COUNCIL MEETING MINUTES APRIL 9, 2019 - DRAFT

REGULAR COUNCIL MEETING APRIL 9, 2019

The Edinburg Town Council met in a regular session on Tuesday, April 9, 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:  Capt. Wes Dellinger and Dep. Zach Wallace from the Shenandoah County Sheriff’s Department, Mr. Mark Inboden from Inboden Environmental, Mr. Grayson Hopkins, Ms. Tammi Hopkins, Mr. Edward Kelly and Mr. Max Thornberry from the Northern Virginia Daily.

A motion was made by Councilman Beachy and seconded by Councilman Dellinger to approve the minutes of the March 12, 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 proclaimed that April is Autism Awareness Month.  A motion was made by Councilman Wood and seconded by Councilman Beachy to approve this proclamation.  Motion carried.

Mr. Harshman reported that there was no EEMA report or Maintenance Department report.

Mr. Harshman introduced Mr. Mark Inboden from Inboden Environmental, Inc.  Mr. Harshman reported that the meeting with Mr. Pete Lau from EEMA went well and they reached a mutual agreement to part ways.  Mr. Harshman reported that Inboden Environmental will take over the operation of the Plants on May 1, 2019.  The Council introduced themselves to Mr. Inboden.

Mr. Harshman reported that things continue to be going well at the WTP.

Mr. Harshman reported that he received an update about the pump at Well #1.  All of the parts are on on-hand & they will fit it into their schedule when they can.

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

Mr. Harshman reported that there are still problems at the WWTP with the testing at the chlorine contact tank. 

Mr. Harshman reported that he hasn’t seen the final drawings on the Plant upgrade yet, but Pennoni Engineering is close to sending in the final Preliminary Engineering Report.  Mr. Harshman also reported that Mr. Earl Sutherland from Pennoni is currently in the hospital with pneumonia, but someone else will be stepping up in his place.

Councilman Wood asked how the Town stood with chemicals and supplies with the contract change.  Mr. Harshman stated that the Town has not gotten the final accounting from EEMA, but inventory will be done during the last week of April.  Councilman Van Stee asked if the Town had heard anything from DEQ on the missing samples.  Mr. Harshman stated that there were not any missing samples, but there were violations and he has not heard anything from them yet.
 
The Street Committee had no report.  Mr. Harshman reported that the 3-hour parking on Main Street is no longer being enforced.  Mr. Harshman asked Capt. Dellinger about this.  Capt. Dellinger stated that he will look into it. 

Mr. Edward Kelly from Shenandoah Energy Services stated that he was at the meeting to request a reduced rate on his water and sewer while he is finishing construction on his home on West Hisey Street.  Mr. Kelly stated that he and Councilman Van Stee bought the Bauserman building, did a lot of work to it and requested no incentives.  Mr. Kelly also stated that he thinks Main Street and Hisey Street property values have significantly increased since then.  Mr. Kelly does not want to be hauling water from the Bauserman building and he feels that he is entitled to a reduced rate.  He will not be using any sewer.  Mr. Kelly also stated that he had to pay $12,000 to the Town to get hooked up to the water and sewer.  Mr. Harshman stated that everyone has to pay a tap fee.  Mr. Kelly is requesting that he only pay a reduced rate of $15 per month for his water for the period of construction.  Mr. Harshman asked him how long he thought the construction time would be.  Mr. Kelly stated that it would be about nine months.  Councilman Van Stee stated that there is not a lot of new construction in Town and he thinks Mr. Kelly should get a reduced rate until there is a certificate of occupancy.  A motion was made by Councilman Van Stee and seconded by Councilman Boone to charge Mr. Kelly $15 a month for water once water service is connected, not to exceed 9 months or until the County issues a Certificate of Occupancy Permit.  Motion carried.  Councilman Wood voted no.       

The Ordinance Committee had no report.  Mr. Harshman reported that the scanning of the Pre-Treatment Ordinance scanned as individual pages and it was very difficult to try to put it in order.  Mr. Harshman reported that DEQ supplied him with a word document of the Ordinance that he could work with.    
         
The Personnel Committee had no report.                  

The Finance Committee had no report.  Mr. Harshman reported that Brown Edwards is still working on the financials for 2016-2018.

The Property Committee had no report.  Mr. Harshman reported that everything checked out with the last boiler inspection.  Mr. Harshman also reported that Ortts Electric completed the re-wiring at the Mill and the elevator is running again.  Mr. Harshman reported that VML paid $13,990, so the only thing that the Town had to pay was the $1,000 deductible. 

The Cemetery Committee had no report.  Mr. Harshman reported that the cremation memorial is still in Georgia, but the Council needs to decide on the sale prices for the spaces.  Councilman Beachy stated that he thought that they should be the same price as the cemetery lots.  A motion was made by Councilman Beachy and seconded by Councilman Dellinger to set the sale prices for the crematorium spaces at $750 for in-town residents and $1,200 for those that reside out of town.  Motion carried. 

Park Committee Chairman, Councilman Wymer-Hollar stated that it is almost pool season and the pool will be opening on the Saturday of Memorial Day weekend.  Mr. Harshman reported that a new company came to look for the leaks in the pool and there were no leaks in the underground pipe.  They believe the problem is where the pool connects to the skimmer units and hopefully can be fixed before pool season begins.                 

The Insurance Committee had no report. 

Capt. Dellinger provided the Council with a “Calls for Service” report for March 2019.  Capt. Dellinger stated that when the warmer weather comes, the calls for service go up.  Capt. Dellinger also reported that there has been more traffic enforcement on Main Street.

Mr. Harshman reported that he attended the March Tourism Council meeting.  The minutes are not yet complete, but will be sent out to the Council when they are done.

Mr. Harshman reported that the Town of Woodstock is hosting the next Town & County Dinner on Wednesday, May 29th.

There was no ARB meeting this month.

The Planning Commission did not meet last month.  Councilman Van Stee reported that trying to hire a building inspector has been a very frustrating experience since none of them will follow-up with him.  Councilman Wood asked if the Town would be the ones paying the building inspector.  Mr. Harshman stated that yes, the Town would be, and it is already in the Budget under Community Development.

The Zoning Administrator had no report.

The Town Attorney had no report.

Mr. Harshman asked the Council to consider Long Enterprises 5-year contract renewal for weekly trash removal within the Town.  A motion was made by Councilman Dellinger and seconded by Councilman Beachy to approve Long Enterprises 5-year contract renewal for weekly trash removal within the Town.  Motion carried.

Mr. Harshman asked the Council to authorize Inboden Environmental Services, Inc. to become the Operator in Responsible Charge of the Town of Edinburg’s Water and Wastewater Treatment Plants starting May 1, 2019 through June 30, 2019.  A motion was made by Councilman Dellinger and seconded by Councilman Wood to authorize Inboden Environmental Services, Inc. to become the Operator in Responsible Charge of the Town of Edinburg’s Water and Wastewater Treatment Plants starting May 1, 2019 through June 30, 2019.  Motion carried.  Mr. Harshman also asked Council to approve the contract with Inboden Environmental Services, Inc. starting July 1, 2019 until June 30, 2020.  A motion was made by Councilman Wood and seconded by Councilman Dellinger to approve the contract with Inboden Environmental Services, Inc. starting July 1, 2019 until June 30, 2020.  Motion carried.  Councilman Wood asked Mr. Inboden how big the company was.  Mr. Inboden stated that the company has 45 employees.  He also stated that they were based in Mt. Jackson and had field offices in Middleburg and in Clarke County.  Mr. Inboden also stated that this will be their 26th year in business and that the Clarke County Water Plant is very similar to Edinburg’s.    

Mr. Harshman stated that the proposed amendments to the 2018-2019 Budget and the proposed Budget for the period beginning on July 1, 2019 and ending June 30, 2020 needed to be discussed.  Mr. Harshman reported that the proposed amended budget for the fiscal year 2018-2019 results in Total Revenues for the General Fund of $874,788 and Total Revenues for the Enterprise Fund of $752,000. 

Mr. Harshman reported that the General Fund Revenues for the 2019-2020 Budget are proposed at $867,154 and this includes an increase in the Meals Tax from 5% to 6%, which will bring in another $14,000 in revenue based on the past year’s collections.  The General Fund Expenses are proposed at $867,154, which includes a proposed 3% increase in salaries for full-time employees and the two current part-time maintenance employees.  All of the other part-time/seasonal employee’s salaries are proposed at a 1% increase, the Pool Manager’s salary is proposed at $360/week and the Mayor’s salary is proposed at a 2% increase.  Mr. Harshman reported that the Town can’t afford another full-time maintenance employee, but another part-time person is included at the rate of $10.50/hr. for 24 hours a week.

Mr. Harshman reported that the Enterprise Fund Revenues are proposed at $736,018 and include the following increases in fees of $0.50 per month for Trash Pickup, $1.00 per month Minimum Water Fee (out of town customers at $1.50) for the first 3,000 gallons, $4.00 per month Minimum Sewer Fee (out of town customers at $6.00) for the first 3,000 gallons.  Over the minimum water fees are proposed as the next 7,000 gallons at $7/1,000 gallons in town and $10.50/1,000 gallons out of town, the next 10,000 gallons at $6.50/1,000 gallons in town and $9.75/1,000 gallons out of town, the next 10,000 gallons (or more) at $6/1,000 gallons in town and $9.03 out of town.  Over the minimum sewer fees are proposed as the next 7,000 gallons at $11/1,000 gallons in town and $16.50/1,000 gallons out of town, the next 10,000 gallons at $7.50/1,000 gallons in town and $11.75/1,000 gallons out of town, the next 10,000 gallons (or more) at $6/1,000 gallons in town and $9.03 out of town.  Mr. Harshman also reported that the Enterprise Fund Expenses are proposed at $736,018 and include an increase in the Operating Contract to reflect the change to a new Contract Operator and there is $61,108 in Water System Improvements for things that will come up and the Department of Health is pushing the Town to pressure wash the elevated tank, which will require some kind of lift equipment.  There is also $101,031 in Sewer System Improvements with the plan to put as much as possible aside to prepare for the upgrade. 

Councilman Wood thanked the Mayor for all of his hard work on the Budget and for his work around town.  Councilman Wood stated that the Mayor should get a 3% increase along with all of the other full-time employees instead of a 2% increase.  A motion was made by Councilman Wood and seconded by Councilman Beachy to increase the Mayor’s raise from 2% to 3%.  Motion carried.

Mr. Harshman stated that he would schedule and advertise a Public Hearing on the Budget for 7:00 p.m. on Tuesday, May 14th before the Regular Council Meeting.

Councilman Beachy seconded what Councilman Wood said about Mr. Harshman doing a good job on the Budget.

Councilman Wood stated that he was glad to see UVA win last night.

With no further business, a motion was made by Councilman Dellinger and seconded by Councilman Beachy to adjourn the meeting.  Motion carried.  The meeting was adjourned at 8:26 p.m.
                                                                                                        

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