COUNCIL MEETING MINUTES JULY 10, 2018

REGULAR COUNCIL MEETING JULY 10, 2018

The Edinburg Town Council met in a regular session on Tuesday, July 10, 2018.  Mayor Harshman called the meeting to order at 7:30 p.m.  All Council Members were present. Also present were visitors:  Capt. Wes Dellinger and Dep. Justin Thompson from the Shenandoah County Sheriff’s Department.

Mr. Harshman welcomed new Council Member Mr. Bill Boone.

A motion was made by Councilman Beachy and seconded by Councilman Wood to approve the minutes of the June 12, 2018 meeting.  Motion carried.   

The Treasurer’s report was reviewed.  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 Plant Operator, Ms. Alice Davis told him earlier today that there is a sizable difference between what is being produced by the Water Treatment Plant plus the water from Woodstock and what is going through the Sewer Plant.  Mr. Harshman stated that Virginia Rural Water has agreed to help the Town with leak detection. 

Mr. Harshman reported that the bleeder kit for the new compressor has come in, but there are some questions on the timer settings that are still being worked out.

Mr. Harshman reported that there continue to be issues caused by higher than normal turbidity spikes.  The Trans Membrane Pressure (TMP) is running higher than normal and the membrane cannot be cleared no matter how much they are cleaned.  The new cleaning regiment that US Filter gave us using Iron Out as an initial cleaner followed by extended bleach and citric acid cleans helped some, but the Health Department has told the Town that the State of Virginia does not approve Iron Out for use in WTPs in the State of Virginia.

Mr. Harshman reported that he talked to US Filter about the problems that the Town is having and they feel that something has clogged the membranes beyond being able to clean them.  They suggested that the membrane in the worst unit be replaced, which is the larger filter #4 and see if it will keep the TMP under control.  All of the membranes were replaced in March 2016, so Mr. Harshman is hoping that US Filter will offer a discounted price due to the age of the membranes.  Even if they don’t offer a deal, it is at the point where there is no other option.

Mr. Harshman reported that the Town is still looking at ordering the complete new booster pump and motor assembly for the WTP and have not pulled the failed unit to have it rebuilt.  It has been harder to track down the unit than we thought it would be.  Mr. Harshman believes he was able to supply some pump ID information earlier today that should help locate the correct pump.

Mr. Harshman reported that the Health Department has invited him to Lexington later this month to discuss the recent problems at the WTP and the Town’s plans to solve them.  Mr. Harshman has been in contact with the Town’s engineers about some options at the WTP that might also help with the 80% of the permitted capacity issue.  Mr. Harshman also had an informal conversation with the Woodstock Town Manager about possibly doing the water line between the Towns.  The water line would be a long term fix, but it could take quite a few years to complete.  The Town might need to look at doing something in the short term to help at the WTP and still consider a line to Woodstock at a later time.

Mr. Harshman reported that he talked to Rural Development and they would like the Town to consider funding any water improvements at the same time as the sewer diversion project.  They feel that this would give us the best chance at a larger grant amount for both projects.  This does put some pressure on us to get things worked out quickly so that the PER can be amended to include a water segment in addition to the sewer diversion.  Mr. Harshman also talked to them about including the completion of the 200,000 gallon storage tank and pump station as part of the package.  They were okay with that.

Mr. Harshman reported that there has been no progress made with the non-potable water system for the WWTP, but hopefully, the Town will be able to implement it soon if the other water issues get resolved.  Mr. Harshman also reported that this was part of the solution to the greater than 80% capacity problem. 

Mr. Harshman reported that the Town still has not heard anything from the DEQ about how they feel about the revised PER or the idea of diverting sewer to the North Fork WWTP.

Mr. Harshman reported that things at the WWTP were about the same. 

The Street Committee had no report. 

The Ordinance Committee had no report.  Mr. Harshman reported that the cigarette stamps have been ordered and letters have been sent out to the three businesses that require the stamps.
        
The Personnel Committee had no report.                    

The Finance Committee had no report.  Mr. Harshman reported that changes caused by the new tax laws will require the Town to refinance the existing bond.  The Town is currently paying 2.97% on the loan and this change will result in a 0.5% increase.  United Bank is allowed to waive this increase; however, the IRS will consider this to be a refinancing of the original bond.  A refinancing will require the Town to go through the entire process that was originally done 3 ½ years ago.  Mr. Harshman spoke to the Bond Counsel that was used for the original bond and he said that they would try to do this for the least amount as possible, and used a figure of $10,000.  Mr. Harshman reported that if the Town decides to go with waiving the 0.5% interest increase, the Bond Counsel  has to be paid within the next couple months or the Town can just let the Bank increase the interest rate and absorb the costs over the next 6 ½ years.  The consensus of the Town Council was that the Mayor pursue the refinancing option and accept the Bank’s offer to waive the interest increase.        
                        
The Property Committee had no report.  Mr. Harshman reported that the Maintenance Department needed another trailer, which is in the budget.  The trailer they are looking at is a 22- foot at a cost of $6,100.  They also need a compressor and a welder at a cost of about $1,000.  A motion was made by Councilman Beachy and seconded by Councilman Dellinger to purchase the trailer, the compressor and the welder.  Motion carried.
         
The Cemetery Committee had no report.  Mr. Harshman reported that he received a request from the person currently mowing the Old Cemetery for a pay increase.  He provides everything for $100 each mowing, and asked if it could be increased to $150.  The Council agreed to pay him $125 this season, and $150 next season. 
        
Park Committee Chairman, Councilwoman Fay Wymer-Hollar thanked Mr. Ronald Ross and his crew for mowing at the pool and thanked Law Enforcement for helping out when needed.  Councilwoman Wymer-Hollar also thanked Ms. Michelle Heier and Ms. Mary Embrey at the Town Office for helping her out and for booking Pool Parties and thanked Ms. Sue Harshman for helping with ordering food for the Pool.  Councilwoman Wymer-Hollar reported that attendance has been up at the Pool this year and a lot of pool passes were being used.  She also reported that the shelter rentals were down and that there were only four pool parties booked for July.  Councilwoman Wymer-Hollar stated that the hours for the pool in August would need to be discussed since school starts on August 6th.

Mr. Harshman reported that the Big Shelter had $12,616 worth of damage and that the repairs have begun.  The Town is only responsible for paying the $1,000 deductible toward the cost of these repairs. 
    
The Insurance Committee had no report. 

Capt. Dellinger provided the Council with a “Calls for Service” report for June 2018.  Capt. Dellinger reported that the next Neighborhood Watch meeting will be a Potluck Supper at the Big Shelter at the Edinburg Park on Thursday, July 26th.
 
Mr. Harshman reported that he attended the June Tourism Council meeting, which was held at the Edinburg Mill and he has provided the Council with a copy of the minutes. 

Mr. Harshman reported that the attendance at the Mill Museum was up slightly for June.

Mr. Harshman reported that the Antique Car Show to benefit the Edinburg Heritage Foundation and the Edinburg Mill will be on Sunday, August 5th at the Edinburg Mill.  Mr. Harshman reported that there were about 120 cars at last year’s show.

Mr. Harshman reported that the Fireman’s Lawn Party will be at the Town Park from August 2nd – August 4th

Mr. Harshman reported that as part of the review of how to solve the Town’s water issues, he has contacted the Virginia Rural Water Association (VRWA) about assisting the Town with leak detection again.  VRWA also provided the Town with a computer program to assist with doing a Water Audit.

Mr. Harshman reported that the County and other towns are working with the Shenandoah County Chamber of Commerce to produce a new County Map that also features each of the Towns.  The Town and the Edinburg Mill get many requests during the year for a map like this.  The cost will be $1,700-$2,000 for the Town’s portion of the total cost.  Mr. Harshman reported that this falls within the small purchase authorization guidelines, but he wanted to let the Council be aware of the project. 

Mr. Harshman reported that the County and all of the Towns are also working on a second Rev-up series to assist local businesses.  The first program was a big success with around 60 businesses participating. 

Mr. Harshman reported that he will be meeting tomorrow with the new person who replaced Ms. Stephanie Langton at the Planning District.

Mr. Harshman reminded everyone that the EEMA Christmas in July Dinner is Friday, July 20th at the Edinburg Mill.              

There was no ARB meeting this month.

Councilman Van Stee reported that the Planning Commission met on June 19th to discuss a request from Ms. Mary Beth Foltz for possible uses of a structure on Koontz Street that was used for lumber storage for CE Thompson’s, and before that was used as chicken houses.  She wanted to renovate the structure to accommodate apartments or make it into commercial storage units.  The Planning Commission recommended that the best use for the existing structure would be storage units. 

Councilman Van Stee also reported that the Planning Commission is supposed to come up with 5-10-20 year goals for the Town.  Councilman Van Stee suggested that the Planning Commission meet regularly and that the members go around town and identify potential properties that are vacant, are blighted and/or neglected.  Most of these properties are in the Commercial District and he suggests that a letter be drafted to the property owners asking if they would be willing to attend a Planning Commission meeting so the Commission could discuss future plans for their buildings.  Councilman Van Stee reported that the next Planning Commission meeting will be on Tuesday, July 17th.     

The Zoning Administrator had no report.

The Town Attorney was not present.

Mr. Harshman reported that Mr. Pollack has requested copies of all of the Zoning Permits that have been issued for Edinburg Square.

Mr. Harshman stated that the Council needed to discuss moving forward with the installation of the Cremation Memorial at Cedarwood Cemetery.  The Memorial is a 64-niche, 2-sided unit, at a cost of $15,000 plus $3,000 for installation, which was already put in the Budget  Mr. Harshman suggested that it should be placed in a location that is accessible from both sides and in a place for easier installation.  Councilman Boone asked why this was needed at the Cemetery.  Mr. Harshman stated that the Cemetery is running out of room and more and more people are doing cremations, and it does not need to be maintained.  Councilman Boone suggested that a design should be done for the location.  Mr. Harshman stated that the Cemetery Committee should go to the Cemetery to look at locations for the Memorial.  A motion was made by Councilman Wood and seconded by Councilman Beachy to purchase the 64-niche Cremation Memorial for Cedarwood Cemetery.  Motion carried.    

A motion was made by Councilman Dellinger and seconded by Councilman Beachy to reappoint Ms. Dawn Estep, Ms. Mary Jane Kirkland and Mr. Bill Smith to the Edinburg Architectural Review Board for the term beginning July 1, 2018 and ending June 30, 2022.  Motion carried.

A motion was made by Councilman Wood and seconded by Councilman Dellinger to appoint Ms. Barbara Strong to the Board of Zoning Appeals to replace Mr. Ron Crabtree whose term would have expired on April 12, 2021.  Motion carried.

A motion was made by Councilman Dellinger and seconded by Councilman Wood to appoint Sheriff Tim Carter as the Edinburg Police Chief as set forth in the Agreement to provide Law Enforcement Services to the Town for the period beginning July 1, 2018 and ending June 30, 2021.  Councilman Beachy asked why the Town had to do this.  Mr. Harshman stated that the County Attorney added a clause to the Law Enforcement contract that the Town needed to take whatever steps necessary to appoint Sheriff Carter as Edinburg Police Chief.  Motion carried.

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 8:32 p.m.
                                                                                                        

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