed session.

Creed Jones, Mayor Tonya Triplett, Clerk

CLOSED SESSION MINUTES

Motion made by Mr. Cartwright and seconded by Mr. Blevins to go out of closed session (4-0).

Motion to certify made by Ms. Farmer, seconded by Mr. Blevins (4-0).

A motion was made by Mr. Cartwright and 2nd by Ms. Farmer to hire Charles McConnell as a police officer at $11 per hour with a 6-month probationary period and salary review.

A motion was made by Mr. Cartwright and 2nd by Mr. Blevins to promote John Rouse to lieutenant at $13 per hour. (4-0).

A motion was made by Mr. Cartwright and 2nd by Ms. Farmer to promote Kermit Turner to senior patrolman at the same pay. (4-0).

A motion was made by Mr. Blevins and 2nd by Mr. Cartwright to pay $3,000 from Trail Days budget for materials and work to improve the Bayer Property. (3-0-1 Ms. Farmer abstained).

A motion to adjourn was made by Mr. Cartwright and 2nd.

DAMASCUS TOWN COUNCIL
MINUTES FOR FEBRUARY 5, 2007

Council Members Present: Mariana Farmer, Mitchel Greer, Jim Cartwright, Lannis Greene and Johnny Blevins

Creed Jones, Mayor

Tonya Triplett, Clerk

Aaron Sizemore, Town Manager

Thomas Dene, Town Attorney

Mayor Jones called the meeting to order.

Mr. Jones led the Pledge of Allegiance and prayer.

Mayor Jones called the Public Hearing for transfer of real property for Washington County Public Library to order.

Terry Kammer likes the idea of the library being located on Trestle Street near the pool.

Mr. Cartwright asks if the library employees or county officials have anything to say.

Ida Patton from the library stated the Water Street property allowed room for future expansion and the building would be visible.

Ms. Farmer questioned if a building became available, that had never been available before, would the library consider it. Ms. Patton stated she thought all possibilities would be considered.

Ms. Brand has heard many comments from citizens that Trestle Street is a much better location, not in the flood zone and would not disturb parking or the basketball court.

Wade Farmer stated the building would have to be built higher and would be difficult for a wheelchair to access. He also stated that he was speaking for a number of citizens who had approached him with the same concerns.

Mr. Jack McCrady wants a library and will support the decision of the council.

Mr. John Roberts confirmed the Damascus Branch is the most used branch in the County.

Mayor Jones questioned if the public hearing would cover either location. Mr. Dene stated the public hearing is for the transfer of the Water Street property and if the Trestle Street property is council’s decision, another public hearing would be needed.

Mayor Jones declared the public hearing closed.

Mr. Blevins stated the closed session minutes read $3,000 from Trail Days budget for materials to improve Bayer Property. The minutes should have read $3,000 for work to improve the Bayer Property.

Mr. Blevins made a motion to approve the minutes with the above correction. 2nd by Mr. Cartwright (5-0-1 Mr. Parris abstained, he was not present at the last meeting.)

Mike Albano with Albano & Associates reviewed the 2006 financial statements; the town received an unqualified audit.
Committee Reports

Budget, Finance and Administration – Mr. Cartwright

Mr. Cartwright reported Audithead has reviewed the power and phone bills; they were unable to find any savings.

Mr. Cartwright also reminded council the budget process will begin next month, and asks everyone to be working on their requests.

Ms. Farmer requested delinquent tax tickets be sent out. Ms. Brand suggested waiting until April; some people pay their taxes with income tax refunds.

Street, Lights and Maintenance- Mr. Greer

Mr. Greer reported the kiosk for the Crooked Road in being built, and the water line in the park will be started soon. The public works department had complaints about a cable across the Creeper Trail, but could not find anything.

Sewer, Water and Sanitation- Ms. Farmer

Ms. Farmer made a motion to hire Mr. Shell as part time temporary, heavy equipment operator, as needed to help with repairs on sewer lines; the sewer committee will determine his salary. 2nd by Mr. Blevins (6-0).

Ms. Farmer made a motion to advertise for the plant operator position, and expand the advertising to the Bristol paper and on the website. 2nd by Mr. Parris (6-0).

Delivery trucks are having problems getting into the plant to unload supplies. The committee recommended purchasing a new gate.

The sewer committee has three bids. Rio Grande for $2,500, R & L Fencing $2,100 and Anthony’s Fencing $1,900.

Mr. Parris made a motion to accept Anthony’s bid for $1,900 for a 24’ rolling gate. 2nd by Mr. Cartwright. (6-0).

Parks and Recreation – Mr. Blevins

The next Trail Days meeting will be February 13, 2007 at 7:00.

The Bayer Property improvements have begun, the fire ring has been improved, and the upper end of the property has been opened up. The foot bridges and signs need to be installed.

Mr. Blevins questioned if the grant money from Abingdon for Triplett Park could be used at the restrooms in the town park. Mr. Sizemore stated when a grant is written requesting money for a project, it must be used for that project, and the scope of the project cannot be changed. However, Mr. Boucher has more control and might allow the town to use the money for the restrooms.

Mr. Blevins would like to update the restrooms in the park and add some heaters so they could stay open longer and during colder weather.

Mr. Blevins and Mr. Greene questioned why Abingdon got money that was earmarked for Damascus and how we would get in line to request our own money in the future.

Parks & Recreation is looking at making a parking lot, behind the alley off of Brook Street, Wright Park. The property has the potential of fifty parking spaces. There are some trees that need to be removed. The trees are in danger of fall on a citizen’s garage.

Mr. Blevins requested permission to do a cost study for parking 2nd by Mr. Greene (6-0). Mayor Jones suggested including Mr. Greer in the process.

Backer Park has been turned over to the Washington County School Board. The school board will improve the restrooms and lights. Mr. Blevins stated on the second page to the lease, the lease stated the field will be locked and anyone who wants to use it must have insurance. Users will be required to sign a user agreement releasing and show proof of insurance.

Mr. Blevins suggested citizens talk to their school board member about taking this paragraph out of the agreement.

Parks and Recreation meeting next Monday at 7:00 and Trail Days February 13 at 7:00.

Mr. Blevins stated that a statement from Farmers Construction includes equipment use and haul bill only, the labor was donated by Farmers Construction.

Mayor Jones requested Jack McCrady give an update on the 8 acre sports complex on the Bayer Property. Mr. McCrady reported he would like council to give a specific place on the Bayer Property for the complex so they can begin work. Mr. McCrady suggested a 20 year lease with the County. The counties plans include a tee ball field and a little league and flatten the rest for soccer/football fields. Mr. Parris asked if the project was not started in three years the property revert back to the Town. Mr. McCrady does not have a problem with that and asks council to step up to the plate and take a swing.

Mr. Dene stated it would be very important to have a good description. Mr. McCrady stated the county will do a survey. Mr. Blevins suggested the property behind the Fire Department Community Center.

Planning Commission

Mr. Cartwright reported three properties were reviewed and two were approved. The Water Street property, for the library, requires a 30 ft. setback and was not approved.

Police and Fire Advisory

Mr. Richardson reported the department is back up to full staff. The radio numbers have changed, a list is posted in the office. The department has had some complaints on parking issues and they have resolved those issues.

Mr. Richardson would like to hold off on his request for a firing range at the Bayer Property.

He will speak with the Sheriff about one in the County that would be open for our officers. They are having a problem with scheduling. The range requires two weeks notice.

The department received a 1999 Jeep from the County and Mr. Richardson recommended the town take sealed bids on the Blazer.

Mr. Cartwright made a motion to place an ad and to accept sealed bids on the Blazer 2nd by Mr. Greer (6-0).

Mr. Richardson and Mr. Rouse will be traveling to Pulaski in the morning to meeting with Monte Mills about a DMV grant.

Mr. Richardson asked if the public works department would have time to remove the desks and dividers out of the police department.

Mr. Richardson and Officer Turner attended the Polar Plunge; a Special Olympics event in Virginia Beach, $ 750,000 was raised for the Virginia Special Olympics.

Mr. Richardson requested the department be allowed to change the style of their badges, with each officer paying for their badges in two installments as a payroll deduction.

Mr. Cartwright made a motion the Chief arrange for the badges to be ordered and each full time officer will have two deductions from their paychecks each and the part time and auxiliary officers will pre-pay. (6-0).

Mr. Blevins would like to have the old badges locked up in case we hire someone who might not have a badge.

Mr. Cartwright made a motion to allow Mr. Rouse to attend a Tazer instructor school March 20 in Fayetteville, NC. The cost is $225 for the class plus two nights, fuel and food, 2nd by Mr. Greene (6-0).

Mr. Cartwright made a motion to allow Mr. Rouse to attend a Glock Armor class at the academy in Bristol, March 13 at a cost of $150, 2nd by Mr. Parris (6-0).

Mr. Richardson requested the council packets have their addresses on them; some of the new officers do not know where members live.

Mr. Richardson questioned the holiday pay for officers. Mr. Cartwright stated that would be part of the budget process.

Mr. Richardson requested closed session for personnel and salaries.

Mayor Jones has a request to take down the sirene on the roof so it can be repaired.

Special Committee

Richard Smith, the webmaster is under the weather, having had heart surgery.

Mr. Cartwright suggested the town purchase Mr. Smith a fruit basket.

Manager’s Report

Mr. Sizemore stated the applications for the permits for the T-21 grant have been filed. Mr. Sizemore has started a historical review, but does not expect to hear from that for another month or two.
Mr. Sizemore met with the roofing company and if weather permits repairs will begin this week.

The Tobacco Commission applications are due on March 1. We submitted an application last year that was tabled. Mr. Sizemore pulled the application after it was tabled, and now the town has the opportunity to reapply. Mr. Sizemore suggested holding a workshop with Hill Studio to create a new master plan and cost estimate. Mr. Sizemore stated everyone work together if council is interested in the project. All council members agree to move forward.

An $18,000 VDOT comprehensive planning grant, for bike/pedestrian is available, the town’s match of $1,800.

Mr. Cartwright made a motion to advance on the bike/pedestrian comprehensive plan, with the town contributing $1,800, 2nd by Mr. Greene (6-0).

The original site for the library on Water Street was rejected by Planning Commission. The site did not meet zoning requirements according to the Town Code. The library has appealed to the Board of Zoning Appeals and is requesting a variance, claiming it would push them further into floodplain.

Mr. Dene state this is not as much an appeal as it is just applying for a variance. If they succeed in getting a variance, they would then come back to the Planning Commission; and Planning Commission will need to approve it at a regular scheduled meeting, before council can vote to adopt the ordinance to deed the property to the County. Also, the Board of Zoning Appeals decisions are appeal able to the Circuit Court of Washington County. Anyone not in agreement with the decision can in thirty days appeal to the Circuit Court.

After much discussion about parking space, Ms. Farmer made a motion to withdraw the proposal for the Water Street site and pursue and appraisal for property on Trestle Street, near the town pool, 2nd by Mr. Blevins (5-0-1 with Mr. Cartwright opposed).

Mr. Greene is aware of a property on Main Street that will be for sale and questioned if the library might be interested in a building on Main Street. Mr. McCrady would like to see a building custom built to take care of the needs of the library.

Russell McBride strongly urged the council request a site plan from the County, which would answer many of the questions council has. A survey with a footprint of the building would be acceptable.

The Triplett Property is available again and Mr. Sizemore will work with Mr. Triplett to get a deed to the property.

Attorney Report

Mr. Dene suggested contacting Addison Surveyors, as they have already done a survey of the Bayer Property, it will probably be cheaper and quicker.

Old Business

Ms. Farmer made a motion to allow the public works department to use the town’s bucket truck to help the Rescue Squad repair their flag pole and wash windows each spring. Also, help with mulch for their flowerbeds and landscaping, 2nd by Mr. Blevins (6-0).

Ms. Farmer made a motion to change the location of the Veteran’s Park from the riverbank at the Old Mill to the upper end of the Town Park, behind the shelter, 2nd by Mr. Blevins (6-0).

Mr. Greene commented on the success of the Siberian Husky Rescue Serum Run.

The Husky Rescue is hosting a dog race February 10 and requested the post be removed from the trail near the sewer plant for the race.

New Business

Mr. Cartwright had a citizen request, as to who owns the old swimming pool, can we doze it down and take that over and use it. Mr. Greene questioned if the citizen owns the property. Mr. Dene does not think the citizen owns the property.

Mr. Blevins suggested a letter be sent to the owner of the two story house behind Stamper’s Furniture for the property to be cleaned up.

Mr. Blevins made a motion the money in the Backer Park line be given to Discover Damascus for a Veteran’s Park, 2nd by Mr. Parris. Mr. Greene and Mr. Cartwright expressed concerns about money being needed in other places. (3-3 Parris, Farmer, Blevins, yea; Greene, Cartwright, Greer, no, Mayor Jones voted to keep the money in hand and wait for future circumstances.)

Mr. Blevins made a motion to spend $2,196 for holiday decorations that are on sale for 33% off, 2nd by Mr. Greene (6-0).

Consent Agenda

Ms. Farmer made a motion to pay the bills 2nd by Mr. Blevins (6-0).

Mr. Cartwright made a motion for closed session to discussion of the suspension of Officer Rutherford, performance of police department and present compensation 2.2 3711 (A) (1) and consultation with legal counsel regarding Fair Labor Standards Act Compliance and consultation with legal counsel regarding establishment and maintenance of a drug account for the police department 2.2 3711 (A) (7). 2nd by Mr. Blevins (6-0).

Special Called Meeting of Damascus Town Council February 21, 2007 5:30 p.m. Town Hall

Present:

Marina Farmer, Lannis Greene, Maurice Parris, Johnny Blevins, Mitchel Greer and Jim Cartwright

Mayor Creed Jones

Tonya Triplett, Clerk

Attorney Thomas Dene

Mayor Jones called meeting to order.

Mr. Sizemore suggested taking up the business of the Library first. Washington County has requested the town submit a site plan for the library and they will have their engineer study it and get cost estimates.

Ms. Parsons questioned why council changed the plans for the library. Attached is information Ms. Parsons reviewed.

Mr. Blevins explained at the public hearing held on February 5, the citizens of Damascus, who own the two properties, spoke and all citizens who were present wanted the library on Trestle Street, near the pool. Mr. Blevins also stated the town has shown the library every vacant building that has been available for the past several months. Every building was not what the library wanted and that they want the town to give them free property. Mr. Blevins stated the library has never been shown a blueprint of the building. The town has seen a square drawn on the property where the building will be, but never a blueprint of what they want to build.

After much discussion Mr. Cartwright made a motion to approve the recommended site plan from Mr. Sizemore, and to present it to the Library Board, Planning Committee and the Board of Supervisors 2nd by Mr. Greene (6-0).

Bob and Christine Smith presented the following suggestions for use of Bayer Property.

Mr. Smith’s recommendation for a multi-station fitness trail and disc golf course (frisbee golf.), would not have any environmental impact and would bring people to Damascus to compete in disc golf tournaments. Mr. Smith asked council to consider his suggestions.

David Hill, with Hill Studio stated the plan is very workable. Mr. Hill can have a master plan with the ball fields incorporated by next Tuesday.

Mr. McCrady requested off street parking for the sports center. He is concerned about children being in the street. Mr. Hill says both projects will work well together.

Mr. McCrady will be taking care of the fencing and lighting for the fields.

Mr. Hill will show both the campground and sports complex on the same drawing. Also, questioned if the football/soccer field could be used as a music venue for The Crooked Road Heritage Music Trail. Mr. McCrady does not have a problem with sharing the field for other things and thinks the property should be used in as many ways as possible.

Mr. McCrady can commit $300,000 for the sports complex and that can be used as a match.

Ms. Farmer questioned if Damascus Little League has any money to contribute toward the project. Ms. Morrison stated the Little League is in the process of replacing the fence and the netting on the batting cage and they have used most of their funds.

Also, questioned if the county will need all 8 acres. Mr. McCrady thinks there will be a corner the town might need, and they could do without it.

Mr. Cartwright made a motion to approve leasing approximately 8 acres of the Bayer Property to Washington County to build a T-Ball, Little League and Football/Soccer Field 2nd by Mr. Greer (6-0).

Mr. Cartwright made a motion to have a special called meeting on February 27, 2007 at 5:30. Mr. Hill will bring a master plan for review. 2nd by Mr. Greene (6-0).

Mr. Cartwright advised the police committee meeting will be held February 28, 2007 at 5:30pm.

Ms. Farmer made a motion to adjourn 2nd by Mr. Greene (6-0)

Mayor, Creed Jones Clerk, Tonya Triplett

Special Called Meeting of Damascus Town Council February 27, 2007 5:30 p.m. Town Hall

Present:

Marina Farmer, Lannis Greene, Maurice Parris, Johnny Blevins, Mitchel Greer and Jim Cartwright

Mayor Creed Jones

Tonya Triplett, Clerk

Attorney Thomas Dene

Mayor Jones called meeting to order.

David Hill with Hill Studio presented council with a copy of the Creeper Trail Campground on Beaver Dam Creek Development Plan (attached to the minutes).

The project is broken into three phases. Phase 1 would include remodeling the existing bathhouse, building one new bathhouse and 21 campsites.

Some changes will need to be made to the field design; Mr. McCrady has concerns about the lights on the field disturbing the residents, so he would like to see the fields pushed in a little. Mr. Hill stated that can be done.

Mr. Dene will work with the County Attorney, on the wording of the lease and to get the paper work started.

Ms. Farmer questioned if they don’t need the full 8 acres would they be willing to adjust the least. Mr. McCrady stated if the fields will fit on 6 or 7 acres then the lease can be adjusted.

Mr. Sizemore stated the town would not contribute any cash money from our budget. We will use the existing bathhouse, T-21 and the county money as a match.

Mr. Blevins made a motion to approve the Resolution authorizing the submission of a Tobacco Commission Grant Application, 2nd by Ms. Farmer (6-0).

RESOLUTION

AUTHORIZING THE SUBMISSION OF

A TOBACCO COMMISSION GRANT APPLICATION

FOR THE BEAVER DAM CREEK CAMPGROUND PROJECT

WHEREAS, the development of the Bayer property as a tourist destination is key to the future economic development of the Town of Damascus; and

WHEREAS, tourism development is identified as a priority economic development tool in the Damascus Comprehensive Plan; and

BE IT HEREBY RESOLVED that the Damascus Town Council authorizes the submission of an application for grant funding for the Beaver Dam Creek Campground to the Virginia Tobacco Commission and certifies that Aaron Sizemore will serve as the authorizing agent and is responsible for the accuracy of the application and for the appropriate use of all funds granted.

BE IT FURTHER RESOLVED that the Damascus Town Council approves the request of $500,000 from the Virginia Tobacco Commission to complete the campground construction as outlined in the Master Plan.

DAMASCUS TOWN COUNCIL
MINUTES FOR MARCH 5, 2007

Council Members Present: Mariana Farmer, Mitchel Greer, Jim Cartwright, Lannis Greene, Johnny Blevins and Maurice Parris

Creed Jones, Mayor

Tonya Triplett, Clerk

Aaron Sizemore, Town Manager

Thomas Dene, Town Attorney

Mayor Jones called the meeting to order.

Mr. Jones led the Pledge of Allegiance and prayer.

Mayor Jones stated the amendment to the minutes included work on the Bayer Property and if work was done, the job should have been put out to bid.

Ms. Farmer made a motion to approve the February 5 minutes as written, 2nd by Mr. Greer (6-0).

Mr. Cartwright made a motion to approve the special called meeting of February 21 minutes as written, 2nd by Mr. Greene (6-0).

Mr. Cartwright made a motion to approve the special called meeting of February 27 minutes as written, 2nd by Mr. Blevins (6-0).

Russell McBride with Damascus Realty addressed council with an interest in working with Ms. Triplett to form a Merchant’s Association.

Mr. McBride stated the Bayer Property is one of the most valuable pieces of property in Damascus and the most valuable asset the town has. He encouraged council make the most of the site and not cut it into so many pieces that it loose it value. Mr. McBride would be happy to work with Mr. Dene and/or the appropriate folks to put together a package that would describe the asset, that could put it on a platter for groups, companies or developers who have an interest, may place sealed bids and the town would not be obligated to sell if the property did not bring the income council wanted.

Mr. McBride has been employed by a group to present a request to lease Damascus owned property.

The property is approximately 2 acres, parcel no. 172B2-A-115A, located in flood zone except portion on Whistlestop Road. The property borders Creek Trail, Laurel Creek and Whistlestop Road. Attached is a copy of the developer’s plans for the property.

After much discussion council’s consensus is to allow the developer to pursue a more detailed plan.

Mr. Dene explained a consensus is just a consensus and not a vote and the council is under no obligation. Mr. McBride insured Mr. Dene he understood.

Bill McKee asked council to allow him to add Merry Christmas from The Friendliest Town on the Appalachian Trail on his business cards.

Mr. Greene made a motion to allow Mr. McKee to print on his business cards, “Merry Christmas from The Friendliest Town on the Appalachian Trail” 2nd by Ms. Farmer (6-0).
Committee Reports

Budget, Finance and Administration – Mr. Cartwright

Mr. Cartwright reported the retirement plan the town has is a good plan and requested a representative be invited to the next council to explain the system.

Mr. Cartwright also reminded council the budget process will begin March 21 at 6:00, and asks everyone to be working on their requests.

Mr. Cartwright reported the Library Board will meet tomorrow night, the transition will require a public hearing and appraisal.

Street, Lights and Maintenance- Mr. Greer

Mr. Greer reported the water line is being installed in the park and any brush pick up is on hold, the back hoe it tied up.

Mr. Greer requested a person be hired part time; he would like to have some full time, but might have to wait until next budget year.

Public Works needs to purchase a new mower and they need it before the next budget year.

Mr. Greer made a motion to get three bids on a mower 2nd by Mr. Cartwright (6-0).

John Wright has requested the town place No Parking signs on the alley behind this business, the telephone trucks are parking and blocking the entrance to his property. Mayor requested a letter be written asking the phone company not to block the entrance.

Mr. Greer had a complaint about parking on Beaver Dam Avenue at Drop It; a new business and blocking the sidewalk. A lady got her wheelchair stuck last week trying to get around the car parked on the sidewalk.

Sewer, Water and Sanitation- Ms. Farmer

Ms. Farmer reported the gate has been replaced at the plant. The sewer truck is in bad shape and they are looking for a better truck to purchase.

Cindy Freedman has obtained her Class 3 Operators License.

Ms. Farmer made a motion raise her salary $1 per hour to $11.30 per hour 2nd by Mr. Greene (6-0).

Ms. Farmer made a motion to hire Chad Byron at $9.75 per hour for 90 day, for the assistance sewer plant operator 2nd by Mr. Parris (6-0).

Joe Alexander is in Charlottesville after some complications from surgery.

Ms. Farmer made a motion to purchase a fruit basket or gift card at $50 2nd by Mr. Cartwright (6-0).

Parks and Recreation – Mr. Blevins

Mr. Blevins reported the Emory & Henry Students will be doing some community service on March 25; they will be painting and cleaning up the town park.

There are trees in the park and on Brook Street that need to be taken down. Mr. Blevins will contact Dale Adams and if it cost less than $500, he will take the trees down and the public works will clean them up. If over $500 Mr. Blevins will get three verbal quotes. Mr. Parris suggested contacting the jail and getting some trustees.

Mr. Blevins made a motion to spend $2,600 for materials to upgrade the electricity in the town park 2nd by Ms. Farmer (6-0).

Doug Neely gave an estimate of $1,000 to install, Mr. Blevins will check with three more electricians on estimates.

Mr. Farmer presented council with an attached drawing of the plans for the Veterans Park. Discover Damascus requested $2,000 to get the plan drawn to scale.

Mayor Jones stated the County Board of Supervisors informed him the Veterans Park in Abingdon serves all of Washington County. Mr. Cartwright stated the Rotary Club and many individuals have been contributing to the park in Abingdon and they would like for Damascus to contribute to the 13 acre park that is already in existence. Mr. Cartwright has concerns that we don’t have heat in our park restrooms and we are getting ready to take on the Triplett Property, Mr. Cartwright thinks council should look at things that need doing first and see if the Veterans Park will fit into next years budget.

Mr. Blevins made a motion to contribute the $3,000 allocated to Backer Park to Discover Damascus

to be spent on the Veterans Park 2nd by Mr. Parris (6-0).

Music at the Rock School every Friday night starting March 9th 7:00pm – 10:00pm. No charge for admission, but will accept donations.

Mr. Blevins thanked the police department and trustees for a great job on waxing the floor of Town Hall.

Mr. Cartwright questioned where we stand on getting the restrooms in the park upgraded. Mr. Blevins hopes to get one done this budget year and talk to Abingdon about grant monies available.

Mr. Cartwright also questioned the transfer of Triplett Property. Mr. Sizemore met with Mr. Triplett on Friday and got the survey and the deed. Mr. Dene has Mr. Triplett’s deed not a deed to the town and he also reminded council there is not a current EPA report.

Police and Fire Advisory

Mr. Cartwright made a motion to accept the high bid of $700 for the blazer and not to charge Mr. Richardson any interest on the payroll deduction. 2nd by Mr. Parris (6-0).

Mr. Greene stated in the future any surplus vehicles should be COD. Ms. Farmer reminded Mr. Cartwright that the normal procedure is that council has to approve the high bid before the property is transferred. Council can refuse the high bid if they see fit to do so.

Mr. Richardson requested two mobile radios at $269 each.

Mr. Cartwright made a motion to approve the purchase of two new mobile radios at $269 each 2nd by Mr. Blevins (6-0).

Mr. Richardson purchased 4 gallons of paint and that was not enough to do even half the job.

Mr. Cartwright made a motion to purchase up to 10 gallons of paint to finish the police department 2nd by Mr. Blevins (6-0).

Mr. Richardson stated white paint to paint the Jeep will cost $369.94 and stripping package will be $300. Officer Rouse will donate blue paint.

Mr. Cartwright made a motion to paint the Jeep blue 2nd by Mr. Blevins (5-0-1 Ms. Farmer opposed).

Mr. Richardson requested permission to purchase four new computers for the police department. Council feels they need more information before they make a decision. The department ill be looking at laptops in the next budget.

Mr. Cartwright stated the police committee decided to follow the current personnel policy and the town will observe the same holidays as the Commonwealth of Virginia, the police will be paid straight time, not over time for holidays.

Special Committee

Richard Smith is back in the swing of things and is getting the traildays.info site in order.

Citizen’s Comments

Shirley Brand commented on the discussion last month to make the property on Brook Street a parking area, the deed to the property states it is to be used as a park and if it ceases to be a park the property reverts back to the owner.

Eleanor Grasselli stated property of the Roy Wright Family goes all the way to the upper end of the park and on the other side of the river. The Veterans Park will be on some of the Roy Wright property and no structures can be on the property. Ms. Grasselli commented on the nice piece in the paper on Sunday about The Crooked Road.

Wayne Baker stated Ms. Farmer had approached some of the members about purchasing some of The Church of Christ property, next door to the property given to the library.

Ms. Farmer stated if there was not enough room for the library, they might purchase additional property, but it seems as if the property the town has will be sufficient. Mr. Baker has concerns about confusion when the pool is open for the summer and hopes the library will not create even more confusion on the dead end street.

Mr. Farmer questioned the decision on the council to paint the Jeep. The vehicle is already white, why spend money on getting it painted.

Mr. Greene made a motion to reverse the motion to paint the Jeep and not to paint the vehicle at all 2nd by Mr. Cartwright (5-0-1 Mr. Parris opposed).

Manager’s Report

Mr. Sizemore reported that Abingdon Roofing will start on the roof will start the roof project on March 12.

The Tobacco Commission grant has been submitted and the full commission meets in May, we should hear something about the status for the grant in late May.

The VDOT planning grant for the comprehensive bicycle/pedestrian plan went in March 1 and we should know about that in early May.

The library site will be going to the Library Site Committee and Mr. Sizemore will run it through Planning Commission.

Mr. Sizemore gave council members a copy of a resolution concerning the Regional Water Plan and is asking Mount Rogers Planning District Commission to include the Town of Damascus in their plan.

Mr. Sizemore will need to change the names. Mr. Dene questioned on page two the paragraph about matching funds.

Ms. Farmer made a motion to table the resolution until the questions about matching funds is answered 2nd by Mr. Greene (6-0).

Mr. Sizemore has the opportunity to reapply for the Community Development Block Grant Program for the Orchard Hill project. Some residents were not willing to work with him last year, but now are willing. Mr. Sizemore needs some information from Washington County Service Authority in order to submit the grant.

Ms. Farmer made a motion to have a Public Hearing on the grant on March 12, 2007 at 6:00pm and a special called meeting March 12, 2007 at 6:30pm to discuss the resolution 2nd by Mr. Blevins (6-0).

Attorney Report

Mr. Dene questioned if the council wants him to do a title search on the Triplett Property before we go any further. It is not required but prudent step. Mr. Dene also questioned what we are going to do about the absence of a current environmental report, and if the council wants to move forward without a current one.

Mr. Sizemore stated Army Corp of Engineers had explained the building on the property could be pushed down as long as the concrete slab on the bottom was not disturbed and the water flow under it is not disturbed.

Mr. Greene made a motion to get bids for an environmental assessment on the Triplett Property 2nd by Mr. Greer (6-0).

Old Business

Ms. Farmer questioned the river crossing project permit and Mr. Sizemore stated the permit is good until 2009.

Consent Agenda

Mayor Jones stated no one has authority to purchase items without authorization. On January 3, 2005 council adopted a small purchase policy, which allows a councilmember to spend less than $500.

Ms. Farmer made a motion to pay the bills 2nd by Mr. Greene (6-0).

Council requested a copy of the small purchase policy for the next meeting.

Mr. Parris stated when the advertising was done for employment they had some very good applicants and he suggested Mr. Greer take a look at some of the applications already on file.

Mr. Parris made a motion to adjourn, 2nd by Mr. Cartwright (6-0).

_____________________________ ____________________________

Creed Jones, Mayor Tonya Triplett, Clerk

Special Called Meeting of Damascus Town Council

March 12, 2007 6:30 p.m. Town Hall

Present: Mayor Jones, Johnny Blevins, Mitchel Greer, Lannis Greene, Mariana Farmer, Jim Cartwright, and Maurice Parris

Mayor Creed Jones

Clerk Tonya Triplett

Town Manager Aaron Sizemore

Citizens Present: Eleanor Grasselli and Stuart Wright. Also attending was Russell McBride of Damascus Realty, and Stuie Wright

Attorney Thomas Dene attended the Special Called Meeting at 6:30pm

Mayor Jones opened the public hearing.

Mr. Sizemore reviewed the CDBG National Objectives and requirements.

Eleanor Grasselli questioned if the project would include property in the town limits and the county. Mr. Sizemore stated the project would include some homes in Damascus town limits as well as some in the County. The project will be similar to the Mock Hollow Project. Ms. Grasselli also questioned if all home owners have to be included or can some be excluded. Mr. Sizemore stated the owners at the first or the last of the project could be included or excluded, but the grant would not allow us to cut owners out of the middle of the project.

Mr. McBride questioned if the objective is to improve the existing service that is there or to take it to a certain point and be able to expand it to go out further. Mr. Sizemore explained usually the water and sewer lines are big enough to expand, but the objective is to serve the people included in the grant process. The project will require a pump station.

Mayor Jones closed the public hearing.

Mayor Jones called the special called meeting to order.

Ms. Farmer made a motion to adopt the resolution in support of the Virginia Community Development Block Grant Application for the Orchard Hill Road Community Development Project 2nd by Mr. Parris (6-0).

Town of Damascus

“The Strength of a Town Lies in the Confidence and Cooperation of Its People”

PO DRAWER 576

DAMASCUS, VIRGINIA 24236-0576

TELEPHONE 276-475-3831

FAX # 276-475-3241

RESOLUTION

In support of a

Virginia Community Development Block Grant

Application for the

Orchard Hill Road Community Development Project

WHEREAS, pursuant to two (2) public hearings held March 12, 2007 and March 19, 2007, the Town of Damascus wishes to apply for $1,351,840 of Community Development Block Grant Funds for the Orchard Hill Road Project, and

WHEREAS, $21,000 of local match will also be expended on this project from the Town’s program income, along with $209,000 local match on water line construction from the Washington County Service Authority, and

WHEREAS, it is projected that the Damascus sewer line will be extended serving approximately 10 more customers, construction will include a pump station and a 4 inch force main, and

WHERAS, The existing 2 inch water line serving Orchard Hill Road will be replaced with a 6 inch line increasing flow and providing fire protection to the community, and

WHERAS, Housing rehabilitation will be preformed in the Orchard Hill community targeting low-and-moderate-income households.

NOW THEREFORE BE IT RESOLVED that the Mayor of Damascus is hereby authorized to sign and to submit the appropriate documents for this Community Development Block Grant application.

Adopted this 12th Day of March 2007

_______________________________________

Tonya Triplett, Clerk

_______________________________________

Creed Jones, Mayor

Council discusses the Small Purchase Policy.

Jones: Look at the small purchase policy. I can see here where it says committee chairs may, may make purchases of less than $500. I agree with that...it’s permissive, it’s in code. This is what happened. I was in a sewer committee meeting...it seems that ...had fallen in a chair. This was brought up and Johnny says I’m going to Wytheville to get chairs and I said Johnny you can’t do that. Now

Blevins: When’d you say that?

Cartwright: Mr. Blevins, did you spend less than $500?

Blevins: Yes I did.

Cartwright: All right, this is the end of the discussion.

Jones: No, no it’s not the end of the discussion because I’ve got to sign the checks. It’s already over $800 and all the bills aren’t in.

Blevins: What do you mean the bills over $800?

Jones: It was $490 something for the chairs but what was the U-Haul for?

Blevins: The U-Haul was to go pick up the chairs in Wytheville.

Jones: That’s what I’m talking about. What was the gas and oil, I’m telling you it went over $800.

Blevins: When was the purchase on the chairs.

Jones: You can’t just go everyday, everyday.

Blevins: I didn’t go everyday. When I did go up there I used my own personal vehicle and my own gas, do you want a mileage bill?

Jones: You didn’t have that authority.

Blevins: my names on the list of surplus.

Jones: But who takes care of public works.

Farmer: That doesn’t fall under public works, it falls under admin.

Blevins: Mr. Jones, which council member made the motion and which council member seconded and which council members voted to approve you to write a check for the Damascus Little League for $3,000?

Jones: We’ve been doing that.

Blevins: I don’t care how long we’ve been doing that; we’ve been doing it wrong. You did not have the authority to write Damascus Little League a check for $3,000, Creed.

Jones: OK, I will refund that $3,000. Now let me ask you something.

Blevins: Let’s read this here. It says the strength of a town lies in the confidence and cooperation of its people. Now when you go out here and walk up and down town and tell lies on the people that are sitting at this table. You’ve called that man on the end (Maurice Parris) a thief; you’ve called me a thief.

Jones: Who tells you this?

Blevins: Who tells you this? You sitting ... saying you’re going to charge him with fraud.

Jones: Well I was and I still can.

Blevins: Can what?

Jones: It wasn’t authorized, Johnny.

Blevins: You can’t make this stuff up, Creed.

Jones: Don’t shout at me.

Blevins: You have to have proof when you’re doing something.

Jones: Don’t you shout at me.

Blevins: I’ll shout all I want to because you evidently can’t hear.

Jones: Yes I can hear, I can hear good.

Farmer: Gentlemen.

Blevins: Don’t sit here and call me a thief. Go out in this town one more time, Creed, and call me a thief. The next person in this town that walks up to me and says Creed says you’re stealing money from the town, you better have a lawyer, that’s what I’ll tell you.

Jones: I will have a lawyer because I didn’t say that in the first place.

Blevins: People are making it up?

Cartwright: Mr. Blevins and Mr. Jones.

Blevins: I’m sick of this crap.

Farmer: ...furniture for the town hall does not fall under public works ... purchase for the town hall would fall under admin.

Jones: It is not an admin...council authorized parks and rec to spend $3,000 on material for the Bayer Property.

Blevins: No, council authorized parks and recreation to transfer $3,000 of the Trail Days budget money to do work at the campground.

Jones: OK. Now, I was in the town hall when the town attorney called and told the town clerk to call you and tell you not to turn in a bill for labor because it hasn’t been put out for bid. But you went ahead and turned it in anyway.

Blevins: The council approved it and paid it.

Jones: The council didn’t have to approve it, it had already been approved $3,000 but not for labor.

Farmer: There was no charge for labor...There was charge for equipment.

Jones: But anything like that has to be put out for bid.

Farmer: No, it does not.

Jones: Ask the attorney; does it have to be put out for bid?

Dene: I think you policy addresses that doesn’t it?

Jones: Sure does.

Farmer: The approval of the town council was to approve the material for up to $3,000 for work on the Bayer Property. Mr. Mayor, anytime you put it out for bid it’s going to cost you $600 to put it in the paper to bid.

Jones: We’re talking about what the law says.

Farmer: You’re arguing with the law.

Jones: I’m not arguing with the law.

Farmer: Yes, Sir, you are.

Jones: It’s in the code.

Blevins: Creed, we sat here that night...and I said the majority of the money will be used for materials. There will be no labor charge ... and Wade said he was going to go do the work for the cost of the use of his equipment and the haul bill for his truckers driving the trucks that haul gravel, and I think it was consensus