COUNCIL MEETING MINUTES JUNE 14, 2022 - DRAFT

REGULAR COUNCIL MEETING JUNE 14, 2022

The Edinburg Town Council met in a regular session on Tuesday, June 14, 2022.  Mayor Harshman called the meeting to order at 7:30 p.m.  All Council Members were present, except for Councilman Dellinger.  Also present were visitors:  Mr. Nick Harpold of the Northern Virginia Daily and Capt. Kolter Stroop and Dep. Bradley Pellath from the Shenandoah County Sheriff’s Department.

Mr. Harshman asked if anyone had anything that was not on the agenda. 

A motion was made by Councilman Baird and seconded by Councilman Wood to approve the minutes of the May 10, 2022 regular meeting.  Motion carried.   

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

The Water and Sewer Committee had no report.  Mr. Harshman called attention to Inboden’s Report.  Mr. Harshman reported that there were some computer problems at the Water Plant, which effected the water production for a couple of days and there is a problem with the power circuit for one of the booster pumps.  Mr. Harshman also reported that Inboden Environmental responded to the comments from the annual water inspection that was done in March by the Virginia Department of Health (VDH).  The Town has not heard back from the VDH, so Mr. Harshman is going with the no news is good news philosophy.

Mr. Harshman reported that the Maintenance Department has been working on relocating two storage sheds at the Wastewater Treatment Plant to prepare for the upgrade construction.

Mr. Harshman reported that the speed signs have not been installed yet, but he hopes this will happen soon.

Councilman Baird reported that he went and talked to the Toms Brook VDOT and also talked to Mr. Matt Smith from VDOT in Edinburg about sidewalks in front of Edinburg Motors and up to the ice cream stand.  Mr. Smith told him that there had to be 4’ of grass or 4’ of sidewalk or just an 8’ sidewalk.  He also stated that the State doesn’t have any funding for sidewalks, but he mentioned that there may possibly be some grants out there.  Councilman Baird also spoke to the Mt. Jackson Town Manager and he told him to call Mr. Karl Schaeffer at Pennoni.  Mr. Harshman stated that Pennoni is the Town’s engineers.  Mr. Harshman also stated that there might some competitive grants out there like the old TEA-grants or some revenue sharing grants.

Mr. Harshman welcomed Mr. Clyde Beachy back to the Council.

The Ordinance Committee had no report.

The Personnel Committee had no report. 

The Finance Committee had no report.  Mr. Harshman reported that he and the Town Treasurer have concluded that getting the new software would not be a good move for the Town right now.  The required annual maintenance fee is $5,453, which is expensive, but unavoidable.  While going over the details of the contract, it was discovered that the maintenance fee did not include the restoration of data if the system went down for any reason.  This service would require the Town to have the software company serve as the host for our information, which requires an additional annual cost of $4,500.  This amount is almost 40% of what the Town pays annually for the general insurance premium, including workers compensation. 

Mr. Harshman asked Mrs. Heier to talk to the Town Treasurers from some of the other communities that use this software.  Mr. Harshman’s concern was that it would be too overwhelming for a staff of the Town’s size and what she learned indicated that his concerns were valid.  The Town is still going to look at ways for customers to pay on-line.  A motion was made by Councilman Wood and seconded by Councilman Baird to withdraw the motion for purchasing the new software.  Motion carried.  Mr. Harshman stated that this would free up $50,000 in American Rescue Plan Act (ARPA) funds that could be used on another project.

The Property Committee had no report.  Mr. Harshman reported that the 1999 F-350 truck is in service now after having a list of things corrected while having it inspected.  Mr. Harshman stated that by taking the $10,000 snow plow out of the purchase price of the truck, the Town only has $18,000 tied up in a truck which has only 65,000 miles on it.  He reported that there are problems with the 1990 Ford Ranger, which would require a new or rebuilt engine at a cost of $4,000-$5,000.  The truck is still drivable if the engine fluid levels are monitored, and it is a good size for use around town and works well during mowing season.  Mr. Harshman reported that the Coffelt family is giving the Town a 2006 Ford Ranger and the 1990 Ford Ranger will be evaluated after the new Ranger comes.

The Cemetery Committee had no report.

The Park Committee had no report.  Councilwoman Wymer-Hollar called attention to the Park & Pool Report for May and reported that the pool did well the first four days it was open.  She also reported that many family pool passes have been sold and there have been a lot of Pool Parties booked for June and July.  Councilwoman Wymer-Hollar stated that students from Charterhouse School will begin coming to the pool starting on June 27th, 4 days a week and Water Days will be on July 11th-July 14th.  She also thanked Mr. Ross and his crew, Mrs. Heier and Ms. Lowerre at the Town Office, Mrs. Sue Harshman and the Sheriff’s Department for all of their help.

Councilman Wood thanked Handyman on Demand for fixing the shelters.  He also stated that he was proud of the park and it does very well for a little park and he thanked Councilwoman Wymer-Hollar and her staff for doing a good job at the pool. 

Mr. Harshman reported that Handyman on Demand was going to do the shower work at the pool, but the showers came in too late, so they will be installed in the Fall.  Mr. Harshman also reported that there is new rubber mulch and new swings at the park. 

Mr. Harshman stated that the Town Council had decided on a closing time for the park, but not an opening time.  He suggested that the Park should open at 5:00 a.m. since there are many dog walkers and people exercising at that time.  Mr. Harshman reported that he asked Ms. Lynne Crumpacker to create a new sign for the park with the opening and closing hours and presented the Council and Capt. Stroop and Dep. Pellath with a proof of the new sign.  The Council liked the design of the sign, so Mr. Harshman will go ahead and order a number of the signs with some changes to the wording to be placed at the tennis courts, the pool and at the shelters.

The Insurance Committee had no report. 

Capt. Kolter Stroop called attention to the May Calls for Service report.  Capt. Stroop reported there have been some vehicle larcenies and a church larceny right outside of Town.  He also reported that there has been a lot of activity at the Printz Street Apartments after 10:00 p.m.  Capt. Stroop stated that there were only six people at the last Neighborhood Watch meeting at Valley Baptist Church.  Mr. Harshman stated that they could start having the meetings at the Town Hall again.  Councilman Wood thanked Capt. Stroop for redoing the Calls for Service Report and that he likes the Deputies doing foot patrols in the Town. 

Mr. Harshman reported that he has not received the minutes from the May Tourism Council meeting, but he will forward them to the Council as soon as he gets them.  He also reported that his term on the Tourism Council expires at the end of June and he is going serve for another 3 years.

Mr. Harshman reported that the Town has reached out to Ms. Amanda Kerns from the Northern Shenandoah Valley Regional Commission about the process to remove a proposed ARPA project and add some additional items.  He would like to start getting information on painting the water tanks and redoing the tennis courts. 

Mr. Harshman reported that the Bus Service ridership was over 1,000 for April and May and continues to increase.

Mr. Harshman reported that he provided the Council with a list of committees with the addition of Councilman Beachy replacing Mr. Boone and this will carry forward until the end of the year since the Council Member terms now run until December 31, 2022.

Mr. Harshman reported that the Visitor Center signs on Interstate-81 have tentatively been approved.  The plan is to add the new blue signs to the existing brown signs which will tie the Edinburg Mill in with the Visitor Center.  The sign information has been submitted to VDOT, who has the final approval.

Mr. Harshman reported that visitation at the Edinburg Mill is reaching pre-COVID levels.  He also reported that the Shenandoah County Chamber of Commerce brought 40 high school students and school staff to the Mill last Friday as part of their Leadership Program.  Mr. Harshman gave them a brief history of the Mill and the creation of the Museum and Visitor Center and they spent almost an hour touring the Museum and then had lunch at the Mill Restaurant.  He reported that very few that were in attendance had been to the Mill and were very surprised and impressed. 

Mr. Harshman reported that the Town was contacted again by T-Mobile about placing cell antennas on the water tower.  Mr. Harshman sent them some additional information and reminded them that the Town wants to see a mock-up of how this will look.  T-Mobile stated that their engineers were reviewing what Mr. Harshman sent them. 

Mr. Harshman stated that he would be going to the Voter Registrar’s Office tomorrow if anyone wanted him to drop off their election paperwork.

Mr. Harshman reported that the Architectural Review Board (ARB) has not met lately but have been communicating by email about the follow-up for some projects that were started last year.  He also reported that the ARB still needs another member.

There was no Planning Commission meeting last month.  Mr. Harshman reported that the Planning Commission still needs members.

The Zoning Report showed that four permits were issued:

1.  Joel Ramos
     108 Printz Street
     Fence

2.  Don Jurgensmeyer
     206 Princess Caroline Court
     Porch

3.  Donnell Smith
     202 Princess Caroline Court
     Storage Shed and Redoing the sidewalk from house to driveway

4,  Phillip Noel
     210 Princess Caroline Court
     Garden Shed

There was no Town Attorney Report.

Mr. Harshman reported that Mr. Leon McCray asked him what could possibly be put where his warehouse was.  Mr. Harshman spoke to the Zoning Administrator and they both agreed that the only thing that he could possibly put there would be parking.

Mr. Harshman reported that he received notification from the USDA that the Town was cleared to start on the Wastewater Treatment Plant project.  Mr. Harshman also reported that there was a pre-construction meeting the last week of May with USDA, the Engineers, the Contractor, Inboden Environmental and the Town.  At that time, the Contractor thought that they would be starting around June 6th, but it took a while longer to get the USDA’s final approval.  He also reported that he signed the Notice to Proceed today.  Mr. Harshman reported that he approved the placement of a trailer to be placed near the Maintenance Shop for the Job Supervisor, Mr. Tim Sparks to use.  They will be working Monday-Thursday from 6:00 a.m. to 5:00 p.m. and he will be staying on site during the week and going home on weekends. 

Mr. Harshman reported that the Contract calls for substantial completion within 450 days and completion in 480 days, but this might be impacted by the weather and supply chain issues that are beyond anyone’s control.

Mr. Harshman read the enacting sections of the Budget for the year beginning July 1, 2022 and ending June 30, 2023.  A motion was made by Councilman Baird and seconded by Councilman Wood to adopt the Budget for the year beginning July 1, 2022 and ending June 30, 2023.  Councilman Wood raised a question about the 1-hour minimum under Repairs, Installation, Emergency Employee/Equipment Costs in the Budget and if it could be changed.  Mr. Harshman stated that he will add a 1-hour minimum to that entire section.  Mr. Harshman suggested that the motion be amended with this change.  A motion was made by Councilman Baird and seconded by Councilman Wood to adopt the Budget for the year beginning July 1, 2022 and ending June 30, 2023 including this change.  Motion carried.  Recorded vote as follows: Wymer-Hollar - aye, Dellinger - absent, Baird - aye, Beachy - aye, Reistetter - aye, Wood - aye, Harshman - aye. 

A motion was made by Councilman Wood and seconded by Councilman Beachy to authorize the Mayor to sign a Purchase and Sale Agreement and take the steps required to purchase real property at the corner of Piccadilly Street and Shenandoah Avenue for public use.  Motion carried.

Mr. Harshman stated that Mr. Bill Boone was the Town Council representative on the Planning Commission and since he resigned from the Town Council, he can no longer be on the Planning Commission.  Mr. Harshman asked if anyone on the Council was interested in being on the Planning Commission.  Councilwoman Reistetter stated that she was interested but wanted to know what duties were required.  Mr. Harshman explained what was required.  A motion was made by Councilman Wood and seconded by Councilman Beachy to appoint Councilwoman Reistetter as the Town Council representative to the Planning Commission.  Motion carried.

Councilman Wood stated that while walking around the park, he saw a resident throwing some discs and asked him what he was doing.  The resident explained that he was practicing “disc golf”.  Councilman Wood asked him more about it and thought it would be a nice addition to the park to add some practice areas for disc golf.  He stated that 4 “baskets” could be placed around the pavilions in the wooded areas.  Councilman Wood stated that he would be getting more information about all of this.  These baskets would cost between $400-$600.  Mr. Harshman stated that concrete pads would need to be installed around the poles that hold the baskets, so the total cost for the baskets and the concrete pads would be in the $4,000-$5,000 range.  Councilman Baird stated that he was okay with this as long as it was played away from other people, so no one got injured.  Councilman Wood described a little more about “disc golf” and how it was played.  A motion was made by Councilman Baird and seconded by Councilwoman Reistetter to approve the installation of disc golf at the Town Park.  Motion carried. 

Mr. Harshman stated that Mr. Bill Smith’s term on the Architectural Review Board ended on June 30, 2022 and asked the Council if they would like to reappoint him.  A motion was made by Councilman Wood and seconded by Councilman Beachy to approve the reappointment of Mr. Bill Smith to the Architectural Review Board for the term of July 1, 2022-June 30, 2026.  Motion carried.

With no further business, a motion was made by Councilman Wood and seconded by Councilman Beachy to adjourn the meeting.  Motion carried.  The meeting was adjourned at 8:32 p.m.

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