March 2016 Minutes

May 2016 Minutes
June 24, 2016
April 2016 Minutes
June 26, 2016

Town of Mineral Council Meeting



Town of Mineral
Post Office Box 316
312 Mineral Avenue
Mineral, VA 23117
Phone 540-894-5100 Fax 540-894-4446
email: mineral@louisa.net
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Pam Harlowe, Mayor
Michael Warlick, Vice-Mayor Tom Runnett
Bernice Wilson-Kube
Doswell Pierce
Roy McGeHee
William Thomas
Salvatore Luciano, Town Manager Ti-Lea Downing, Treasurer/Clerk Jack Maus, Town Attorney
Town Council meets for its regular session on the second Monday of each month at 7:00 p.m. Persons wishing to be heard or having an item to be placed on the agenda should make their request to the Clerk of Council by the final Monday of the month preceding the meeting.

Town of Mineral Council Meeting
March 14, 2016
7:00pm

COUNCIL MEMBERS:
Pam Harlowe, Mayor; Michael Warlick, Vice- Mayor; Tom Runnett, Bernice Wilson Kube, Doswell Pierce, Roy McGhee and William Thomas
STAFF MEMBERS:
Sal Luciano, Town Manager; Ti-Lea Downing, Town Clerk; Jack Maus, Town Attorney
PUBLIC:
Michael Massie with the Central Virginian;

Public Comments: No comments

Adopt/Amend Agenda: Sal Luciano added roof of the pavilion/barn at Walton Park and timber cleanup under old business. Pam Harlowe added Fred Byrd’s request to close the ally under new business. Tom Runnett made a motion to approve the agenda as amended; this was seconded by William Thomas with 0 opposed.

Approval of the February 8, 2016 Minutes: William Thomas motioned to approve the minutes and was seconded by Tom Runnett with 0 opposed.

Approval of the February Bills to be Paid: It was questioned as to why we are still paying Verizon for internet. Sal Luciano stated CVA link was having an issue installing the

hardware. They came in last week and completed the installation however the speeds were not fast enough for DMV. CVA Link is supposed to go in and boost the speeds. We are waiting to cancel Verizon until CVA Link is up and running properly. Sal Luciano stated that the bleachers at Luck Field were rotted and old. At some point someone went in and placed new wood overtop of the old. Sal Luciano had the maintenance men repair the bleachers during the winter season. Sal Luciano explained we completed the repair because the baseball field is our property and we could potentially be sued if someone was to get hurt on them. Roy McGhee motioned to approve the minutes; Tom Runnett seconded with 0 opposed.

Town Manager’s Report: Sal Luciano advised we are getting close to the end of our budget year. We are getting a little over on some line items. We are over budget on advertising because of Mr. Morgan’s advertisements, by approximately $400.00. The Town’s Legal fees are maxed out. We may have some more legal costs coming up. Revenues are doing well probably more than we had budgeted, to include DMV revenue and bank stock tax. Sal Luciano advised he will talk to finance committee if we need to move funds around for legal costs. CVA Link was not very successful in advertising, so they will be sending out post cards to the members of the town offering one free year of service. Letters were sent out for personal property bills advising property owners a hold will be placed on their DMV records, if not paid in full by March 14, 2016. Some money has been collected on past due balances since they were sent out.

Town Attorney’s Report: Mr. Maus stated he submitted a written report and there are no additions or corrections to it.

Standing Committee Reports: No Report

Beautification/Anti-Litter Committee: Region 10 did complete their clean up on February 26th. They picked up a significant amount of trash in one hour, approximately two truckloads full. The Town sent out notices for the beautification festival that will be held the end of April, We have gotten approximately 15 responses thus far.

Budget & Finance Committee: A rough draft budget will be handed out at the next meeting.

Building Committee: Mineral Shakes is back open for business. A couple of concrete stops in the Town office parking lot were broken from the snow plowing.

Cemetery Committee: The clean-up went well. The Town maintenance went in and gathered a lot of loose items in the cemetery. The beginning of April the Town will go and pick up the seasonal decorations.

Economic Development Committee: There will be an entertainment studio opening in the Town of Mineral. The EzShip is set to open mid-April and will offer all the same services as Mineral Pack & Ship. The old Harkrader office had some trees that were cut down and left. Town Maintenance cleaned from the sidewalk to the road. The debris that is in the back yard area will need to be cleaned up by whoever is responsible. Sal Luciano will make some calls to try and find out who is responsible for the mess.

Personnel Committee: The new maintenance man started on March 14, 2016 and did well. He will be working 7 hour shifts, four days a week.

Police & Legal Matters Committee: No Report

Streets Committee: Vdot will start work on the sidewalks. Vdot confirmed in front of Sherry’s Snip and Style and the church will definitely get done. Multiple other spots were marked as well. Once the sidewalks are complete, the cross walks at the farmers market will be in the works.

Walton Park: No Report
Water & Sewer Committee: There was a major leak at Spring Rd. OLD BUSINESS:

Town Seal: Rainbow Graphics wouldn’t be able to do the exact same seal but similar. The cost would be $563.00 without the installation. They do not do installation, so after installation the price would be about the same as competitive estimates. William Thomas made a motion to approve the Town Seal not to exceed $900.00; this was seconded by Bernice Wilson Kube with a 4/2 vote.

Tom Runnett/NO William Thomas/YES Bernice Kube Wilson/YES Roy McGhee/NO Doswell Pierce/YES Michael Warlick/YES

Love Sign: Bernice Wilson Kube advised the love works grant is up to $1500.00. Once the love works is installed and paid for we will submit our receipts for reimbursement. Bernice Wilson Kube motioned to approve the love works not to exceed the grant amount of $1500.00; this was seconded by William Thomas.

Tom Runnett/YES William Thomas/YES Bernice Kube Wilson/YES Roy McGhee/YES Doswell Pierce/YES Michael Warlick/YES

Website Management: After the last meeting, Pam Harlowe met with Becky Vigon about keeping the website up to date and she said she would. We’ve had problems this last month with the website being kept up to date. Sal Luciano met with a company that does company website management and completely redesigns your entire webpage. The Town of Louisa is currently under contract with this same company. Sal Luciano advised he was very impressed with the Town of Louisa webpage design that the company showed him in comparison to what the county currently has. The company would also pay all the yearly fees that we currently pay to keep the website name and run all the security on the webpage as well. The yearly fees we currently pay for the webpage is approximately $300.00. We currently don’t have access to any forms online but the company would make all our forms accessible online as well. The pricing to maintain the webpage on a monthly basis with a limited number of monthly updates for a two year term would be $160.00 monthly. They also advised they could train a staff member to do the updates during that two year term. This cost would include a redesign of the Town’s webpage. Discounts would be offered if paid in full for the year opposed to month to month basis. William Thomas motioned to pay Cyberbility for website management for a two year term effective July 1st; this was seconded by Michael Warlick with 0 opposed.

Resolution to Vdot for 10th Street: Tom Runnett made a motion to approve the motion as presented; this was seconded by Roy McGhee with 0 opposed.

Cost to Drill New Wells: Sal Luciano advised the estimate received from two different companies was for $25,000 and $32,000 excluding the well pump, electricity, chemicals and additional cost. The estimate is strictly just to dig the hole for the well. Per recommendation, this will be added to the budget so we are more prepared for the cost when the time arises. We currently have 20K sitting in escrow for water system improvements that wasn’t used last year.

Pavilion at Walton Park: It was voted for the pavilion with concrete cost not to exceed $3,000.00. The barn was in worse shape than expected and is taking longer than originally expected to complete. Their concern is they are going to run out of time before the school year is over. Their recommendation is to finish the side that is open and clean up the other side by putting new doors, framing up rotted spots, and making it look presentable. That way one side can be used as a pavilion and the other side could be used for storage. The wind blew off some of the metal. It was originally anticipated to paint the metal, but due to the condition of it, it is not paintable. Sal Luciano priced out new metal and for the entire building it would be $1,500.00 excluding the hardware to install. A few hundred has been spent so far on materials; it will be approximately a few more hundred to finish up what is currently being worked on. Sal Luciano recommended if we hold off on the concrete we can put some gravel and a couple picnic tables underneath. Then we can see how much use we get out of it. We can always add concrete later. We should be able to complete this with the $3,000.00 that was approved. Sal Luciano stated that if for whatever reason they do not complete the repairs in the allotted time, that the Town maintenance will complete it. Tom Runnett suggested letting them finish up now, and let them come back in the fall as a project. It was questioned why we would pay to put doors on the pavilion when it all is going to be used as a pavilion in time. It was agreed to complete the roof and exclude the concrete at this time. Tom Runnett advised some people on Spring Rd have expressed concern about the mess being left from where the timber has been cut. The spring property is ready to be replanted on at its current condition. Tom Runnett made a motion to replant at the Spring Rd property not to exceed $1200.00; this was seconded by William Thomas with 0 opposed. Tom Runnett will start working on getting volunteers together to clean up at the other properties where timber was cut. We will have to wait till after fire season to do any burning.

NEW BUSINESS:

Health Insurance: The current insurance rates went up $50.00 per person per month. The major differences in some of the potential new plans are the out of pocket deductibles/copay, along with some other differences in the coverage. Bernice Wilson Kube suggested raising the employee’s cost from 10% to 15%. Tex Pierce suggested keep the employee cost what it currently is and the Town will pay the increase solely. William Thomas motioned to keep the same insurance policy and percentages; this was seconded by Doswell Pierce, with 0 opposed.

Butch BBQ at Motel: Butch BBQ proactively came to Sal Luciano to see if there would be any issue with him moving his generator operated BBQ truck in front of the motel

during the weekends. He has already cleared this with the property owner. Council had no issues with this.

Enviromation-VFD $9,000.00: We installed a new pump at well #4 because our old pump wasn’t able to keep the water tower full. The reserve was dried up at that time and the new pump pumps 140 gallons per minute. The smaller pump only does 70 gallons per minute but has the ability to pump 130. There is no way to slow the bigger pump down. Because the work load is less now, if we don’t do anything it will wear the discharge valve out. It was recommended by two different companies to install a VFD. It is not guaranteed to fix our problem but it will be better for the pump regardless. The cost for a VFD is $9,000.00. It was decided to have the smaller pump reinstalled at no cost. The goal is to have the pump run at a consistent speed vs cutting on an off consistently.

Resolution for Buckingham Branch: Roy McGhee made a motion to adopt the resolution; this was seconded by Tom Runnett with 0 opposed. It was questioned about the noise from the train track being a problem. We will submit the request to Buckingham Branch for installation of a seamless rail track.

Interest in Purchase of Lots on Spring Road: Council was asked if they have any interest in selling a portion of the land. This was tabled for 30 days.

Cost to Replace Fence at the Spring: During the timber cutting on Spring Road, the fence around the old spring was damaged. Sal Luciano received an estimate to have it repaired due to possible liability issues. Tom Runnett motioned to have the fence repaired at the spring for the estimated amount from Joe Philips fencing; this was seconded by Tom Runnett with 5/1 vote. This will be paid out of the road improvement fund.

Tom Runnett/YES William Thomas/YES Bernice Kube Wilson/YES Roy McGhee/YES Doswell Pierce/NO ioMichael Warlick/YES

Fred Byrd: Mr. Byrd requested to close the ally that runs where the strip mall is. In November of 2014, Matthew Byrd requested the deed and stated the ally was closed back in 1993. There is no reference to a public hearing with a council vote to close the ally, in any of the minutes during that time frame. William Thomas made a motion for a public hearing to be held with applicant paying the cost of publication; this was

seconded by Doswell Pierce with 0 opposed. Sal Luciano will advise Mr. Byrd of his responsibility to pay the cost of publication for the ad.

Michael Warlick made a motion to go into close session for the purpose of potential litigation under Virginia 2.2-3711A7; William Thomas seconded the motion with all in favor.

Certification that only what was announced was discussed. Tom Runnett/YES
William Thomas/YES
Bernice Kube Wilson/YES

Roy McGhee/YES Doswell Pierce/YES Pam Harlowe/YES Michael Warlick/YES

Engineer for Old School: Tom Runnett made a motion to proceed with for sale of the property with personnel judgement against Mr. Morgan; this was seconded by Bernice Wilson Kube with 0 opposed.

Bernice Wilson Kube made a motion to adjourn the meeting; Roy McGhee seconded the motion.

Public Comments: No comments

Adopt/Amend Agenda: Sal Luciano added roof of the pavilion/barn at Walton Park and timber cleanup under old business. Pam Harlowe added Fred Byrd’s request to close the ally under new business. Tom Runnett made a motion to approve the agenda as amended; this was seconded by William Thomas with 0 opposed.

Approval of the February 8, 2016 Minutes: William Thomas motioned to approve the minutes and was seconded by Tom Runnett with 0 opposed.

Approval of the February Bills to be Paid: It was questioned as to why we are still paying Verizon for internet. Sal Luciano stated CVA link was having an issue installing the

hardware. They came in last week and completed the installation however the speeds were not fast enough for DMV. CVA Link is supposed to go in and boost the speeds. We are waiting to cancel Verizon until CVA Link is up and running properly. Sal Luciano stated that the bleachers at Luck Field were rotted and old. At some point someone went in and placed new wood overtop of the old. Sal Luciano had the maintenance men repair the bleachers during the winter season. Sal Luciano explained we completed the repair because the baseball field is our property and we could potentially be sued if someone was to get hurt on them. Roy McGhee motioned to approve the minutes; Tom Runnett seconded with 0 opposed.

Town Manager’s Report: Sal Luciano advised we are getting close to the end of our budget year. We are getting a little over on some line items. We are over budget on advertising because of Mr. Morgan’s advertisements, by approximately $400.00. The Town’s Legal fees are maxed out. We may have some more legal costs coming up. Revenues are doing well probably more than we had budgeted, to include DMV revenue and bank stock tax. Sal Luciano advised he will talk to finance committee if we need to move funds around for legal costs. CVA Link was not very successful in advertising, so they will be sending out post cards to the members of the town offering one free year of service. Letters were sent out for personal property bills advising property owners a hold will be placed on their DMV records, if not paid in full by March 14, 2016. Some money has been collected on past due balances since they were sent out.

Town Attorney’s Report: Mr. Maus stated he submitted a written report and there are no additions or corrections to it.

Standing Committee Reports: No Report

Beautification/Anti-Litter Committee: Region 10 did complete their clean up on February 26th. They picked up a significant amount of trash in one hour, approximately two truckloads full. The Town sent out notices for the beautification festival that will be held the end of April, We have gotten approximately 15 responses thus far.

Budget & Finance Committee: A rough draft budget will be handed out at the next meeting.

Building Committee: Mineral Shakes is back open for business. A couple of concrete stops in the Town office parking lot were broken from the snow plowing.

Cemetery Committee: The clean-up went well. The Town maintenance went in and gathered a lot of loose items in the cemetery. The beginning of April the Town will go and pick up the seasonal decorations.

Economic Development Committee: There will be an entertainment studio opening in the Town of Mineral. The EzShip is set to open mid-April and will offer all the same services as Mineral Pack & Ship. The old Harkrader office had some trees that were cut down and left. Town Maintenance cleaned from the sidewalk to the road. The debris that is in the back yard area will need to be cleaned up by whoever is responsible. Sal Luciano will make some calls to try and find out who is responsible for the mess.

Personnel Committee: The new maintenance man started on March 14, 2016 and did well. He will be working 7 hour shifts, four days a week.

Police & Legal Matters Committee: No Report

Streets Committee: Vdot will start work on the sidewalks. Vdot confirmed in front of Sherry’s Snip and Style and the church will definitely get done. Multiple other spots were marked as well. Once the sidewalks are complete, the cross walks at the farmers market will be in the works.

Walton Park: No Report
Water & Sewer Committee: There was a major leak at Spring Rd. OLD BUSINESS:

Town Seal: Rainbow Graphics wouldn’t be able to do the exact same seal but similar. The cost would be $563.00 without the installation. They do not do installation, so after installation the price would be about the same as competitive estimates. William Thomas made a motion to approve the Town Seal not to exceed $900.00; this was seconded by Bernice Wilson Kube with a 4/2 vote.

Tom Runnett/NO William Thomas/YES Bernice Kube Wilson/YES Roy McGhee/NO Doswell Pierce/YES Michael Warlick/YES

Love Sign: Bernice Wilson Kube advised the love works grant is up to $1500.00. Once the love works is installed and paid for we will submit our receipts for reimbursement. Bernice Wilson Kube motioned to approve the love works not to exceed the grant amount of $1500.00; this was seconded by William Thomas.

Tom Runnett/YES William Thomas/YES Bernice Kube Wilson/YES Roy McGhee/YES Doswell Pierce/YES Michael Warlick/YES

Website Management: After the last meeting, Pam Harlowe met with Becky Vigon about keeping the website up to date and she said she would. We’ve had problems this last month with the website being kept up to date. Sal Luciano met with a company that does company website management and completely redesigns your entire webpage. The Town of Louisa is currently under contract with this same company. Sal Luciano advised he was very impressed with the Town of Louisa webpage design that the company showed him in comparison to what the county currently has. The company would also pay all the yearly fees that we currently pay to keep the website name and run all the security on the webpage as well. The yearly fees we currently pay for the webpage is approximately $300.00. We currently don’t have access to any forms online but the company would make all our forms accessible online as well. The pricing to maintain the webpage on a monthly basis with a limited number of monthly updates for a two year term would be $160.00 monthly. They also advised they could train a staff member to do the updates during that two year term. This cost would include a redesign of the Town’s webpage. Discounts would be offered if paid in full for the year opposed to month to month basis. William Thomas motioned to pay Cyberbility for website management for a two year term effective July 1st; this was seconded by Michael Warlick with 0 opposed.

Resolution to Vdot for 10th Street: Tom Runnett made a motion to approve the motion as presented; this was seconded by Roy McGhee with 0 opposed.

Cost to Drill New Wells: Sal Luciano advised the estimate received from two different companies was for $25,000 and $32,000 excluding the well pump, electricity, chemicals and additional cost. The estimate is strictly just to dig the hole for the well. Per recommendation, this will be added to the budget so we are more prepared for the cost when the time arises. We currently have 20K sitting in escrow for water system improvements that wasn’t used last year.

Pavilion at Walton Park: It was voted for the pavilion with concrete cost not to exceed $3,000.00. The barn was in worse shape than expected and is taking longer than originally expected to complete. Their concern is they are going to run out of time before the school year is over. Their recommendation is to finish the side that is open and clean up the other side by putting new doors, framing up rotted spots, and making it look presentable. That way one side can be used as a pavilion and the other side could be used for storage. The wind blew off some of the metal. It was originally anticipated to paint the metal, but due to the condition of it, it is not paintable. Sal Luciano priced out new metal and for the entire building it would be $1,500.00 excluding the hardware to install. A few hundred has been spent so far on materials; it will be approximately a few more hundred to finish up what is currently being worked on. Sal Luciano recommended if we hold off on the concrete we can put some gravel and a couple picnic tables underneath. Then we can see how much use we get out of it. We can always add concrete later. We should be able to complete this with the $3,000.00 that was approved. Sal Luciano stated that if for whatever reason they do not complete the repairs in the allotted time, that the Town maintenance will complete it. Tom Runnett suggested letting them finish up now, and let them come back in the fall as a project. It was questioned why we would pay to put doors on the pavilion when it all is going to be used as a pavilion in time. It was agreed to complete the roof and exclude the concrete at this time. Tom Runnett advised some people on Spring Rd have expressed concern about the mess being left from where the timber has been cut. The spring property is ready to be replanted on at its current condition. Tom Runnett made a motion to replant at the Spring Rd property not to exceed $1200.00; this was seconded by William Thomas with 0 opposed. Tom Runnett will start working on getting volunteers together to clean up at the other properties where timber was cut. We will have to wait till after fire season to do any burning.

NEW BUSINESS:

Health Insurance: The current insurance rates went up $50.00 per person per month. The major differences in some of the potential new plans are the out of pocket deductibles/copay, along with some other differences in the coverage. Bernice Wilson Kube suggested raising the employee’s cost from 10% to 15%. Tex Pierce suggested keep the employee cost what it currently is and the Town will pay the increase solely. William Thomas motioned to keep the same insurance policy and percentages; this was seconded by Doswell Pierce, with 0 opposed.

Butch BBQ at Motel: Butch BBQ proactively came to Sal Luciano to see if there would be any issue with him moving his generator operated BBQ truck in front of the motel

during the weekends. He has already cleared this with the property owner. Council had no issues with this.

Enviromation-VFD $9,000.00: We installed a new pump at well #4 because our old pump wasn’t able to keep the water tower full. The reserve was dried up at that time and the new pump pumps 140 gallons per minute. The smaller pump only does 70 gallons per minute but has the ability to pump 130. There is no way to slow the bigger pump down. Because the work load is less now, if we don’t do anything it will wear the discharge valve out. It was recommended by two different companies to install a VFD. It is not guaranteed to fix our problem but it will be better for the pump regardless. The cost for a VFD is $9,000.00. It was decided to have the smaller pump reinstalled at no cost. The goal is to have the pump run at a consistent speed vs cutting on an off consistently.

Resolution for Buckingham Branch: Roy McGhee made a motion to adopt the resolution; this was seconded by Tom Runnett with 0 opposed. It was questioned about the noise from the train track being a problem. We will submit the request to Buckingham Branch for installation of a seamless rail track.

Interest in Purchase of Lots on Spring Road: Council was asked if they have any interest in selling a portion of the land. This was tabled for 30 days.

Cost to Replace Fence at the Spring: During the timber cutting on Spring Road, the fence around the old spring was damaged. Sal Luciano received an estimate to have it repaired due to possible liability issues. Tom Runnett motioned to have the fence repaired at the spring for the estimated amount from Joe Philips fencing; this was seconded by Tom Runnett with 5/1 vote. This will be paid out of the road improvement fund.

Tom Runnett/YES William Thomas/YES Bernice Kube Wilson/YES Roy McGhee/YES Doswell Pierce/NO ioMichael Warlick/YES

Fred Byrd: Mr. Byrd requested to close the ally that runs where the strip mall is. In November of 2014, Matthew Byrd requested the deed and stated the ally was closed back in 1993. There is no reference to a public hearing with a council vote to close the ally, in any of the minutes during that time frame. William Thomas made a motion for a public hearing to be held with applicant paying the cost of publication; this was

seconded by Doswell Pierce with 0 opposed. Sal Luciano will advise Mr. Byrd of his responsibility to pay the cost of publication for the ad.

Michael Warlick made a motion to go into close session for the purpose of potential litigation under Virginia 2.2-3711A7; William Thomas seconded the motion with all in favor.

Certification that only what was announced was discussed. Tom Runnett/YES
William Thomas/YES
Bernice Kube Wilson/YES

Roy McGhee/YES Doswell Pierce/YES Pam Harlowe/YES Michael Warlick/YES

Engineer for Old School: Tom Runnett made a motion to proceed with for sale of the property with personnel judgement against Mr. Morgan; this was seconded by Bernice Wilson Kube with 0 opposed.

Bernice Wilson Kube made a motion to adjourn the meeting; Roy McGhee seconded the motion.

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