COUNCIL MEETING MINUTES FEBRUARY 12, 2019 - DRAFT

REGULAR COUNCIL MEETING FEBRUARY 12, 2019

The Edinburg Town Council met in a regular session on Tuesday, February 12, 2019.  Mayor Harshman called the meeting to order at 7:30 p.m.  All Council Members were present.  Town Attorney, Mr. Jay Neal was also present.  Visitors included:  Mr. Max Thornberry from the Northern Virginia Daily, Capt. Wes Dellinger and Dep. Robert Taylor from the Shenandoah County Sheriff’s Department and Town Maintenance Supervisor, Mr. Ron Ross.

Mr. Harshman stated that a Closed Session to discuss contract matters needed to be added to the Agenda.

A motion was made by Councilman Beachy and seconded by Councilman Wood to approve the minutes of the January 8, 2019 regular meeting.  Motion carried.   

A motion was made by Councilman Wood and seconded by Councilman Beachy to approve the Treasurer’s report and to pay all the bills as presented.  Motion carried. 

Mr. Harshman reported that the leak has finally been found and things continue to be going well with keeping the tanks full.  Mr. Harshman also reported that the 12” line across Shentel’s property that was thought to be leaking turned out to be nothing. 

Mr. Harshman reported that the pump on Well #1 will be replaced as soon as the equipment can be lined up and when the weather permits.

Mr. Harshman reported that the Town ran a flow test on the two 200 GPM booster pumps at the WTP.  It was discovered that the older pump is actually pumping at 235 GPM and the newer pump is pumping 285-290 GPM.  This explains some of the discrepancies in water production numbers and what was assumed could be pumped from the Plant.  Mr. Harshman stated that knowing this has given the Town more confidence that there is not a water loss occurring right at the WTP.

Mr. Harshman reported that the crypto testing is still coming back negative. 

Mr. Harshman reported that a routine monthly coliform sample was missed in December during all of the water issues and the Town received a Notice of Violation that will need to be addressed in the June Consumer Confidence Report or no later than February 1, 2020.

Mr. Harshman reported that he and Councilman Van Stee will be meeting with the Health Department on February 26th for the Town’s Annual Water System Inspection.  Mr. Harshman is sure they will be discussing future plans for an additional water source and improvements at the WTP.  Mr. Harshman would like to see the new pump in place at Well #1 before the meeting since the older pump was something noted on the last inspection.  Mr. Harshman reported that he will also inform the Health Department of a new cleaning regiment that Evoqua has recommended to hopefully control the problems with the turbidity and membrane issues.   

Mr. Harshman reported that although the chlorine contact tank is still being pumped and cleaned, there were e-coli violations in November and December at the WWTP.  Mr. Harshman was not aware of them at the time and he only learned about the issue while work was being done on the quarterly report that is required for the Consent Order. 

Mr. Harshman reported that the DEQ has given the Town a list of changes that need to be incorporated in the Pretreatment Ordinance within the next 6 months.  The Town does not actually have an electronic copy of the Ordinance that can be manipulated which means that the complete chapter must be re-typed for a rewrite.  Mr. Harshman took the Ordinance to Ms. Peggy Easterly at Image Grafx and she is scanning it into a program that should give us what we need moving forward. 

Mr. Harshman reported that he heard back from the DEQ that the financial responsibility documentation that he submitted for the underground fuel storage tank at the WWTP provided everything necessary to meet their requirements.
     
The Street Committee had no report. 

The Ordinance Committee had no report.    
         
The Personnel Committee had no report.  Mr. Harshman reported that there hasn’t been any progress on hiring another Maintenance Department crew member.                 

The Finance Committee had no report.  Mr. Harshman reported that Brown Edwards was in the office for a couple of days working on 2016-2018.

The Property Committee had no report.  Mr. Harshman reported that the Town has gotten the new backhoe from Woodstock and sold the old one for $12,000.  Mr. Harshman also reported that a 3’ bucket for digging graves needs to be ordered for the new backhoe. 
          
The Cemetery Committee had no report.  Mr. Harshman reported that the cremation memorial is in Georgia and won’t be delivered until the weather improves to minimize the damage to the cemetery from the crane.

The Park Committee had no report.                    

The Insurance Committee had no report.  Mr. Harshman reported that the Town has received the numbers on the Local Choice renewal for July 1, 2019-June 30, 2020 and there will be no increase in the rates.

Capt. Dellinger provided the Council with a “Calls for Service” report for January 2019.  Capt. Dellinger reported that Deputy Trevor Rick has been assigned to Edinburg.  He also reported that the deputies have been doing more traffic enforcement.

Mr. Harshman reported that the Town received a lot of nice comments and notes about how the recent water problems were explained and handled. 

Mr. Harshman reported that the Maintenance Department needs to work on training for the water and sewer lines in town.  The Town has its distribution and collection lines in a GIS system with Interactive GIS.  Mr. Harshman reported that in order to improve this, he reached out to Interactive about doing some on-site training.  The Company is going to be releasing a new interface that will be mobile-friendly and suggested that we wait a few months for it to be up and running.  Mr. Harshman stated that all of the Maintenance Crew carries Smart Phones and it sounds like this new interface would allow them to access information while they are out working.   

Mr. Harshman reported that the idea of having a retail study performed for all of the towns is being discussed.  Mr. Harshman has been taking part in the discussions, but he is not sure the Town would find out much more than what was put together a year ago as part of the CDBG application.  A study like this will run at least $20,000 per town on the low end and Mr. Harshman doesn’t think the Town will benefit from it, but he will continue to attend the meetings. 

Mr. Harshman reported that Bike Virginia is coming to Shenandoah County on Saturday, June 22nd.  The Mill is a designated rest stop for the 1,300-1,500 bicyclists.  All of the food and drinks are provided by Bike Virginia and the Mill will actually make some money by being a stop.  Mr. Harshman reported that the Mill will need around 25 volunteers to help out that day.

Mr. Harshman reported that he attended the January Tourism Council meeting and has provided the Council with a copy of the minutes.

There was no ARB meeting this month.

The Planning Commission did not meet last month.  Councilman Van Stee reported that he is getting bids from independent building inspectors and will give an update at the March Planning Commission meeting. 

The Zoning Administrator had no report.

The Town Attorney had no report.

Mr. Harshman asked the Council if he could just read the title of an Ordinance to Amend Chapter 31, Animals, Article IV, Dogs, § 31-10, Running at Large.  A motion was made by Councilman Beachy and seconded by Councilman Dellinger to allow Mr. Harshman to just read the title of an Ordinance to Amend Chapter 31, Animals, Article IV, Dogs, § 31-10, Running at Large.  Motion carried.  Mr. Harshman read the title of the Ordinance.  A motion was made by Councilman Dellinger and seconded by Councilman Beachy to adopt an Ordinance to Amend Chapter 31, Animals, Article IV, Dogs, § 31-10, Running at Large.  Motion carried.  Recorded vote as follows: Van Stee - aye, Dellinger - aye, Beachy - aye, Wymer-Hollar - aye, Boone - aye, Wood - aye, Harshman - aye.

A motion was made by Councilman Van Stee and seconded by Councilman Beachy to go into Closed Session to discuss contract matters as permitted by § 2-2.3705.1 (12).  Motion carried.

A motion was made by Councilman Dellinger and seconded by Councilman Van Stee to go back into Regular Session.  Motion carried.

A motion was made by Councilman Beachy and seconded by Councilman Dellinger that all that was discussed in the Closed Session was contract matters as permitted by § 2-2.3705.1 (12).  Motion carried.  Recorded vote as follows: Van Stee - aye, Dellinger - aye, Beachy - aye, Wymer-Hollar - aye, Boone - aye, Wood - aye, Harshman - aye.  All council members certified that all that was discussed in the Closed Session was contract matters as permitted by § 2-2.3705.1 (12). 

With no further business, a motion was made by Councilman Beachy and seconded by Councilman Dellinger to adjourn the meeting.  Motion carried.  The meeting was adjourned at 8:16 p.m.
                                                                                                        

January 2019