OFBUCL  I81 Minutes of Council Meeting Buchanan, VA  January 9, 2023 Present:  Mayor Tristan Harris Vice Mayor Chris Witt Councilmember Manspile Councilmember Marlon Rickman Councilmember James Eubank  Mayor Harris brought the. January 9, 2023 regular Town Council meeting to order at 7:00 pm. Mayor Harris asked Town Clerk Claudine Stump to take roll call. With all Council members present, a quorum was established. Amoment of silence was held andi the Pledge of Allegiance was recited. Mayor Harris stated that the first item on the agenda was to elect a Vice Mayor. Councilmember Rickman nominated Councilmember Manspile. Councilmember Witt stated he would also like to have the position. Mayor Harris called fora avote. Afteravoteof3-2, Councilmember Witt was voted in as Next item on the agenda was approval of the consent agenda. The Consent Agenda included the December 2022 financial report, approval of paid bills, approval of the Town Council Meeting schedule, and approval of the Town Hall Holidays Schedule. Councilmember Manspile made a motioni to amend the agenda to include al budget action item under new business with a second from' Vice Mayor Witt. With no further discussion, the motion was carried with a vote of5 5-0. Councilmember Manspile made amotion to approve the consent agenda with a second from' Vice Mayor Witt. With no further Next on the agenda was awards, recognitions, and presentations. Councilmember Marty Rickman stated he would like to recognize Wayne Ayers for all his hard work on getting the basketball court fixed. Town Manager Peck and Mayor Harris recognized Community Developer Harry Gleason, the special events committee, and all the volunteers that made all the Christmas Events in Town fantastic. Next on the agenda was citizen comments and petitions regarding agenda items. Mr. Carol Boblett had signed up to speak. Mr. Boblett decided to wait to speak when the item came up in new business. Next on the agenda was new business/action items/public hearings. The first item for discussion was the crosswalks. Rob Blevins, the resident engineeri for Salem' VDOT and Brett Randolph, his assistant had come to speak about the crosswalk and traffic study that had been done. Mr. Blevins asked ifc Council  Vice Mayor.  discussion, the consent agenda was approved with a vote of5-0.  1    had any questions. Councilmember Manspile asked about the bridge repair project on the Route 11 bridge in Town. Mr. Blevins stated the work was behind schedule, but planned to be completed in late August. Mr. Blevins asked what Council needed to know about crosswalks. Councimember Manspile asked what can be done to give advanced warning to motorists that people are int the crosswalk. Mr. Blevins stated that Town would put the lights in under permit from VDOT. There are no specific criteria for the flashing LED lights for crosswalks. Councilmember Manspile stated that the speed study that was requested would change the current speed limit that jumps from 45 to! 55t to 351 from the south end of Town going north, to 451 from Town limits to the 35mph zone. The other issue is the 25 and 351 mph zones are not aligned. Mr. Randolph stated that the zones are not aligned so that all thei intersections can: see a speed limit sign no matter which way they are turning. Mr. Randolph stated that the study done in 2013 didn'twarrant changing the speed limit, but they would look at it again with the new construction and new commercial areas. Mr. Blevins stated that the police will be contacted before any changes would be made. Mr. Randolph stated that he cannot change the limits just because of the request. He would have to look at the existing data and new data that willl be collected. The next action item was Resolution R23-0109-01: Governance Policy. Town Manager Peck stated the Governance Policyi is a general overview of how operation of the Town Governance should take place. Mayor Harris stated that this requires a roll call vote. The Governance Policy was adopted through a roll call vote of5 -0. The next action item was Resolution R23-0109-02: AI Resolution Adopting the Rules of Conduct For Town of Buchanan Regular and Special Meetings. Mayor Harris stated there are copies of the Rules of Conduct at the door and at the podium for citizens and Council to read. Councilmember Manspile made a motion to approve the resolution with a second from Vice Mayor Witt. Withai roll call vote, the resolution was adopted by a vote of5-0. The next action item was Resolution R23-0109-03: A Resolution Implementing of a Policy for Town Social Media Comments. This determines how we monitor, post, or delete posts on Town social media accounts. Councilmember. Manspile made a motion to approve the resolution with a second from Councilmember Rickman. Withar roll call vote, the resolution was adopted with a vote of5-0. The next action item was Resolution R23-0109-04:A Resolution Adopting Buchanan' Town Council's Code of Conduct. Mayor Harris read the resolution. Councilmember Manspile made a motion to approve the resolution with a second from Vice Mayor Witt. With a roll call vote, the resolution was adopted with a vote of5-0. The next action item was the veteran banner discussion. Mayor Harris stated that all of Council are int favor of the banners. The issue is that Town does not own the utility poles, so Town has to defer to Verizon and Dominion. Mr. Boblett stated that he spoke to Mr. Campbell of Verizon and he stated to go ahead and doi it. Vice Mayor Witt stated the issue is the potential liability ifs something happens. Town Manager Peck stated that Council should talk to the Town attorney about potential personal liability, not just Town liability. Councilmember Manspile stated that the Town. Attorney stated that we can't do this with just the word ofane employee. Verizon will have to give permission. Town Manager Peck askedi if the local representative is willing to write a note to the effect iti is ok to place the banners? Mayor Harris stated that would probably solve the issue on the Verizon side. Mr. Boblett stated he would get something in writing from the Verizon representative and bringi it to Council. The next action item was discussion of the Town snow response plan. Councilmember Manspile stated the best thing for snow removal would bet to purchase a snowblade for the. John Deere mowing tractor. Councilmember Manspile stated what wasi in the packet looks good. Mayor Harris stated that Town Manager Peck needs to bring back quotes for the blade fort the tractor. The next action item was discussion of the Virginia Investment Pool. Town Manager Peck explained the investment pool. In order to adopt it, Council must approve an ordinance  2    adopting the general trust agreement. The procedure is to authorize Town Manager Peck to publish and advertise a public hearing for next month. The model oft the ordinance isi in the packet. Once the ordinance takes effect, you need to open an account. Councilmember Manspile made a motion for Town Manager Peck to move forward with the ordinance with a second from Councilmember Rickman. With no further discussion, the motion carried with a vote of 5-0. The next action item was the budget amendment. Town Manager Peck stated that any budget amendment over 1% ofy your budget needs to gotoa a public hearing. Numerous grants and expenses need to be added to the budget. That will be prepared at a later date. This is an amendment that takes care ofa clerical error to adjust the expenditure fora an arts grant from $4000.00 to $4500.001 from the unassigned funds. Councilmember Manspile made a motion to have Town Manager Peck institute the necessary actions to amend the budget and have the mayor signi it. Vice Mayor Witt made a second for the motion. With no further Next on the agenda was reports. Town Manager Peck stated that these are monthly reports to give Next on the agenda was citizen comments and petitions regarding non-agenda items. No one had Councilmember Manspile requested that Council discuss reinstating the committees at the next work Councilmember Manspile made a motion to adjourn with a second from Councilmember Rickman. With  discussion, the motion carried with a vote of5-0.  Council al betteri idea oft the day-to-day operations oft the Town.  signed up to speak. session.  no further discussion, the motion carried with a vote of5-0.  Adjournment was at 8:21 pm. Respettulysubmitted,  Cloudin Claudine Stump, Clerk  Sump,  8K  Tristan Harris, Mayor  3    BUC  Buchanan Town Council Meetings - 2023  Meeting Dates:  (all dates are the second Monday of each month, except as noted)  January 9 February 13 March 13 April 10 May 8 June 12 July 10 August 14 September 11  Tuesday, October 10 (Columbus Day Monday)  November 13 December 11  Meeting Time: 7:00p.m.  Meeting Location: Town Hall, 19753 Main Street, Buchanan, Virginia Cancellation Policy: If a regular meeting is cancelled, the meeting will be continued until the immediately following Monday, with the exception of holidays, then the meeting shall be continued until the Tuesday immediately  following thel holiday. Passed by Council on 1/09/2023    BUC  Town Hall Office Holidays  Martin Luther King, Jr. Day Lee-Jackson Day Presidents Day Memorial Day Juneteenth Independence Day  3rd Monday inj January (01.16.23) 3rd Friday in January (01.20.23) 3rd Monday in February (02.20.23) Last Monday in May (05.29.23) Monday, June 19, 2023 July 4thMonday July 10, 2023 working 4th of July Carnival 1stN Monday in September (09.04.23) Monday, September 11, 2023 2nd Monday in October (10.9.23) First Tuesday in November November 10 (Observed) 4hours additional holiday time 4th Thursday in November 4th Friday in November 4hours additional holiday time Monday, December 25, 2023  Monday After Carnival Concludes The Friday Following Carnival Week due staff  Labor Day Patriot's Day Columbus Day Election Day Veterans' Day  (11.07.22)  Day Before Thanksgiving Thanksgiving Day Day After Thanksgiving Friday Before Christmas Christmas Day New Year's Day  January 1, 2024  Note: Town of Buchanan follows the Commonwealth of Virginia and Botetourt County Holiday schedule. If  Changes are made to include or remove: a day, the Town Manager or designee will Town! Staff, and ai note will bej placed on the Town's website and front door.  Town Council,  properly notify'  Passed by Council on 1/09/2023    Resolution R23-0109-01  B  Atar regular meeting oft the Town Council oft the' Town ofBuchanan held at the Buchanan Town  Hall on the g9h day of. January 2023 beginning at 7:00 p.m.:  MEMBERS: Tristan Harris, Mayor James Manspile Marty Rickman Chris Witt James Eubank  VOTE: YES YES YES YES YES  Oni motion ofCouncilmember. Manspile, which carried by a vote of5-0 0, the followingwas  adopted:  Resolution R23-0109-01 AResolution Implementing: a Governance Policy  Whereas, the Town of Buchanan Town Council is committed to providing good governance Whereas, the Town of Buchanan Town Charter Chapter 3.5 allows the Council to adopt certain Whereas, Town Council is entrusted to promote efficient and effective governance operations Now, Therefore, Be It Resolved, by the Town of Buchanan Town Council hereby agree to govern themselves in accordance with the attached "Town of Buchanan Governance Policy". This policy shall take effect immediately and govern only to the extent that it does not conflict with any provisions oft the Town ofBuchanan Charter, or any other state or federal law.  practices, communications, and operations; and  internal "rules as: it deem proper for the regulation ofits proceedings"; and  for the Town of Buchanan; and  AYES: NAYS: ABSENT:  5 0 0    Resolution R23-0109-01  Mayor ATTEST:  Town Clerk  BUC  1811 :  Town of Buchanan  GOVERNANCE POLICY AND RULES OF PROCEDURE    Town of Buchanan Town COUNCIL GOVERNANCE POLICYAND RULES OF PROCEDURE (Adopted January 9, 2023) Table of Contents Title Introduction Mission Information Roles Meetings  Section I II III IV V VI VII VIII IX  Page 3 4 5 6 8  Public Contact/Media Relations 15  Planning  16 17 18  Council/S Staff Relations Council Relations with Boards, Commission and Committees    COUNCIL GOVERNANCE POLICYAND RULES OF PROCEDURE  SECTIONI-I INTRODUCTION  The Town of Buchanan Council is the governing body for the Town of Buchanan, Virginia. Therefore, it must bear the initial responsibility for the integrity of governance. The council shall determine its own rules and orderofbusiness. The council is responsiblé for its own development, its responsibilities, its own discipline, and its own performance. The development ofthis policy is designed to ensure effective and efficient This policy addresses mayor and council relations, council and staff relations, council and media relations, roles and meetings. By adopting these guidelines, we, as members oft the town council, acknowledge our responsibility to each other, to our professional staff and to the public. This policy will be reviewed and adopted on an annual basis.  governance.  Page 13    COUNCIL GOVERNANCE POLICYAND RULESOF PROCEDURE  SECTIONII-MIssION  Inc order to ensue proper discharge of duties for the improvement of democratic local government, members ofthe Buchanan Town Council will display behavior that demonstrates independent, impartial review of all matters addressed by them, and be duly responsible to the citizens of the Town ofBuchanan and each other in their relationships.  Page 14    COUNCIL GOVERNANCE POLICYAND RULES OF PROCEDURE  SECTIONIII-I INFORMATION  4.1 On major policy issues, the town manager shall provide briefing material to the council in advance of council consideration oft the policy alternatives. Whenever possible, the management réport shall be distributed more than a week in advance of council policy consideration 4.2 Allow time for mayor, council, committee(s) and other reports to be  made at each meeting.  Page 15    COUNCIL GOVERNANCE POLICYAND RULES OF PROCEDURE  SECTIONIV-ROLES  5.1 The mayor shall preside at meetings oft the council and shall be recognized as. head oftown government for all ceremonial purposes and by the governor for purpose ofmilitary law and the service of civil process. The mayor shall authenticate by his or her signature such documents and instruments as the council, Constitution, or general laws require. The mayor shall be the chief executive officer oft the town, unless and until ai manager is appointed as hereafter provided. (Town Charter  Chapter 3.4)  The council shall elect from among the council members a vice-mayor who shall act as mayor during the absence or disability of the mayor. The selection ofthe vice mayor shall be based Town Charter Chapter 3.3. 5.2 As head oftown government for ceremonial purposes, the mayor may issue and present proclamations and recognitions, and attend other ceremonial functions on behalf ofthe Town ofBuchanan. Councilmembers may initiate, through the mayor or by a majority vote of the Council, similar items ofrecognition. Major community events sponsored by the town shall be a policy decision ofthe Council.  5.3 The: mayor shall preserve order and decorum and shall require council members engaged in debate to limit discussion to the question under  consideration.  5.4 The mayor is the spokesperson for the council on all official positions taken unless absent, at which time the vice mayor or the mayor's designee 5.5 The mayor will encourage all council members to participate in discussion and give each member an opportunity to speak before any  will assume the role.  council  member can speak again on the same subject.  Page 16    5.6 Orientation for new council members will occur at the beginning of each calendar year and all members must be in attendance.  Page 17    COUNGILGOVERNANCE POLICYAND RULES OF PROCEDURE SECTIONV- MEETINGS  6.1 Regular Meetings The council shall meet regularly at such times as prescribed by ordinance, but no less frequently than once each month and the regular meetings will begin at 7:00 p.m., unless postponed or canceled 6.2 Special Meetings - Special meetings may bel held on any day ofthe week to consider items that require action prior to the next regularly scheduled meeting and may be called upon the request oft the mayor ora 6.3 Work sessions - Work sessions will be held as needed and will begin at 7:00 p.m., unless otherwise decided upon by a majority of the town council or unless held as a part ofa regular or special meeting. 6.5 Executive Sessions - The town council may meet in executive session in compliance with the Virginia Freedom ofInformation Act. A final action, decision or vote on a matter deliberated in an executive session will be made in an open meeting for which proper notice is provided. All discussions in executive session shall remain confidential. 6.6 Public Notice - The agenda for all regular meetings, special meetings and work sessions, and the notice listing items to be considered shall be posted on the town's bulletin board in accordance with the Virginia  for valid reason(s).  majority oft the town council or town manager.  Freedom ofInformation Act.  6.7 Attendance - Council members are expected to attend all meetings and stay in attendance during each meeting. No member shall leavea  meeting without advising the presiding officer.  6.8 Punctuality and Recess - Members oft the town council shall arrive at meetings at or before the scheduled time for the meeting to begin. At the beginning of each meeting, the chair shall announce those: members absent and shall announce the arrival time ofany member arriving after  Page 18    the beginning ofany meeting. The chair may call a 10-minute recess at regular intervals of approximately one hour at appropriate points in the meeting agenda. The length ofthe recess shall be strictly adhered to. 6.9 Conflict ofInterest - A council member prevented from voting due to a conflict ofi interest shall leave the meeting during the debate, shall not vote on the matter, and shall otherwise comply with the state law and town charter and ordinances concerning conflicts ofinterest. Any council member filing a contlict-ol-interest affidavit on an Exécutive Session item shall not confer with staff, the town attorney, council members or 6.10 Town Council Members - a) During town council meetings and work sessions, council members shall assist in preserving order and decorum and shall neither by conversation or otherwise delay or interrupt the proceedings nor refuse to obey the rules ofthe town council. b)Ac council member desiring to speak shall address the chair, and upon recognition by the presiding officer, shall confine discussion to the question under debate, avoid discussion ofpersonalities and inappropriate language, and refrain from personal attacks and verbal abuse. c)Acouncil member, once: recognized by the chair, shall not be interrupted while speaking except for the following reasons: called to order by the presiding officer; a point of order is raised by another member, or the speaker chooses to yield to questions from another member. Ifa council member is called to order while speaking, that member shall cease speaking immediately until the question oforder is determined. Ifruled to be in order, the member shall be permitted to proceed. Ifruled to be not in order, the member shall remain silent or make additional remarks sO as to comply with the rules of the d) When there is more than one speaker on the same subject, council members shall delay their comments until after all speakers on the subject  mayor.  town council.  have been heard.  Page 19    e) The chair shall state all questions submitted for a vote and announce thei result. Ifthe vote is not unanimous, the chair shall announce the names ofmember(s) voting in favor and in opposition to the motion. 6.11 Administrative Staff- a) Members ofthe administrative staffand employees oft the town shall observe the same rules and decorum  applicable to members oft the town council.  b). Although the presiding officer has the authority to preserve decorum in meetings, the town manager also is responsible for the orderly conduct and decorum of all town employees under the town manager's direction c) The town manager shall take such disciplinary action as may be necessary to ensure that decorum is preserved at all times by town  and control.  employees in meetings.  d). All persons addressing thei town council, including the town manager shall be recognized by the presiding officer and shall limit remarks to the e) All remarks and questions addressed to the town council shall be addressed to the town council as a whole and not to any individual  matter under discussion.  member.  6.12 Citizens and Visitors - a) Citizens and visitors are welcome to attend all public meetings oft the town council and will be admitted to the Chamber or meeting room up to the fire safety capacity of thei room. b) Everyone attending the meeting will refrain from private conversations c)Citizens and visitors attending town council meetings and work sessions shall observe the same rules of propriety, decorum and good conduct applicable to members of the town council. Any person making personal, impertinent, profane or slanderous remarks or who becomes boisterous while addressing the town council or while attending the meeting or worksession, shall be removed from the room ifso  while the town council is in session.  Page I10    directed by the presiding officer. The person shall be barred from further audience before the town council during that session. Ifthe presiding officer fails to act, any member oft the council may move to require enforcement ofther rules, and the affirmative vote ofai majority oft the  council shall require the presiding officer to act.  d) Unauthorized remarks from the audience, stamping of feet, whistles, yells and similar demonstrations shall not be permitted by the presiding officer, who may direct the removal ofoffenders from the room. In case the presiding officer shall fail to act, any member oft the council may move to require enforcement of the rules and the affirmative vote oft the majority ofthe council shall require the presiding officer to act. e)No! placards, banners, or signs will be permitted in the town council chamber or in any other room in which the council is meeting. Exhibits, displays and visual aids used in connection with presentations, however, are permitted. Video presentations requested by a citizen or visitor as  visual aids will not be broadcast over cable television.  f) The town manager shall act as sergeant-at-arms for the town council and shall furnish whatever assistance is needed to enforce the rules oft the 6.13 Agenda - a) The mayor and/or town manager shall set the agenda. Any council member may request an item be placed on a future agenda during the premeeting oft the Town Council. Ift three members-ofthe council desire to hear the item, it shall be included on an agenda no later than the second regularly scheduled meeting (approximately 30 days) after receiving the request unless otherwise agreed upon by the town  town council.  council.  b) The "Consent Agenda" consists of operational items and previously discussed items that do not require deliberation by the council.  c) Any council member may remove an item from the consent agenda for  separate action at the pre-meeting.  Page 1 11    d). Any item may be deferred to a later date upon the majority vote ofthe  town council to do SO.  e) The town manager may delete consent agenda items by providing notice to the town council prior to the convening ofthe meeting. The chair shall announce the deletions prior toi requesting a motion.  f)Ifan individual requests to speak on an item that is not listed as a public 6.14 Speakers - a) A person wishing to address the town council must first use the sign-up sheet that is outside the council chambers prior to the Mayor starting the meeting. The following information must be provided b) Speakers must address their comments to the presiding officer rather  hearing, the mayor shall poll the council for direction.  on the card: name and residence address.  than to individual council members or staff.  c) Speakers must keep their remarks specific to the item being considered by the town council. Ift the speaker is addressing the town council under the "public forum" section, the speaker may address any item not slated  for discussion on the agenda.  d) Buchanan town citizens may be allowed to speak before non-residents. Ifso decided upon by the Mayor or majority oftown council. e)A person who registers to speak on an item listed for the consent agenda will be called on after the chair gains agreement to do sO by the council. A person who registers to speak on a public hearing item or during the public forum section will be called on at that time. The chair f)All speakers will have a maximum oft three minutes to address the council. A majority vote of the council will be required to extend the time limit. The chair may impose more restrictive time limits ifa large  may determine the order in which speakers are called.  number of persons register to speak.  g) Ford called public hearings, the applicant will be allowed a maximum of  Page 112    10 minutes to make a presentation.  h) In accordance with the Virginia Freedom of Information Act, the town council will not discuss or consider any item addressed during the public forum section. Councilmembers will not interact with the public during the time allotted to speakers unless a non-debatable motion approved by i) Whenever it is necessary for a speaker to use an interpreter to translate comments to the town council, the time required for the translation will not be counted against the designated time allotted for the speaker to 6.15 Motions - a) Ar motion must receive a second before it may be discussed. AI motion made and seconded will be considered the main motion. Any Councilmember may make a motion to amend a motion. The amendment must receive a second before it may be discussed and must be b).Amotion may be withdrawn or modified by its mover without asking permission until the motion is voted upon. Ifthe mover modified the motion, the council member who seconded the motion may withdraw the c).At any time after a motion has been made and seconded, a council member may "Call the Question", which will have the effect of stopping the debate and requiring the town council to immediately proceed to vote d)Amotion to reconsider any action ofthe town council must be made no later than prior to the conclusion oft the next regularly scheduled meeting ofthe town council. Such a motion may only be made by a council member who voted with the prevailing side. The motion to reconsider may be seconded by any member. No question shall be twice reconsidered except by unanimous vote ofthe town council, except that action relating to any contract may be reconsidered at any time before the  the town council allots a specific amount of time.  address the town council.  voted on prior to voting on the main motion.  second.  on the motion to call the question.  final execution thereof.  Page 113    @)Ifan motion to reconsider is made at the same meeting at which the matter was acted upon, the motion may be heard and voted upon and the original action on the matter is set aside. Deliberation may then resume on the matter at that same meeting. (ii) Ifai motion to reconsider is made at the next meeting after the matter was acted upon, the motion to reconsider may be heard and voted upon and the original action on the matter is not set aside. Deliberation may not: resume on the matter, but it shall be placed on the next available agenda for deliberation.  (ii) Ifai motion to reconsider a zoning ordinance is made after the closing of the public hearing and action on the ordinance, the motion to reconsider may be heard and voted upon and the original action on the matter is not set aside. Deliberation may not resume on the matter until proper notice of a public hearing in accordance with the State Zoning Enabling Act is provided. e)Ifany two council members request that discussion cease during a work session, the mayor shall poll the council to obtain a consensus  tocontinue or cease discussion.  6.16 Suspension of Rules - Any provision oft these I rules not governed by the Town Charter, Town Code, State or Federal law may be temporarily suspended by a majority vote ofthe members of the town council present. The vote on any such suspension shall be taken by yeas and nays and  entered upon the: record.  6.17 Amendment ofl Rules - These rules may be amended, or new: rules adopted, by a majority vote oft the members ofthe town council. 6.18 Failure to Comply - A failure to comply with these rules does not  invalidate any otherwise lawful act of the Council.  Page 114    COUNCIL GOVERNANCE POLICYAND RULES OF PROCEDURE  SETONVI-PUBUCCOMTAC/MEDARHATONS  Representative government is only successful when the citizens are kept informed and educated about the issues facing their municipality; consequently, it is imperative that the media play an important role in the council-manager-media relations. Iti is through an informed public that progress is ensured, and good government remains sensitive to its constituents. These guidelines are designed to help ensure positive relationships with print, radio, and television reporters. The mayor, town council and the town manager recognize that the news media provide an important link between the council and the public. Iti is the council's desire to establish a professional working relationship to help 7.1 During the conduct ofc official business, the town shall designate  maintain a well-informed and educated citizenry.  adequate space for the news media.  7.2 All reporters will receive an agenda in advance and will be furnished  support material needed for clarification ifrequested.  Page 115    COUNCIL GOVERNANCE POLICYAND RULES OF PROCEDURE  SECTIONVI-PLANMING  The mayor and council are responsible for establishing a vision for the  Town of] Buchanan and planning for its future.  8.1 On an annual basis, the mayor and town council shall hold a minimum ofone strategic planning session wherein they set priorities, goals and objectives. The goals and objectives shall address short term and long 8.2 Policy direction shall be consistent with the strategic goals and objectives. Sufficient time and consideration should be given to policy alternatives to ensure that decisions are made consistent with the long-  term needs of the town.  term vision.  Page 1 16    COUNCIL GOVERNANCE POLICYAND RULES OF PROCEDURE  SECTIONVII-COUNAL/STAFRELATIONS  9.1 Thei role ofthe town manager and the relationship of staff with council is addressed in Chapter 4.3 ofthe Town Charter. 9.2 The town council shall direct comments, correspondence, and concerns about town services to the town manager's office. Citizens' concerns, comments and correspondence regarding town services received by council members shall be forwarded to the town manager for 9.3 The town council may inquire oft the town manager about the conduct ofany office, department or agency oft the town and make investigations  appropriate staff action and a timely response.  as to municipal affairs.3  9.4 Documents provided to one council member shall also be distributed to all other members of the elected body. The town manager shall prepare and submit to the council as of the end ofthe fiscal year a complete report on the finances and administrative activities oft the town for the preceding year. The town manager shall keep the council advised ofthe financial condition and future needs of the town and make such recommendations 9.5 In order to ensure proper presentation of agenda items by staff, questions arising from council members after receiving their information packet should be, whenever possible, presented to the town manager or the: manager's designated assistants for staffconsideration prior to the council meeting. This allows staff time to address the council members' concerns and provide all council members with the additional  that may seem desirable.4  information.  Page 117    COUNCIL GOVERNANCE POLICY AND RULES OF PROCEDURE SECTION IX- COUNCIL RELATIONS WITHBOARDS, COMMISSION AND COMMITTEES  10.1 The role of the town's Boards, Commissions and Committees is to perform the specific functions established in state statues, town ordinances, resolutions, or minute orders as applicable and to advise theTown Council 10.2 In order that Boards, Commissions and Committees may accomplish their tasks free of political influence, it is preferable that Town Council members not attend the meetings of Boards, Commissions and Committees. Ifa Town Council member should attend a meeting ofa a Board, Commission or Committee, the member shall not take part in the meeting nor address the board in any manner whether by questions or statements. A Town Council influence the decisions of Boards, Commissions and Committees either directly or indirectly nor express an opinion to a Board, Commission or Committee about its actions unless at a Town Council meeting. 10.3 All instructions to Boards, Commissions and Committees by the  about the topics assigned.  member shall not attempt to  Town Council shall be in writing.  Page I 18    Resolution R23-0109-02  R  811  Atai regular meeting ofthe' Town Council oft the Town of Buchanan held at the Buchanan Town Hall on  the 99h day of January 2023 beginning at 7:00 p.m.:  MEMBERS: Tristan Harris, Mayor James Manspile Marty Rickman Chris Witt James Eubank  VOTE: YES YES YES YES YES  Oni motion ofC Councilmember Witt, which carried by a vote of5-0, the following was adopted:  Resolution R23-0109-02 AI Resolution  Adopting The Rules OfConduct For Town OfBuchanan Regular And Special Meetings  The rules ofo conduct for Town of Buchanan regular and special meetings shall be:  1. Except for public hearings designated as such by action oft the' Town Council, public participation at meetings of the Town Council shall be limited to the public comment segmentsofthe: agenda 2. Any requests for Town Council action must be presented to thel Mayor or Town Manager at least 30 days ina advance oft thei next regular scheduled Town Councili meeting. Any request received within30 daysofthe next regular Town Council meeting may be held until the following regularly scheduled Town Council meeting. Town Council reserves the right to not act on any actions requested until proper vetting is completed, and all information is obtained in order to facilitate an informed and appropriate decision. 3. A speaker's comments shall be limited to three (3) minutes per person, for all agenda items and non-agenda items. Provided the Mayor may. give additional time for special circumstances or good cause. An individual's time may not be given or traded to other speakers or reserved for other portions of the meeting. The' Town Manager or designee shall act as timekeeper or' Town Council shall designate another elected officer as timekeeper. Each speaker will be signaled when his or 4. Any person wishing to speak at a public hearing must sign the appropriate "sign-in sheet" upon entering the room before the start oft the: meeting, indicating his or her intention to speak, which sheet shall be used by the Mayor, Vice-Mayor, or other Town Council member to recognize speakers. Any person wishing to speak at aj public meeting during the public comment segments  ofregular Town Council meetings or special meetings.  her timel has elapsed.  26432/2/8690886v1    Resolution R23-0109-02  or during a public hearing, when a sign-in sheet is not available, shall raise his or her hand. When recognized by the Mayor, Vice-Mayor, or other' Town Council member, thei individual must stand and state his or her name, address, and, if appropriate, group affiliation and must statethe 5. A public hearing is conducted to receive comments from interested parties relating to the purpose of the public hearing. Town Council will not engage in dialogue with speakers during public 6. Members of the Town Council, speakers, and audience must observe proper decorum. Any statement made during the meeting or during aj public hearing by thel Mayor, members ofthe' Town Council, or town employees or members oft the public shall not involve personal, disrespectful, or slanderous attacks on individuals, regardless of whether the individual attacked is an elected 7. The Mayor or the. presiding officer shall control the meeting. The use of profane, vulgar, inflammatory, threatening, abusive or disparaging language, or racial or ethnic slur shall not be 8. . Discussion between speakers and attendees of the public meeting or hearing are prohibited. A speaker may disagree with or support prior speakers in comments directed to the Town Council. Noj person attending ai meeting or public hearing shall engage in booing, handclapping orotherwise 9. Banners, flyers or other signs are. not permitted in the Council Chambers. Distribution of flyers  subject he or she will be addressing.  hearings or public comment.  official, or town employee or ai member oft the public.  tolerated. All attendees must be respectful to others present.  disrupt the formality ofthe proceedings. int the meeting room is also not permitted. 10. All cell phones and pagers must bet turned off or muted.  11.Attendees when leaving the council meeting beforeiti is adjourned must leavei in a quiet and orderly manner until outside the meeting room and hallway, sO as not to disrupt thei meeting. 12. Ifthe Mayor or presiding officer fails to enforce the rules set forth herein, a member of the Town Council may; move to require him or her to do SO, and an affirmative vote of a majority oft the Town Council shall require him orl her to do sO. Any decision relating to enforcement oft the rules set forth herein may be appealed and overturned by a vote of a majority of the Town Council 13. Any person who disregards the directives ofthel Mayor or residing officer in enforcing thei rules or generally conducts himself or herself in al boisterous or inappropriate manner while addressingthe Town Council or otherwise during a meeting disturbs the peace at a meeting may bel barred from further participation at future meetings and lose any balance of time remaining for his orher 14.Ifas speaker who violates these rules' refuses to step down, the Mayor or the presiding officer may  members.  comment.  ask the individual tol bei removed from the Council Chambers.  26432/2/8690886v1    Resolution! R23-0109-02  Mayor ATTEST:  Claudine Stump, Town Clerk  26432/2/8690886v1    Resolution R23-0109-03    811  Atar regular meeting oft the' Town Council ofthe' Town of] Buchanan held at the Buchanan Town  Hall on the 9th day of. January 2023 beginning at 7:001 p.m.:  MEMBERS: Tristan Harris, Mayor James Manspile James Eubank Chris Witt Marty Rickman adopted:  VOTE: YES YES YES YES YES  Oni motion of Councilmember Manspile, which carried by a vote of5-0 0, the following was  Resolution R23-0109-03 Al RESOLUTION  IMPLEMENTING OF Al POLICYFOR TOWN SOCIAL MEDIA COMMENTS  NOW, THEREFORE, bei it resolved, by the Council ofthe' Town ofBuchanan, Virginia, as  follows:  The' Town ofBuchanan social media policy shall be:  The purpose ofTown of] Buchanan's official social media platforms is to provide information of publicit interest to the town's residents, businesses, visitors and other members oft the general public. We encourage you to engage your. local government through social media by submitting your comments and questions regarding the posted topics and by sharing the town'si information with your network. The Town of Buchanan Government's Social Media Comments Policy provides people who choose to communicate with the town via its official social media platforms with guidelines for engagement. Please note that the comments expressed on the Town of Buchanan social media sites do not reflect the opinions and position ofTown ofBuchanan  government or its officers and employees.  Comment Removal  The Town ofBuchanan considers its social media platforms to bei moderated online discussion sites.. As ai result, the town reserves the right to remove comments that contain:  Conduct or encouragement ofillegal activity  Content that promotes, fosters or perpetuates discrimination against protected classes Content that violates legal ownership interest of any other party, such as copyright or  trademark infringement    Resolution! R23-0109-03  SIRA  311  Information that may tend to compromise the safety or security oft the public or public Promotions of particular services, products or political candidates or organizations Solicitations of commerce or advertisements including promotion or endorsement  systems  Profane language or content Sexual harassment content  Spam or comments that include links to external online sites  Violators oft this policy may have their comments removed from the town's official social media platforms. Continued or egregious violations oft this policy may prompt the town to further restrict an individual's commenting on official town social media platforms.  Administrators  The town's social media platforms are administered by designated staff. When one oft the town's social media administrators suspects a violation oft the' Town of Buchanan Social Media Comments Policy, he or she will contact the Town Manager, which will review and authorize removal ofa comment when appropriate. The Town Manager will capture a screen shot ofthe comment and approve or deny the request to: remove. Appeals to Town Council regarding a decision to remove a comment may be email or made in-writing to lowmmansger@huchanan. Appeals will follow the guidelines for petitions to' Town Council addressed in section 2 ofthe  va.gov ori in person at' Town Hall 19753 Main Street. Rules ofConduct for Public Comment and Public. Hearings.  Updated 01/09/2023 AYES: NAYS: ABSENT:  5 0 0  Mayor ATTEST:  Claudine Stump, Town Clerk    Resolution R23-0109-04  OFBUC a  1811  At ar regular meeting oft the' Town Council oft the' Town of Buchanan held at the Buchanan Town Hall on  the 99h day ofJanuary 2023 beginning at 7:00 p.m.:  MEMBERS: Tristan Harris, Mayor James Manspile Marty Rickman Chris Witt James Eubank  VOTE: YES YES YES YES YES  On motion ofCouncilmember Manspile, which carried by a vote of5 5-0, the following was adopted:  Resolution R23-0109-04 AI Resolution  Adopting Buchanan Town Council's Code of Conduct  Recognizing that persons holding a position of public trust are under constant observation and recognizing that maintaining the integrity and dignity of the public office is essential for securing a high level of public confidence in our institutions of government. The witnessed behavior of the Council in honoring this Code of Conduct will be evaluated on an annual basis and each member oft the Buchanan Town Council pledges to adhere to the following standards: 1. Attend all regularly scheduled and called meetings as well as committee meetings. 2. Make a conscientious effort to be prepared for each meeting relevant to your service on the 3. Maintain an attitude of courtesy toward colleagues, Town staff and citizens during 4. Be tolerant. Allow colleagues, Town staff, as well as citizens, sufficient opportunity to 5. Be respectful and attentive. Avoid comments, body language or distracting behavior that  Town Council.  meetings.discussions, and deliberations. present their views and perspectives.  conveys a message of disrespect or lack ofi interest.    Resolution R23-0109-04  6. Avoid the use of abusive, intimidating, or threatening language or gestures directed at 7. Create a positive atmosphere during public meetings wherein citizens and Town staff feel 8. Respect, honor and adhere to all local, state, and federal laws during yourterm. 9. Respect the principles inherent with closed sessions by not discussing or sharing what was  your colleagues, thel Townstaff, orcitizens.  welcome and comfortable as participants and/or observers.  discussedin such sessions with anyone. information to Town Manager.  10. Members should respect the position and authority of Town administration and limit requests for 11. Discharge the duties and responsibilities of your term of service in an impartial manner without 12. The witnessed behavior of the Town Council of Buchanan in honoring this Code of Conduct will The commitment oft thel Buchanan' Town Council to honor thej principles witnessed in the Code of Conduct is affirmed by the Council's adoption of the Code on January 9, 2023, in public  fear or prejudice toward any person or group. be evaluated on an annual basis.  session and the signatures affixed tot this document.  AYES: NAYS: ABSENT:  5 0 0  Mayor ATTEST:  Claudine Stump, Town Clerk    2023 Buchanan Snow Plan  Buchanan Town Properties Town Vehicles  Truck #1 -1 noj plow  Truck # 2-1 no plow Canr plow goon either truck?  Buchanan Town Hall 19753 Main Street Heat Source - Electric HVAC Front Sidewalk  Clear of any snow and ice 2bags Ice Melt Rear Garage Door  Place Snow Melt Down - 2 snow shovels inj place, one on each floor  Clear of any snow and ice Place Snow Melt Down  Parking Lot -1 % owned by Bank of Botetourt, % owned by Ransone's  Drugs  Buchanan Fire & Rescue Building - 19670 Main Street - All cleared by Emergency  Services  Heat Source - Electric HVAC- Generator Back Up  Front Asphalt Side. Alley Rear Parking  Town ofl Buchanan Warehouse 455 Lowe Street Heat Source - Propane Tank & Heater Front Parking Area  Propane Level - Check on  Does Emergency Services need emergency access?  Sewage Treatment Plan - 541 Parkway Drive Heat Source- - In Trailer electric wall units Garage Door- Usel backhoe ifneeded toj plow Parking Area- - who clears? Imboden or Town  Exposed Pipes in Fenced Area - Imboden has added heat tape and insulated with Office - Place heat tape onj pipes underneath on Main Line. Water is turned off. Other - Steps to trailer - Imboden has been given snow shovel and Ice Melt  hay    Well #1 -1641 Parkway Drive Needs to bej plowed Snow Shovel and Icel Melt Well#2-3911 Bridge Street N  Heaters oil filled radiator and electric heaters  Heaters - Propane Heat System Shovels & Ice! Melt Drive needs to be plowed Well #3 -5 587 Red Horse Lane No building  5921 Red Horse Lane  Carson Hill Reservoir 605 Culpepper. Avenue Boblett's Tank- - 453 Seventeenth Street Needs to be plowed Jefferson Hills Subdivision Electric Heater inj place Shovel & Ice Melt Water Treatment Plant  No tasks  Propane Heat- - Blossman Needs tol be plowed Shovel Walkways Shovel and Icel Melt on Site  Generator  The Generator is housed at the Water Treatment Plant The Town has an account with Happy's for the purchase offuel    Model Ordinance (forLocalities)  AN ORDINANCE TO AUTHORIZE PARTICIPATION BY THE [NAME OF COUNTY, CITY OR TOWN] INTHE VACO/VML VIRGINIA INVESTMENT POOL FOR THE PURPOSE OF INVESTING IN ACCORDANCE WITH SECTION 2.2-4501 et seq. AND 15.2-1300 OF THE VIRGINIA CODE.  WHEREAS, Va. Code $ 15.2-1500 provides, in part, that every locality shall provide for all the governmental functions of the locality, including without limitation, the organization of all departments, offices, boards, commissions and agencies of government, and the organizational structure thereof, which are necessary to carry out  the functions of government; and  WHEREAS, the Investment of Public Funds Act (Va. Code SS 2.2-4500 through 2.2-4519) lists the eligible categories of securities and investments in which municipal corporations, other political subdivisions and other public bodies are authorized to invest  funds belonging to them or within their control; and  WHEREAS, Section 15.2-1300 of the Virginia Code provides that any power, privilege or authority exercised or capable of exercise by any political subdivision of the Commonwealth of Virginia may be exercised and enjoyed jointly with any other political subdivision having a similar power, privilege or authority pursuant to agreements with one another for joint action in accordance with the provisions of that Code section; and  WHEREAS, the City of Chesapeake, Virginia and the City of Roanoke, Virginia have jointly established and are participating in the Virginia Investment Pool Trust Fund (the Trust Fund"), also known as the "VACO/ML Virginia Investment Pool," and have provided in their trust agreement for participation by other eligible governmental entities  that execute a trust joinder agreement; and  WHEREAS, it appearing to the [name of governing body] oft the Cly/County/Town)  of  that it is in the besti interests of the [Cily/County/Town) ( of    -2-  tol become a Participating Political Subdivision in the Trust  Fund; and  WHEREAS, the Treasurer [substitute title of the chief investment officer in  localities without a Treasurer] of the Clty/County/rown) of other than sinking funds under his/her control will be invested;  has the authority  and responsibility under Virginia law to determine the manner in which. public funds  NOW, THEREFORE THE [GOVERNING BODY] OF THE CIVICOUNTYITOWN,  OF  HEREBY ORDAINS:  $1 That, pursuant to Sections 2.2-4501 et seq. and 15.2-1300 of the Virginia  Code, the [name of governing body] of the Ciy/County/Town) of establishes a trust for the purpose of investing funds, other than sinking funds, determined to derive the most benefit from this investment strategy, ini investments authorized under the Irivestment of Public Funds Act, jointly with other participating political subdivisions and public bodies in the Trust Fund. A copy of the Virginia Investment Pool Trust Fund Agreement (the "Trust Fund Agreement') is attaçhed and  hereby  incorporated in this ordinance as Exhibit A.  $2 That the [name of locality] agrees to become a Participating Political  Subdivision" in the Trust Fund, as further defined in the Agreement.  $3 That the [name of governing body] of the Cily/County/rown of does hereby designate the Treasurer [or chief investment officer in localities without a  Treasurer) of the City/County/Town) of  to serve as the trustee of the  Clity/County/own) of  with respect to the Trust Fund, and to determine what  funds under his/her control shall be invested in the Trust Fund.    -3-  $4 That the [name of governing body] of the Clty/County/Town) Jof hereby authorizes the Treasurer [or chief investment officer in localities without a Treasurer) to execute and deliver the Trust Joinder Agreement for Participating Political Subdivisions under the Virginia Investment Pool Trust Fund ("Trust Joinder Agreement"), acopy of which is attached and incorporated in this ordinance as Exhibit B.  $5 This ordinance shall become effective upon its adoption.  Exhibits:  Trust Fund Agreement ("Exhibit. A") Trust Joinder Agreement ("Exhibit B")    Town of Buchanan VIRGINIA BUDGET ACTION FORM  BAF#  Requesting Dept. /Organization: Community Development  FY2023  Explanation of Request (please attach second page of formi if additional space is required): The Virginia Commission of the Arts Grant was applied fori in March based on the maximum grant award of $4,500 which is the amount the Town has applied for eachy year. The Town was awarded the maximum amount of $4,500. When completing paperwork itv was discovered the Town budgeti inadvertently only budgeted for $4,000. We request  that the amount be increased by $500 from the General Fund.  Budget Supplement:x  Budget Transfer  Journal Entry!  L Amount $500.00  From  To  Source Unassigned Fund Balance  Budget Code  Budget Code  Amount  Total  Requesters Signature Treasurer Recommendation:  Date:  Approve: Comments:  Yes  No  Signature_  Date:  Town Manager Recommendation (if required):  Approve: Yes Comments:  No  Signature_  Date:  Council Action (ifr required):  Approva!: Yes_  No  Signature_  Date: