OFHICE  1811 Buchanan, VA  Minutes of Council' Work Session Meeting  February 8, 2024 Present:  Mayor Tristan Harris Vice Mayor. James Manspile Councilmember James Eubank Councilmember Rose. Jeter Councilmember Marty Rickman  Mayor Harris called the February 8, 2024, work: session to order at 7:05 p.m. This meeting was held in the Council Room. Town Manager George Hayfield took roll call. With five members oft the Council The first item for discussion was the special permit fori the murals located at 19384 and 19386 Main  present, a quorum was established. Street for Mac' Westland.  The Planning Commission had no issues and no publici input at their meeting. The planning The Town Council will have a public hearing on the mural at the Monday, February 12, 2024, The council discussed the parameters of the special use permit that is proposed.  commission recommended the mural be kept.  meeting.  The next item for discussion was the Easter egg hunt.  Councilmember Eubank: stated the Easter egg hunt has been slated for March 30, 2024. The council discussed how many eggs and volunteers are needed fori the event.  The next item for discussion was the commercial, garbage collection rate.  The council discussed increasing the commercial garbage rate to $33.00 from the current  $23.00.  The next item for discussion was the presentations during the Council Meeting Pat Brooks will give a presentation on the Christmas festivities. Molly O'Dell and Mike Espee will present to the Council on the RERC plan. The next item for discussion was the open seat on the Planning and Zoning Commission.  The council discussed steps to be taken to fill the seat on the Planning and Zoning Commission.  1    The next item for discussion was the Council phone line.  The Council discussed the new phone line Treasurer Eva Shannon set up for Council. Howit The Council discussed the possibility ofa at text alert system as well as the email alert system. The Council discussed the O int the LOVE sign that should be changeable.  would ber monitored.  The next item for discussion was the WIFI for the Town Park.  Councilmember Manspile explained what was needed to have WIFI accessibility at the Town The council discussed the potential for having dedicated WIFI for the different events. Councilmember Manspile explained what was needed fori the cameras at the park and sewer The Council discussed using the square or clover for card purchases at larger events. The Council discussed having al local bank install an ATM in the office wall at the park. Councilmember Eubank explained a quote he had gotten for the new BINGO system. The Council discussed having fireworks on 2 nights instead of1. The Council discussed getting a gambling license for1 the BINGO and Zoo Dip.  Park to have ATMs at the park.  treatment plant, and a PA system at the park.  The next item for discussion was the Carnival.  The nexti item for discussion was ARPA funds.  The council discussed the ARPA funds being used for the Factory Flats sewer project. Councilmember Eubank. suggested the remaining available ARPA1 funds be used for the mobile  stage.  The nexti item for discussion was a public works update.  Councilmember Manspile gave an update about the possible water leak at' VDOT on Main Street. Councilmember Manspile explained the large water leak at a residence in Town and steps the Councilmember Manspile gave an update on the aerators at the Wastewater treatment plant. Councilmember Rickman stated he would like to waive the fee for Mike Montgomery/NWIF for his  Town Manager took to stop it.  event at the park.  The Council discussed the application process for events at the Town Park.  Councilmember. Jeter requested Town Manager Hayfield make a press release for the citizen award  given last month and the award being given on Monday. The next item for discussion was the benefits for Town employees.  The Council discussed the insurance, sick time, and vacation for Town employees. Town Manager Hayfield suggested changing the vacation policy to better align with surrounding The Council discussed vacation policy changes that have been approved and not implemented.  municipalities.  2    The Council discussed the overtime being accrued by employees, how employees submit time Town Manager Hayfield suggested using an HR group to update the personnel policy. The Council discussed having the Town Attorney do the Councilmember FOIA/COIA training. The Attorney needs to be at meetings. The council has never been briefed on the lawsuit that Mayor Harris directed Town Manager Hayfield go through the personnel policy and suggest Mayor Harris directed Town Manager Hayfield to get a detailed list of what ARPA funds have  when working from home, and reinstating at time clock.  was settled and whyi it was settled.  updates.  been spent and how muchi is left.  Councilmember Manspile stated the budget process needs to be started.  The next item for discussion was thet façade grant changes.  Town Manager Hayfield reviewed thet façade grant and the proposed changes. The Council suggested changing thei façade grant application verbiage toi include properties that are on1 the Town Manager Hayfield stated he would have the resolution drawn to include 501 c3 Councilmember Jeter suggested writing a Town newsletter to better communicate with citizens Councilmember Manspile requested Town Manager Hayfield create the Town employees and Council Vice Mayor Manspile made a motion to adjourn with a second from Councilmember Eubank. With no  historic registry, and properties owned by a 501-c3 non-profit group. The Council discussed funding for thei façade grant.  nonprofits.  including ones who don't get a water bill.  members new badges.  further discussion, the motion was carried out with a vote of 5-0.  Adjournment was at 9:14 pm. Resperttulysubmittes, Paudin Claudine Stump, Clerk  Sump  Tristan  Mayor  E  3