AR  1811 Minutes of Council Meeting Buchanan, VA  January 8, 2024 Present:  MayorTristan Harris Councilmember. James Eubank Councilmember Rose. Jeter Councilmember. James Manspile Councilmember Marty Rickman  Mayor Harris called the. January 8, 2024, Council Meeting to order at 7:00 p.m. This meeting was held in the Council Room. Town Manager Hayfield took roll call. With five members of the Council present, a quorum was established. A moment ofs silence was held, and the Pledge of Allegiance was recited. The first item on the agenda was the swearing in of Councilmember Marlon Rickman and Councilmember Rose. Jeter. Mr. Tommy Moore, the Botetourt County Circuit Court Clerk swore int the The next item on the agenda was approval oft the consent agenda which included the approval of the financial reports for December 2023, and the paid bills. Councilmember Manspile made a motion to approve the consent agenda with a second from Councilmember Eubank. Mayor Harris asked for further discussion. With no further discussion, the consent agenda was approved with a vote of5-0.  Councimembers.  The next item on the agenda was awards and recognitions. The RERC presentation has been postponed.  Councilmember Rickman presented a plaque to Gavin Price for his efforts in collecting over Councilmember Manspile stated the Council should do something for Carroll Bobblett for his The next item on the agenda was citizen comments and petitions regarding Agenda items. There was no  10,000 jars of peanut butter for1 the backpack buddies' program.  efforts with the Veteran Banners.  one: signed up to speak.  Pat. Jasper of 95 Pattonsburg Lane. Ms.. Jasper asked why the Town is not communicating when meetings are Cancelled. Please make al better effort to communicate changes.  The next item on the agenda was new acton/pusines/public hearings.  Thet first action item was the water and wastewater contract with Inboden. Mayor Harris explained both the 1 year and 3-year contracts. The council discussed the contracts. Mayor Harris made a motioni to approve the 3-year contract with as second from Councilmember  1    Manspile. Mayor Harris asked fori further discussion. With no further discussion, the 3-year The next action item was choosing a' Vice Mayor. Councilmember Eubank nominated Councilmember Manspile with a second from Councilmember Rickman. With no further discussion, Vice Mayor Manspile was elected with a vote of4-0v with Councilmember Manspile  contract was approved with a vote of5-0.  abstaining.  The nexti item on the agenda was staff reports.  Mayor Harris stated that Town Clerk Claudine Stump has been working hard and has taken some Treasurer Eva Shannon stated she has a meeting with Southern Software on Tuesday to find out Town Manager Hayfield listed all the projects going on int the Town. Town Manager Hayfield introduced the new Treasurer- - Eva Shannon, and the new public works employee - Loul Borini. Councilmember. Jeter made: suggestions for creating positions in the Town Hall. Councilmember Jeter suggested a committee for the Carnival. Vice mayor Manspile stated he would like to see Mayor Harris stated that since the Council retreat was postponed to. January 20, these issues Councilmember Manspile made a motion to increase the grand prize for the raffle tickets to $5000.00 witha a second from Councilmember Rickman. Mayor Harris asked for further discussion. Councilmember. Jeter stated that we can make this change now, or we can discuss other possibilities and changes that need to be made. Councilmember Manspile explained the process for having the tickets printed and processed. There was discussion of other issues with Carnival. Vice Mayor Manspile made a motion to amend the motion to review the prizes for the raffle tickets at the Council Retreat in preparation to approve it at the February Council Meeting with a second from Mayor Harris. With no further discussion, the motion was approved with a Mayor Harris gave Town Manager Hayfield direction on what Council will need for the Council Vice Mayor Manspile explained upcoming projects with contractor SC Rossi. Councilmember Manspile discussed the upcoming Factory Flats project and thei timing of the project. Councilmember Manspile directed Town Manager Hayfield to set up a meeting with the CHA engineer for the Factory Flats project. Councilmember Manspile stated the Town needs to check into changing the rates fori the water and sewer connection fees and taps. Councilmember Councilmember Jeter made a motion that Town use modern mass communication devices for communicating to Citizens with a second from Mayor Harris. Councilmember Manspile stated that thei issue is being worked on currently. With no further discussion, the motion was carried  vacation time.  what needs to be done toi finalize the upgrade.  Town Manager Hayfield stated the positions still openi in the Town Hall.  the grand prize on the raffle tickets to $5000.00. can be discussed at the retreat.  vote of5-0.  retreat on. January: 20, 2024.  Jeter suggested reviewing fees every 2 years.  out by a vote of5-0.  The next item ont the agenda was citizen comments regarding non agenda items.  2    The first person to speak was Mark Lindsay of 19602 Main Street. Mr. Lindsay thanked the Council and Town employees for their efforts over the Holidays. There were some Christmas decorations that were not operating. Ini future, please make sure the decorations are working Pat Jasper of 95 Pattonsburg Lane asked ift there are any way citizens can have al listing of Council's phone numbers, email addresses, and addresses. Mayor Harris stated that speaking for himself, he would make his information available. Council does not have Town subsidized Board of Supervisors member Amy' White: stated that the County uses the Ring Central App. Mark Lindsay asked if the Council should have a Town provided cell phone. Mayor Harris  before they are put out.  cell phones, sO it would bet their personal choice. explained using personal cell phones and FOIA. The next item ont the agenda was the upcoming meeting and events. Mayor Harris stated the upcoming meetings and events.  Vice Mayor Manspile made a motion to adjourn the meeting with a second from Councilmember Eubank. Mayor Harris asked fori further discussion. With no further discussion, the meeting was  adjourned with a vote of5-0. Adjournment was at 8:32 pm. Respectfully: submitted,  Cloudin Sampe  Claudine Stump, Clerk  Tristan  -  Harris, Mayor  3