TOWN OF BIG STONE GAP, VIRGINIA COUNCIL WORKSHOP MEETING. COUNCIL CHAMBERS 505 E. 5 TH STREET, SOUTH BIG STONE GAP, VA September 5, :30 PM

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1 Council Workshop Meeting - 09/05/2017 APPROVED 10/10/17 Page 1 of 6 TOWN OF BIG STONE GAP, VIRGINIA COUNCIL WORKSHOP MEETING COUNCIL CHAMBERS 505 E. 5 TH STREET, SOUTH BIG STONE GAP, VA September 5, :30 PM AGENDA ITEM 1 Call to Order and Roll Call Mayor Stone called the meeting to order. Those Present: Staff Present: Hon. James Stone, Mayor Hon. Gary Johnson, Vice-Mayor Hon. Nancy Bailey, Councilwoman* Hon. Robert Bloomer, Councilman Hon. Kent Gilley, Councilman Hon. Crystal Lyke, Councilwoman Hon. Philip Robbins, Councilman Mr. Stephen Lawson, Town Manager Mrs. Judy C. Hall, Town Clerk/Treasurer Mr. Charles Bledsoe, Town Attorney Sgt. Joseph E. Phillips, Police Department *Hon. Nancy Baily arrived at 7:38 pm AGENDA ITEM 2 PUBLIC HEARING Budget Amendment Mayor Stone recessed the Council Workshop and opened the Public Hearing on the proposed amendment to the Budget. Receiving no comments from citizens, he closed the Public Hearing and reconvened the Council Workshop. AGENDA ITEM 3 REVIEW OF MINUTES Review of draft of minutes of the Council Workshop Meeting of August 1, 2017, the Regular Council Meeting of August 8, AGENDA ITEM 4 TOWN ENGINEER S REPORT Mr. Lawson presented the Engineer s Report in Mr. McElroy s absence. He said the contractor for the Southern Tank Project has completed the repairs to the slide. The final cost was less than the estimates, so the Town saved approximately $4,300. During construction, some damage was done to the access road, and the contractor has agreed to repair everything they were solely responsible for at no cost to the Town. However, there were previous damages from where the Town repaired water leaks and performed incidental construction.

2 Council Workshop Meeting - 09/05/2017 APPROVED 10/10/17 Page 2 of 6 That work will require a change order, and a letter will be sent to the property owner to ensure the work done is satisfactory. The Town has been awarded $60,000 from the Coalfield Water Development Fund for the Cadet and West 8 th Street Water Line Replacement Project. The project is estimated at $75,000, so the Town is applying to Lenowisco for a grant for the remaining $15,000. The Town anticipates having the preliminary drawings for the Big Cherry Access Road and Security Project in a couple of weeks. The FONSI (Finding of No Significant Impact) we have been waiting on for the Powell River Raw Water Intake Project has been issued and the final request for funds was submitted last week. AGENDA ITEM 5 TOWN MANAGER S REPORT Mr. Lawson said that because of time issues, he was switching items a and b and asked Ms. Carico to come forward with her presentation. a. Union High School Highway Study Connie Carico Ms. Carico said the FCCLA was very appreciative of what Council does, and thanked them for their support of the FCCLA program that enabled students to attend the National FCCLA Meeting in Nashville. The Town s donation helped pay for housing, food, special uniforms, and a ribbon-cutting ceremony at the grand opening of the round-a-bout. At the conference they were invited to go to Washington, DC for a press conference with CSPAN, which can be viewed by googling CSPAN FCCLA. She said that there is a photo of two UHS students standing in front of the winning display on the website. On behalf of the FCCLA students, she, again, thanked Council for their support. b. Friends of Terrace Park Cabin Mr. Lawson asked the Friends of Terrace Park Cabin to come forward for their presentation. Harry Meador Mr. Meador thanked everyone for the opportunity to speak at the Workshop. The Friends of Terrace Park Cabin is a recently-formed group with the goal of preserving the cabin while promoting the Town s baseball ideas. He said the cabin has been used for a number of Town purposes since it was built in 1938, such as a Girl Scout meeting place, the Town Manager s residence, and a rental facility for various events. A Terrace Park Cabin Committee was formed in 2003 and worked toward getting the cabin listed on the state and federal Historical Registry, which they finally achieved in He emphasized the number of people who have used the cabin recently: April, 680; May, 620; June, 500; and July, 500. He acknowledged that the cabin needs some maintenance that will be expensive, including being made ADA compliant. Mr. Meador said the Gap Partnership reached out to his group with the information that their current plans are to upgrade the two existing ballfields and build a multi-purpose building, and that they don t need the cabin site at this time. He said the Friends of Terrace Park Cabin hope to find some middle ground.

3 Council Workshop Meeting - 09/05/2017 APPROVED 10/10/17 Page 3 of 6 Grace Bradshaw Ms. Bradshaw said she knows that Council has the best interest of the Town at heart. She said that their group does not currently have the funds to move the cabin by October 1 st, but they would like to both move the cabin and make room for whatever design that includes three ballfields. She suggested the cabin could be used as a welcome center for the travel ball participants. She said they are hoping for a delay of the deadline to work out some of the visions the group has for the cabin so it can be a part of the economic development plan for the Town. Bob Roth Mr. Roth said the group s original proposal was to be for the Town to give the cabin and land to the Friends of the Cabin so they can raise the funds to renovate it. After talking with Mr. Lawson, he said he was struck by his open-mindedness and willingness to talk to anyone who wants to move the Town forward. He said Mr. Lawson proposed an alternative plan of possibly building the ballfield on the cabin site and moving the cabin back about feet, then find a better use for the cabin. Mr. Roth agreed that there are other alternatives for the use of the cabin and still move forward with the ballfields. He said there are a lot of things to be researched, and asked that the deadline be moved back, perhaps to January 1 st of 2018, to give everyone involved time to review the entire situation. Town Manager Stephen Lawson said they still do not know what the cost of building a ballfield will be, but he distributed a diagram showing that the ballfield will fit on the cabin site as they hoped it would, and also showing possible locations the cabin could be moved to on the property. He said that M & M Home Movers of Harrogate, TN submitted a quote of $16,000 to move the cabin. The move includes jacking up the cabin (log structure and porch) and moving it. The chimneys cannot be moved and will need to be redone. He also had a quote from Paul Davis Restoration to get the cabin up to par for $129,237. This includes new kitchen appliances, new windows, a new foundation, and everything needed to make it nice. He said he would like to see the cabin worked into the plan for the ballfield, such as a concession stand or restrooms. However, renovating the cabin is not in the best interest of the Town, so the Friends of the Cabin must raise the money to both move and renovate it. Mayor Stone said that Council is looking ahead for what is best for the Town, and from the Town s standpoint, investing that much money into the cabin is difficult when there are other things that are more urgent. He said that moving it would be a great idea, and he is okay with delaying the deadline if necessary. He added that the Town Manager is charged with managing the Town s property, and Council has faith in his abilities. Mr. Robbins said having the ballfield where the cabin is located will work, but he is opposed to lighting that field because of the intrusion on homeowners nearby, so he suggested the field be used only during daylight hours. He said that building this field is not at the top of the list, so there is time to negotiate and decide the next move. Our first priority for the ballfields is upgrading the two existing fields at Bullitt Park, funded by a donation by Wellmont. Next on the list is upgrading the Frog Level fields. He said he would support extending the deadline to move the cabin to allow them time to make plans. Ms. Lyke said she will support delaying the deadline as well, if the committee is willing to raise the money to move the cabin.

4 Council Workshop Meeting - 09/05/2017 APPROVED 10/10/17 Page 4 of 6 Mayor Stone said there are funding sources that may be willing to help with costs, such as Lenowisco. He said the Town will help as they can, but we cannot take on the commitment of that project. Mr. Bloomer agreed that the Town cannot commit taxpayer funds for a renovation that generates such little revenue in return. He is not for tearing the cabin down, but is not opposed to moving it or delaying the demolition. He said we have to focus on things that bring people to Town, and the cabin does not do that. Mr. Robbins said that the first move needs to be to raise funds, around $25,000, to build a foundation and move the cabin, then shift the focus to the renovation. Mr. Lawson commented that it is important to know that the efforts of the Gap Partnership to get the travel ball project under way did not depend on the Town for the funds to proceed, but have worked themselves to get this far. He emphasized that the motto #BE THE CHANGE is not an effort to change everything in Town, but is a call to work - if you want something to change, make it change. He said the Town is willing to work with the committee to save the cabin if they show they are willing to work toward that goal, and if an opportunity for a grant to help them comes along, he will be the first to apply for it. Mr. Roth said he is worried that if they fundraise to move the cabin and miss the deadline, the cabin will still be demolished, which hampers the success of fundraising, as people don t want their money to go to waste. Mr. Robbins said the field will not be ready to work on for a couple years, so they should have no problem with getting enough money to move the cabin. c. Parade Permit UHS Homecoming Mr. Lawson said he will be asking Council to approve this permit for the UHS Homecoming Parade on September 15 th. d. Parade Permit - Veterans Day Mr. Lawson said he will be asking Council to approve this permit for the Parks and Recreation Department s Veterans Day parade on November 11 th. Following the parade the Dogwood Garden club will hold a dedication ceremony for the Blue Star Memorial at noon. Council members discussed ways to boost attendance for the Veterans Day parade, or alternatives to the parade, as attendance has fallen off in the past few years. e. Review of Fire Department By-Laws Mr. Lawson asked the Mayor to call for a meeting of the Administrative Committee to review proposed updates of the Fire Department s By-Laws. Mayor Stone asked Nancy Bailey, Administrative Committee Chairwoman, to set a meeting for that review. f. Review of Personnel Policies Mr. Lawson asked the Mayor to call for a meeting of the Human Resources Committee to review the Town s Personnel Policies. Mayor Stone asked Gary Johnson, Human Resources Committee Chairman, to set a meeting for that review. g. Projects Update Mr. Lawson congratulated Council and the Town on behalf of PetSafe for being the recipient of a $25,000 Bark for Your Park Grant for our proposed Dog Park. Mr. Lawson said

5 Council Workshop Meeting - 09/05/2017 APPROVED 10/10/17 Page 5 of 6 the Town must have site plans and specs, budget estimates, and a time line submitted to PetSafe before the grant is issued. He announced that on Saturday, Sept. 16 th, there will be a Black & White Gala Benefit for the Children s Advocacy Center from 7:30-midnight at the Goodloe Center. The Town has purchased a table for eight for any Council members who wish to attend. Mr. Lawson said that Old Dominion Power has notified us that the rates for lights on utility poles are going to increase, but the extra cost should not affect our budget too much. He said that the bridge on Crackers Neck Road has been repaired so chemical trucks will have access to the water plant. Mr. Lawson said the Town has partnered with Spearhead Trails to apply for an Appalachian Regional Commission (ARC) Grant for $25,000 for the Pump Track. This project is in cooperation with Heritage Church of God, in front of where the proposed track is located. The water leak at the bridge in Southern Section that resulted in all three schools being called off for a day has been fixed. During the process, a main valve stem broke and was repaired, and a new valve was put in at 29 th Street so if a break in that area happens again, water can be routed to the schools from the new valve. This means that now water can be directed to the high school and hospital from two separate lines so they should never be without water if leaks in those areas occur in the future. Mr. Lawson said the Wise County Building Inspector agreed with our building official s assessment that the Terrace Park Cabin be closed because of mold conditions. The cost of a removal plan is $1,000, which doesn t include removal of the mold. This weekend we are launching a new event The Amazing Race based on the national TV show. Local merchants plan to participate as contestants race to win the prize, with stops at Glencoe Cemetery, the Disc Golf Course, and Bullitt Park also. A block party will follow at the Visitors Center. There is an entrance fee of $40 per team. He said there were around people who came out in the rain for the 5 th Qtr. After Party following the football game Friday night. They have a lot of ideas on how to make the next one even better. Mr. Lawson said he will have lunch with the principal and vice-principal of Union High School on Thursday. He said he will be glad to put forward any questions Council members may have at that time. He pointed out that the water distribution rate is at 50.1%, which is the best it has been in some years. Mr. Lawson reminded Council that the Virginia Municipal League (VML) will have their Annual Conference October 1 st thru the 3 rd. The Town will have a booth at the Conference. AGENDA ITEM 6 CLOSED SESSION in accordance with VA Code (A)(1) for the discussion, consideration, or interview(s) of prospective candidate(s) for employment, assignment, appointment, promotion, performance, evaluation, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body.

6 Council Workshop Meeting - 09/05/2017 APPROVED 10/10/17 Page 6 of 6 Motion by Bailey, seconded by Gilley, that Council enter a Closed Session in accordance with VA Code (A)(1) for the discussion, consideration, or interview(s) of prospective candidate(s) for employment, assignment, appointment, promotion, performance, evaluation, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body. Motion resulted as follows: Ayes: Bailey, Bloomer, Gilley, Johnson, Lyke, Robbins, Stone Nayes: None Abstain: None Absent: None Motion by Lyke, seconded by Johnson, that Council re-convene into Open Session. Motion resulted as follows: Ayes: Bailey, Bloomer, Gilley, Johnson, Lyke, Robbins, Stone Nayes: None Abstain: None Absent: None Ms. Hall read the Certification of Closed Meeting. Roll call vote resulted as follows: Ayes: Bailey, Bloomer, Gilley, Johnson, Lyke, Robbins, Stone Nayes: None Abstain: None Absent: None AGENDA ITEM 7 COMMITTEE REPORTS No reports. AGENDA ITEM 8 COUNCIL COMMENTS AND DISCUSSION Mrs. Bailey thanked the Friends of the Cabin for their efforts and for coming tonight, and the Town Manager for his willingness to work with them. Mr. Bloomer thanked Bob Roth and his group for coming tonight. Mr. Johnson said he is pleased that we received the grant for the Dog Park, and thanked Ty Bloomer for his hard work on that project. He said he is hopeful that the Town can resolve the cabin issue. He mentioned that on September 16 th and 17 th Maurice Vanhook will have a woodcarver s event at Jessie Lea RV Park. Ms. Lyke said enthusiasm is greatly appreciated and thanked the Friends of the Cabin for coming tonight. Mr. Robbins said he agrees with the support for the cabin, and is pleased about the grant for the Dog Park. He said that the state All-Star Game will be played in Wise County for the 1 st time ever. The first game was played in 1971 in Roanoke, after which it has moved to different locations around the state. There will be 80 players and 10 coaches staying at The Inn at Wise from December 14 th -16 th, with Frank Beamer as the guest speaker at the banquet. The game will be played at UVA Wise on December 16 th, adding that this project will cost about $18,000. Mr. Robbins has asked six coaches in the surrounding towns and counties to each raise $1,000, which will cover lodging and meals. He said a variety of merchants and donors are covering the remaining expenses. He asked the Town to put together activities here on Friday, December 15 th, for the group to visit. Each youngster will get a bag that will highlight

7 Council Workshop Meeting - 09/05/2017 APPROVED 10/10/17 Page 7 of 7 activities from the Breaks Interstate Park, Carter Fold, Wilderness Road State Park, Natural Tunnel State Park, and Hungry Mother State Park that may entice families to return here in the summer to visit. On March 26, 2018, UVA Wise will also host the All- Star basketball game for the second year. Mayor Stone said everyone is very appreciative of Mr. Robbins s efforts with that project. He said he really appreciates all the comments the townspeople are making, and also with the progress we are having in recognizing the efforts being made in the Town. AGENDA ITEM 9 ADJOURNMENT Meeting adjourned 8:35 pm. Minutes Recorded & Transcribed by Judy C. Hall, CMC Town Clerk/Treasurer