DAMASCUS TOWN COUNCIL Minutes for June 4, 2018

7:00pm Regular Council Meeting

Council Members Present: Tim Williams, Mitchel Greer, Vicky Van de Vuurst, Susan Seymore, Melissa Barrett

and Tom Hayes.

Absent: None

Also Present: Jack McCrady, Mayor Linda Rouse, Town Treasurer

Gavin Blevins, Town Manager Tuesday Pope, Town Clerk Kermit Turner, Police Lieutenant 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 April Minutes:

• Mr. Greer made a motion to approve the May 7, 2018 Regular Called Council Meeting Minutes, as presented, 2nd by Mr. Hayes. The motion passed (6-0).

• Ms. Barrett made a motion to approve the May 29, 2018 Special Called Council Meeting Minutes, as presented, 2nd by Mr. Hayes. The motion passed (5-0-1, Ms. Van de Vuurst abstained).

Mayor McCrady asked for approval of the agenda.

• Mr. Williams made a motion to approve the agenda with one additional topic (Roy Wright Park) as presented, with one additional topic (Roy Wright Park), 2nd by Ms. Seymore. The motion passed (6-0).

7:05pm - Public Hearing, 2018-19FY Proposed Budget (synopsis follows):

Mayor McCrady opened the Hearing for public comments. There were no comments to be heard.

Mayor McCrady closed the Public Hearing and returned to open session, reporting that as of July 1, 2018 the

Town will debt free for the 1st time.

Committee Reports Budget, Finance, and Administration: Ms. Seymore deferred to the Town Treasurer, Linda Rouse, who submitted the following report for the previous month:

TAXES: We have collected 89.52% of 2018 1st half real estate taxes and the rate for all years is 97.01%. 2017

personal property collection rate improved another 2.20% to 86.41% and all years is now 88.37%.

Business Licenses: We have issued 69 business licenses, or 70% of our total businesses and 1 Itinerate merchant

license for Yellow Deli Hiddenite, LLC. I will be sending out reminder notices to those who have not renewed.

VML Insurance: We received our 2018-2019 policy renewal statement in the amount of $25,304.

Virginia Investment Pool: Our current balance as of 5-31-18 in our regular reserve fund is $51,562 and the balance

in the police vehicle reserve is $30,090. The ending rate was 1.96%.

Budget: Recommend we approve and adopt the 2018-2019 budget for the Town of Damascus in the amount of

$3,103,110.

• Mr. Williams made a motion to adopt the proposed 2018-19FY budget, as recommended, 2nd by Ms.

Seymore. 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: We have several flooding and water issues that we’re dealing with, shoulder and alley work and puddles on the Creeper trail. We hauled several loads of brush Thursday and Friday last week and should get caught up on brush by mid-week. Hopefully, we will also get mowing and trimming caught up this week. The Town Pool is up and going after several minor issues delayed opening. Water loss appears to be minor. There is some repair work to do in the park, (road behind shelter), and regrassing. Mr. Williams reported receiving an email from Wayne Miller (VCT Club) about trail blockage due to a large fallen tree limb. A Public Works employee came in on Sunday to remove the blockage. Mr. Greer stated the Public Works Dept. is having problems with a vehicle’s air conditioning and clutch. They have received quotes for the repairs.

• Mr. Greer made a motion to approve up to $3,000 from capital outlay, and once it’s exhausted the VIP fund, for repairs. Mr. Williams 2nd the motion, which passed (6-0).

Parks and Recreation: Mr. Williams reported the Abingdon Parks & Recreation Dept. has offered to let us use their equipment for resurfacing on the Creeper Trail. E&E Committee – Ms. Barrett reported the upcoming Mountains of Music Homecoming Tour’s concert in Damascus is coming up on June 15th at 7pm, and the next committee meeting will be on Thursday at 5:15. The committee will need to provide food/refreshments for ten musicians. Ms. Van de Vuurst reported that the Farmers Market is up and rolling and seems to be doing well. New vendors are still being added weekly.

Planning Commission: Mr. Blevins reported that the Planning Commission had one member resign at the May meeting (Dottie Knapp), and does not yet have a recommendation for a new member.

Police and Fire Advisory: Mr. Hayes deferred to the following P.D. activity report for the previous month, as presented by Lieutenant Turner: Operations: May 2018, Damascus Officers handled 84 calls and made 13 criminal arrest. We have taken 19 investigative reports. Traffic Enforcement Activities: 9 traffic citations issued along with 5 warnings. I am getting questions about posting speed limit signs on some of the smaller roads and alleys. Speeding complaint areas include: Cemetery Ridge Road / Hillcrest Avenue.

Special Report: We feel Trail Days went well. We made 8 arrest and no major incidents were reported. The parade went well with no issues reported. We have received some request from DCJS regarding past seizures from 2007 to 2013. Apparently the proper paperwork had not been filed so we are having to go back and research cases. So far the only one where we will have to pay back money is from the sale of a Toyota Camry in 2013. When a seizure occurs and a forfeiture is granted over the $500.00 amount that amount must go to DCJS for asset sharing. We will need to write a check to DCJS for $976.00 dollars the amount of the sale of the vehicle, which will then be distributed back to us and the Commonwealth Attorney’s office after DCJS takes their percentage. We conducted scam awareness training at the Senior Citizens group on Wednesday the 30th.

Special Notes: Police Vehicles: The Explorer is in to be fixed now that Andy is out of the academy. We did receive payment from the other individual’s insurance. Auxiliary: The auxiliary performed very well at Trail Days and we appreciate their work.

Damascus Volunteer Fire Department Chief Turner stated the department has responded to a total of 88 calls since January 1st and will provide a detailed monthly report next week. (Report follows)

Special Committees Ms. Van de Vuurst stated the Damascus Business Group will have their June meeting on the 19th at Mojo’s.

Manager’s Report Mr. Blevins submitted the following Town Manager’s Report: Beaver Dam Creek Trail - VDOT

o Fabrication of the bridge is still underway. o The contractors have been on site grubbing, grading and preparing the bridge abutments.

ARC – Damascus Waterfront Development Initiative

o Designs are entering completion; the engineers are just finishing up the specifics for the utilities on the stage. o The construction and bid documents will be ready by the end of June. Mr. McCrady asked when the Town will need to have everything salvaged from the car lot property. Mr. Blevins replied that we must have everything we want to retain removed from the property before the construction/demolition phase begins.

CDBG – Downtown Revitalization

o Construction drawings for the trail/streetscape are being completed and prepared for bid by the end of this month. o Façade construction drawings have all been completed, many of the easements have already been secured as well. o The Adventure Damascus, Blue Blaze, Damascus Diner, Damascus Pizza Co./Bakery, and FCU/Aaron’s Satellites

facades were advertised for bid on May 30th, and the public bid opening is scheduled for 3:00 PM on June 27th.

ARC POWER Initiative – Trail Center

o Exterior design of the building has been completed; final designs for the landscaping and restroom facilities have been completed; bidding of the project should commence mid-late June, with bid opening in July.

o Design of the exhibition materials will continue during the bid phase.

Miscellaneous

o VTC MLP: final expenditures for the 2016 campaign are in the works; the budget revision for the 2017 campaign will hopefully be submitted later this month.

The Creeper Trail Club will submit for an MLP grant and we may need to use some of our award toward a match. o The Healthy Community Action Team (HCAT) grant: awards have not been announced to the best of my knowledge. o Brand Ambassador Program: still working on the application for the program. o LOVEwork: illustrations are still being completed before bidding out this project.

Old Business In referencing the previous conversations with the Veteran’s Memorial Committee about the fencing project in Town Park they proposed, Mayor McCrady stated that we cannot put/allow fencing in a floodway, but it would look nice with a rope barrier, which would still serve as a barrier against vehicle traffic.

• Ms. Seymore made a motion to authorize the Veteran’s Memorial Committee to install three posts with 10ft. roping centers in front of the Wheel of Freedom Memorial at the Southern end of Town Park. Ms. Barrett 2nd the motion, which passed (6-0).

New Business A Land Use Permit Application was submitted for use of the Town Park gazebo for the 2018 Creeper Trail Ride to End Cancer in July. Mr. McCrady stated that the Council had previously discussed charging a fee for installing and removing the light pole banners due to the labor expense incurred by the Public Works crew and asked what the will of the Council is on the matter.

• Mr. Greer made a motion to authorize charging the standard park use fees for the CTREC event, 2nd by Ms. Van de Vuurst. The motion passed (6-0).

• Mr. Greer made a motion not to charge the annual CTREC fundraiser for the installation and removal of the light post banners throughout Town because the brackets remain up year-round and now the Town has decorative banners to use in them as well, etc. Ms. Van de Vuurst 2nd the motion, which passed (6-0).

Council Members Reports Ms. Seymore requested holding a special recognition for the Creekside Park just before the July Council Meeting calls to order at 7pm. Mr. Williams reported that we need to set a date for Independence Day celebration, and it was the consensus of the Council to hold the event on July 3rd, as it is the traditional date for the fireworks show in Damascus, with the rain date on Labor Day. Mayor McCrady reported a lot of street lights are out and need to be flagged and reported again. Mayor McCrady also reported the Town has received several complaints from residents about the sidewalks through Town being cluttered or having items sitting on them that hinder the flow of foot traffic, causing safety hazards for pedestrian traffic. The Town Manager will be notifying merchants to clear off the sidewalks at their locations, per the Code of Damascus, and the Town will order and install benches in the areas between the sidewalk and the parking spaces in order to continue accommodating sitting areas outside of businesses. The Council will need to decide on the bench design for installation so they can be ordered, and Mr. Blevins has found three options for consideration. The Council discussed bench options and decided on a basic design style.

• Mr. Greer made a motion to order benches that are a basic sleek metal design, and preferably 5ft. long. Mr. Williams 2nd the motion, which passed (6-0).

Mayor McCrady stated that he recently learned of the provision for naming/designation of our Town Park, which was donated to the Town by Roy Wright and his wife in 1986. The requirements for the donation included the property be posted or designated as the Roy Wright Park; may not be blocked off from public use; and these requirements be filled always. The Mayor suggesting ordering a memorial plaque to be posted in the park honoring this gift from the Roy Wright family.

• Mr. Hayes made a motion to designate a portion of the Town Park, by installing a memorial plaque, as a gift from Roy Wright and family (and all requirements included). Mr. Williams 2nd the motion, which passes (6-0).

Citizens Comments Thomas Corenevsty of Raleigh N, an Appalachian Trail hiker, wanted to congratulate the Town on the success of Trail Days. This was his first time attending and he was pleasantly surprised that the event offers programs, documentaries, movies, forums, book signings, demonstrations, and is so much more than the misconceptions of just being a big party. He suggested contacting various major media outlets around the US, and in other Countries, to promote the ancillary things so more people who have never been will be aware of the event, and the Town.

Announcements UPCOMING EVENTS & OTHER ANNOUNCEMENTS:

1. June 2nd- Dam Yeti 50M/50K Endurance Run/ Creeper Trail Cottages

2. June 15th- TCR Mountains of Music Homecoming Tour/ Rock school, 7pm

3. June 24th- Iron Mountain 100K Bike Race

For information on upcoming events, visit our website www.visitdamascus.org

Consent Agenda • Mr. Williams made a motion to pay the bills for invoices exceeding $500, 2nd by Ms. Van de Vuurst.

The motion passed (6-0).

• Ms. Seymore made a motion to pay the bills, 2nd by Mr. Greer. The motion passed (6-0).

• Mr. Williams made a motion to recess into Closed Session for the following items, and Robert Van de Vuurst was invited to remain: i. Discussion, consideration, or interviews of prospective candidates for employment; assignment,

appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body, per VA Code Sec. 2.2-3711 (A)(1); and,

ii. Consultation and briefings by staff members or consultants pertaining to actual or probable litigation, where such consultation or briefing in open meeting would adversely affect the negotiating or litigating posture of the public body, per VA Code Sec. 2.2-3711 (A)(7).

✓ The motion was 2nd by Mr. Greer and passed (6-0).

• Mr. Williams made a motion to return to open session, 2nd by Mr. Greer; the motion passed (6-0).

• Ms. Van de Vuurst made a motion to certify, 2nd by Ms. Barrett; the motion passed (6-0). At the May 29th Special Called Council Meeting, the Council voted to contract for services with Bragg Law PLC, but the hourly rate approved is incorrect, so the vote needs to happen again but at the correct rate.

• Ms. Seymore made a motion to execute a contract with Bragg Law PLC, at a rate of $150/hour and $75/hour travel expenses. Mr. Greer 2nd the motion, which passed (6-0).

Ms. Seymore expressed concerns about the abundance of free food being served during Trail Days. As mission work and helping others is excellent, but in excess it directly takes business away from our restaurants in Town.

• Ms. Barrett made a motion to adjourn, 2nd by Mr. Williams; the motion passed (6-0).

____________________________________ _________________________________ Jack McCrady, Mayor Tuesday Pope, Clerk