Town Council Actions 9-24-13 & Meeting Minutes 9-10-13

Town Council Actions 9-24-13

  1. Shenandoah VFW presented an appreciation of service plaque to Mayor Clinton O. Lucas, Jr., for his hard work and dedication in serving veterans.  Mayor Lucas is instrumental in welcoming and presenting activities at events such as the Wounded Warriors, the Annual Memorial Day Ceremony, and the Annual Veterans Service at Veterans Park.
  2. To comply with the law, rescinded motion to set rate at $4 for debit and credit card use for tax payments.  Authorized charging $3.95 convenience fee for tax payments by credit or debit cards. 
  3. Authorized having Town Hall or Stevens Cottage to serve as a rest stop for a bicycle ride that will begin in Page County and run through the Town of Shenandoah on October 12th.  Page Valley Cycling is organizing the event.  Contact is Chris Gould at 202-365-0186 or email at This e-mail address is being protected from spambots. You need JavaScript enabled to view it   
  4. September is National Recovery Month and a celebration will be held on Saturday, September 28th from 11 a.m. until 4:00 p.m., at Christ United Methodist Church.  Nancy Boyer is the contact person at 540-652-1401. 
  5. The Gus Bus holds a reading road show to help promote literacy for children.  The bus is supported by donations and the Office on Children and Youth at JMU with the following regular schedule in the Town of Shenandoah:  Monday from 5 p.m. until 6 p.m. on South Second Street and 6 p.m. to 7 p.m. on Denver Avenue.  Parents may bring children to the bus during this time for reading activities.  The Gus Bus also has a regular schedule in the Towns of Luray and Stanley. 
  6. Received the August 2013 Police Report for review. 
  7. Received the Town Budget Reports through August 2013 for review. 
  8. Received notice the U.S. Forest Service will hold a meeting on Wednesday, September 25th from 7 to 8:30 p.m., at the Town Hall in Shenandoah to provide background information for the proposed Cub Run Prescribed Burn, scheduled to take place in the spring of 2014.  More information may be obtained by contacting the Lee Ranger District at 540-984-4101 or by attending the meeting on 9/25/13.
  9. A Free Internet Business Clinic is scheduled for Saturday, October 12th from 11 a.m. until 4 p.m. at the Computer Center, 411 Second Street.  Experts will show you how to promote and advertise your business using technology.  There is absolutely no charge for this event, as it is sponsored by the Computer Center/Town of Shenandoah.  Seating is limited.  Register by calling 540-652-8773. 
  10. Council authorized updating the Comprehensive Plan with the assistance of the Northern Shenandoah Valley Regional Commission.  The estimated cost of the update is $5,000 and should be completed by January 1, 2014. 
  11. Parks and Recreation News: Authorized spraying sealing at Wig-Wam Village Playground.  
  12. Heard there will be a Veterans Service at 3 p.m. on Sunday, November 10, 2013, at Veterans Park in Shenandoah. 
  13. Heard there will be a Christmas Tree Lighting Ceremony at Big Gem Park.  Bill Kite will provide the musical entertainment.
  14. Work Orders:  repair the manhole cover in the alley behind the fire department; tape or plug the meter lid on Second Street.
  15. Heard the contractor is ready to begin installing the new water line along Williams Avenue to serve the residents on Shenandoah River Road.

 

MINUTES

TOWN COUNCIL

TOWN OF SHENANDOAH

REGULAR MEETING

 

 SEPTEMBER 10, 2013

 

CALL TO ORDER:    The Shenandoah Town Council held its regular meeting on Tuesday, September 10, 2013, at 7:00 p.m., with Mayor Clinton O. Lucas, Jr., presiding.

                                      

The meeting began Pledge of Allegiance.

 

ATTENDANCE:  Council Members present were:  Mayor Clinton O. Lucas, Jr.; Vice Mayor William Kite; Councilmen Russell Comer, Jr.; David M. Hinkle; Charles Jenkins; I. Michael Lowe; and Richard Pierce.

 

Council Members absent were:  None.  

 

Other Town Officials present were:  Juanita F. Roudabush, Assistant Town Manager/MMC; and Paul Davis, Chief of Police. 

 

Citizens present were:   Dolores Lackovitch; Bobby Comer, Sr.; Kenneth Good; and Mike Uram. 

 

Media Representatives:  Rebecca Armstrong, The Page News & Courier.   

 

RECEIVING OF VISITORS

 

1.  Mayor Lucas presented and appreciation of service plaque to the Shenandoah Volunteer Fire Company 70 for responding so quickly and efficiently to multiple fires and a accident that occurred simultaneously recently and also, for their continued dedication and service to the Town of Shenandoah residents and surrounding community.  He noted the SVFC 70 also provided great assistance with welcoming Combat Veterans Motorcycle Association, Chapter 27-2 when they arrived in Town on July 27, 2013. 

 

Bobby Comer, Sr. and Kenneth Good accepted this award on behalf of the Shenandoah Volunteer Fire Company 70 and noted their thanks for this recognition. 

 

2.  Mayor Lucas noted the Town wanted to present an appreciation of service plaque to C. W. Jarrell for being an active member of the Shenandoah Volunteer Fire Company 70 for 60 years.  He noted Mr. Jarrells was unable to attend the meeting and his plaque will be delivered to him.  He stated the Town is very appreciative of his past dedication and continued service to the community as an active volunteer fireman. 

 

3.  May Lucas then presented an appreciation of service plaque to Kenneth Good for being an active member of the Shenandoah Volunteer Fire Company 70 for 52 years.  He stated being

Active in any organization is no easy feat and for someone to serve this amount of years as a Volunteer Fireman is truly amazing.  On behalf of everyone at the Town of Shenandoah and surrounding community, Mayor Lucas thanked Mr. Good for all his past dedication and his continued service as an active member of the Shenandoah Volunteer Fire Company 70.

 

Mr. Good accepted the award and noted his appreciation to everyone.  

 

4.  Mayor Lucas then presented an appreciation of service plaque to Bobby Comer, Sr. for being an active member of the Shenandoah Volunteer Fire Company 70 for 50 years.  He stated Mr. Comer is still dedicated in serving the Town of Shenandoah and citizens of the surrounding area, as well.  Mayor Lucas noted his serving actively for 50 years is truly amazing and thanked Mr. Comer on behalf of the Town of Shenandoah and surrounding community for his past dedication and his continued service as an active member of the Shenandoah Volunteer Company 70.

 

Mr. Comer accepted the award and noted his appreciation to everyone. 

 

5.Mayor Lucas stated the September 2013 Community Enhancement Award is being given to Charles and Julie Thomas for renovations and landscaping at their property at 601 Second Street.

 

Councilman Pierce stated the Charles and Julie Thomas noted their appreciation for the award, and were sorry they were not able to attend the meeting tonight. 

 

Mayor Lucas stated they did a lot of work on the property and it really enhanced the community.  He stated their plaque will be delivered to them. 

 

AUGUST 27, 2013, REGULAR MEETING MINUTES:

 

A Motion was made by Councilman Jenkins, seconded by Councilman Pierce, to approve the Regular Meeting Minutes held on August 27, 2013, as presented.

 

Members Vote was as follows:

 

YEA:    Vice Mayor Kite                                           NAY:  None.

              Councilman Comer

              Councilman Hinkle

              Councilman Jenkins

              Councilman Lowe

              Councilman Pierce

 

ABSTAIN:  Mayor Lucas.

ABSENT:    None.

VOTE:        Unanimous in favor of motion.

 

 

APPROVAL OF BILLS:

 

Referring to warrant number 3207, Councilman Pierce stated he felt the Town should only obtain quotes on small loans from local banks in the future. 

 

Councilman Hinkle noted a larger bank was requiring the Town to sign statements that may not be legal for municipalities to do and having the Town Attorney research this, did cost a lot in legal fees. 

 

Due to the expense involved, it was the consensus of the Council for the Town to only obtain quotes from local banks for small loans. 

 

Councilman Pierce inquired about he charges on warrant number 32030 to the Department of Environmental Quality? 

 

Assistant Town Manager Roudabush stated this payment is for the Town’s yearly permit fees, which are assessed by the Department of Environmental Quality. 

 

There being no further questions or comments, a Motion was made by Vice Mayor Kite, seconded by Councilman Lowe, to approve the bills, dated September 10, 2013, in the Combined Accounts Disbursements Warrants #32009 - #32046 in the amount of $93,569.71.

 

Members Roll Call Vote was as follows:

 

YEA:    Vice Mayor Kite                                           NAY:  None.

              Councilman Comer

              Councilman Jenkins

              Councilman Hinkle

              Councilman Lowe

              Councilman Pierce

 

ABSTAIN:  Mayor Lucas.

ABSENT:    None.

VOTE:        Unanimous in favor of motion.

 

TREASURER'S REPORT:  Mayor Lucas read the Treasurer’s report, submitted by Treasurer Cindy Breeden, for September 10, 2013. 

 

A Motion was made by Councilman Hinkle, seconded by Councilman Comer, to approve the September 10, 2013, Treasurer’s report in the amount of $1,168,350.60, as read.

 

Members Vote was as follows:

 

 

YEA:    Vice Mayor Kite                                           NAY:  None.

              Councilman Comer

              Councilman Hinkle

              Councilman Jenkins

              Councilman Lowe

              Councilman Pierce

 

ABSTAIN:  Mayor Lucas.

ABSENT:    None.

VOTE:        Unanimous in favor of motion.

 

CORRESPONDENCE

 

Item # 1 – Mayor Lucas read the following Proclamation recognizing September 11, 2013, as the National Day of Service and Remembrance:

 

Mayoral Proclamation for

2013 September 11th National Day of Service and Remembrance

 

Whereas on September 11, 2001, the American people endured with courage and heroism the worst terrorist attack on U.S. soil in the nation’s history; and

 

Whereas in response to this tragedy, Americans across the country came together in a remarkable spirit of patriotism and unity and carried out countless acts of kindness, generosity, and compassion; and

 

Whereas community organizations and family members of 9/11 victims began observing the anniversary of September 11th as a charitable service day to honor the memory of those who were lost and those who united in response to the tragedy, including first-responders and volunteers; and

 

Whereas the Edward M. Kennedy Serve America Act, approved by Congress and enacted into law on April 21, 2009, requested September 11 to be observed and recognized as an annual “National Day of Service and Remembrance” and charged the Corporation for National and Community Services with leading this nationwide effort; and

 

Whereas participating in service and remembrance activities on September is an positive and respectful way to remember the lives of those lost, pay tribute to those who rose in service, and honor those who continue to serve our country today, including veterans, soldiers, military families, and first responders; and

 

Whereas September 11th National Day of Service and Remembrance activities are being organized by a wide range of nonprofits, faith-based and community groups, public agencies, educational institutions, private businesses, and other organizations across the nation; and

 

Whereas on September 11, 2013, and on the days leading up to and following this day, citizens of Town of Shenandoah, Virginia, have an opportunity to participate in activities that honor 9/11 victims and heroes by joining together in service projects to meet community needs.

 

NOW, THEREFORE, I, Clinton O. Lucas, Jr., Mayor of the Town of Shenandoah, Virginia proclaim September 11th a Day of Service and Remembrance in the Town of Shenandoah, Virginia, and call upon the people of Shenandoah to honor the lives and memories of those lost through participation in community service and remembrance ceremonies on this day and throughout the year. 

 

A Motion was made by Vice Mayor Kite, seconded by Councilman Pierce, to adopt the Proclamation recognizing September 11, 2013, as the National Day of Service and Remembrance.

 

Members Vote was as follows:

 

YEA:    Vice Mayor Kite                                           NAY:  None.

              Councilman Comer

              Councilman Hinkle

              Councilman Jenkins

              Councilman Lowe

              Councilman Pierce

 

ABSTAIN:  Mayor Lucas.

ABSENT:    None.

VOTE:        Unanimous in favor of motion.

 

Item # 2 – Mayor Lucas read a memorandum from Treasurer Breeden regarding credit and debit card use.  She explained the laws and regulations and requested Council to determine if they wanted to allow the Town to collect payments by credit and debit cards and if they wanted to assess a convenience fee.

 

Council briefly discussed the different state and federal laws and regulations regarding credit and debit card fees.  It was noted if the Town were to only assess a fee for use of the cards for tax payments only, then the Town could lose money each year.  However, since citizens request the convenience of using a debit or credit card, they would consider a trial period of one year.  After the trial period, the Council requested the Treasurer to report to them the amount of income versus the amount of charges for the card usage.   

 

Therefore, a Motion was made by Councilman Jenkins, seconded by Councilman Comer, to authorize accepting credit and debit cards for payments. 

 

Members Vote was as follows:

 

YEA:    Vice Mayor Kite                                           NAY:  None.

              Councilman Comer

              Councilman Hinkle

              Councilman Jenkins

              Councilman Lowe

              Councilman Pierce

 

ABSTAIN:  Mayor Lucas.

ABSENT:    None.

VOTE:        Unanimous in favor of motion.

 

A Motion was made by Councilman Pierce, seconded by Councilman Lowe, to authorize assessing a convenience fee of $4.00 for tax payments only.   

 

Members Vote was as follows:

 

YEA:    Vice Mayor Kite                                           NAY:  None.

              Councilman Comer

              Councilman Hinkle

              Councilman Jenkins

              Councilman Lowe

              Councilman Pierce

 

ABSTAIN:  Mayor Lucas.

ABSENT:    None.

VOTE:        Unanimous in favor of motion.

 

(CLERK’S NOTE:  Following this meeting it was learned the law only allows a convenience fee of up to $3.95.  Therefore, there will be a request, at the October 8, 2013 Council meeting, to rescind this motion and set the rate at $3.95.)

 

Item # 3 – Mayor Lucas and Council Members received a notice from General Registrar Carol Gaunt regarding deadlines to register to vote.  Citizens must be registered to vote by no later than 5 p.m. on October 15, 2013, to vote in the general elections on November 5, 2013.  Special office hours are being set up to allow citizens more options to register and more information may be obtained by calling 540-743-3986.

 

Item # 4 – Mayor Lucas and Council Members received a request from a citizen to erect a sign containing the names of businesses, churches, and organizations in Town. 

 

Council discussed this matter briefly and determined it would not be feasible to install a sign listing all businesses and organizations at this time. 

 

Item # 5 – Mayor Lucas and Council Members received the August 2013 Town Vehicle Gasoline Log for review.

 

Item # 6 – Mayor Lucas and Council Members authorized flying the Freedom Flag across from Town Hall on September 11, 2013.  The flag has different symbols representing the tragedies and heroism of September 11, 2001 and was loaned to the Town by a citizen to fly for the one day.

 

Item # 7 – Mayor Lucas and Council Members received a copy of the Shenandoah Valley Soil & Water Conservation District Newsletter and their Annual Report for July 1, 2012 – June 30, 2013.

 

COMMITTEE REPORTS

 

WATER & SEWER

(Chairman Kite and Councilmen Comer and Jenkins)

 

Committee Chairman Kite stated the public works department has been busy repairing several water leaks in Town. 

 

STREETS & PUBLIC PROPERTY

(Chairman Kite and Councilmen Comer and Hinkle)

 

Councilman Jenkins stated a citizen complained about large tree roots that were left in the right-of-way beside 501 Third Street, after a water leak was repaired by the homeowner. 

 

Assistant Town Manager Roudabush noted the property owner refuses to remove the tree roots, as he believes the trees where in the right-of-way of the street and do not belong to him. 

 

Council agreed the Town would remove the tree roots from the right-of-way.  

  

POLICE, SAFETY, & JUDICIAL

(Chairman Kite and Councilmen Hinkle and Lowe)

 

Chief Davis reminded everyone to remember first responders and military personnel for their service, heroism, and sacrifice on September 11, 2001. 

 

He also mentioned everyone should be cautious of the extra traffic expected due to the Route 340 Yard Crawl scheduled for Saturday, September 14, 2013.

 

TAXATION & FINANCE

(Chairman Pierce and Councilmen Kite and Lowe)

 

Committee Chairman Pierce noted the Budget Reports through July 30, 2013, were received for review. 

 

PARKS & RECREATION

(Chairman Comer and Councilmen Lowe and Pierce)

 

Committee Chairman Comer reported the following Parks and Recreation News:  the lights at the 3 Town entrance signs are all working properly now; the extensions for the wall holding the bricks at Veterans Park should be completed by the end of this week and then people on the waiting list will be called to order their bricks; signs were donated by the Shenandoah Elementary School (from a wrong order they received) for Scout Park and Big Gem Park to remind people to keep their dogs on a leash and to clean up after them.

 

Committee Chairman Comer reported two (2) contractors have been contacted to bid on staining Wig-Wam Village, but neither of them have liability and worker’s compensation insurance.  He stated he is pursuing other bids in the hopes of finding someone with the proper insurance coverage.

 

Councilman Jenkins requested a work order to grade the road and fill in the potholes on Morrison Road.  He noted the parking lot area is in good shape, but the road going to the end is in need of work.    

 

INDUSTRIAL, ECONOMIC DEVELOPMENT & PROCUREMENT

(Chairman Jenkins and Councilmen Comer and Pierce)

 

Councilman Pierce reported there have been rumors the railroad yard is closing in Shenandoah.  He noted he contacted the train master and informed him if the railroad yard ever closes, the Town would be interested in the depot building for use as a museum. 

 

It was noted someone is planning to re-open the garage at the intersection of S. Third Street and Pulaski Avenue.  Also, a business is looking into renting the building located at the intersection of S. Third Street and Quincy Avenue. 

 

COMMUNITY SERVICE

(Chairman Kite and Councilmen Jenkins and Pierce)

 

Councilman Comer suggested, and Council agreed, Stevens Cottage should receive the next Community Enhancement Award for the new porch and handicap ramp, which was a great improvement to this property.  This award will be presented at the October Council meeting. 

 

PERSONNEL

(Chairman Pierce and Councilmen Hinkle and Lowe)

 

There was nothing to report during this period.

 

POLICE REPORT

 

There was nothing further to report during this period.

 

UNFINISHED BUSINESS

 

There was nothing to report during this period.

 

NEW BUSINESS

 

There was nothing to report during this period.

 
TOWN MANAGER’S REPORT

 

There was nothing to report during this period.

 

MAYOR’S REPORT  

 

There was nothing to report during this period.

 

FOR THE GOOD OF THE TOWN 

 

Dolores Lackovitch requested Council adopt a proclamation recognizing Constitution Week on September 17-23, 2013. 

 

The Proclamation was read as follows: 

 

TOWN OF SHENANDOAH  PROCLAMATION

Constitution Week 2013

 

Whereas, September 17, 2013 marks the two hundred and twenty-sixth anniversary of the drafting of the Constitution of the United States of America by the Constitutional Convention; and

 

Whereas, it is fitting and proper to officially recognize this magnificent document and the anniversary of its creation; and

 

Whereas, it is fitting and proper to officially recognize the patriotic celebrations which will commemorate the occasion; and

 

Whereas, public law 915 guarantees the issuing of a proclamation each year by the President of the United States of America designating September 17 through 23 as constitution week;

 

NOW, THEREFORE, I, Clinton Lucas, Jr., Mayor of the Town of  Shenandoah, Commonwealth of Virginia,  do hereby proclaim September 17 through 23, 2013 to be

 

 

CONSTITUTION WEEK

 

In the Town of Shenandoah, and ask our citizens to reaffirm the ideals the Framers of the Constitution had in 1787.

 

 

IN WITNESS WHEREOF, I have hereunto set my hand and caused to be affixed the Great Seal of the Town of Shenandoah on this tenth day of September in the year of our Lord two thousand thirteen and of the Independence of the United States of America the two hundred and thirty seventh and of the Commonwealth of Virginia the four hundred and sixth.

 

__________________________________________

Clinton Lucas, Jr.,  Mayor – Town of Shenandoah

 

A Motion was made by Councilman Lowe, seconded by Councilman Hinkle, to adopt the Proclamation recognizing September 17-23, 2013, as Constitution Week.

 

Members Vote was as follows:

 

YEA:    Vice Mayor Kite                                           NAY:  None.

              Councilman Comer

              Councilman Hinkle

              Councilman Jenkins

              Councilman Lowe

              Councilman Pierce

 

ABSTAIN:  Mayor Lucas.

ABSENT:    None.

VOTE:        Unanimous in favor of motion.

 

ADJOURN

 

There being no further discussion, a Motion was made by Vice Mayor Kite, seconded by Councilman Pierce, to adjourn the meeting at 7:50 p.m.

 

Members Vote was as follows:

 

YEA:    Vice Mayor Kite                                           NAY:  None.

              Councilman Comer

              Councilman Hinkle

              Councilman Jenkins

              Councilman Lowe

              Councilman Pierce

 

ABSTAIN:  Mayor Lucas.

ABSENT:    None.

VOTE:        Unanimous in favor of motion.

 

 

APPROVED:                                                                         ATTESTED:

 

 

 

_________________________                                              _______________________

Clinton O. Lucas, Jr., Mayor                                                  Juanita Roudabush, Clerk

 

 

 

 
Town of Shenandoah