COUNCIL MEETING MINUTES APRIL 10, 2018 - DRAFT

REGULAR COUNCIL MEETING APRIL 10, 2018

The Edinburg Town Council met in a regular session on Tuesday, April 10, 2018.  Mayor Harshman called the meeting to order at 7:30 p.m.  All Council Members were present with the exception of Councilwoman Strong.  Also present were:  Sheriff Tim Carter, Capt. Wes Dellinger Dep. Robert Taylor and Dep. Houston Toman from the Shenandoah County Sheriff’s Department and Mr. Ronald Ross, Town Maintenance Supervisor.

A motion was made by Councilman Beachy and seconded by Councilman Dellinger to approve the minutes of the March 13, 2018 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 called attention to the EEMA report and to Mr. Ross’s report.  Mr. Harshman reported that the WTP has been running fairly normal, although with the added need for more cleanings because of turbidity, there has been a fluctuation in the tank levels when the filters are down for cleaning.

Mr. Harshman reported that the Power Connection has completed the installation of the replacement generator at the WWTP and turned it over to the Town last Thursday.  The replacement seems to be a good unit and they did a good job installing it. 

Mr. Harshman reported that there was a problem at Well #2 with the air release valve allowing a steady stream of water to escape when the well pump is off-line.  The well pump people will be checking this out.

Mr. Harshman reported that the Town received notification from the Virginia Department of Health that the waterworks have reached the 80% of the rated WTP capacity for a number of consecutive months.  The State Regulation states that when this occurs, the Town must develop a plan for the expansion of capacity.  Mr. Harshman reported that the Town can also show why it doesn’t feel that the rated capacity will be exceeded or ways that the Town can lower water use.  The Town is currently looking at adding a “gray water” system at the WWTP than can be used for wash down and other needs that do not require potable water.  In addition, the Town will see even more of a drop in water use when the WWTP is taken off-line completely.

Mr. Harshman also reported that the Town does not have any potential high use customers on the horizon and that future growth in town is going to be mainly residential.  Mr. Harshman will be drafting a response to the notice in the next week or so that he will have the engineers review prior to sending it on to the Health Department.     

Mr. Harshman reported that the RBC is still off-line since the bacteria “bug” growth is not adequate for processing. 

Mr. Harshman reported that the Town continues to have problems meeting BOD testing with only the one RBC operating.  Mr. Ross is still pumping out the chlorine contact tank at the WWTP weekly, which allows the Town to stay in compliance on e-coli.

Mr. Harshman reported that a new influent pump had to be ordered for the WWTP.  This is a Flyght brand pump that matches one of the existing pumps, which the Town is having problems with.  Once the new pump is on hand, the other pump will be removed and rebuilt for a spare.  The cost of the Flyght pump is $6,000 plus $75 for freight.  Mr. Harshman reported that the pump is coming from Europe by ship and will take 10-12 weeks to arrive.

Mr. Harshman reported that a new wand for reading water meters needs to be ordered.  The current wand has been sent in for repairs a number of times and there is nothing else that can be done with it.  The Town is borrowing one from Mt. Jackson right now, but it will not be covered by the repair contact if anything happens to it.  The cost of the new wand is $1,850 plus UPS delivery.  A motion was made by Councilman Beachy and seconded by Councilman Wood to approve the purchase of a new wand for $1,850 plus shipping.  Motion carried. 

Mr. Harshman reported that as of April 1st, the maintenance of the Massanutten View and the Edinburg Manor Pumping Stations has been transferred to the Town Maintenance Department.  There continue to be electrical issues with Massanutten View as well as a problem with getting the one pump to seat and seal properly.  Mr. Ross is investigating solutions for this and the Maintenance Department is handling all of the alarms and day-to-day monitoring at both pump stations.

Mr. Harshman reported that the Maintenance Department has also been working on the soffit and fascia boards at the WWTP Lab.  There has been a good deal of rot along the building and the Town has replaced some wood and is installing aluminum soffit and fascia over it all around the building. 

The Street Committee had no report.  Mr. Ross’s report showed that he has passed the streetlight quote to Main Street Homes for Phase 2 of Edinburg Square. 

The Ordinance Committee had no report.    
        
The Personnel Committee had no report.                    

The Finance Committee had no report.   
                     
The Property Committee had no report.  
         
The Cemetery Committee had no report. 
        
The Park Committee had no report.  Mr. Ross's report showed that the water to the restrooms at the park has been turned on..                      

The Insurance Committee had no report.  Mr. Harshman reported that the Town still has not heard anything from VML on the renewal numbers.    

Capt. Wes Dellinger provided the Council with a “Calls for Service” report for March 2018.  Capt. Dellinger reported that Dep. Houston Toman will be starting in Edinburg this week and that Dep. Justin Thompson will be leaving Edinburg.  Sheriff Carter stated that the Sheriff’s Department would like to do a 3-year proposal with the Town instead of just one year, and wanted to make sure that the Town was okay with this.  The Council agreed that they were.  The Sheriff is not sure what the County will think of the longer term, but it will be discussed at the Board of Supervisors meeting next Tuesday.      

Mr. Harshman stated that the first reading of an Ordinance to Amend Chapter 160, Vehicles and Traffic, Section 160.1, Adoption of State Law needed to be added to the agenda under “New Business”.
                       
Mr. Harshman provided the Council with the minutes from the March Tourism Council meeting.  Mr. Harshman reported that there is an explanation of Tourism Zones within the Towns in the minutes.    

Mr. Harshman reported that visitation to the Edinburg Mill/Museum is up 22% from March of last year.

Mr. Harshman stated that Tuesday, May 1st is Election Day and reminded everyone to go out and vote.

There was no ARB meeting this month.

The Planning Commission did not meet last month.

The Zoning Administrator had no report.

Mr. Harshman stated that the Town is losing some long-time residents that are on the Planning Commission and the Board of Zoning Appeals and the Town needs to find new members for both.

Mr. Harshman asked Town Clerk, Ms. Mary Embrey to read the first reading of an Ordinance to Amend Chapter 160, Vehicles and Traffic, Section 160.1, Adoption of State Law.  Ms. Embrey read the Ordinance.

Mr. Harshman stated that the proposed amendments to the 2017-2018 Budget and the proposed Budget for the period beginning on July 1, 2018 and ending June 30, 2019 needed to be discussed.  Mr. Harshman reported that the proposed amended budget for the fiscal year 2017-2018 results in Total Revenues for the General Fund of $836,793 and Total Revenues for the Enterprise Fund of $666,300.

Mr. Harshman reported that the General Fund Revenues are proposed at $913,347 and do not include any increases in taxes or fees, other than the adoption of a Cigarette Tax of $0.25 per pack.  This additional tax is estimated to produce annual revenues of $35,000.  Mr. Harshman also reported that General Fund Expenses are proposed at $913,347 and include an average pay increase of 2%, including a 1% increase for part-time employees, a 9% increase in Health Insurance along with a proposed 10% increase in General Property, Liability and Workers Comp Insurance, a 3% increase in the Policing Contract with the County Sheriff, a Capital Project at the Town Cemetery of $18,000 for a Cremation Memorial and a Contingency Reserve of $123,040.

Mr. Harshman reported that the Enterprise Fund Revenues are proposed at $989,600 and include the following increases in fees of $0.25 per month for Trash Pickup, $0.75 per month Minimum Water Fee (out of town customers at $1.12), $4.00 per month Minimum Sewer Fee (out of town customers at $6.00).  It is also proposed that the Town will secure up to $280,000 in the form of a Bridge Loan to be used for Engineering Costs involved with a Sewer Improvement Project.  Mr. Harshman also reported that the Enterprise Fund Expenses are proposed at $989,600 and include a $0.30 per household increase in Trash Pickup Contract, a 2% increase in the Contract Operations of the WTP & WWTP, an increase in Sewer Debt Service of $15,000 for interest on a Bridge Loan, Estimated Sewer Improvements of $378,563 and estimated Water System Improvements of $67,203.

Mr. Harshman stated that he would schedule and advertise a Public Hearing on the Budget for 7:00 p.m. on Tuesday, May 8th before the Regular Council Meeting.

Councilman Dellinger asked the Council if the Town would donate the water for the coaches of the Woodstock River Bandits that will be living in one of the houses that Mr. M.K. Getz owns, as they did last year.  The Council agreed that this would be okay.

Councilman Wood stated that there was a good meal and a good program at the Town & County Dinner.

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 8:06 p.m.
                                                                                                        

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