DAMASCUS
TOWN COUNCIL
MINUTES FOR JANUARY 5, 2009
Council
Members Present: Lannis Greene, Johnny Blevins, Jim Cartwright,
Tommy Hayes, and Kenneth Upchurch
Creed Jones, Mayor
Tuesday Pope, Clerk
Thomas Dene, Town Attorney
Aaron Sizemore, Town Manager
Mayor Jones
called the meeting to order, led the Pledge of Allegiance, and the
prayer.
· Mr. Cartwright made a motion to approve the December 1,
2008 minutes as written, 2nd by Mr. Greene (5-0).
· Mr. Greene made a motion to approve the December 23, 2008
Special Called Council Meeting minutes as written, 2nd by Mr. Cartwright
(3-0-2), Mr. Hayes and Mr. Blevins abstained.
Bill Pafford
presented the Council with more information about the communications
system proposal given to the Town, at the previous Council Meeting,
by Chad Eller of Integrated Solutions Group. Mr. Greene tabled the
discussion until after a financial issue concerning the Virginia
Retirement System could be discussed in closed session.
Marcia Horne
with Husky Rescue reported plans for the upcoming Winter Fest, which
is scheduled for the January 17, 2009 weekend. She asked that the
restrooms be open; electricity turned on; PA system set up by the
Parks and Rec. Department; bonfire made by the Maintenance Department;
Police presence in the park ; and to borrow 7 or 8 orange safety
cones from the Maintenance Department.
Committee
Reports
Budget,
Finance and Administration:
Mr. Greene reported 98% of the real estate taxes, and 64% of the
personal property taxes have been collected thus far. He also reported
that our insurance carrier, Virginia Municipal Liability, offers
a discount for entities that adopt a risk management policy with
a risk manager.
·
Mr. Greene made a motion to adopt the following risk management
policy statement through our insurance carrier (VML), and appoint
Bill Pafford as the Risk Manager, 2nd by Mr. Cartwright (5-0).
The Town’s
new risk policy management statement, as adopted, is:
RISK
MANAGEMENT POLICY STATEMENT
The town
of Damascus adopts by resolution the following policy statement
in regard to management of risk of loss to town property, to employees
and authorizing volunteers, and to members of the public.
The administration
of the risk management program is a function involving the entire
town. The principal objective is to protect the town and all of
it people and assets at the lowest possible cost. It is to be conducted
as efficiently as economically as possible with centralized control
to assure uniformity of practice and procedure.
The principal
objective is to be achieved through a balance of pooling arrangements
and/or purchased insurance, transfer of risk and control of losses
of all types as appropriate.
Responsibility
of administering the risk management program shall rest with the
Risk Manager. The Risk Manager shall be appointed by the Town Council
and report to the Finance Committee.
Internal
administration of the program shall be by the Safety Committee.
The Safety Committee shall consist of the head of each department,
with the Risk Manager as chairman, and shall supervise all loss
control procedures and practices, record keeping for losses, internal
costs of risk management including administrative costs.
The responsibility
for reviewing and evaluating pooling arrangements with other public
entities and/or the purchase of insurance, transfer of risk and
loss control procedures shall be delegated to the Risk Manager.
The Risk Manager shall cooperate with the Safety Committee and Town
Attorney in performance of its duties.
The Risk
Manager shall report not less than annually to the Town Council
on the current risk management program. The report shall include
costs of the program for pooling and/or insurance arrangements and
administration. The report shall also include recommendations, if
any, for significant changes of practices and procedures.
The council
members discussed reasons for the hold up of the 06-07 financial
audit (compiled by Johnson CPA, PLLC Consulting), which was turned
in to the Town in September 2008; as well as concerns with a current
audit for 07-08 (which will be performed by Bostic, Tucker &
Company, PC). The audit for the 07-08 fiscal year is scheduled to
begin in January 2009.
Streets,
Lights and Maintenance:
Mayor Jones commended Mr. Greer and the Maintenance Department on
a job well done with the Christmas lights throughout the Town in
December. He also bragged on decorations put out by town residents.
Mayor Jones
reported that the Maintenance Department will be moving one of the
full time employees, Ralph Grove, to a part time status.
Sewer,
Water and Sanitation:
Mr. Upchurch presented a detailed assessment of the Sewer Department’s
financial shortfall, as well as a cost comparison for the increase
in expenses between last year and this year. Mr. Upchurch asked
for a public hearing to start the process of raising utility rates
in the Town, in accordance with a pledge made by the Town when sewer
bonds were issued on Feb. 7, 2000. (The pledge requires the Town
to charge users of the sewer system a rate which will produce sufficient
revenue to cover all costs related to the sewer system.)
Mr. Upchurch
also reported the date of the next Sewer, Water, and Sanitation
committee meeting will be held on Thursday, January 22nd, at 6:00p.m.
Mr. Dene
stated that before rates can be raised, their must first be an advertisement
in the local newspaper for two sequential weeks, announcing a scheduled
public hearing. Then after the hearing, there is a ten day wait
period before adopting the rate change. Mr. Dene suggesting holding
the public hearing during the February 2, 2009 Town Council meeting,
at 7:05p.m.
· Mr. Upchurch made a motion to hold a public hearing concerning
a rate increase in the utility billing, 2nd by Mr. Cartwright (4-1),
Mr. Blevins opposed.
Parks
and Recreation:
Mr. Blevins reported that a request for funding in the 2009 year
was submitted to Washington County in December.
Mr Blevins
stated that the $5 gate fee charged during Trail Days in 2008, at
the Bayer property, was designated to be used specifically for improvements
on that property. He reported that $3600 was budgeted for putting
culverts in the drain ways so that they can easily be crossed. Mr.
Blevins recommended having this done by the Maintenance Department
before Trail Days this year, and the expenses be posted to the campground
development account (# 10-580-37).
Planning
Commission:
Mr. Sizemore reported that the previously scheduled bicycle and
pedestrian plan discussion had been postponed until the January
13th Planning Commission meeting, which will be in Town Hall at
6:00p.m.
Police:
Chief Nunley provided the Council with a detailed account of activities
for the previous month within the Police Department. The Department
has posted a flyer announcing the upcoming Neighborhood Watch meeting
for the community on Jan. 28, 2009. He also reported that the surveillance
cameras installed in Town Hall and the Police Department are up
and running. The Explorer Scouts program, which meets twice a month,
is selling raffle tickets as a fundraiser for equipment and uniforms.
Chief Nunley wants to sponsor a nationally accredited bicycle training
program for the Damascus Police Department. With the Council’s
approval, there will be a 32 hour bicycle course taken by Police
and Auxiliary Officers, which will be taught by a part-time Officer
of the department. Chief Nunley also wants the Damascus Police Department
to sponsor a regional class for the east coast, for any Officers
that wish to take this bicycle training course. The Department will
also host a bicycle race starting in Damascus and into three other
counties, which will be led by Officers; and also wishes to set
up a bicycle training and information tent during Trail Days.
· Mr. Greene made a motion to approve the part time Officer
be paid $10/hr. to teach the 32 hour police bicycle course, 2nd
by Mr. Blevins (5-0).
Special
Committees: Nothing to report at this time.
Citizens
Comments
Mariana
Farmer voiced concerns about the financial struggles in the Sewer
Department, and requested the June 30, 08 financial statement and
balance sheet in order to compare the financial standing of the
Sewer Departments in previous years.
Mrs. Farmer also informed the Council that Discover Damascus will
retire from events participation in the Town, but will still help
with the upcoming Serum Run; as well as the completion of the Veteran’s
Memorial in the Town Park.
Discover
Damascus had a balance of $1098.96, which was unused funding from
the Town. Mrs. Farmer returned this money to the Town in the form
of a check.
Diane Smith,
Bob Smith, and John McGlammery each voiced concerns, ideas, and
suggestions about the Town’s financial struggle within the
sewer fund.
Manager’s
Report
Mr. Sizemore commented concerning the improvements made on the Bayer
property. The regulatory agencies which are Marine Resources, DEQ,
and the Corps of Engineers, will all need to be notified before
hand. Mr. Sizemore, in reference to the Beaver Dam Trail grant,
has requested from the engineers the cost estimate of a flood delineation,
which will be necessary in order to move the trail. They think they
can study the area, point out all the hotspots, and do a joint permit
application which will allow the Town to run the trail through there
for around $1500.
Attorney Report
Mr. Dene reported that the Town’s cable television provider
(Rapid Cable) is being sold to Zito Media. Mr. Dene advised that
the Town needs to schedule a public hearing in order to gain approval
of the buyout.
· Mr. Hayes made a motion for a public hearing concerning
Zito Media, 2nd by Mr. Greene (5-0).
Mr. Dene
reported having two topics on the consent agenda, for discussion
in closed session:
I. Consultation
with legal council regarding liability for VRS retirement benefits,
per VA code section 2.2-3371(A)(7);
II. Consultation
with legal council regarding outstanding legal fees, per VA code
section 2.2-3371(A) (7).
Old
Business
· A motion was made by Mr. Blevins for the Town to pay back
the $30k, which was borrowed from the bank, 2nd by Mr. Greene (5-0).
New Business
Mr. Hayes reported that the vendor applications will be going out
the first week of January, and the first 2009 Trail Days meeting
is scheduled for Thursday, January 15, at 7:00p.m. in Town Hall.
Consent
Agenda
· Mr. Cartwright made a motion to pay the bills, 2nd by Mr.
Hayes (6-0).
Closed Session Minutes
· Mr. Greene made a motion to go out of closed session, 2nd
by Mr. Upchurch (5-0).
· Mr. Cartwright made a motion to certify, 2nd by Mr. Hayes
(5-0).
· Mr. Greene made a motion to have a new communications system
installed in the town hall, police and fire departments (cost up
to $6000), 2nd by Mr. Blevins (5-0).
This motion allows for Mr. Greene to look at other options before
making the final decision.
· Mr. Hayes made a motion to release the $20k allotted in
the budget for Trail Days, 2nd by Mr. Blevins (5-0).
· Mr. Cartwright made a motion to adjourn, 2nd by Mr. Greene
(5-0).
_____________________________ ______________________________
Creed Jones,
Mayor Tuesday Pope, Clerk
DAMASCUS
TOWN COUNCIL
MINUTES FOR FEBRUARY 2, 2009
Council
Members Present: Lannis Greene, Johnny Blevins, Jim Cartwright,
Mitchel Greer, and Kenneth Upchurch
Creed Jones, Mayor
Tuesday Pope, Clerk
Thomas Dene, Town Attorney
Aaron Sizemore, Town Manager
Mayor
Jones called the meeting to order, led the Pledge of Allegiance,
and the prayer.
·
Mr. Blevins made a motion to approve the January 5, 2009 minutes
as written, 2nd by Mr. Cartwright (3-0-1 Mr. Greer abstained).
· Mr. Blevins made a motion to deviate from the schedule
and go into closed session, 2nd by Mr. Greer (4-0).
Mr.
Dene reported three topics for discussion in closed session:
I.
Consultation with legal council regarding possible encroachments
on the Virginia Creeper Trail, per VA code section 2.2-3371(A)(7);
II. Consultation with legal council regarding the Town’s policy
on comp time, per VA code section 2.2-3371(A) (7).
III.
Consultation with legal council regarding the Town’s personnel
policy as it applies to the sewer plant, per VA code section 2.2-3371(A)
(7).
Mr.
Blevins suggested providing the attending citizens a warm area in
Town Hall, until open session. Mayor Jones offered the police department
as a waiting room during closed session.
CLOSED
SESSION MINUTES
1st
closed session
A
motion to go out of closed session was made by Mr. Cartwright, 2nd
by Mr. Greer. 5-0
A
motion to certify was made by Mr. Cartwright, 2nd by Mr. Greer.
5-0
·
Mr. Cartwright made a motion to solicit bids concerning resurfacing
work to be done along the Creeper Trail, 2nd by Mr. Greer (4-1 Mr.
Blevins opposed).
Richard
Smith asked the Council for permission to set up a contract with
Chad Eller/ Intergrated Solutions Group that would outline the first
phase of creating a wireless network to cover Damascus. This plan
will be a continuation of the new communications system being installed
throughout the Town Hall, and when complete (which should take 3-5
years), will provide free internet access to Damascus residents
and businesses.
·
Mr. Green made a motion to allow the ADam committee to create a
contract, with Intergrated Solutions Group, for Town Council approval,
regarding wireless internet service; 2nd by Mr. Cartwright (5-0).
Committee
Reports
Budget,
Finance and Administration:
Mr. Greene reported the Town’s 07-08 financial audit, performed
by Bostic, Tucker & Company, P.C., was completed on Friday (Jan.
30) and will have a full report for the Council as soon as possible.
Mayor
Jones reported a request, from the ‘Round the Mountain’
club, for a $200 donation (recurring). Mr. Sizemore stated that
he didn’t think the Town had given to this organization before.
Mr. Cartwright recommended tabling the issue until more information
can be gathered and presented at the March Council meeting.
Mayor
Jones asked for the Council’s decision on the request for
a $3000 donation to the Damascus Community Little League. Mr. Blevins
stated that the Town budgets $3000 per year for that cause, and
paid it out in July ’08, so there is no more money in the
budget for them in this fiscal year.
Streets,
Lights and Maintenance:
Mr. Greer reported that the Maintenance Department has put a furnace
in the bath house, and still needs to make some repairs in there.
Also, the lattice at the gazebo gets kicked out and messed up every
few days, and needs to be replaced. Mr. Blevins stated that there
is $10k in the budget for gazebo repairs in the spring. Mr. Greer
also reported there has been some dumping on the Bayer property,
and suggested putting a gate up there to prevent these types of
occurrences. Mr. Greer asked Mr. Blevins about his previous suggestion
concerning the Maintenance Department working on drains in the campground.
Mr. Blevins stated the $5 gate fee for the campground at Trail Days
last year (which totaled $3600), was designated to be put back into
campground improvements in the form of a motion. Mr. Blevins recommended
placing culverts in the drainage spillways so that vehicles will
be able to access the back of the property. Before any work can
be done concerning the spillways, the Corps of Engineers will need
to grant permission to do so and issue a permit if necessary. Mr.
Green didn’t remember motion concerning the stipulation that
the money earned from charging a gate fee at the campground has
to be used for campground improvements, and asked for the old minutes
to be referenced. Mr. Greer asked that the Maintenance Department
be given adequate notice to work on the project before Trail Days.
Mr. Sizemore said he will set up a meeting up with the Corps of
Engineers to get approval.
Sewer,
Water and Sanitation:
Mr. Upchurch reported the sewer plant is running well, but continues
to experience a revenue shortfall. Mr. Upchurch listed the monthly
revenues and expenses monthly from January thru December 2008. During
this time expenses equaled $256,881 and revenues only totaled $214,556;
thus leaving a $42,325 deficit for the year. The same pattern will
continue until sewer rates are increased enough to cause the revenues
brought in to exceed the expenses being paid out; which is a proposed
$2 per tier rate increase. Mr. Dene explained the tier rate increase
as follows: 1st 2000 gallons of water will increase from $15 to
$17; for gallons between 2001-4000 an increase from $3.25(per thousand)
to $5.25; for usage from gallons 4001-6000, an increase from $3.65(per
thousand) to $5.65; and for usage of 6001 gallons plus, an increase
from $3.80(per thousand) to $5.80. Mayor Jones stated that when
the sewer plant was financed, the Town agreed to a contract stating
the rates charged would ensure a financial surplus for the Sewer
Department; and if the income did not exceed the outgo of money,
then the rates would have to be raised. A town resident questioned
the inconsistent fluctuations of monthly finances for the Sewer
Department, and the Council addressed these questions, as well as
offered concerned residents an opportunity to come into Town Hall
and personally review the finances. Mr. Cartwright asked about having
a public hearing in March for the increase, and Mr. Dene said he
would advertise the meeting in the paper. Mr. Blevins stated the
average resident uses between 5000-6000 gallons of water each month
and therefore is looking at an increase of $10 (or 33%) per month.
Mr. Blevins said the Town can’t ask residents to pay that
much more without doing some cutbacks ourselves. Mr. Cartwright
stated that he would like Mr. Blevins to bring his ideas for cutbacks
to the Sewer Department’s monthly meeting for consideration.
Mr. Greene added that even if there were no salaries being paid
out at the Sewer Department, it would still be in a deficit. Council
added that the Sewer Department has operated eight to nine years
without any rate increase being implemented, but due to inflation
the expenses being paid out have gradually increased, and it has
slowly caught up with us.
·
Mr. Cartwright made a motion to advertise for a public hearing for
a rate increase for the Town of Damascus based on a rate of $2 per
tier, 2nd by Mr. Greene (4-1 Mr. Blevins opposed).
Parks
and Recreation:
Mr. Blevins reported that the Serum Rum was a success in the park,
even though there weren’t as many people this year due to
the cold. He thanked Chief Nunley and the Police Department for
making sure all was in order during the events. Mr. Blevins reported
that a new pool drain has been ordered by Dana Lethcoe, who is the
pool manager.
Planning Commission:
Mr. Cartwright reported that the committee went through chapter
three of the Bike and Pedestrian Master Plan at their last meeting.
Some questions were raised during the discussion and directed to
the Creeper Trail Advisory Committee to be addressed.
Police:
Chief Nunley reported that the first Neighborhood Watch meeting
went very well, and those meetings will be scheduled for the last
Thursday of each month at 7:00p.m., here at Town Hall. The Neighborhood
Watch group has asked if they could take over the planting and watering
of flowers for the Town. The Council thought that was a great idea,
and gladly approved it.
·
Mr. Blevins made a motion to turn the flower planting and watering
over to the Neighborhood Watch Committee and upon their election
of Officers and organization, be given the funds allotted for purchasing
and maintaining the flowers; 2nd by Mr. Cartwright (5-0).
Chief
Nunley informed the Council that the Police Department has applied
for a First Responder’s License. At this time all of the Officers
have some degree of emergency medical training, and this license
will legally protect the Officers if they are first on a scene,
within Town limits, which requires Officers to provide medical attention.
The Department has been given approval by the Office of Emergency
Medical Services to move forward with this, and have been assigned
an Operations Medical Director (Dr. Blankenship) by Johnston Memorial
Hospital. Chief Nunley reported that he has to provide a letter,
and go before the County Board of Supervisors to gain their permission
before pursuing this licensing further, and wanted the blessing
of the Council in doing so. The Council approved of this effort.
The Chief advised that he will soon be conducting interviews, and
making a promotion from within the department to the position of
Lieutenant. Officer Mark Freeman has resigned from the Department,
leaving an available position. Chief Nunley has conducted interviews
and wishes to hire Bobby Taylor, who is the Sergeant of the Police
Department’s auxiliary program. Chief Nunley briefed the Council
on Mr. Taylor’s background and qualifications. He then asked
Council to consider hiring Bobby Taylor as a full-time Police Officer
for the Town of Damascus, with a start date of 02-15-09. Mr. Taylor
is not yet certified, but is scheduled to attend the academy next
January, with an agreement that there will be a signed three-year
contract (two years after completing the Academy) with the Damascus
Police Department. ( This is the same type of arrangement Officer
Roger Dowell is under.)
Special
Committees: Nothing to report at this time.
Citizens
Comments
None at this time.
Manager’s
Report
Mr. Sizemore reported chapter four of the draft plan will be discussed
at the February 10th Planning Commission meeting. The engineering
firm designing the site plan for the Washington County Recreation
Park (Bayer property) should be submitting an updated draft to the
Planning Commission, but cannot yet promise a start date on the
project. We are still using Hill Studios, but have lost the contract
engineer working on our project, and have been assigned a new engineer
who must get up to speed before we can move forward.
Attorney
Report
Mr. Dene reported two topics for discussion in the second closed
session:
I.
Consideration of a candidate for employment with the Police Department,
per VA code section 2.2-3371(A)(1).
II.
Discussion of Town of Damascus v. Ralph Smith, per VA code section
2.2-3371(A) (7).
Old
Business
Nothing to report at this time.
New
Business
Nothing to report at this time.
Consent
Agenda
· Mr. Greer made a motion to pay the bills, 2nd by Mr. Cartwright
(5-0).
· Mr. Cartwright made a motion for a second closed session,
2nd by Mr. Upchurch (5-0).
Mr.
Blevins wanted to thank Mariana Farmer and the Discover Damascus
organization for all the volunteer time, and hard work that they
have put into the Town of Damascus over the years.
Richard
Smith said that Mariana and Wade Farmer are two of the best volunteers
in the state, and that it has been an honor to have worked with
them on various events and occasions.
CLOSED
SESSION MINUTES
2nd
closed session
A
motion to go out of closed session was made by Mr. Cartwright, 2nd
by Mr. Upchurch. 5-0
A
motion to certify was made by Mr. Upchurch, 2nd by Mr. Greer. 5-0
A
motion to hire Bobby Taylor as patrolman at $10.00 per hour for
a 90 day probationary period starting February 15 2009 was made
by Mr. Cartwright, 2nd by Mr. Blevins. 5-0
A
motion to renew Mr. Dene’s membership in the Local Government
Attorneys Association was made by Mr. Blevins, 2nd by Mr. Greene.
5-0
A
motion was made to allow Chief Nunley to promote an officer to Lieutenant
and give a pay raise of $.25 per hour was made by Mr. Upchurch,
2nd by Mr. Cartwright. 5-0
A motion to adjourn was made by Mr. Cartwright and 2nd by Mr. Greene.
5-0
_____________________________ ______________________________
Creed
Jones, Mayor Tuesday Pope, Clerk
DAMASCUS
TOWN COUNCIL
MINUTES FOR MARCH 2, 2009
Council
Members Present: Lannis Greene, Johnny Blevins, Jim Cartwright,
Mitchel Greer, Tom Hayes, and Kenneth Upchurch
Creed Jones, Mayor
Tuesday Pope, Clerk
Thomas Dene, Town Attorney
Aaron Sizemore, Town Manager
Mayor
Jones called the meeting to order, led the Pledge of Allegiance,
and the prayer.
·
Mr. Blevins made a motion to approve the February 2, 2009 minutes
as written, 2nd by Mr. Upchurch (5-0-1 Mr. Hayes abstained).
Mayor
Jones opened the public hearing.
Mr.
Dene started by explaining the proposed ordinance for raising sewer
rates, and copies were made available to the public.
Mayor
Jones expressed his regret about residents’ rates increasing,
and explained that the Town is contractually obligated to raise
them periodically if experiencing a deficit within the sewer department.
The
Mayor then opened the floor for ‘Citizens Comments’.
Diane
Smith questioned why the increase will be higher than initially
stated; she also questioned how, in the past few months, the sewer
dept. has gotten into a financial crisis after reporting (for the
past few years) that everything was going fine. Mrs. Smith proposed
increasing the rates by $2 with an additional $1 per tier after
that.
Town
Treasurer Bill Pafford responded that the amount initially stated
would only get the Town by for a few months, and then another increase
would be needed soon. The numbers had to be adjusted until the Sewer
Dept. can start revenue earnings again. Mr. Pafford emphasized that
the very high volume water users will be affected most.
Mayor
Jones reassured everyone that Mr. Upchurch, and the Sewer, Water,
and Sanitation Committee have been researching expense cuts within
the Sewer Dept., and a rate increase is a must.
Mr. Upchurch reported on a meeting with engineers concerning drying
beds for the sludge, which would decrease cost somewhat.
P.G.
Widener responded that he knew of someone attempting to use drying
beds a few years ago, and complications arose. Mr. Widener suggested
the Sewer Dept. continue to investigate this option.
Terry
Kammer made the statement that people are upset about the rate increase
because the proposed amounts keep dramatically increasing.
Bill
Pafford responded that the first proposal was different than the
recent proposal because it was factoring in the previous account
surplus, and that comparing the two would be like comparing apples
to oranges. Mr. Pafford provided a graph, chart, and documents for
anyone to see, which exhibited the sewer fund’s decline over
the past few years.
Mr.
Blevins stated, concerning drying beds, that the Town spent less
than budgeted on solid waste disposal, so that is not a problem.
The increased Sewer Dept. expenses are fuel, electricity, insurance
premiums, and other cost increases. Mr. Blevins stated that he is
opposed to the increase amount, and suggests the Town realign its
expenses also.
Mr.
Greene responded that expenses have increased exponentially, and
the Town hasn’t raised the rates (in seven years) to keep
in line with the economy. Mr. Greene said he isn’t happy about
raising rates either, but doesn’t see any other option.
Mr.
Cartwright added that people have been notified of a rate increase
for months now, and have been invited to help by bringing ideas
and suggestions for consideration to the Sewer Dept. meetings.
P.G.
Widener commented on the heavy water users (businesses) seeing the
biggest effect of the rate increase. Mr. Widener reported owning
several buildings in Town, and asked that the Town help by looking
out for local businesses, instead of coming down on them, because
if the businesses suffer, the Town will ultimately suffer.
Mariana
Farmer questioned a previous statement made by the Mayor about money
being taken out of the general fund and put into the sewer fund.
Mrs. Farmer stated that before doing that, the Council would have
been required to vote on approval of the transfer.
Mayor Jones replied that the Council wasn’t aware of this
at the time, and therefore didn’t approve it.
Bill
Pafford responded that he was only aware of one instance, which
was inadvertently done, when general funds were used for sewer expenses
to cover payroll. This happened when the sewer fund surplus was
exhausted and the options were either don’t issue paychecks,
or temporarily use monies from the general fund to run the whole
payroll. The money was paid back to the general fund the next month.
Mayor
Jones called the public hearing over, and turned attention back
to the regular Council Meeting.
Richard
Smith, as a member of the Creeper Trail Club, reported receiving
a wide variety of bids for resurfacing parts of the Creeper Trail,
and will be re-bidding the job in the near future (to comply with
VCR regulations)
Mr. Smith reported Damascus Dog Day being scheduled for April 25,
and asked the Town to provide funding for the banner, which will
cost about $39.00.
Mr. Smith, representing the ADam Committee, introduced the Council
to the wireless internet proposal, as prepared by Intergrated Solutions.
He also provided a draft of a motion for approving work on phase
I of the wireless internet system for the Town. All of the ADam
funds will be put into this project to cover approximately half
of the cost, and the rest of the monies will be collected from other
outside sources.
·
Mr. Green made a motion to approve work on phase I of the wireless
internet system for the Town, 2nd by Mr. Cartwright (6-0).
Committee Reports
Budget,
Finance and Administration:
Mr. Greene had nothing new to report at this time.
Streets,
Lights and Maintenance:
Mr. Greer had nothing new to report at this time.
Sewer,
Water and Sanitation:
Mr. Upchurch reported that the costs for running a sewer plant are
outrageous, but necessary to keep the pumps going.
Aaron Sizemore stated that a bio-solids application has been written
into the Town’s discharge permit, which will allow a land
owner (who must comply with all the written regulations) to get
the sludge and apply it to a drying bed(s). This application is
inclusive of state and county requirements and regulations as well.
Any interested landowner(s) must get the written application and
regulations from Joe Alexander, who oversees the sewer plant. Mr.
Sizemore suggested that spreading the Town’s sludge on someone’s
land (a drying bed) would only save the Sewer Department around
$3000 each year.
Mayor
Jones suggested Mr. Upchurch make a motion for the sewer rate increase.
Thomas
Dene stated that the Council must wait at least ten days after the
public hearing before voting on the topic.
Parks
and Recreation:
Mr. Blevins reported the pool maintenance man (Mel) called Dana
Lethcoe, pool manager, and admitted incorrectly patching the pool
liner last year. Mel said he now knows what was done wrong, and
will come back and fix it correctly. Mr. Blevins stated that he
believes the entire liner should be fixed, as opposed to patching
some spots which seem to be a problem each year. Mr. Dene replied
the pool liner problem has been a creeping problem, and he would
like to be notified of when Mel comes back to work on the pool.
Planning
Commission:
Mr. Cartwright reported that at last month’s Planning and
Zoning Committee went over chapter 4 of the bicycle and pedestrian
draft plan, and plan to cover chapter 5 at the next meeting. Mr.
Cartwright hopes to have a final plan for the Council at the May
4th Council Meeting.
Police:
Chief Nunley submitted to the Council a detailed monthly report,
and welcomed any questions and/or comments from Council members.
There were no comments for discussion presented.
Special
Committees: Nothing to report at this time.
Citizens
Comments
Bob Smith referred to a statement made by Richard Smith concerning
a governmental stimulus package, and suggested residents visit the
website (stimulusvirginia.gov) and submit a request for a truck
bypass to go around the Town, as well as other recommended needs
for Damascus.
Mr.
Cartwright responded that if we have a “shovel ready”
project, the probability of getting it funded is great. He also
encouraged everyone to notice, and report to the Council, needs
that can be submitted for government funding.
Ernie
Doss, DVFD Chief, had some money saving suggestions for the fire
truck bay such as insulating the ceilings, and placing weather-stripping
around the bay doors, which would cut heating expenses.
Mr. Doss also reported that the Town’s alert whistle had to
be repaired (cost $2500), and asked the town to pay half the cost
of the repair.
Mayor
Jones commended the Fire Dept. for their work and dedication, and
stated that ever since the Fire Department became incorporated,
the Town has been at a loss as to exactly where they stand with
one another. He asked that the Town and Fire Dept. communicate and
work together on issues such as expenses, etc...
Mr.
Blevins noted that in the budget, line item 10-530-26, only $64
out of a budgeted $20k has been used for facilities maintenance.
· Mr. Blevins made a motion for the Town pay half on the
whistle repair out of line item 10-530-26, 2nd by Mr. Greene (6-0).
Shirley Brand asked if lighted outside portable signs were illegal,
stating that she has noticed two around Town recently.
Aaron
Sizemore replied that in the sign regulations, there are stipulations
concerning certain types of lighted signs (flashing, for instance),
and that moveable signs are allowed if a permit is obtained and
they stay in the same place.
Mr.
Greene later commented that under the Town’s regulations,
lighted signs are allowed if they meet proper electrical codes.
Bob
Grey addressed the Council and asked if the Town would release a
road easement between 533 and 523 Docie St. back to the owners of
the property. Mr. Grey reported having a survey on this property
from 2006, which showed the easement being released to the Town.
Thomas
Dene replied that if the Town holds this easement, and the Council
agrees to abandon the property, the process would include a public
hearing, adoption of an ordinance, possibly a new survey preformed,
and the splitting of the road down the center line.
There
was some discussion and Mr. Cartwright suggested tabling the issue
until further investigation can be completed by Mr. Dene.
Mr.
Dene asked that the Town Clerk make him a copy of the survey presented
by Mr. Grey.
Manager’s
Report
Mr. Sizemore reported on several additional topics:
Washington
County Recreation Park
The Planning Commission is currently reviewing the County’s
Site Plan for the Recreation Park to be located on the Bayer Property.
Bayer
Property Access Road
In order to access the back of the Bayer property a primitive trail
must be made which crosses two drainage ditches which have running
water during wet seasons. A request has been submitted to the army
corps of engineers for authorization to cross these ditches using
culverts. (Mr. Sizemore is hoping to have a response this week).
Damascus
Branch Washington County Library
The 50% drawings have been submitted to VDOT. This is the first
of three necessary review periods. Mr. Sizemore speculates that
it will be spring of 2010 before the project gets underway.
Attorney
Report
Mr. Dene reported one topic for discussion in closed session:
I.
Consultation with legal council regarding uniform rental services
contracts per VA code section 2.2-3371(A)(7).
Mr.
Dene also suggested holding a Special Called Council Meeting for
adopting the ordinance on the proposed sewer rate increase on or
after March 13, 2009.After some discussion, the Council decided
to schedule this for Tuesday, March 17, 2009. This would allow the
increase to have an effective date as early as April 1st.
· Mr. Cartwright made a motion to hold a Special Called Council
Meeting, to adopt the ordinance on the proposed sewer rate increase,
on Tuesday, March 17, 2009; 2nd by Mr. Upchurch (6-0).
Mr.
Dene reported that in the case of the Town v. Ralph Smith case,
the Supreme Court has granted the Town an appeal to move forward
with the suit.
Old
Business
Mayor Jones reported that the ‘Round the Mountain’ club,
which has asked the Town for a $200 funding donation, will be holding
a meeting at the Town Hall on Tuesday, March 3rd at 6p.m., and all
are invited.
Mr.
Blevins suggested tabling all funding requests for the 09/10 fiscal
year until after the Town holds its annual budget hearings, the
Council agreed.
P.G.
Widener, as the Secretary Treasurer for the DVFD, asked that the
Town reimburse the Fire Department for insurance premiums paid (totaling
$12,226), as they did last year. Mr. Widener supplied the Council
with a copy of each renewal policy and invoice.
Mr.
Greene mentioned that in the previous years’ budget workshops,
Maurice Parris, who was the DVFD Chief at the time, negotiated for
the Town pay half the cost of insurance renewals this year, claiming
the Fire Dept. would be able to cover the other half. Mr. Greene
reasoned that since very little (budgeted) money had been used out
of the ‘facilities maintenance’ line item, we could
apply money from there to cover what the $6500 in the ‘DVFD
insurance’ line item couldn’t cover. In doing this,
the Town would reimburse the entire amount of these premiums. Mr.
Greene stated that doing this would use a large amount of money
budgeted to help cover Fire Dept. expenses, and in the occasion
that budgeted monies become exhausted, then the Fire Dept. would
then have to absorb all costs and expenses incurred.
Mr.
Widener stated that by no means has the DVFD divorced itself from
the Town by becoming incorporated, but that they did so because
in running the bingo operation, their bingo license required this
action.
Mr.
Blevins asked Mr. Widener if the Fire Dept. would be able to pay
all of the insurance requirements on the new fire truck when it
gets here in May.
Mr.
Widener responded that he believes they could cover that approximate
$1500.
Mr. Blevins commented that it is very important that the Fire Dept.
get together and figure out (for next year) exactly what their budget
should be, and have their figures together for the Council to see
exactly what they would like to have budgeted from the Town.
·
Mr. Greene made a motion for the Town to reimburse the DVFD for
insurance premiums paid in the amount of $12,226.00; 2nd by Mr.
Cartwright (6-0).
New Business
Mr. Hayes reported that Trail Days preparations are moving along
well.
Consent
Agenda
· Mr. Cartwright made a motion to pay the bills, 2nd by Mr.
Greene (6-0).
·
Mr. Greene made a motion for closed session, 2nd by Mr. Cartwright
(6-0).
Mr.
Upchurch reported being asked by the Veterans Memorial Association
for permission from the Town to tap into the Town’s electrical
system, for lighting of the flags at the Veterans Memorial in the
Town Park.
·
Mr. Upchurch made a motion to allow provisions that will accommodate
lighting the flags, 2nd by Mr. Blevins (6-0).
CLOSED
SESSION MINUTES
A motion to go out of closed session was made by Mr. Hayes, 2nd
by Mr. Greene (6-0).
A
motion to certify was made by Mr. Blevins, 2nd by Mr. Greer (6-0).
A
motion to spend up to $500 on microphone cords for Trail Days was
made by Mr. Hayes, 2nd by Mr. Blevins (6-0).
A
motion to move the special called meeting to 18 March at 6:00 was
made by Mr. Cartwright, 2nd by Mr. Blevins (6-0).
The
Council agreed to hold the first budget workshop for the 09/10 budget
after the special called meeting.
A
motion to adjourn was made by Mr. Cartwright, 2nd by Mr. Greer (6-0).
_____________________________ ______________________________
Creed
Jones, Mayor Tuesday Pope, Clerk
