April 04, 2011 @ 7:00

Present:  Mayor Nat Shaffer, Council Members:  Henry Tuten, Lloyd Griffith, Ralph Smith, Adam Major, and Ronald Williams.

Mayor Shaffer called the meeting to order.

The invocation was given by Councilman Tuten and the Pledge of Allegiance followed.

 Mayor Shaffer welcomed all visitors and recognized former Mayor, Don Deloach.

Mayor Shaffer presented the minutes of the March 7^th Council meeting for approval. A motion was made by Councilman Griffith and seconded by Councilman Smith.  All members were in favor.

Mayor Shaffer stated Martha Bazzle of Palmetto Ave.  signed up to speak to council about our water leak policy. She was not present.

Financial Report:

 The Clerk Treasurer reported the expenditures were a small amount more than the income. The amount was $3,334.13. Ms. Parker informed the Council she paid approximately $45,000.00 in bills on the 1st of April. A motion was made by Councilman Griffith and seconded by Councilman Major to accept the financial report as information.  All were in favor.

Unfinished Business:

Mayor Shaffer requested that Council table the 2^nd reading of the road closure and conveyance of property ordinance reading for John C. & Joy Foster on Palmetto Ave.  A motion was made by Mayor Shaffer and seconded by Councilman Griffith.  All members were in favor.

Department Heads Reports:

Police Chief Tyrone Smith reported to Mayor and Council about an incident which happened at the Exxon station the other week. There were 5 to 6 people involved and were arrested. One officer was hurt. Mayor Shaffer asked what was it related too? The Chief explained it was an argument between a boy and girl. Mayor Shaffer asked if this would be in our Court. The Chief responded it would.

Mayor Shaffer expressed his concerns about the Town of Hampton’s detention center bill compared to ours.  “Ours was $225 last month as compared to Hampton’s in excess of $2,500, Chief Smith, are you concerned about the $25.00 per day when you or your officer’s arrest someone? I do not want this expense to hinder the public’s safety; if we have some disobedience to our laws and ordinances and all measures fail to correct the behavior, then they need to be locked up”. Chief Smith said we are being aggressive. Mayor Shaffer said I don’t want the $25.00 to get in the way, sometimes we have to pay a price for our public’s safety. Chief Smith thanked the Mayor. We will arrest and be more aggressive if we have reason, I thank you Mayor Shaffer for this.

Councilman Campbell commended the Chief for already submitting his upcoming budget.

Chief Dobie Hiers reported the fire department responded to 48 calls in the month of March. (23 in town and 25 out of town)  No homes were destroyed.

Our bunker gear arrived today and the dollar amount is $600.00 lower than what I budgeted. I would like to ask the Mayor and Council if I could use the rest of the funds to purchase gloves for the firemen. There was general discussion about this matter. Mayor Shaffer made a motion and seconded by Councilman Smith for Chief Hiers to purchase the gloves. All members were in favor.

Chief Hiers reported on the grant writer for the Fire department. The writer was impressed with the budget numbers Chief Hiers gave him. There is a real possibility we will receive something which will help us.

There was general discussion about the landing zone at the hospital. Councilman Tuten asked if we received any income from this.  Why aren’t we billing for this? Mayor Shaffer asked, “What is a fair fee.” Chief Hiers will find out the multiple questions and report back to the Mayor and Council at the next meeting.

Public Works:  Mayor Shaffer informed the Council, Bobby Edwards wouldn’t be at the meeting tonight due to a prior engagement. Bobby left a report with me.

The Public Works department had a sewer problem on Taylor Street and had to re-do that sewer line and put a temporary water line in which will be replaced this week. 

Bobby reported we have all the names in the QS1 Billing System and tested both the hand held and laptop.  There are a few problems that will be fixed and we are looking at after April billing to start implementing our new system.

 Mayor Shaffer expressed his concern Bobby Edwards has worked over 70 hours last week. He has also been working with DHEC regulations, compiling with their needs. Councilman Williams inquired as to what the regulations were. Councilman Tuten explained we have to map and GPS every sewer line, cut off value, and fire hydrant in the Town of Varnville. We have one price from B.P. Barber and their fee is $5,000.00. We are also working with the Rural Water Association. Councilman Smith stated this is something we need to do. Councilman Tuten said we are also trying to get it on the computer. Councilman Griffith stated we need a physical map.  Also the manual has to be rewritten. Bobby has lots of paperwork.

Clerk:  Nothing to say at this time.

Mayor Shaffer:  I spoke with Mr. Davenport about the starting of the Dollar Store and he informed me they haven’t closed on the property at this time. It should be the end of the month before they start construction.  Councilman Tuten asked if it was possible to save the Magnolia tree. Mayor will ask Mr. Davenport.

Mayor Shaffer stated we are receiving Miss Varnville contestants.

The Mayor explained to the Council about the guideline of the spring funding of CDGB lift station. I met with Low Country Council of Government and B.P. Barber & associates. The State has granted us the application. We presently have a $500,000.00 water looping project and hopefully we will get the $190,000.00 grant. Hopefully we will know by August 2011. 

The Low Country Council of Governments needs our input with the needs assessment for CDBG. We need to prioritize our needs assessment.  After much discussion it was decided that the following would be the order in which the council agreed on:  1) Mill Pond Road lift station of course will be the 1^st. 2) Street scapes 3) Fire Equipment 4) Community enrichment 5) Sewer expansion. 

Budget Workshop will be April 11, 2011 @ 7:00. Chief Smith has already turned his in. This will give department heads more time. This meeting will be listed on the agenda as a budget workshop.

The agenda you have tonight and the previous meetings is the exact format the town code call for.

Mayor Shaffer addressed outside of Town Hall work or outsourcing work policy. This would mean a non-employee of the town to execute a confidentiality agreement. Mayor Shaffer addressed Councilman Williams and asked if this would satisfy him. Councilman Williams stated it’s what would satisfy the Town of Varnville citizens. A confidentiality agreement would be sufficient. Councilman Major expressed his thought that each employee with the Town of Varnville should sign one. Mayor Shaffer said he would get a draft and give it to each Council member.

Mayor Shaffer discussed getting park rules and regulations for all the parks in the Town of Varnville. Some were there, disappeared and some you just can’t read. Different people were discussed as to who will make these signs.  All signs should be uniform. The mayor assigned Councilman Campbell and Councilman Smith to the project.

Mayor Shaffer stated Renee Bennett had requested to attend the Business licensing official’s academy seminar April 26^th, 2011 located at Columbia, SC. This would be a cost of $65.00. A motion was made by Councilman Tuten and seconded by Councilman Williams.  All members were in favor.

Mayor Shaffer asked someone to request going into executive session. Kathleen Myers with the Hampton County Guardian questions some of the topics the council was planning to discuss in the executive session.

It was agreed by Mayor Shaffer and Ms. Myers to discuss the employee substance abuse policy in open forum.  Clerk Treasurer, Christine Parker gave this to the Mayor and Council so they could adopt the policy. She explained how important it was for the employees to sign and then place it in their personnel file. She also, referred them to page 5 where it describes putting employees in a rehab if they test positive. Council and Mayor decided to read the policy in detail and discuss it at the next meeting. Councilman Tuten stated this could cost us a lot of money. We have to be sure how it is worded before we sign. It was decided in title only, motion made by Councilman Tuten and seconded by Councilman Williams.  All members were in favor.

Executive session: A motion made by Councilman Campbell to go in executive session and seconded by Councilman Smith.  All members were in favor.

Back in regular session:  The deductions of the Insurance State Health plan were confirmed. The employee will be responsible to pay their portion of the premium as illustrated by the plan and the town will pay its respected portion for the employee as illustrated by the plan.

Mayor Shaffer asked if he had a motion for the termination of Bruce Brant. A motion made by Councilman Major and seconded by Councilman Tuten. All members were in favor.

Mayor Shaffer said PORS was discussed and no action was taken.

Individual Reports:

Councilman Smith:  I’m glad to see street signs are back up. Things are moving along and I hope this continues.

Councilman Tuten:  I want to thank Bobby Edwards and his employees with the work they did on the sewer lines.  I was very impressed.

Councilman Griffith:  One main concern is the Varnville Post Office. I feel they are dropping the grade of the post office. Please write a letter concerning this matter. We have good people working and let’s do what we can.

Councilman Smith:  I heard the Post Office will close. Mayor Shaffer stated the route mail goes to Hampton.

Councilman Campbell:  We are unified. We have to disagree to agree. Let’s continue to be strict on policy and procedures.

Councilman Major: I agree 100% about the post office. Who do we need to talk with and I also heard they were going to close the post office.

Councilman Williams:  Questioned about combining the county’s water system. Mayor Shaffer said there is a date for this meeting at the Harrison-Peeples clinic hosted by BP Barber and Rural Water Association; Mayor Shaffer stated that he will keep the council abreast of the matter.

Meeting adjourned.