Council Meeting Minutes – September 2012
Stanley Town Office
Wednesday, September 12, 2012 7:30 pm.
Mayor Purdham called the meeting to order at 7:30 pm with the following Council Members present: Mike Knight, Bruce Stoneberger, Richard Dorraugh, Martha Graves. Also in attendance at the meeting were as follows: Town Manager Terry Pettit, Police Chief Tim Foster, Town Accountant Leon Stout, Rebecca Armstrong with Page News and Courier, and Stanley resident Mike Uram. Councilman Leon Rickard was absent.
Mayor Purdham gave the Invocation and the Pledge of Allegiance was led by Martha Graves
Motion was made by Martha Graves, seconded by Stoneberger that the corrected Agenda be accepted as presented. Passed Unanimously.
Mayor Purdham noted that the position of temporary clerk would need to be appointed. Martha Graves mad the motion for the appointment of Leon Stout as Temporary Clerk and was seconded by Bruce Stoneberger. Passed Unanimously.
Mr. Pettit presented Old Business. Mr. Pettit noted that Racey Engineering is working on the final plans for the town signs and as soon as they are complete, they will be sent to VDOT for final approval. Once the plans are approved, we can move onto advertising them for quotes and finally construction.
Mr. Pettit noted that he, Martha Graves, and Mike Knight attended the kickoff meeting along with VDOT and several citizens last week. The first step would be an RFP for engineering services which would be completed over the next several months.
Mr. Pettit noted refurbishing of the Vo Tech Center sewer pump station is planned for September 19, weather permitting. The pumps have arrived and J. Rex Burner is scheduled to do the plumbing at a cost of $ 9,600.00, Shallow Creek Electrical Service (2,300.00) will do the electrical work, and Steve Staton of commonwealth Engineering ($ 17,275.00) will provide the pumps and will be present to assist. It is hoped that most of the work can be complete in one day and this total cost will be much less than the $80,000.00 projected by the engineers.
Mr. Pettit noted that Pennoni Associates have completed the operation and maintenance manual for the Deerfield Estates pump station and all that is left is for Pioneer Bank’s attorney to prepare the necessary documentation for the Town’s attorney to review.
Mr. Pettit noted the trolling motor has been installed at the sewer plant, but there are problem with the motor working for long periods of time. The motor is not currently working and attempts are being made to eliminate those problems.
Mr. Pettit noted that the Town is still working on the development of the County/town wellhead protection ordinance that we have received grant money for.
He also noted that he will be finishing the paper work for the renewal of the VPDES at the Hawksbill Recreation Park this week and a public hearing notice will appear in the paper within the next few weeks for public comment.
Mr. Pettit noted that a contractor has started replacing poles for the Shenandoah Valley Electric on East Main Street, but has been sent to New Orleans to help with hurricane repairs. He has not received word when they will return.
Mayor Purdham asked if there were any changes in the minutes of last month’s council meeting. There were none and Martha Graves motioned for passing the previous meetings minutes, seconded by Richard Dorraugh. Passed Unanimously.
Mayor Purdham asked if there were any questions on the notes to the financial statement. There was none. Mayor Purdham then asked about the Financial Statement and Paywarrant. Mayor Purdham asked the Council to look at the correction of the Paywarrant. Bill #1, Autozone , is was changed to $74.59. The correction will change the amount of the Notes to the Financial Statement to $ 6,516.55. and the Paywarrant was changed to $ 94,728.46. The Paywarrant and Prepaids totals were changed to $ 175,377.65. Bruce Stoneberger questioned Bill # 12, Lancaster Enterprises and wondered why it was not purchased from a local business. Mr. Stout noted that it was for renting frames for scaffolding which cannot be done in town. Councilman Knight asked about Bill # 20, Reeds Tire Center, he wondered what was done to the dump truck and why the bill is not more specific in what repair was performed. Mr. Pettit said he would look into it. Mr. Knight also what uniforms were purchased for under Prepaid bill #5. Mr. Pettit noted that it was a reimbursement to an employee for the jeans that the town agreed to buy the employees as their uniforms. This is expected to be once a year purchase or up to $200 per employee. Mayor Purdham asked if there were any other question on the Paywarrant and Prepaids. There was none. Bruce Stoneberger motioned to pass the corrected Financial Statement and Paywarrant of $175, 377.65, seconded by Richard Dorraugh. Passed Unanimously.
Mr. Pettit then presented the administrative report. Mr. Pettit noted that we are finalizing all loan documents with Community Rural Development and we will be transferring the loan to them in December from the Pioneer Bank.
Mr. Pettit noted that he and Ann will be attending the Virginia Municipal Conference in Williamsburg on September 23rd thru the 25th.
Mr. Pettit noted that he had requested funding from the County of Page Economic fund for several tourist related events that we have or had going on. A check for $ 5,000.00 has been received which will be used for the following:
$2,000.00 for Homecoming
$1,000.00 for Fireworks
$1,000.00 for new Flags
$1,000.00 for new banners
Mr. Pettit noted that on September 19th, a representative from the ISO who is the provider of underwriting, rating, and statistical information to the insurance in the United States will be visiting the Town and the fire department. Mr. Pettit noted that he has worked with them several times in his career with the town and it is a time consuming process with most of it spent answering the 45 pages of questions related to the fire department and town water system. The ratings they give each fire department will determine how much your insurance premiums will be.
Mr. Pettit noted that all of VDOT’s documentation for participating in the upcoming winter’s snow removal has been completed.
Mr. Pettit noted that he has enclosed a request for anybody who would like to make a donation to Virginians for the Arts.
Mr. Pettit noted that he has enclosed a copy of the recent Library meetings. He also has enclosed copies of the July Page County Supervisor Meeting.
Mr. Pettit than presented the Public Works report. He noted that the Public Works employees have been working on several water leaks. The one notable leak goes down the center of the road in a certain section. Rerouting the water line is a solution to this problem
The trash truck has been disposed of at the recycling plant for the amount of $ 2,321.00.The new street sweeper from a township near Williamsport, PA. was purchased and kis now in service.
Police Chief Timmy Foster presented the Police report. Chief Foster noted that his department has received a $ 16,000 equipment grant from the state with only a $ 4,000 match. This grant will provide funds to purchase a computer server, radios, tasers, and other police equipment. We have received word that we will only be getting $3,400 for DMV grant money because of a difference in how they are allocating the money. We are also not getting any equipment grant money that we normally get.
Chief Foster noted that they have received another award for the most improved seatbelt use from the state. The Town Police Department has won this award the last four out of five years.
Mr. Pettit presented the New Business. He noted that the possibility has been discussed of donating our old sweeper to the Town of Shenandoah. The sweeper was donated to us by the Town of Luray and it has served us well. Mr. Pettit has spoken to Shenandoah Town Manager Larry Dovel and they are interested with the understanding that there will be some repair work to keep the sweeper operating.
Mr. Pettit noted that the Stanley Rescue Squad would like to use the walking trail at the Hawksbill Park again this year during the Halloween as a fund raiser. The Council agreed to let the Rescue Squad use the trail, motioned by Bruce Stoneberger and seconded by Mike Knight. Passed Unanimously.
Mr. Pettit noted that a resolution will have to be passed for the Police Department to receive the $16,000 equipment grant with a $ 4,000.00 match. Mike Knight motioned to approve the resolution for the police Grant and was seconded by Martha Graves.
VOTING FOR: VOTING AGAINST:
Mike Knight None
Absent from this meeting:
Mr. Pettit also noted that a resolution has to approved for the loan fund that was intended to be used for the Public Works building roof to be changed and used for the Vo Tech Center pump station. Martha Graves motioned to approve using the Public Works Building roof loan funds for the Vo Tech pump station refurbishment and seconded by Mike Knight. Passed Unanimously.
VOTING FOR: VOTING AGAINST:
Mike Knight None
Absent from this meeting:
Recreation Director Chuck Short arrived to the meeting at 8:05 p.m.
Recreation Director Cuck Short presented the recreation report. Mr. Short noted that the pool as usual does well from opening day to near the end of August. After the county fair and school starts attendance drops drastically. The pool also had to close because all of the life guards had school or sports practices. The Town was able to get four life guards certified , but we were not open long enough to see how they worked out. The cost to certify the life guards for $640 .00, which is much less than the going rate for certifications. Some areas charge as much as $1000.00 to certify 4 life guards. We are looking to use them next year if they are interested and we were only open one day during labor day weekend because of the weather.
Mr. Short noted that they are looking at a way to close the pool for less time and cost. Mr. Short, the town manager and the recreation committee met at the pool to discuss options for pool covers and they decided to go with buying four (4) pool covers at the cost of about $1,800.00 . These covers would be easier to take off and the larger cover’s would cost about $10,000.00 and would be harder to take on and off. The pool covers have been received and we expect to install them on Friday.
Mr. Short noted that the Town has not raised the rates on pool admissions for quite some time. The admission rate is $3.00 for adults and 1.50 for children. The Town might need to look into raising the admission rates for adults to $4.00 and children to $2.00.
Mr. Short noted that he was expecting to get into the cottage to do some repairs to prepare it for rental. We have to decide what we will do with the furniture in the cottage. We have contacted a auctioneer and they expect $700.00 or 10 % of what is sold. If we were to sell it normally, the starting price usually is about half the original cost. Mr. Short noted that he has a list of all the original costs. We expect to start advertising monthly rental of the cottage on Friday.
Mr. Short noted that the lock on the women’s bathroom at the Ed Good Park bathroom was broken from vandalism that occurred a couple months ago and a woman became locked inside. She was able to contact someone through a cell phone to get her out. We have replaced the lock.
Mr. Pettit noted that he met with Hensil Good on the cost of constructing a walking trail at the Ed Good Park. Pioneer Bank has donated $10,000 toward the project and would like to get started. The funding will pay for constructing the trail to the area of the fire department memorial. He also looked at the option of rough grading the entire trail with gravel, but the cost would be considerably more than the funds that are currently available.
Motion was made by Martha Graves and seconded by Bruce Stoneberger at 8:45 pm. That the Town Council convene in Closed Meeting for the discussion of personnel matters, as authorized by Virginia Code 2.2-3711 Subsection 7. Passed Unanimously.
Motion was made at 9:15 pm. by Martha Graves and seconded by Bruce Stoneberger to leave the Closed Meeting and return to Open Meeting. Passed Unanimously.
Mayor Purdham states that Council is now in Open Meeting.
Motion was made by Martha Graves and seconded by Mike Knight to adopt a resolution to certify the Closed Meeting: the meeting was held for the purpose allowed under the Virginia Freedom of Information Act and that while in the Closed Meeting, only those matters identified in the motion to hold a Closed Meeting were discussed.
VOTING FOR VOTING AGAINST
Bruce Stoneberger None
Mayor Purdham asked the council if there was any action on the closed meeting and Martha Graves noted the council needs to accept Public Works Foreman Ronnie McCoy’s resignation. Martha Graves motioned to accept Public Works Foreman Ronnie McCoy’s resignation and seconded by Mike Knight. Passed Unanimously.
VOTING FOR VOTING AGAINST
Bruce Stoneberger None
At 9:25, Mayor Purdham asked for a motion to close the meeting. Martha Graves motioned for closing the meeting and seconded by Richard Dorraugh. Passed Unanimously.
Douglas L. Purdham, Mayor Leon Stout, Temporary Clerk