DAMASCUS TOWN COUNCIL Minutes for October 02, 2017

7:00pm Regular Council Meeting

Council Members Present: Tim Williams, Mitchel Greer, Susan Seymore, Melissa Barrett, and

Vicky Van de Vuurst.

Absent: Tom Hayes

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

Gavin Blevins, Town Manager Tuesday Pope, Town Clerk Mike Hounshell, Police Chief 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 September Minutes:

• Ms. Seymore made a motion to approve the September 11, 2017 Regular Called Council Meeting Minutes, as presented, 2nd by Ms. Van de Vuurst. The motion passed (5-0).

Mayor McCrady asked for approval of the agenda.

• Mr. Greer made a motion to approve the agenda as presented. Mr. Williams 2nd the motion, which passed (5-0).

7:05pm: Mayor McCrady opened a Public Hearing to entertain public comments regarding a proposed ordinance to amend the Town’s purchase procedures regarding procurement of goods and services. There were no public comments to be heard, and Mayor McCrady closed the Public Hearing. Mayor McCrady asked for Council members comments or questions regarding the proposed ordinance. Hearing none, the Mayor asked the wished of the Council.

• Ms. Van de Vuurst made a motion to adopt the proposed Ordinance, as presented. Ms. Seymore 2nd the motion, which passed (5-0). The Ordinance follows:

Mike Rush, a November election candidate for the Taylors District seat on the Washington County Board of Supervisors, addressed the Council with his wishes to foster a good working relationship and open communication between the Town and County governments. The candidate was open for any questions and invited everyone to attend his upcoming free ‘Meet Mike Rush’ event scheduled for October 22 in the Town Park.

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

TAXES: Our collection rate for personal property has improved 2.05% to 83.79 for 2016 and 86.99 for all

years with several payments received due to past due notices mailed in September. Real property

collection rate also improved slightly to 93.40% for 2017 and 96.18% for all years. The 2nd half of real

property and personal property notices will be mailed in October.

Virginia Investment Pool: The approved $51,006 was transferred to our reserve account. A print-out

showing the current balance of $51,031.65 is included in your council packet.

DMV STOPS: Working to prepare a list of delinquent taxpayers to match with VIN #s to begin the stop

process.

Business Licenses: Issued new license for Wheelin & Dealin – an Indoor Flea Market located @ 335 E

Laurel Ave. Owners are William & Nicole Heward.

Streets, Lights and Maintenance: Mr. Greer referred to the following report on the department’s operations for the month of July, which was submitted by the Public Works supervisor, Joe Fritts:

The dry weather is bringing the mowing season to a faster end, but some areas will continue to need limited work for a week or so. The County has solved their issues and resumed full disposal of brush, so that will not be a problem for the Town or its citizens. Our brush pickup has been averaging a dump truck load a week, and the county has increased the fee from $20 to $35 each, and we plan to begin trimming along the Creeper Trail so the frequency will go up. We also plan to work on the sites in the new campground. We have put the newer Bucket Truck in to service. Work on it has taken longer than anticipated, and has also delayed us solving other mechanical issues. Other problems should now be quickly eliminated. All building winterization will be completed by November 1st, including the pool area and the river restrooms. To delay (closing) longer risks severe damage. Fall pickup of leaves will begin very shortly and continue daily until completed. All leaves should be placed close to the curb for pickup. Please separate brush and trash, from leaves.

Mr. Greer and Mr. Williams reported examining the street on red hill, and have determined that some patching and paving need to be done in that area. Mr. Greer also reported several of the Public Works vehicles and equipment are no longer needed and can be bid out for sale. It was the consensus of the Council to advertise for sealed bids on the items. The advertisement follows:

NOTICE IS HEREBY GIVEN that the Town of Damascus will be taking sealed bids for surplus vehicles and

equipment, including: 1) 1986 Isuzu NPR Diesel Truck with Supervac System, 161,307 miles, 6-speed manual,

Kubota power unit (on rear) with low hours on rebuild; 2) 1985 Chevrolet 4x4 Pickup, 6.2 Diesel, 44,758 miles,

automatic transmission 3) 1995 Ford F-Super Duty Utility Truck, 7.5 g engine, 179,483 miles, automatic

transmission 4) 2006 Ford Crown Victoria, 4.6 gas engine, 151,548 miles, automatic transmission 5) John Deere

425 commercial mower, water-cooled Kawasaki gas engine, 60-in hydraulic deck, hydrostatic transmission

(includes 2nd parts mower). The Town will accept separate sealed bids until 5:00 PM on Friday, December 01 at

the Damascus Town Hall in person or by mail at P.O. Box 576, Damascus, VA 24236. Bids received by the above

date will be opened and read publicly at 7:15 PM on Monday, December 04 at the Damascus Town Hall. Award

will go to highest bidder. The Town of Damascus reserves the right to reject any or all bids which, in its judgment,

will be to the best interest of the public. Only sealed bids will be considered. Bids shall remain firm for 30 days.

Parks and Recreation: Mr. Williams reported that several sponsorship confirmations have already been received for the 2018 Trail Days festival. Mr. Williams also reported that the new basketball court is ready for the post holes to be dug, and Miss Utility has cleared the spots for digging. E&E Committee – Ms. Barrett reported that the local band Virginia Ground has been secured for providing the first ‘Damascus Families Rock’ community event which is scheduled to take place on Oct. 28th.

Planning Commission: Mr. Blevins reported that the Planning Commission is still in the process of revising and updating Town Code Ordinances.

Police and Fire Advisory: Mr. Hayes deferred to the following P.D. activity report for the month of August, as presented by Chief Hounshell:

Operations: September 2017, Damascus Officers handled 90 calls for service have taken 11 investigative reports and made 4 criminal arrest. One missing person on the AT was investigated and cleared. One unlawful burning ordinance citation was issued.

Traffic Enforcement Activities: 14 citations were issued for the month of September and 4 warnings.

Speeding complaint areas include Highway 58 and Highway 91.

Special Report: Commercial motor vehicle enforcement Trooper Fore came over and we inspected some trucks. He showed me what to look for regarding exhaust and some other equipment infractions. We got the word out to the drivers asking for the limited use of the Jake brakes in town. He plans to come back for more inspections. We now have the prescription take back box mounted in the Police Dept. Citizens can bring unused medication any time between 9am and 5pm. We ordered a couple new crosswalk signs and they should be in this week. This was purchased with the Byrne Grant. I took a look at the speeding complaint brought up last meeting by Ms. Van de Vuurst. Liberty St. is unposted which means its 25mph like Laurel Ave. In my opinion, 25 is much too fast for a small ally way like that. I am unsure if the council can post slower speeds for roadways like that, but if so, it would be my recommendation to do so. * Mr. Blevins agreed to check on the required procedures for changing the speed limit. We are moving ahead with the Take Back Your Community Event and are scheduled for October 28th. A community march will begin at 1:30pm down Laurel Ave for anyone that would like to attend.

Special Notes: K9: Demonstration for the kids at the Farmer’s Market Fall Festival VDOT Work Crew: No contact Police Vehicles: I will need to get tires for the Dodge Charger. It was the consensus of the Council to go ahead with the tire purchase, as needed. Auxiliary: No issues

Damascus Volunteer Fire Department The following report was submitted by Chief Turner referencing the Fire Department’s operations for the previous month:

Mr. Williams stated that Roger Reynolds, a member of the Creeper Trail Club and the Creeper Trail Advisory Board, asked to extend his appreciation to the Damascus Volunteer Fire Dept., Chief Turner, and Hunter Farris for meeting club members at the Creeper Trail bathrooms at Straight Branch to provide the water supply for cleaning them. Their time and effort were very much appreciated.

Special Committees Ms. Van de Vuurst reported the monthly meeting for the Damascus Business Group will be combined with the Events Committee in October for collaboration on the Damascus Families Rock/Take Back Your Community event that’s coming up.

Ms. Van de Vuurst also reported that the Farmers Market’s Fall Festival was a great success, with special thanks being given to Tuesday, Sarah, and Linda for their help.

Manager’s Report Mr. Blevins submitted the following Town Manager’s Report:

Beaverdam Creek Trail

I am still awaiting approved from VDOT Central before we can award the construction contract to Boring Construction Inc. (the low bidder). I have requested that Hill Studio go ahead and prepare a draft contract. ARC Grant

Design continues on the stage to narrow down what best suites the Town’s needs. Final designs for the path and roadway are being completed now for bid documents.

CDBG Grant

Work continues to get all the façades approved for the first round and out to bid. I will be getting the next round of facades moving soon thereafter. Wayfinding design has begun.

ARC POWER Initiative (Trail Center)

Friends of SWVA has executed contracts with DHCD. The Management Plan [attached] for the project is ready for approval, and so is the Memorandum of Understanding [attached] between Friends and the Town.

• Mr. Greer made a motion to authorize the Mayor to sign the Management Plan, as presented. Mr. Williams 2nd the motion, which passed (5-0). The management plan follows:

• Mr. Williams made a motion for authorization to sign the MOU, as presented. Ms. Seymore 2nd the motion, which passed (5-0). The executed MOU follows:

With Council approval, the Town can get under contract with McCarty Holsaple McCarty and the design process can begin.

• Mr. Greer made a motion to authorize a contractual agreement between the Town and

McCarty Holsaple McCarty, as recommended. Ms. Van de Vuurst 2nd the motion, which

passed (5-0).

VTC Market Leverage Program

Progress this month has been slow, but with updated purchase procedures, the campaign can push forward more efficiently. LOVEwork designs are being cleaned up to allow for better construction design.

Old Business Nothing to report at this time.

New Business Ms. Barrett stated that she would like for the Town to undertake a beautification project to create an attractive water fountain where the water pipe comes out of the mountain near the Appalachian Trail steps. Mayor McCrady stated that both sides of the highway along there belong to the Forest Service, with a VDOT right-of-way, so although it is a nice idea, the Town cannot consider a project at that location.

Council Members Reports Ms. Seymore stated that she has heard a lot of great things about the YETI race that recently took place, and knows that it brought a lot of additional business into Damascus. She commended Buddy and Shawn Albro for their participation in hosting the event and bringing it to Damascus. Mr. Blevins presented a plaque to the Council, complete with the official belt buckle, from the YETI race coordinator as a thank you gift and souvenir.

Citizens Comments Ralph Wilson, 125 East Laurel Ave., suggested the use of a flashing radar/speed limit sign in Town to help deter people from speeding. He also inquired if Damascus has a designated historic district, and suggested looking into whether doing this might be beneficial.

Announcements October 9th - Town Hall will be CLOSED in observance of Columbus Day

October 21st – One Way Ministries’ Fall Carnival in the Park October 22nd – ‘Meet Mike Rush’, Board of Supervisors candidate. Food, inflatables, and music by Phantom in the Park from 2-4pm.

October 28th – ‘Damascus Families Rock’ community event, sponsored by Highlands Community Services, and DEA ‘Drug Take Back’ at the caboose. 1:30-5pm.

October 31st - Halloween Observed

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

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

the motion passed (5-0).

• Mr. Williams made a motion to pay the bills, 2nd by Ms. Barrett; the motion passed (5-0).

• Mr. Greer made a motion to recess into Closed Session for discussion of the following items:

i. Discussion and consideration of personnel matters, per VA Code Sec. 2.2-3711 (A)(1); and

✓ The motion was 2nd by Mr. Williams, and passed (5-0).

• Ms. Seymore made a motion to return to open session, 2nd by Ms. Van de Vuurst; the motion passed (5-0).

• Mr. Greer made a motion to certify, 2nd by Mr. Williams; the motion passed (5-0).

• Mr. Williams made a motion to adjourn, 2nd by Ms. Barrett; the motion passed (5-0).