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MINUTES OCOTBER 25, 2011 CALL TO ORDER: The Shenandoah Town Council held its regular meeting on Tuesday, October 25, 2011, at 7:00 p.m., with Mayor Clinton O. Lucas, Jr., presiding. ATTENDANCE: Council Members present were: Mayor Clinton O. Lucas, Jr.; Vice Mayor William L. Kite; Councilmen Russell Comer, Jr.; Charles Jenkins; I. Michael Lowe; Richard Pierce; and Keith Sampson. Council Members absent were: None. Citizens present were: Shenandoah Volunteer Fire Company President Jamie Harris and Daniel Smith. Media Representatives: Rebecca Armstrong, The Page News & Courier. RECEIVING OF VISITORS Mayor Lucas noted Daniel Smith has requested permission to address Council regarding a construction project for a disabled Town citizen. Council agreed to allow him to speak during this period. Mr. Smith stated he would like to build a handicap ramp for Ron Beebe, who recently suffered a stroke, and will be returning home by November 19, 2011. He stated Mr. Beebe is confined to a wheelchair at this time. He stated Mr. Beebe’s residence is on the hillside at the intersection of Fifth Street and Maryland Avenue. They would like for the ramp to extend into the street to accommodate their needs for access to the home. Jamie Harris stated he drives for the rescue squad and noted without this ramp it would be very difficult to get Mr. Beebe out of his residence in an emergency. He stated he could provide that in writing, if needed. Council stated they would like to assist, but noted the streets belong to the Virginia Department of Transportation (VDOT). Therefore, VDOT would need to approve anything extending out into the street right-of-way. Town Manager Dovel agreed to discuss this matter with VDOT to determine whether or not they could approve it. OCTOBER 11, 2011, REGULAR MEETING MINUTES: Councilman Pierce stated the October 11, 2011, minutes need to be corrected to state KVK Precision Specialties has facilities in Roanoke and Fishersville. The minutes stated Weyers Cave rather than Fishersville. A Motion was made by Councilman Pierce, seconded by Councilman Sampson, to approve the Regular Meeting Minutes held on October 11, 2011, as corrected. Members Vote was as follows: YEA: Vice Mayor Kite NAY: None. ABSTAIN: Mayor Lucas. APPROVAL OF BILLS: Councilman Sampson stated they are on sensors and some are shaded by trees at different times of the evening causing them to go off at different times, which caused a fluctuation in the bill. Councilman Jenkins inquired about where 250 feet of cable was used? Town Manager Dovel stated it was purchased by the Parks and Recreation Department, but he would have to ask them where they used it. Regarding the battery powered saw, he noted it was purchased for the Public Works Department. Councilman Lowe inquired about where the 50 bales of straw was used? Town Manager Dovel stated it was used at the River Park for the volleyball court area. He noted state regulations require the area be seeded and straw put down, so the new dirt does not run into the river. Councilman Sampson stated the Parks and Recreation employees need to be reminded to contact him prior to purchases being made, as there may not be money left in the budget. There being no further questions or comments, a Motion was made by Vice Mayor Kite, seconded by Councilman Sampson, to approve the bills, dated October 25, 2011, in the Combined Accounts Disbursements Warrants #30075 - #30097 in the amount of $46,299.46. Members Roll Call Vote was as follows: YEA: Vice Mayor Kite NAY: None. ABSTAIN: Mayor Lucas. TREASURER'S REPORT: Mayor Lucas read the Treasurer’s report, submitted by Treasurer Cindy Breeden, for October 25, 2011. A Motion was made by Councilman Sampson, seconded by Councilman Lowe, to approve the October 25, 2011, Treasurer’s report in the amount of $1,219,367.53, as read. Members Vote was as follows: YEA: Vice Mayor Kite NAY: None. ABSTAIN: Mayor Lucas. Item # 1 – Mayor Lucas and Council Members discussed a request for a donation to the Shenandoah Merchants Association to help support their Annual Christmas decorating contest. It was noted the contest has been extended to anyone living within the 22849 zip code. Councilman Sampson stated he objects to giving Town taxpayers money to a contest where winners may not live within the Town limits. Vice Mayor Kite stated he did not have objections to the donation because many of the people who support Town businesses live outside the Town limits. He noted the Town’s cigarette tax has brought in a lot more money than expected and many of the people purchasing cigarettes live outside the Town limits as well. Therefore, he stated the purchases well offset the $150 donation. Councilman Jenkins noted other donations were given in the past for ball teams and other causes that were outside the Town limits. Following the discussion, a Motion was made by Councilman Sampson, seconded by Councilman Pierce, to deny the request from the Shenandoah Merchants Association for a $150 donation toward their Christmas decorating contest. Members Roll Call Vote was as follows: YEA: Councilman Pierce NAY: Vice Chairman ABSTAIN: Mayor Lucas. Mayor Lucas stated in view of the vote, the $150 would be donated to the Shenandoah Merchants Association to help support their Annual Christmas decorating contest. Mayor Lucas and Council Members thanked all the volunteers and sponsors. Item # 6 – Mayor Lucas reported there will be a special Town Council meeting on Wednesday, November 2nd at 6 p.m., at the Shenandoah Community Center to meet with residents of Comer Lane and Wahnona Avenue regarding address issues in this neighborhood. Representatives of Page County GIS and Emergency Services will also attend the meeting. Item # 7 – Mayor Lucas reminded everyone the Shenandoah Volunteer Fire Company will hold a Bluegrass Benefit and Auction on October 29th beginning at 3 p.m. at the Shenandoah Community Center. Admission is free, but donations will be appreciated to benefit the fire company. WATER & SEWER A Motion was made by Vice Chairman Kite, seconded by Councilman Lowe, to approve water and sewer tap applications of Tim Sutherland of 320 Locustdale Loop, as presented. Members Vote was as follows: YEA: Vice Mayor Kite NAY: None. ABSTAIN: Mayor Lucas. Council discussed this home appears to be a double-wide, and the Town requires it to be placed on a permanent foundation. There is no active property owners association in the subdivision to ensure covenants are complied with. Councilman Jenkins inquired if the Town has a set policy for situations when a customer’s water bill is high? He noted the office staff take the brunt of the customer’s complaints and felt a written policy may help, if one is not in place already. Town Manager Dovel stated the procedures are outlined in the Town Code. He noted once the readings are obtained, any high bills are rechecked. If a leak is found the property owner is notified of the problem. If the leak does not go down the Town sewer, then this portion of the bill is adjusted. The water usage can never be adjusted due to grants and loans the Town has obtained in the past. Councilman Pierce reported Carroll Cubbage agreed to remove the trees on the Town’s lot, adjacent to Mr. Cubbage’s property on Second Street, without charge to the Town. However, Greg Vaughan, who is purchasing the house and lot from Mr. Cubbage, did not want the trees removed. Councilman Jenkins stated the retaining wall at Town Hall does need attention as it is leaning and bowing out in some areas. He suggested there is a possibility the wall may be saved if anchors are installed. He requested the Town Public Works employees dig down to the footer and he would inspect it to determine the best solution. Council Members agreed to try to save the retaining wall at Town Hall by placing anchors on it. Mayor Lucas and Council Members briefly discussed recent issues with people breaking in vacant homes and stealing items, including copper water pipes. They also noted there seems to be more young people walking the streets late at night or in the very early morning hours. Also, it was noted people are trespassing on the fire company carnival grounds as well. They agreed to request the police department increase patrols in certain areas of Town. There was nothing to report during this period.
Committee Chairman Sampson then reported the following Parks and Recreation News: He reminded everyone the Terror Trail will be operating from 7 p.m. until 11 p.m. at Big Gem Park on Friday, October 28th and Saturday, October 29th. This event benefits the Page Valley Community Tennis Association and the Shenandoah Indians Baseball Club. Councilman Jenkins stated the keycard entry system was easy to install at the batting cage and is working properly now. INDUSTRIAL, ECONOMIC DEVELOPMENT & PROCUREMENT There was nothing to report during this period. Mayor Lucas stated he presented Zachary Triggs with the November Community Enhancement Award during his Eagle Scout ceremony on Sunday, October 23rd. Mr. Triggs built a new picnic shelter for use at the ballpark. There was nothing to report during this period. POLICE REPORT There was nothing further to report during this period. UNFINISHED BUSINESS There was no unfinished business to come before Council during this period.
NEW BUSINESS There was no new business to come before the Council during this period. Town Manager Dovel reported the fire company would like to erect a sign along US Highway 340 at Big Gem Park to announce fire danger information to the public. Fire Company President Jamie Harris stated the Virginia Department of Forestry donated the sign and would like for them to erect it on the South end of Town to alert residents of burning regulations. Council Members agreed the sign could be located on the Big Gem property, providing it meets the Virginia Department of Transportation regulations. Town Manager Dovel stated he received a quote of $90 each for 100 more water meters. He noted once they are installed another 100 meters should finish the electronic read system. A Motion was made by Councilman Jenkins, seconded by Councilman Sampson, to authorize purchasing 100 water meters for $9,000. Members Roll Call Vote was as follows: YEA: Vice Mayor Kite NAY: None. ABSTAIN: Mayor Lucas. Town Manager Dovel then stated the sewer plant’s actuator has not been repaired yet due to a delay in receiving the repair kit, which is on back order. However, things are still operating smoothly at the plant with the employees turning on the system by hand in a 12 hour shift. MAYOR’S REPORT Mayor Lucas reported he recently assisted Habitat for Humanity and EMCO with their Blitz Build for a new duplex in Luray. He stated it was amazing to see how much can be accomplished with unskilled volunteer labor and just a few skilled supervisors. Mayor Lucas stated Christ United Methodist Church Auction Committee has donated approximately $21,000 for the Veterans Memorial Park on Virginia Avenue. He stated they are in need of an additional $3,000 to bring phase one of this park to completion. He requested the Town donate this amount to finish phase one of the park. He explained the park will be dedicated after phase one is finished, which will include a memorial or in honor of wall with engraved bricks. Second phase plans include a gazebo and mural on the concrete wall. Therefore, a Motion was made by Councilman Jenkins, seconded by Councilman Lowe, to authorize spending up to $3,000 on the Veterans Memorial Park. Members Roll Call Vote was as follows: YEA: Vice Mayor Kite NAY: None. ABSTAIN: Mayor Lucas and Councilman Pierce. Councilman Pierce stated he abstained from voting since he is a member of the church auction committee. 1. Councilman Pierce stated he was very pleased with the way Mayor Lucas and other Council Members conducted themselves at a recent Board of Supervisors meeting, where they were present to offer support of the Shenandoah Speedway due to its economic importance to Page County. He noted the Town had previously requested to be on the Board’s agenda, but the Chairman denied this request. He stated although the Board of Supervisors Chairman did not want to recognize the Town Council at the beginning of the meeting, other Board Members held a vote to allow them to speak. Therefore, the Council was able to speak at the beginning of the meeting rather than wait until the end. Councilman Comer stated Mr. Vaughan was very appreciative of the Town’s support for the speedway. 2. Shenandoah Volunteer Fire Company President Jamie Harris requested VDOT or the Town repair the grate near the rescue squad building (the grate keeps coming loose); repair or replace curb around hydrant in front of the firehouse; and clear brush from fire hydrants near Autumn Ridge Apartments. He then thanked the Town for their assistance and noted he is willing to assist the Town wherever possible as well. There being no further discussion, a Motion was made by Councilman Sampson, seconded by Vice Mayor Kite, to adjourn the meeting at 8:35 p.m. Members Vote was as follows:
ABSTAIN: Mayor Lucas.
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