DAMASCUS TOWN COUNCIL Minutes for March 05, :00pm Regular Council Meeting

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1 DAMASCUS TOWN COUNCIL Minutes for March 05, :00pm Regular Council Meeting Council Members Present: Tim Williams, Mitchel Greer, Melissa Barrett, Vicky Van de Vuurst, Susan Seymore, and Tom Hayes. Absent: None Also Present: Jack McCrady, Mayor Linda Rouse, Town Treasurer Gavin Blevins, Town Manager Mike Hounshell, Police Chief Tuesday Pope, Town Clerk 7:00pm: Mayor McCrady called the meeting to order, led the Pledge of Allegiance and gave the invocation. Mayor McCrady asked for approval of the February Minutes: Mr. Greer made a motion to approve the February 5, 2018 Regular Called Council Meeting Minutes, as presented, 2 nd by Ms. Seymore. The motion passed (6-0). Mayor McCrady asked for approval of the agenda, with the addition of a speaker immediately following. Mr. Williams made a motion to approve the agenda, as presented. Mr. Hayes 2 nd the motion, which passed (6-0). Wayne Stevens, Monroe District Supervisor for Washington County, spoke to the Council about the importance of keeping the County s agriculture business strong and supporting our local farmers. As a participant in the County s leadership program, Mr. Stevens presented a Resolution for the Council to consider adopting. Mr. Greer made a motion to approve the resolution proclaiming the 3 rd Tuesday in March as Agriculture Appreciation Day in Washington County. Ms. Seymore 2 nd the motion, which passed (6-0). The approved resolution follows: RESOLUTION TO PROCLAIM MARCH 20, 2018 AGRICULTURE APPRECIATION DAY WHEREAS, the Council of the Town of Damascus, Virginia, recognizes and supports the industry of agriculture in Washington County and the contributions the agriculture industry brings to the economic, cultural, and environmental well-being of the county; and WHEREAS, agriculture is the largest industry in the Washington County and contributes significantly to the economy of the county in excess of $75 million annually; and

2 WHEREAS, the Council of the Town of Damascus acknowledges the hard work of all farmers on a daily basis to provide the necessities of life such as meat, dairy, produce, fiber and more; and WHEREAS, agriculture is not only the foundation of Washington County, but the backbone of a healthy and prosperous nation that is made possible by the hard work of America s farms and farm families. NOW, THEREFORE, be it hereby resolved that, it is the honor and pleasure of this council of the Town of Damascus to proclaim that the Third Tuesday of March as Agriculture Appreciation Day in Washington County and encourage all citizens to join us in this worthy observance. DONE this 5 th day of March 2018 during the regular called meeting of the Damascus Town Council. THE FOREGOING RESOLUTION was duly adopted by the following vote: Mr. Williams Ms. Seymore Mr. Hayes Ms. Barrett Mr. Greer Ms. Van de Vuurst Committee Reports Budget, Finance, and Administration: Ms. Seymore introduced Sean Collier, who is now volunteering in the Town Hall offices as a Bonner Scholar through Emory & Henry College. Mr. Collier will be helping with several administrative projects through the end of the semester. The Mayor and Council members welcomed Mr. Collier and thanked him for serving the Town through the Bonner program. Town Treasurer, Linda Rouse, submitted the following report for the previous month: TAXES: We continue to see positive results from the final notices sent out on delinquent personal property taxes. We improved our collection rate 3.42% to 82.10% for 2017 and all years are at 87.60% up another.92%. Since notices were sent, we have collected $7,558.59, Personal property $4, and real was $3, DMV stops are in process. VML Insurance: Gavin and I met with Lisa Schenk, our VML representative in February. Lisa provided us with our Property & Liability claims as well as our Worker s Comp. claims. We have completed our Risk Management Guidelines Assessment and we 100% and will qualify for the 5% credit toward our annual premium. The revised Job Descriptions are on the agenda for approval. I have also enclosed a copy of our vehicle use policy that is now required by VML. The Police and Public Works employees were each given a copy and a signed copy was placed in each personnel file. The renewal questionnaire for is due March 15 th. Budget: Our next budget meeting will be Monday, March 12 4:00.

3 Mr. Blevins and the Budget, Finance, and Administration committee have been updating the Town s personnel manual and employee job descriptions, which were presented for Council approval. Mr. Greer made a motion to approve the updated job descriptions, as presented, 2 nd by Ms. Van de Vuurst. The motion passed (6-0). Ms. Seymore made a motion to approve the updated personnel policy, as presented, 2 nd by Mr. Williams. The motion passed (6-0). Streets, Lights and Maintenance: Mr. Greer presented the following monthly report, as submitted by the Public Works supervisor, Joe Fritts: The recent rains created several issues within the Town. One was resolved when the Service Authority replaced the pipe that they had destroyed earlier. We still have to do a final cleanup on this site (Extract Street). The other sites have issues that are yet to be resolved. We have done some limited mowing and have prepared our equipment. No snow to work this month, but we are ready for it if we get more. We have also hung the new Town Banners on Laurel Avenue and fringes. Brush pickup continues also limited pickup of leaves. Any issues with the Backhoe were resolved. It now runs better than ever. Issues with other equipment continues, but We will resolve them also. As quickly as time allows us and as least expensive as we can. Parks and Recreation: Mr. Williams reported that Trail Days festival planning is going well, and commended Tuesday and Sarah Jane for their planning and event coordination. The festival reach is huge, and worldwide. E&E Committee Ms. Barrett reported the dates have been set for the Crooked Road s Mountains of Music Homecoming Tour, and the Damascus concert at the Rock School will be on June 15 th this year. Planning is underway for the event. Ms. Barrett also reported on the VA Healthy Kids Initiative, for which she attended a workshop and is now ready to start the grant application process. Mayor McCrady added that the planning is still underway for the screening of the movie for the Mid Atlantic Backroads Discovery Route (MABRD), which will be held in April at the Rock School Auditorium. Ms. Van de Vuurst reported that the Farmers Market volunteers will be meeting soon and will set up a vendor meeting within the month. Planning Commission: Mr. Blevins reported that the Planning Commission is still in the process of revising and updating Town Code Ordinances. The revisions are almost complete, and soon after a Public Hearing will be scheduled. Police and Fire Advisory: Mr. Hayes deferred to the following P.D. activity report for the previous month, as presented by Chief Hounshell:

4 Operations: In February 2018, Damascus Officers handled 62 calls, and made 1 criminal arrest. We have taken 8 investigative reports. Traffic Enforcement Activities: During February 2018, we issued 9 citations. We issued 3 warnings. Speeding complaint areas include: Laurel Ave. Special Report: We completed the grant application through the Byrne Justice Grant for new mobile radios, portable radios and repeaters for the cars. We included new Tasers in the grant since ours are now outdated. The total of the funds applied for was $41, We would like to thank Gavin for assisting us. Hopefully we will know something the first of April. We have had a lot of positive comments on the speed sign and have a couple more brackets on the way so it can be moved around more. Special Notes: Police Vehicles: The Tahoe had a windshield wiper motor replaced, and one of the Explorers got new brakes. Officer Wagner s duty vehicle sustained some minor damage, which cost $250 to repair. Mayor McCrady stated that he hears a lot of positive comments from people referencing the Damascus Police Department. Damascus Volunteer Fire Department Mayor McCrady presented the following monthly report, as submitted by Chief Turner:

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8 Special Committees Ms. Van de Vuurst reported that the next monthly meeting for the Damascus Business Group will be held on March 15 th, and there are several new members this year. Manager s Report Mr. Blevins submitted the following Town Manager s Report: Beaver Dam Creek Trail - VDOT Letter was sent on Feb 1 st to VDOT requesting that VDOT allocate additional funds to 80% match the remaining cost of the project, which would help cover the additional costs of the inspections additional funds were allocated by CTB members. Letter sent to VDOT requesting them provide the additional inspection services required during fabrication of the bridge on February 5 th. Contract executed for on-site construction inspection services from A. Morton Thomas for $35, on February 8 th. ARC Damascus Waterfront Development Initiative The design for the stage is currently in the hands of the structural engineers. The base/foundation has been designed, but we are still working through some of the timber frame construction layouts. Permitting with Washington County is still underway for the river s point park (including greenway, access road, and stage).

9 CDBG Downtown Revitalization Due to permitting delays, the permitting period is still underway for the streambank restoration component. Construction drawings are being updated and completed to begin permitting through Washington County. Façade construction drawings are being completed so that easements can be collected for the façade participants prior to bid. ARC POWER Initiative Trail Center Elevations have been finalized at 3.5 ft above grade for the facility. An outdoor deck has been designed to step up the grade into the facility itself to mask the elevation change from ground level. With budget restraints in mind, we are still working on scaling the facility appropriately through design size ranges from 2,000-2,500 square feet (excluding outside deck space). A public forum has been scheduled to update anyone interested and take input from the public, the date has been set for March 8 th, 7pm, at the Town Hall. VTC Market Leverage Program Funds from the 2017 campaign are still being expended; CDBG funds are included in this campaign to cover the cost of merchandise, banners, and the like (on display). Nothing at this time. Old Business New Business Mr. Williams stated that the budget process for 2018/19 is underway, and he recommends (while still in the 2017/18 fiscal year) paying off the remainder owed for the basketball court construction project. Mr. Williams made a motion to approve the proposed payoff, 2 nd by Ms. Van de Vuurst. The motion passed (6-0). Mr. Hayes reported being approached by cyclists about the Creeper Trail narrowing in an area near Drowning Ford Rd. Mr. Williams replied that he would bring it to the attention of the Creeper Trail Advisory Board. Council Members Reports Mayor McCrady reported citizens have requested that the Town work on street paving in the area referred to as the Extract. Citizens Comments Beaty Jackson, 702 E. 3 rd St., inquired about the tenting expectations, noise ordinance, and parking regulations this year. Mr. Blevins stated that the code is in the process of being revised and the committee is working on provisions for allowing tenting during certain holiday and event timeframes. They are trying to strike a balance between Trail Town USA and our residents homes/families.

10 Announcements UPCOMING EVENTS & OTHER ANNOUNCEMENTS: March 8 th at Town Hall, 7pm ATC Trail Center Design / Community Input Session March 14 th at the Damascus Branch Library, 6pm Meet & Greet with Mike Rush, Taylor District Supervisor for Washington County March 30 & 31 st in the Town Park One Way Ministries Easter in the Park For information on upcoming events, visit our website Consent Agenda Mr. Hayes made a motion to pay the bills for invoices exceeding $500, 2 nd by Mr. Williams; the motion passed (6-0). Mr. Williams made a motion to pay the bills, 2 nd by Mr. Greer; the motion passed (6-0). Mr. Williams made a motion to recess into Closed Session for the following items: i. Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community, per VA Code Sec (A)(5). The motion was 2nd by Mr. Greer and passed (6-0). Mr. Williams made a motion to return to open session, 2 nd by Ms. Seymore; the motion passed (6-0). Mr. Williams made a motion to certify, 2 nd by Mr. Greer; the motion passed (6-0). Mr. Williams made a motion to adjourn, 2 nd by Ms. Van de Vuurst; the motion passed (6-0). Jack McCrady, Mayor Tuesday Pope, Clerk