Creed Jones,
Mayor Tuesday Pope, Clerk
DAMASCUS
TOWN COUNCIL
MINUTES
FOR NOVEMBER 3, 2008
Council
Members Present:
Johnny Blevins, Jim Cartwright, Mitchel Greer, Tommy Hayes, and
Kenneth Upchurch
Creed Jones, Mayor
Tuesday Pope, Clerk
Thomas Dene, Town Attorney
Mayor
Jones called the meeting to order, led the Pledge of Allegiance
and Prayer.
Mr. Cartwright made a motion to approve the October 6, 2008
minutes, with one additional comment concerning the vehicle license
tax, 2nd by Mr. Hayes. (5-0)
Mr. Cartwright made a motion to approve the minutes from
the October 16, 2008 Special Called Meeting, 2nd by Mr. Upchurch
(4-0-1 Mr. Blevins abstained, he was absent from that meeting).
The Virginia Creeper Trail Club has previously been promised $3000
from the Town, and would like to collect it soon.
Mr. Cartwright made a motion to give the approved $3000 to
the VCTC on or after the 15th of January, 2009; 2nd by Mr. Hayes.
(5-0)
(The council agreed to incorporate in this motion, a request for
a copy of the previous years’ audit before the check is given.)
Committee
Reports
Budget,
Finance and Administration:
Mr. Greene was unavailable to report at this time.
Mayor
Jones reported the Town has money in the bank that belongs to the
O Winston Link Memorial fund. There was originally over $3600 in
this fund, and Ms. Triplet included it in the Town’s general
fund account. In October, the Town paid Plum Creek Contractors $1350
to have a concrete pad poured and finished around a monument at
Green Cove Station.
Mayor
Jones reported that the ground breaking on the library project will
be coming up soon. Mr. Cartwright stated that they will need money
from the Town when they are ready to start pouring the footers.
At the end of October, the sewer fund showed a negative balance
of $1600, which the general fund had to compensate for. Mayor Jones
asked for the council’s approval to allow the Town Treasurer
to cash in a sewer fund CD in order to acquire the money to replenish
the general fund. Mr. Cartwright suggested turning the topic over
to the sewer committee and let Mr. Upchurch address it next.
Sewer,
Water and Sanitation:
Mr. Upchurch reiterated what Mayor Jones said about the financial
shortfall experienced by the sewer department, and asked to entertain
a motion that would allow the Treasurer to draw from a CD if needed.
Mr. Upchurch also requested to make a motion to allow the Town to
increase the minimum sewer fee for each person by $1, as well as
a $1 increase for any additional usage tiers. Mr. Upchurch stated
that once the motion was entertained by the council, the Town would
have to call a public meeting on the matter before it is actually
voted on. Mr. Dene agreed the proposed sewer rate increase could
not be voted on until after a public hearing. Mr. Dene also stated
that before making a motion to allow a CD to be cashed in, some
protective provisions be included to place a ceiling on the dollar
amount being drawn, as well as subject to approval by a named individual.
Mr. Blevins expressed his concern about the financial state of the
sewer fund, and requested the Town Treasurer or Clerk provide the
council with a budget-versus-actual report on a monthly basis to
show the council members how money is being spent within individual
departments. Mr. Blevins suggested the council find out why the
sewer department is experiencing financial troubles before having
a public hearing, or voting to increase sewer rates. Mr. Cartwright
suggested allowing a CD to be cashed in, with a cap of $5000, and
subject to the Mayor’s approval. Mayor Jones wants the council
to entertain ideas on cutting back on spending costs for the Town,
including the fire department’s electric bill (since they
are independent from the town), and uniform services provided to
the sewer and maintenance departments. Mr. Cartwright stated that
various cost-saving matters could be discussed in closed session.
Mr. Upchurch made a motion allowing the Town Treasurer to
cash in a CD and use up to $5000 (subject to the Mayor’s approval),
2nd by Mr. Cartwright (5-0).
Mr Blevins inquired about the Town’s audit results and requested
a copy for individual council members.
Streets,
Lights and Maintenance:
Mr. Greer reported that the public works department laid off Ira
Blevins, whose last workday was October 31, 2008.
Two more sections of sidewalk have been repaired in October on Beaverdam
Avenue.
The maintenance department will pick up all bagged leaves in the
Town. If not bagged, but piled at the road in areas that will not
obstruct traffic, they may be picked up also, but cannot be guaranteed.
Along the Town’s streetlights, flags will be going up soon
in honor of Veteran’s Day, and shortly after that the Christmas
decorations will be hung.
Parks
and Recreation:
Mr. Blevins reported being notified by Discover Damascus that the
annual Christmas Tree Lighting in the Park will be held on Friday
evening, Dec. 5, 2008.
Mr. Blevins made a motion to include the Town as a co-sponsor
of the tree-lighting ceremony (for insurance purposes), 2nd by Mr.
Cartwright (5-0).
Mr. Blevins stated that, in the near future, the drafting department
from the Neff Center in Abingdon will be sending students to take
measurements around the gazebo, and start working on a plan for
building a new roof. Mr. Blevins suggested the Town provide refreshments
for those students.
Mr. Blevins made a motion to provide the drafting students
with refreshments ( up to $100 ) on the day they come measure and
work on plans for the gazebo, 2nd by Mr. Cartwright (5-0).
Mayor Jones mentioned that the Town didn’t receive any help
from the Parks and Recreation Department giving out popcorn on Halloween,
and asked who would be handling the parade on December 6th. Mr.
Blevins stated the Fire Department has always handled it in the
past, and the Town provides monetary funding for awards.
Mr. Blevins made a motion for the town to provide $175 for
parade awards, 2nd by Mr. Hayes (5-0).
Marianna Farmer reported that Discover Damascus will be providing
hot chocolate and a bonfire (if possible) for the Serum Run in January.
Planning
Commission:
Mayor Jones reported the Planning Commission has three vacancies
to be filled, and asked for approval to fill them with Anne Miao,
Paul Gadola, an John McGlammery. Mr. Dene stated that the vacancies
left unexpired terms, and the appointees would need to be specifically
assigned to those terms. Mr. Dene asked if council had voted to
accept the resignations of the previous members. Mr. Sizemore stated
the resignation from Bron Duncan had not been accepted yet.
Mr. Cartwright made a motion to accept Bron Duncan’s
resignation from the Planning Commission, 2nd by Mr. Upchurch (5-0).
Mr. Cartwright made a motion to appoint Paul Gadola to the
unexpired term left by Tom Horsh; appoint Anne Maio to the unexpired
term left by Bron Duncan, and appoint John McGlammery to the unexpired
term left by Fred Surber, 2nd by Mr. Upchurch (5-0).
Mr.
Cartwright recommended having a special meeting on the second Tuesday
of November (11th) to cover existing petitions and the comprehensive
bicycle and pedestrian plan.
Mr. Cartwright also requested a change in the Planning Commission’s
meeting time, on the second Tuesday of each month, to 6:30p.m.
Police:
Chief Nunley reported that a letter of commendation was put into
Officer Turner’s file for his services in renovating the police
department.
The police patrol jeep has been striped, and is now compatible with
DCJS qualifications. (This was done as a donation from Abingdon
Sign)
Chief Nunley and Bill Pafford attended the Virginia Municipal League
Conference in Wytheville, concerning reducing police department
liability. While there, they won a $5000 patrol video camera, and
are in the process of collecting bids for installation.
Surveillance cameras have been placed around the PD, but are not
yet live; and two housing units need to be purchased for mounting
cameras at the front and back of the building.
Halloween patrol went very well, and incident free.
An official policy and procedure guide for the department has been
completed. The department previously only had a sample to go by.
The manual is approximately 600 pages in length, and this will cost
for printing. So far the cheapest bid is .05 per copy, including
hole-punch and binder. Each patrol unit needs a hard copy, and one
for the office. Chief Nunley asked for Council’s approval
on purchasing these.
Mr. Cartwright made a motion to allow for the cost of printing the
Policy and Procedure manuals, not to exceed $499 (if exceeding this
price, wait until January of ‘09), 2nd by Mr. Greer (5-0).
Chief Nunley reported the auxiliary program now has four members,
and four spots still vacant.
The first meeting for the Explorer Scouts program will be at the
Town Hall on November 18, 2008 at 7:00p.m.
The department has been approved for 2009 grants through the DMV.
The Police Department is now fully staffed, and the Officers need
to get their annual qualification at the shooting range, in order
to comply with DCJS standards. This will cost the department between
$600-900 for ammunition.
There have been some incidents with the wooden state route sign
at the end of trestle 16 (there is also a metal sign about four
feet to the right ), because of bicyclists crashing into it and
requiring EMS attention.
Chief Nunley stated that Officer Shumate had been promised a .50
raise at the completion of the academy, but hadn’t received
it, and would like the Council to research this matter. Mr. Cartwright
replied that it had already been voted on, and needed to be done
(and made retroactive to when he completed the academy). The Council
agreed to have the Town Clerk check into this, and make it current.
Mr. Cartwright thanked Chief Nunley for his work in getting the
Explorer Program going here for teens and young adults who have
an interest in law enforcement. Mr. Cartwright reported speaking
with the Town Treasurer and Clerk about the non-sworn officer idea
presented by the Chief at the previous council meeting, and expressed
his understanding and approval.
Mr. Cartwright made a motion, at the recommendation of Chief Nunley,
to authorize the Town Treasurer and Clerk, be made non-sworn officers
of the Damascus Police Department (this arrangement to be subject
to a 90 day probationary period), 2nd by Mr. Blevins (5-0).
Special
Committees:
Mr. Cartwright reported the library project is in the process of
signing off and getting final permits needed to start the building
of the new library.
Also, displayed in Town Hall is a new, almost to-scale map of Damascus.
Mayor Jones reported the contractors have started working on the
plans for the proposed recreational complex.
Citizens
Comments
Mariana
Farmer thanked the Council for agreeing to support the Tree Lighting
ceremony, and asked Chief Nunley for the added support of the Police
Department during the events. The festivities will begin Friday,
Dec. 5,2008 at 5:00 and will include live entertainment in the park,
refreshments, and gifts for the children.
The Memorial Site has had dirt brought in to be spread and prepared
for sidewalks to be added. The Site’s building fund is still
receiving donations, and is up to approximately $16,000.
Ms. Farmer, again, thanked the Council for it’s support, and
invited everyone to the Christmas Tree Lighting.
Elanor
Graselli reported Abingdon will hold a Veteran’s Day tribute
to Women in Service, starting at 10 a.m. at the Veteran’s
Memorial.
John
McGlammery commended Chief Nunley on his efforts to bring the Explorer
Scouts Program to Damascus.
Marianna
Farmer expressed concern over the sewer department deficit, and
asked for the council to research the cause of this. Mr. Sizemore
recommended looking at the budget v/s actual reports before further
discussion.
Mr.
Blevins inquired about the Chair of the ADAM Committee, Richard
Smith, being paid as the Town’s webmaster. He stated that
ethically, and for the individual’s protection, the Town shouldn’t
be paying the Chair of a Town Committee. Mr. Cartwright recommended
electing a resident of Damascus as a Chair for the committee. Diane
Smith offered to act as the Chair person, and discuss the points
at hand with the other members of the committee at their next meeting.
Mr. Blevins made a motion for the Town to donate $100 for
Holston High School Band’s annual bingo booster, 2nd by Mr.
Hayes (5-0).
Manager’s
Report
Mr.
Sizemore reported the Rural Development First Responders grant,
up to $50,000, needs a match. This would go toward the purchase
of two police cruisers. The Town’s required portion of the
match would be $12,000. This money would need to be put in the 2010
budget.
Mr. Upchurch made a motion to allow Mr. Sizemore to apply
for this grant, 2nd by Mr. Blevins (5-0).
Attorney
Report
Mr. Dene reported that he had three items for discussion in closed
session:
I. Town of Damascus v. Ralph Smith, per VA Code Section 2.2-3371(A)(7);
II. Consultation with legal council regarding the Town’s sewer
rate structure, per VA Code Section 2.2.3371 (A) (7);
III. Consultation with legal council regarding VRS contributions
for former employees, per VA Code 2.2.3371 (A) (7).
Old Business
None
New
Business
Mr.
Hayes reported the Trail Days Committee has started working on planning
for next year’s A.T. Days events.
Consent Agenda
Mr. Cartwright made a motion to pay the bills, 2nd by Mr. Upchurch
(5-0).
Mr. Hayes made a motion for closed session, 2nd by Mr. Greer. (5-0).
Closed Session Minutes
Mr. Blevins made a motion to go out of closed session, 2nd by Mr.
Cartwright (5-0).
Mr. Upchurch made a motion to certify, 2nd by Mr. Hayes (5-0).
Mr. Greer made a motion to adjourn, 2nd by Mr. Cartwright (5-0).
_____________________________
Creed
Jones, Mayor; Tuesday Pope, Clerk
DAMASCUS
TOWN COUNCIL
MINUTES FOR DECEMBER 1, 2008
Council
Members Present: Lannis Greene, Johnny Blevins, Jim Cartwright,
Mitchel Greer, Tommy Hayes, and Kenneth Upchurch
Creed Jones, Mayor
Tuesday Pope, Clerk
Thomas Dene, Town Attorney
Mayor Jones
called the meeting to order, and led the Pledge of Allegiance. Wayne
Guinn led the prayer.
· Mr. Cartwright made a motion to approve the October 6,
and November 3rd minutes, 2nd by Mr. Greer. (5-0-Mr. Greene was
not yet present to vote.)
Chad Eller
gave a presentation of the communications audit he performed for
the Town, which included several options for replacing the existing,
outdated telephone system.
· Mr. Greene made a motion to table the consideration of
purchasing a new communications system until the January Council
Meeting, 2nd by Mr. Blevins (6-0).
Committee Reports
Budget,
Finance and Administration:
Mr. Greene had nothing to report at this time.
Mayor Jones
asked the Council what they wanted to do about the annual Christmas
bonus.
· Mr. Cartwright made a motion to pay full time employees
$100, and part time employees of the Town $50 for their annual Christmas
bonus, 2nd by Mr. Upchurch (6-0).
Mayor Jones
asked the Council what they wanted to do about the usual tax deadline
extension.
· Mr. Hayes made a motion to extend the tax deadline from
December 20th, 2008, until January 19, 2009; 2nd by Mr. Blevins
(6-0).
The Fire
Department has submitted a bill to the Town, concerning volunteers
responding to calls for the Town, from June 1, 2008 until November
30, 2008. The Town pays the Fire Department $5 per person, per call,
(to compensate the volunteers at the end of the year), and the total
bill is $885.
· Mr. Blevins made a motion to pay the “Town Calls”
bill to the Fire Department, 2nd by Mr. Cartwright (6-0).
Mayor
Jones asked Thomas Dene what the Town’s obligation is toward
paying bills for the Fire Department since they are incorporated.
Mr. Dene replied that the Town can appropriate monies at it’s
discretion to this non-profit organization which is used to benefit
the Town, as it would to any other charitable organization. Mayor
Jones said he was turning the matter over to Mr. Greene.
· Mr. Cartwright made a motion to: give the Holston High
School Band $100 for their participation in the Christmas Parade
(toward instrument maintenance); give $20 gift cards to each of
the three float judges, and Santa, for their services ($80 total);
provide the float winners with prize money of $150 (1st place gets
$75, 2nd place gets $50, and 3rd place gets $25); and allow the
Town Clerk up to $499 to purchase refreshments and candy canes for
Santa’s visit at the Fire Hall after the parade, 2nd by Mr.
Greene (6-0).
Streets,
Lights and Maintenance:
Mr. Greer stated the need for a tree to go in front of the Town
Hall for decoration. Also, the Maintenance Department is still picking
up bagged leaves for town residents.
Mr. Blevins
suggested that if the Town has to buy a tree, they get one with
an attached root-ball so it can be planted in the Town Park after
Christmas, to start growing a “Community Christmas Tree”.
Sewer,
Water and Sanitation:
Mr. Upchurch reported the sewer plant is running very well, but
the sewer fund is still experiencing a shortfall because the budget
has expected $205k for this year, but the sewer department is only
looking to bring in $183k. This is due to a decreased number of
customers, termination due to vacancy, cutoffs, failure to pay;
and the increased costs of material, chemicals, and equipment. Mr.
Upchurch wished to make a motion for a public hearing to discuss
raising the sewer rates by at least $1 per unit, but the issue was
tabled pending further budget / fund analysis. Mr. Cartwright invited
anyone interested to attend the December 18th Sewer Committee Meeting
with concerns and/or suggestions. Mr. Upchurch also plans to speak
with Joe Alexander and discuss his findings / suggestions with the
Council at the January Town Council Meeting.
Parks
and Recreation:
Mr. Blevins reported the tree lighting ceremony, refreshments, and
Santa will be in the park on Friday night, Dec. 5th (festivities
will begin around 5:30p.m.). The parade will be Saturday, December
6th at 2p.m.
Mayor Jones
reported that Diana Pafford and Nita Morton will not be available
to tend the Town’s flowers in the upcoming year. The Mayor
suggested the businesses water the flowers at their locations. This
only leaves the Town responsible for planting and transplanting
the flowers, no upkeep.
Planning
Commission:
Mr. Cartwright reported the Planning Commission’s regularly
scheduled meeting time has permanently been changed to the second
Tuesday of each month at 6p.m. The next meeting, on December 9th,
will be set to discuss the third chapter of the comprehensive bicycle
and pedestrian plan, as well as other topics for discussion.
Mr. Upchurch
added a cost saving idea in reference to dissolving the contract
for uniform rental services currently used by the Town’s Sewer
and Maintenance Departments. After some discussion among the Council,
it was decided that we should send out a request for proposals,
and review at least three bids from uniform service agencies. We
can then bring the bids before the Council, and a decision can be
made.
· Mr. Blevins made a motion to send out for three, or more,
bids for uniform services due to six town employees, 2nd by Mr.
Upchurch (6-0).
Police:
Chief Nunley brought before the Council, his interest in creating
a community watch program for the Town of Damascus, which would
meet the second Thursday of each month at Town Hall.
· Mr. Cartwright made a motion for supporting the creation
of a neighborhood watch program for Damascus, 2nd by Mr. Greer (6-0).
Chief Nunley expressed the need to purchase tires for two of the
cruisers. The P.D. has solicited prices from nine different distributors,
and has decided on the most cost efficient company.
· Mr. Cartwright made a motion to allow the purchase of tires
from Conway Motors, totaling (after mail-in-rebate) $950, 2nd by
Mr. Greer (6-0).
Chief Nunley asked the Council to approve a .50 raise (per hour)
for Officer Shumate. This comes in reference to the Chief’s
departmentalized plan to have all Officers at $12 per hour, after
completing the Academy. This topic was put on the consent agenda
for closed session.
Special
Committees: Nothing to report at this time.
Citizens Comments
Elanor Graselli questioned if the A.T. Days Committee had started
having meetings yet to work on the planning and organization for
the 2009 Festival. Mr Hayes responded that after the first of the
year, the Committee would get started.
Manager’s Report
Mr. Sizemore reiterated Mr. Cartwright’s statement that in
the upcoming Planning Commission meeting, chapter three of the draft
plan will be discussed, and there will be an opportunity for public
comment. Mr. Sizemore also reported the Planning Commission is now
fully manned with seven members.
Attorney Report
Mr. Dene reported that he had four topics on the consent agenda,
for discussion in closed session:
I. Consultation with legal council regarding possible claims against
the estate of Leslie Anne Morecock, deceased, per VA code section
2.2-3371(A)(7);
II. Consultation
with legal council regarding compliance with VRS funding obligations,
per VA code section 2.2-3371(A) (7).
III. Consultation
with legal council regarding possible erroneous sewer charges, per
VA code section 2.2-3371(A) (7).
IV. Compensation
and performance of Officer Shumate, per VA code section 2.2-3371(A)
(7).
Old Business
None
New Business
None
Consent
Agenda
· Mr. Cartwright made a motion to pay the bills, 2nd by Mr.
Blevins (6-0).
· Mr. Greene made a motion for closed session, 2nd by Mr.
Blevins (6-0).
Closed Session Minutes
· Mr. Cartwright made a motion to go out of closed session,
2nd by Mr. Upchurch (6-0).
· Mr. Cartwright made a motion to certify, 2nd by Mr. Blevins
(6-0).
· Mr. Greene made a motion to adjourn, 2nd by Mr. Cartwright
(6-0).
_____________________________
______________________________
Creed
Jones, Mayor Tuesday Pope, Clerk
