CALL TO ORDER
Mayor William Herrington called the regular meeting of the Lawrenceville Town Council to order at 7:30 p.m. on July 11, 2017.
Roll was called; Present: Mayor William Herrington; Council Members: Joyce Bland, H. B. Brockwell, Jr., Dora Hardy, Scott Martin, Martha Myers, Robert F. Pecht, III and Alice Talbert. Also present: Town Attorney, W. C. Outten, Jr., Town Manager, C. J. Dean, Police Chief, Everette Gibson, Town Clerk, Wanda Johnson, Bill Hudson, Kimberly Martin, Wendy Wright, citizens and the press.
APPROVAL OF MINUTES
A motion was made by Mr. Pecht to approve the minutes of the regular meeting on June 13, 2017, as received, suspend the reading and file. This was seconded by Mr. Martin and carried by all ayes.
APPROVAL OF AGENDA
The agenda was approved as presented.
RECOGNITION OF CITIZENS
BILL HUDSON-TOBACCO HERITAGE TRAIL PARK COMMITTEE
Mr. Hudson reported on the projects and improvements to the Tobacco Heritage Trail Park. He stated that, to date, the projects are debt free. He is here tonight to seek funding from the Economic Development Authority for the installation of the remaining two patios which will amount to approximately $600.
WENDY WRIGHT-RAM EVENT SUMMARY
Wendy Wright thanked Town Council members for the monetary donation to the RAM event and for the time volunteered by several council members. She reported that approximately 765 volunteers worked together to provide free medical, dental and vision care to 705 individuals. The services provided were valued at over $250,000. Mayor Herrington commented that the Town of Lawrenceville was represented very well.
Mr. Martin reported that Creedle, Jones & Alga will begin work on the annual audit. Efforts continue to market the Peebles building. There continues to be an air conditioning problem at the Bloom building/VCU Massey Cancer Center. Mr. Martin will meet with HVAC and electricians regarding the second and third levels of the building.
SOUTHERN VIRGINIA GO REGION 3
Mayor Herrington reported that this project is starting to move and no meetings are scheduled to be held in our area. They are in the Martinsville and Danville area. He said we will be seeing an article in the paper.
REPORT OF TOWN ATTORNEY
There was no report.
REPORT OF TOWN MANAGER
OLD SOUTHERN STATES BUILDING
Mr. Dean reported that we are not ready to take action on the Property Build Out Agreement Between the IDA and the Town of Lawrenceville. He would like for the Town Development committee to meet on it and give direction.
There is a copy of a grant extension letter from DHCD in the packet regarding the Peebles Building and the entire Downtown Grant. The termination date has been extended to December 30, 2017. We need to move the building along. Mr. Dean would like guidance from the Town Development committee on this project.
Mr. Dean reported there is a copy of an agreement for the North Main Street sidewalk project in the packet. The successful bidder was B & B Consultants, Inc. with a bid in the amount of $31,324. He asked that Council approve for Mr. Dean to sign the contract. On motion by Mr. Pecht, seconded by Mrs. Myers and carried by all ayes, Town Council voted to authorize Mr. Dean to sign the agreement for professional services for the North Main Street sidewalk project. Mr. Dean advised there is a separate sidewalk project for the area around the Tobacco Heritage Trail Park.
AUDITOR ENGAGEMENT LETTER
There is an auditor engagement letter from Creedle, Jones & Alga in the packet. The cost is the same as last year. On motion by Mr. Pecht, seconded by Mr. Brockwell and carried by all ayes, Town Council voted to authorize the Mayor and Mr. Dean to sign the auditor engagement letter from Creedle, Jones & Alga.
Mr. Dean reported that the Southside Planning District Commission has been appointed as fiscal agent for the Southern Virginia Go Region 3.
BANK OF AMERICA BUILDING
Bids on the Bank of America building are due on August 21, 2017. Mr. Dean reported that he registered in order to get a copy of the building plans. There was discussion concerning a rumor that the School Board is looking at the bank building. As part of the Town’s comprehensive plan, the Town needs the School Board to move back downtown. Mr. Pecht suggested that a letter be sent to the Board of Supervisors and the School Board encouraging the School Board to move to the downtown area. On motion by Mr. Pecht, seconded by Mr. Martin and carried by all ayes, Town Council voted to send a letter to the Board of Supervisors and the School Board encouraging the School Board to move to the downtown area.
Mr. Pecht reported that the finance committee met tonight to review the last financial statement of the fiscal year ending June 30, 2017. A copy is in the packet. This internal report is on a cash basis while the audit is on an accrual basis. Mr. Pecht commented that the Town pretty much ran an even budget, better than anticipated, as we still don’t have a good feel on where revenues will go. Revenues exceeded last year, but were short of the budget. Approximately one fourth of the budget is in debt service. We will go through Fiscal Years 2018, 2019 and 2020 before there is a big drop off in debt service.
FIRE AND EMERGENCY SERVICES
The fire department responded to 30 calls in June. Of the 30, 1 was in the town limits and 29 were outside the town limits. Also, 23 were in the LVFD First Due area, with 7 being mutual aid to other agencies. Approximately 220.72 man hours were expended. Mr. Brockwell commended Lt. Jones for the report.
Practice has started for the competition that will be held in Keysville in September. Lawrenceville will host the event in 2018.
Mr. Brockwell recommended that plenty of water be kept on hand to keep our workers hydrated in the hot weather.
Ms. Hardy stated the report is in the packet. Background investigations are being conducted on possible candidates for police officer.
National Night Out will be held on Main Street on Tuesday, August 1, 2017, from 6:00 to 9:00 p.m. The street will be closed and the LVFD Ladies Auxiliary will sponsor the movie “Moana” at nightfall. Mayor Herrington asked for a contribution from Town Council for giveaways for the children at NNO. On motion by Mr. Pecht, seconded by Ms. Hardy and carried all ayes, Town Council voted to contribute $250 for gifts for the children at NNO.
PROPERTY & EQUIPMENT
Mr. Brockwell asked Mr. Dean to make sure our departments are keeping our equipment properly maintained. Mr. Pecht asked if we need any equipment to stay on top of the grass this season. Mr. Dean said we are okay right now.
STREETS, LIGHTS & CEMETERY
Mr. Dean reported that he will be requesting prices from landscapers for maintenance in the cemetery and parks. Mr. Martin said he will contact the Boy Scouts to see if they would be interested in a volunteer project. Mr. Martin said there have been some improvements by volunteers over the past weekend.
Mr. Brockwell stated that he believes the funds requested by Mr. Hudson for the THT Park should come from the Town, not the EDA. He recommended that Town Council allocate funds up to $500 as matching funds for the patio project. On motion by Mr. Brockwell, seconded by Mr. Pecht and carried by all ayes, Town Council voted to appropriate $500 as a matching funds grant to be used for patios at the Tobacco Heritage Trail Park.
Mr. Brockwell asked the Town Development committee to look at their calendars so a committee meeting can be scheduled.
Mr. Brockwell stated that an email had recently been received concerning the cemetery and also activities that other communities have held and why we have not done some here. Mr. Brockwell said some of these activities that he is aware of have been sponsored by businesses in the community and the particular town provided a location. These can be quite expensive. He said he certainly does appreciate these comments from the community. Mr. Pecht commented that one that he is aware of is a community effort and also has sponsorship from a separate downtown development association.
There will be a committee meeting following the council meeting tonight.
HYDRANT FLUSHING NOTICE
Mr. Dean reported that there is a hydrant flushing notice in the packet. The flushing will begin July 17, 2017, and continue over the next six weeks. A notice will be in the newspaper, the automatic dialer will be set up to call our customers and it will be posted on the website.
The reports are in the package.
HOUSING CODE ENFORCEMENT
There was no report.
Mr. Dean reported that he will be getting prices on sprucing up the parks and green spaces.
Mrs. Myers reported that the library has agreed to provide the space to hold two different YMCA classes. The YMCA is working with its instructor to set dates and times. The class information will be made public when it is scheduled.
Mrs. Myers also reported on LVA ROCKS. It involves painting and hiding rocks for other people to find. There is a Facebook group that you can post a picture of yourself and your rock. Two rock groups have started in the county. There will be a table at National Night Out for participants to paint rocks. The rocks will have a LVA ROCKS sticker on them. Mrs. Myers asked Town Council for $200 for supplies for the rock painting project. They will also be participating in a rock painting party with the Ladies Auxiliary. On motion by Mrs. Talbert, seconded by Ms. Hardy and carried by all ayes, Town Council voted to appropriate $200 for supplies for the rock painting project. Mr. Pecht suggested we may need to add a line in the budget for these activities.
There was no report.
LAWRENCEVILLE PLANNING COMMISSION
Mr. Dean asked Town Council to authorize an advertisement of a joint public hearing to be held at the August council meeting for the Comprehensive Plan. On motion by Mr. Pecht, seconded by Mrs. Talbert and carried by all ayes, Town Council voted to authorize the advertisement of a joint public hearing to be held on August 8, 2017, at the next council meeting. The Planning Commission and Town Council will hold a joint public hearing on the draft Comprehensive Plan.
National Night Out will be held on Tuesday, August 1, 2017, from 6:00 – 9:00 p.m. on Main Street.
CONSIDERATION OF ACCOUNTS
A motion was made to pay the bills as presented, in the amount of $57,458.08 and charge to the proper accounts. This was made by Mr. Pecht, seconded by Mr. Martin and carried by all ayes.
Mr. Martin reported that there has been no luck in securing a market manager at this time. Mayor Herrington said he had spoken to someone today. Mr. and Mrs. Martin will both help with it, but we need a market manager. We are late getting started this year. We will have to start planning the first of the year for next year.
There being no further business to come before Council, Mayor Herrington adjourned the council meeting.
William Herrington, Mayor
Wanda Johnson, Clerk