Tristan Harris, Mayor James Manspile, Vice Mayor James Eubank Rose Jeter Marlon Rickman  OFBUC  Buchanan Town Council Monday, March 11,2024 Regular Meeting 7:00 p.m. Council Chambers 19753 Main Street Buchanan, VA 24066  Conference call-in option: 701-802-5423 Access Code:3474425  AGENDA  A. ROLL CALL AND ESTABLISHMENT OF QUORUM  B. MOMENT OF SILENCE  C.PLEDGE OF ALLEGIANCE TO7 THE U.S. FLAG  D. CONSENT AGENDA  1. Approval ofl Minutes: December 11, 2023 Council Minutes, January 8, 2024 Council Minutes, February 8, 2024 Work Session.  E.AWARDS, RECOGNITIONS AND PRESENTATIONS  F. CITIZEN COMMENTS AND PETITIONS REGARDING AGENDA ITEMS- This time is reserved for comments and questions for issues listed on the agenda.  Comments should be directed to Council.  G.NEW: BUSINESS/ACTION ITEMS /PUBLIC HEARINGS  1. Resolution R24-0311-03: A Resolution Appointing A. Reese Peck as Interim 2. Resolution R24-0311-03: Al Resolution Appointing the. Zoning Administrator  Town Manager ofthe Town ofBuchanan, VA. for the Town of] Buchanan, VA. 3. Berkley Zoning Administration Contract 4. Health Insurance Renewal 5. Town Manager Recruitment  6. Amendment ofTown Code Section 22-154. Newly constructed apartment, condominium, and duplex buildings and mixed/residential buildings or  renovated existing buildings. 7. Sissy Austin - Carnival T Shirts 8. Mike Burton - Gauge Dock 9. Marketing Firm Proposal 10. Staff Monthly Reports  i. ii. iii.  Town Clerk Town Treasurer Town Manager  1    Tristan Harris, Mayor James Manspile, Vice Mayor James Eubank Rose Jeter Marlon Rickman  BUC  Buchanan Town Council Monday, March 11, 2024 Regular Meeting 7:00 p.m. Council Chambers 19753 Main Street Buchanan, VA 24066  Conference call-in option: 701-802-5423 Access Code:3474425  H. CITIZEN COMMENTS AND PETITIONS REGARDING NON-AGENDA ITEMS- This time is reserved for comments and questions fori issues not listed on  agenda. Comment should be directed to Council. I.A ADDITIONAL COMMENTS  J. UPCOMING MEETINGS AND EVENTS  FSWVA Mobile Market- Wednesday, March 27,2024, 1:30pm - 2:30pm- Easter Egg Hunt - Saturday, March 30, 2024, 10:00am - Town Park Planning Commission Meeting - Monday, April 1, 2024, 7:00pm - Town Hall LEAP Mobile Market- Wednesday, April 3, 2024, 1:30pm - 2:30pm = Town Council Work Session - Thursday, April 4. 2024, 7:00pm = Town Hall Town Council Meeting. - Monday, April 8, 2024-7 7:00pm Town Hall Spring Clean Up - Saturday, April 13, 20248:00am- - 2:00pm, Town Park  Botetourt Resource Center  Botetourt Resource Center  Parking Lot K.A ADJOURNMENT  2    SFE BUC  1811 Minutes of Council Meeting Buchanan, VA  December 11, 2023 Present:  Mayor Tristan Harris Vice Mayor Chris Witt Councilmember Marty Rickman Councilmember James Manspile Councilmember. James Eubank  Mayor Harris called the December 11, 2023, Council Meeting to order at 7:00 p.m. This meeting was held in the Town Hall. Town Clerk Claudine Stump took roll call. Withi five members oft the Council present, a quorum was established. AI moment of silence was held, and the Pledge of Allegiance was The first item on the agenda was approval of the consent agenda which included the approval of the financial reports for November, the paid bills, and the minutes of the September 12, 2023, regular Council meeting, and the October 10, 2023 regular Council Meeting. Councilmember Manspile made a motion to approve the consent agenda with a second from Vice Mayor Witt. Mayor Harris asked for further discussion. With no further discussion, the consent agenda was approved with a vote of5 5-0.  recited.  The next item on the agenda was awards and recognitions.  Councilmember Manspile showed everyone the plaque that willl be presented to Gavin Price for his work collecting peanut butter fori the backpack buddy's program, and areai food banks Councilmember Manspile thanked all the volunteers, and the group that was contracted that Councilmember Manspile also thanked Tim Young and Wally Muterspaugh of Buchanan Flea Market for providing a place for parade line up. They also helped with lining upi the parade  and ministries.  worked on the Christmas lights at the park. entries as Town is short staffed.  Town Clerk Claudine Stump announced the winners of the parade.  The next item on the agenda was citizen comments and petitions regarding Agenda items. There was no  one: signed up to speak.  The next item on the agenda was newa action/Dusines/public hearings.  The first action item was the public hearing for special use permit SUP: 2023-02: Request by Scott Heath for special use permit under Zoning Ordinance Article Il, Section 211, Commercial  1    District to allow Agricultural Sales and Service land use. Councilmember Manspile made a motion to open the public hearing with as second from Vice Mayor Witt. With no further discussion, the motion was carried with a vote of5 5-0. Mayor Harris asked if anyone would like tos speak on the matter. A company wants to open an agricultural sales and service shopi in the old Dollar General building. The planning and zoning commission approved the special use permit. No one had signed up to speak. Councilmember Manspile made a motion to close the public hearing with a second from Mayor Harris. With no further discussion, the motion to close The next action item was a public hearing for ZA: 2023-01:Z Zoning Ordinance Amendment, Zoning Ordinance Article II, Section 208, Manufacturing District, add "Data Processing' as permitted use. Mayor Harris stated this would bring the manufacturing district zoning more up to date. Councilmember Manspile made a motion to open the public hearing with a second from Councilmember Rickman. With no further discussion, the public hearing was opened with avote of5-0. Mayor Harris stated that this would make "Data Processing" an allowable use in the manufacturing district. Planning and zoning commission approved the zoning ordinance amendment. Charles Alphin expressed his appreciation to Council for giving due diligence to the concerns raised for the business going into the Virginia Forge building. The owners of Coastal Crypto stated the facility has far less noise now than when it was originally opened. His doors are always open to anyone with any questions. Councilmember Manspile made a motion to close the public hearing with a second from Vice Mayor Witt. With no further discussion, the Councilmember Manspile made a motion to approve the special use permit SUP 2023-02: for the former Dollar General at 17720 Main St to be used for agriculture sales and: service witha second from Councilmember Eubank. With no further discussion, the motion passed witha Vice Mayor Witt made a motion to approve the amendment of zoning ordinance ZA 2023-01 adding "Data Processing" as permitted use with a second from Councilmember Rickman. With The Next action item was the special Event Permit Request for Town Park use on August 31, 2023 by Roanoke Valley NWTF/ Mike Montgomery. Vice Mayor Witt explained the background leading up to opening the park to special private events. Mayor Harris stated the requirements listed on the application for using the Town Park. The request approval is waiting proofof permits and insurance being provided. Vice Mayor Witt asked if Council will approve the fees tonight. The $75.00 application fee, rental fee of $500.00. The rental fee would be $250.00 deposit and $250.00 rental fee. After the event, if facilities are alli in order, the $250.00 deposit would be returned. Councilmember Manspile made a motion to approve the special event permit with a second from Councilmember Rickman. With no further discussion, the motion to approve the Special Event Permit fori the NWTF/Mike Montgomery was approved witha vote of Vice Mayor Witt made ai motion to accept the rates discussed for the Special Event Permit and the Special Event Permit documentation with a second from Councilmember Manspile. With no The next action item was approval of the 2024 Town Council Meeting schedule. Mayor Harris explained the schedule. Councilmember Manspile made a motion to accept the schedule witha  the public hearing was carried with a vote of5-0.  motion was carried with a vote of5-0.  vote of5-0.  no further discussion, the motion was carried with a vote of5-0.  5-0.  further discussion, the motion was carried with a vote of5-0.  2    second from Councilmember Rickman. With no further discussion, the schedule was accepted The next action item was approval of the Town holiday schedule. Mayor Harris explained changes to the holiday schedule. Councilmember Manspile made a motion to approve the Town holiday schedule with a second from Councilmember Rickman. With no further discussion, the Town holiday schedule was approved with a vote of5-0. The next action item was approval oft the Town Council work session schedule. Mayor Harris explained the procedure for work: session schedule changes. Vice Mayor Witt made a motion to accept the work session schedule with a second from Councilmember Eubank. With no further discussion, the schedule was approved with a vote of5-0. Vice Mayor Witt discussed the need to have the special events calendar approved for 2 years. The next action item was the Resolution R23-1211- :A Resolution the resolution. Councilmember Manspile stated the reasons for the rate increase. Councilmember Manspile made a motion to accept the resolution with a second from' Vice Mayor Witt. With no further discussion, the motion was carried out with a vote of5-0. Vice Mayor Witt made a motion to supplement the resolution to increase the residential garbage rate by $.55 cents to $19.00 monthly with a second from Councilmember Manspile. With no further discussion, the motion was carried out with a vote of 5-0. The next action item was the façade grant request by Mac Westland for 19384 Main St. paving of the parking lots. Vice Mayor Witt stated there are 2 grants for side-by-side properties. Mayor Harris and' Vice Mayor Witt explained the grant. Mayor Harris stated the façade grant committee recommended approval. Vice Mayor Witt made ar motion to approve thet façade grants for the Mac' Westland properties with a second from Councilmember Manspile. With no Vice Mayor Witt reminded the Council there had been discussion to open the façade grant to properties on the National Historical Registry. The council needs to act on the discussion.  by a vote of5-0.  Mayor Harris recited  further discussion, the vote was carried out with a vote of5-0.  The next item ont the agenda was: staff reports.  Town Clerk Claudine Stump stated the corrected Personal Property tax bills are ready and will be mailed out this week. The new meter reading equipment is here, it is all Bluetooth. Councilmember Manspile explained the new meter reading equipment. Town Clerk Stump Town Manager Hayfield stated his time had been spent on Christmas Events. The new buildings for the park will be done and wired before Carnival. Our new treasurer started November27,  explained the issue with the Real Estate tax tickets. 2023. Towni is still looking for al Public Works Supervisor.  The next item on the agenda was citizen comments regarding non agenda items.  The first person to speak was Mark Lindsay of 19602 Main Street. Mr. Lindsay spoke about his research and thoughts in the editorial that Mayor Harris wrote and was printed in the Fincastle The next person to speak was Mike Burton of 591 Culpepper Ave. Mr. Burton stated his concerns and suggestions about special events and the potential special events coordinator.  Herald, and the statement put out by Council.  3    The next person to speak was Pat. Jasper of 95 Pattonsburg Lane. Ms.. Jasper spoke about the façade grant and the Town Improvement: Society's home tour. Ms. Jasper stated the Town Improvement Society received a grant from Botetourt County Parks and Rec. The next person to speak was Emily Prillaman of Pico Road. Ms. Prillaman spoke about the elimination of the Community Events coordinator position. The next person to speak was Dr. Molly O'Dell of 254 Culpepper Ave. Dr. O'Dell read a letter that she had written to Council about former Community Developer Harry Gleason.  The next item on the agenda was additional comments.  Councilmember Manspile spoke about the upcoming Civil War Reenactment Weekend and what Councilmember Rickman stated the Carnival Raffle tickets need to be printed soon. Vice Mayor Witt made a motion to accept the Civil War Reenactment dates of April 26-28, 2024, with a second from Councilmember Manspile. With no further discussion, the motion was Mr. Bratcher of 210 Boyd Street stated the BINGO boards did not work for Carnival last year, has anything been done? Mayor Harris stated the problem was beingi investigated. Councilmember Manspile stated he would like the Council to get a report from the special Vice Mayor Witt spoke to several things that have been discussed recently: billing out accordingly to the public for what water and sewer: are costing the Town, business licenses checks and balances for businesses, Planning and Zoning Ordinances rewrite needs to be finished, the Comprehensive Plan needs to be rewritten, the Town Charter needs to be updated, have the electrical outlets on the Town Park for events, purchasing a mobile stage, and hiring a consultant to assist how to structure the Town moving forward. Vice Mayor Witt spoke about Mr. Steve Grigg of 19505 Main Street asked regarding subsidizing the water and sewer inj prior years, should the water and sewer be reexamined to compare keeping and selling the system. Councilmember Manspile explained the challenges of water and sewer and selling the system. Incoming Councilmember Rose. Jeter stated the citizens need to have better communication Pat Jasper asked why people who are not Town citizens do not have the same consideration from Council as citizens. Councilmember Manspile explained the reasons. Vice Mayor Witt explained the difference between being able to speak and the right to vote.  needs to be done for the upcoming event.  carried out with a vote of 5-0.  events committee monthly.  the public statement that the Council published.  about the big decisionsi involving the Town.  Vice Mayor Witt made a motion to adjourn the meeting with a second from Councilmember Manspile. Mayor Harris asked fori further discussion. With no further discussion, the meeting was adjourned with  a vote of5-0.  Adjournment was at 9:04pm.  4    Respertfulysubmittes,  Claudine Stump, Clerk  Tristan Harris, Mayor  5    BUC  1811 Minutes of Council Meeting Buchanan, VA  January 8, 2024 Present:  Mayor Tristan 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 oft the Council present, a quorum was established. AI moment of 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 in the The next item on the agenda was approval of 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 5-0.  Councilmembers.  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 wasno  10,000 jars of peanut butter fort 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 ont the agenda was new action/pusiness/public hearings.  The 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 ar motion to approve the 3-year contract with a 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 4-0w with Councilmember Manspile  contract was approved with a vote of5-0.  abstaining.  The next 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 -L Lou 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 ar motion to increase the grand prize for the raffle tickets to $5000.00 with a second from Councilmember Rickman. Mayor Harris asked fort 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 fori 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 witha Mayor Harris gave Town Manager Hayfield direction on what Council will need for the Council Vice Mayor Manspile explained upcoming projects with contractor SCI Rossi. Councilmember Manspile discussed the upcoming Factory Flats project and the timing oft 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 for1 the water and sewer connection fees and taps. Councilmember Councilmember Jeter made ar motion that Town use modern mass communication devices for communicating to Citizens with a second from Mayor Harris. Councilmember Manspile stated that the issue is being worked on currently. With no further discussion, the motion was carried  vacation time.  what needs to be done to finalize the upgrade.  Town Manager Hayfield stated the positions still openi int the Town Hall.  the grand prize on the raffle tickets to $5000.00. can be discussed at1 the retreat.  vote of5-0.  retreat on. January 20, 2024.  Jeter suggested reviewing fees every 2 years.  out bya a vote of5-0.  The next item on 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. In future, please make sure the decorations are working Pat. Jasper of 95 Pattonsburg Lane asked ift there are any way citizens can have a 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 be their personal choice. explained using personal cell phones and FOIA. The next item on 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. Respectfullys submitted,  Claudine Stump, Clerk  Tristan Harris, Mayor  3    BCE  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 of the Council The first item for discussion was the special permit for 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 public 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 thati 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 $33.001 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 bet taken to fill the seat ont 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 upi for Council. Howi it The Council discussed the possibility ofa a text alert system as well as the email alert system. The Council discussed the Oi int the LOVE: sign that should be changeable.  would be monitored.  The next item for discussion was the WIFI for the Town Park.  Councilmember Manspile explained what was needed to have WiFlaccessibility, at the Town The council discussed the potential for having dedicated WIFI for the different events. Councilmember Manspile explained what was needed for 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 for the BINGO and Zoo Dip.  Park to have ATMs ati the park.  treatment plant, and a PA: system at the park.  The next item for discussion was the Carnival.  The next item for discussion was ARPA1 funds.  The council discussed the ARPA funds being used for the Factory Flats sewer project. Councilmember Eubank: suggested the remaining available ARPA funds be used for the mobile  stage.  The next 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 thet fee for Mike Montgomery/NWTF 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 thei 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 noti 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 a time clock.  was settled and whyi it was settled.  updates.  been spent and how much is left.  Councilmember Manspile stated the budget process needs to be started.  The next item for discussion was thei façade grant changes.  Town Manager Hayfield reviewed thet façade grant and the proposed changes. The Council suggested changing the façade, grant application verbiage to include properties that are on 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. Withno  historic registry, and properties owned by a 501-c3 non-profit group. The Council discussed funding fori the façade grant.  nonprofits.  including ones who don'tget a water bill.  members new badges.  further discussion, the motion was carried out with a vote of5-0.  Adjournment was at 9:14 pm. espectulysupmites,  Claudine Stump, Clerk  Tristan Harris, Mayor  3    Resolution R24-0311-03  OR BCE  1811  Atar regular meeting oft the Town Council oft the Town ofBuchanan held at thel Buchanan  Town Hall on March 11, 20241 beginning at 7:00 p.m.:  MEMBERS: Tristan Harris, Mayor James Manspile, Vice-Mayor James Eubank Rose Jeter Marlon Rickman Onmotion of adopted:  VOTE:  which carried by a vote of#-#, the following was  AI Resolution VA.  Appointing A. Reese Peck as Interim Town Manager of the Town of Buchanan,  Whereas, George Hayfield was removed as the Buchanan Town Manager, effective Whereas, the' Town Council: requested A. Reese Peck fill the Town Manager position on Now, Therefore Be It Resolved, by the Council ofthe' Town of] Buchanan, that. A. Reese Peck be appointed the Interim Town Manager for the' Town, effective! March 11, 2024, and that the mayor be authorized to execute on behalfofthe' Town the employment  February 16, 2024; and an interim basis;  agreement mutually agreed upon by both parties.  AYES: NAYS: ABSENT:    Resolution R24-0311-03  APPROVED:  Mayor  ATTEST:  Town Clerk    Resolution R24-0311-04  OFBUCA  181  Atar regular meeting oft the Town Council oft the Town ofl Buchanan held at the Buchanan  Town Hall on. March 11, 2024 beginning at 7:00 p.m.:  MEMBERS: Tristan Harris, Mayor James Manspile, Vice-Mayor James Eubank Rose. Jeter Marlon Rickman On motion of adopted:  VOTE:  which carried by a vote of#-# #, the following was  Al Resolution  For the. Appointment ofa Zoning Administrator  Whereas, the Town of Buchanan currently has no Zoning Administrator. Whereas, the Code of Virginia permits, and the' Town of Buchanan Code requires the Now, Therefore Be It Resolved, that the Town Council of Buchanan on this the 11th day ofl March 2024, does hereby appoint the Town Manager or his designee as the Zoning  Town Council to appoint a Zoning Administrator.;  Administrator for the Town of] Buchanan. ORDERED This the 11th day of] March, 2024.  AYES: NAYS: ABSENT:    Resolution R24-0311-04  APPROVED:  Mayor  ATTEST:  Town Clerk    BERKLEY GROUP  March 8, 2024 Town of Buchanan 19753 Main Street Buchanan, VA 24066  Attn: Reese Peck, Interim Town Manager  RE: Work Order 2: Planning & Zoning Staff Services  Dear Mr. Peck:  We are pleased toj present the associated scope and fee to provide Planning & Zoning Staff Services tot the' Town ofI Buchanan, VA, Wel look forward tot this opportunityt to work witht the' Town. Ifyoul have any questions or need additional information, please feel free to contact me at: any time.  Sincerely,  Andrew D. Williams fgs Chief Executive Officer  Ihave reviewed the scope and fee for the associated work ordera and Ihereby give the consultant  notice to proceed for the work described herein.  Reese Peck, Interim Town Manager  Date  1    SCOPEO OF WORK  Berkley Group will provide Planning & Zoning Staff Services tot the' Town of Buchanan, VA. With our team of professional planners, we will help manage the day-to-day workload associated with the Town's planning, community development, and zoning functions. The point of contact for this  assignment is Ms. Kate Jones, Principal Planner. The following assumptions shall apply:  1. Contact Person: The Town will provide a single staff person that will be responsible for collecting and transmitting information, resources, and other related information to the 2. Weekly Coordination Meetings: Berkley Group will make staffa available for one (1) weekly coordination meeting with Town staff; this does not preclude other meetings as necessary 3. Current Panning/Zoning/Development: This scopeofvorkassumesthatsufingsemvices will support current planning, zoning, and community development work only. This may include assistance for ordinance text amendments and analysis ofl long-range planning and zoning matters, but any long-term planning projects (i.e., master or small area plans, 5. File Sharing: Berkley Group will provide the Town with access to a cloud-based platform 6. Zoning Administrator: Berkley Group will provide planning and zoning staff support only. Berkley Group and its staff will not be designated as the Zoning Administrator: for the Town. 7. Legal: In accordance with the contract, the Town shall defend Berkley Group andi its respective staffi in any legal proceedings by at third partya arising out oft the performance of  Berkley Group.  and coordinated between the Berkley Group and the' Town.  ordinance rewrites, etc.) will require a separate work order. 4. Remote: This scope assumes that work willl be conducted remotely. (i.e., Dropbox) to assist in digital file sharing.  duties on behalf of the' Town.  II. TERM OF: SERVICE  Beginning no earlier than March 18, 2024, Berkley Group will be able to deliver up to 16 hours of remote work per month. If additional support hours are required, the hours may be increased by mutual agreement by both parties ($120/hr). This work order will remain in effect for up to six (6) months. Ifdesired, this work order may be extended or terminated by mutually: agreement by either  party. III. FEE  The fee for Planning & Zoning Staff Services is $1,600 per month. Any work in March 2024 will be prorated. Payment willl bei made tol Berkley Group and invoiced at thel beginning oft the month. While wea anticipate that this work willl bec conductedi remotely, anyl lodgingv willl ber reimbursed at directcost andi mileage will be reimbursed: at the active IRS rate. Rates willl be reviewed and updated annually. Ift the work order is not. signed within two (2) weeks, the proposed. schedule and fee expires. Berkley  Group may propose ai news schedule and fee after March. 22, 2024.  2    DL 4/ V MOICT  THE LOCAL CHOICE HEALTH CARE PROGRAM  TOWN OF BUCHANAN GROUP # T01019  COBRA RATES EFFECTIVE 07/01/24 - 06/30/25 COBRA RATES WITH COMPREHENSIVE DENTAL  ACTIVE EMPLOYEES Key Advantage Expanded Key Advantage 250 Key Advantage 500 Key Advantage 1000 High Deductible Health Plan RETIREES NOT ELIGIBLE FOR MEDICARE Key Advantage Expanded * Key Advantage 250 Key Advantage 500 Key Advantage 1000 High Deductible Health Plan  SINGLE $958.80 $885.36 $842.52 $695.64 $958.80 $885.36 $842.52 $695.64 SINGLE $1,033.26 $939.42 $865.98 $823.14 $675.24 $939.42 $865.98 $823.14 $675.24  DUAL  FAMILY  $1,053.66 $1,949.22 $2,844.78  $1,772.76 $2,588.76 $1,638.12 $2,390.88 $1,559.58 $2,275.62 $1,286.22 $1,877.82 $1,772.76 $2,588.76 $1,638.12 $2,390.88 $1,559.58 $2,275.62 $1,286.22 $1,877.82  $1,053.66 $1,949.22 $2,844.78  COBRA RATES WITH PREVENTIVE DENTAL ONLY  ACTIVE EMPLOVEES Key. Advantage Expanded Key Advantage 250 Key Advantage 500 Key Advantage 1000 High Deductible Health Plan RETIREES NOT ELIGIBLE FOR MEDICARE Key Advantage Expanded Key Advantage 250 Key Advantage 500 Key Advantage 1000 High Deductible Health Plan Benefit Plans Currently Offered  DUAL  FAMILY  $1,911.48 $2,792.76 $1,739.10 $2,535.72 $1,601.40 $2,337.84 $1,523.88 $2,223.60 $1,250.52 $1,823.76 $1,739.10 $2,535.72 $1,601.40 $2,337.84 $1,523.88 $2,223.60 $1,250.52 $1,823.76  $1,033.26 $1,911,48 $2,792.76  COVERAGE UNDER ALL THE LOCAL CHOICE PLANS IS APPLICABLE TO THE FOLLOWING:  Active Employees andt their Dependents  Retirees not eligible for Medicare and their Dependents not eligible for Medicare, and/or Dependents IFC COVERAGE IS OFFERED TO MEDICARE ELIGIBLE RETIREES AND THEIR MEDICARE ELIGIBLE DEPENDENTS, itmust be obtained through one of our Medicare Supplemental Contracts which require participation THE PCORI FEE is the responsibility of the group and payment should be submitted directly to HHS;  of Medicare eligible Retirees who are not Medicare eligible. in both Parts A and B of Medicare to receive maximum benefits. therefore, this feei is not included in the rates.    THE LOCAL CHOICE HEALTH CARE PROGRAM  HOICI  TOWN OF BUCHANAN GROUP # T01019  RATES EFFECTIVE 07/01/24 - 06/30/25 RATES WITH COMPREHENSIVE DENTAL  ACTIVE EMPLOYEES Key Advantage Expanded Key Advantage 250 Key Advantage 500 Key Advantage 1000 High Deductible Health Plan RETIREES NOT ELIGIBLE FOR MEDICARE Key Advantage Expanded Key Advantage 250 Key Advantage 500 Key Advantage 1000 High Deductible Health Plan  SINGLE $1,033 $940 $868 $826 $682 $1,033 $940 $868 $826 $682 SINGLE $1,013 $921 $849 $807 $662 $1,013 $921 $849 $807 $662  DUAL $1,911 $1,738 $1,606 $1,529 $1,261 $1,911 $1,738 $1,606 $1,529 $1,261 DUAL $1,874 $1,705 $1,570 $1,494 $1,226 $1,874 $1,705 $1,570 $1,494 $1,226  FAMILY $2,789 $2,538 $2,344 $2,231 $1,841 $2,789 $2,538 $2,344 $2,231 $1,841 FAMILY $2,738 $2,486 $2,292 $2,180 $1,788 $2,738 $2,486 $2,292 $2,180 $1,788  RATES WITH PREVENTIVE DENTAL ONLY  ACTIVE EMPLOYEES Key Advantage Expanded Key Advantage 250 Key Advantage 500 Key Advantage 1000 High Deductible Health Plan RETIREES NOT ELIGIBLE FOR MEDICARE Key Advantage Expanded Key Advantage 250 Key Advantage 500 Key Advantage 1000 High Deductible Health Plan Benefit Plans Currently Offered  COVERAGE UNDER ALL THE LOCAL CHOICE PLANS IS APPLICABLE TO THE FOLLOWING:  Active Employees and their Dependents  Retirees not eligible for Medicare and their Dependents not eligible for Medicare, and/or Dependents IF COVERAGE IS OFFERED TO MEDICARE ELIGIBLE RETIREES. AND THEIR MEDICARE ELIGIBLE DEPENDENTS, itmust be obtained through one of our Medicare supplemental Contracts which require participation THEF PCORI FEE is the responsibility of the group and payment should be submitted directly to HHS;  of Medicdre eligible Retirees who are not Medicare eligible. in both Parts A and B of Medicare to receive maximum benefits. therefore, this feei is not included in the rates.    dm Deparment of Humm Resourcel Management  DG u HOICE  w  Important TLC Changes 2024-2025 Plan Year  1. All groups must submit their renewal selections in Cardinal Human Capital Management  (HCM) by the deadlines stated below: April1 1,2024, for. July renewals July 1,2024, for October renewals be provided at a later date.  You will! NOT be allowed to request an extension. Instructions to access Cardinal HCMwill Open Enrollment for all groups that renew in July will be May1.2024.t through I May15, Open Enrollment for all groups that renew in October will be Augusti202A.though This is notacomplete re-enrollment. No actionisrequiredi if the participant is not making Iti isy your group's responsibility to run the Cardinal Enrollment Report in Cardinal HCMto The navigation path tot the report: Navigator Benefits> Reports> Cardinal Enrollment Report NPUT/SEARCH CRITERIA: OUTPUT FORMAT: As of Date Business Unit (Optional) Company (Optional) Excel Screenshot oft the Cardinal Enrollment Report Run Control Page ADDITOMALINFORMATON: The As of Date is the only required field; however, it is suggested  2. Cardinal HCM will be used for Open enrollment.  2024. Auqust15.2024  any health plan related chenges. reconcile your open enrollment changes.  that the user enter other Run Control Parameters. TLC Regional Meetings Schedule All meetings 10am - 12:30pm  Full location details will be provided in an e-News communication. Monday, March 4: Southside Virginia Community College - Alberta Tuesday, March 5: Old Dominion University (ODU)- Norfolk Wednesday, March 6: Brightpoint Community College Chester Tuesday, March 12: Southwest Virginia Higher Education Center- Abingdon Wednesday, March 13: Roanoke Higher Education Center- Roanoke Thursday, March 14: Frontier Culture Museum- Dairy! Barn Lecture Hall- Staunton Tuesday, March 19: Northern Virginia Community College (NOVA) Manassas Campus-  Fredericksburg    FY25 Benefit Changes  Anthem Blue Cross Blue Shield  Hearing Aid Benefit for Children (SB1003)- Mandate  Starting this year, hearing aids and related services for children 18 and under are included in plan coverage. Coverage includes the cost of one hearing aid, per nearing-mpaired ear, every: 241 months, upi to $1,500 per hearing aid. Members have the option to choose a higher-  priced hearing aid and pay the difference. HDHP Deductible- Mandate In-Network.  The plan year deductible will increase to $3,200 for Single In-Network, and $6,4001 for Family  Building Healthy Families Replacing Future Moms  Future Moms is now Building Healthy Families. Building Healthy Families provides personalized, on-demand health: support from preconception through early parenthood. Building Healthy Families is now available via the Sydney Health app and anthem.com and delivers access to educational articles, personalized digital notifications, videos, health trackers, and personalized coaching via phone or chat. Building healthy families can provide useful resources according to each member's unique journey. TLC Key Advantage. 250 and Expanded members can waive their $300 hospital co-pay by participating int the program and completing thei following items: Register/completion of profile or assigned to a nurse Complete one of six min-assessments available in the app Virtual Physical Therapyf from LiveHealth Online and SWORD Health New this) year, LiveHealth Online and SWORD Health offer a Digital Physical Therapy program fori in-home, virtual physical therapy. This effective and convenient digital physical therapy program addresses a broad range of musculoskeletal conditions and women's pelvic floor disorders and works at any point in the care) journey- prevention, new conditions, chronic pain, and mobility management. The program leverages smart digital sensors that are: shipped to the member, and dedicated licensed physical therapists who provide custom exercise plans and education, continuous engagement, and behavioral health resources to Summaryofl Benefits (SBCs) are available on the web wwwanthem.com/lo and the website is now included on the back oft the benefit summary booklets. Subsequently, members will no Please remember to order Open Enrollment Packets (which include Benefit Summaries and other member materials) for Open Enrollment. Order lead time is typically 10 business days.  Complete Pregnancy Screener  decrease pain and increase mobility.  longer receive postcards with the web address to! SBCs.    Sentara Health Plans Vantagel HMO  Name Change  Optima Health Plan will now! be Sentara Health Plans, effective. January 1,2024 Optima Health Insurance Company will now be Sentara Health Insurance Company, effective. January1 1,2024. New company names will showi in 2024 documents. Sentara Vantage HMO Medical Benefit Changes ** Effective January 1,2024, regardless ofa  group's plan yeare effective date ** Hearing Aids and related services  This benefit for children ages 18 and younger are now covered in-network. Coverage is limited to the COS of one hearing aid per hearing-impaired ear every: 24 months, up to! $1,500 per hearing aid. Members may choose a higherpriced hearing aid and pay the difference in cost above $1,500.0 Coverage is limited to services and equipment recommended byan tolaryngologistEND, and provided or dispensed by an ENT, licensed audiologist,or  licensed hearing aid specialist. Mobile Crisis Response Services  Services delivered to provide rapid response to, assessment of, and earlyi intervention for individuals experiencing an acute mental health crisis that are deployed at the location of  the individual.  Residential Crisis Stabilization Unit are experiencing an acute mental health crisis. Non-Emergency Ambulance Services  As short-term residential program providing support and stabilization fori individuals who  This benefit has been separated into Non-Emergent Ambulance Services: Ground and Water and Non-Emergent. Ambulance Services: Air- Air ambulance services provided by non-participating providers are covered under in-network benefits. This applies to emergent Non-emergent ambulance services related to mental health diagnosis will be covered as Other Outpatient Services under the Mental Health and Substance Use Disorder Services  service or pre-authorized non-emergent services.  benefit.  Pharmacy Benefit Changes  All abortifacient drugs are no longer excluded.7 This include the addition ofr mifepristone 200mg tablet (Mifeprex) to thet formularies as a Tier 2 medication as of1/1/24.This medication, in combination with misoprostol, results in a medical termination of  intrauterine pregnancythrough70daysgestation.  COVID-19 at home testing kits four tests per month.  Will no longer be covered under the hatmayTerl.wncn; previously limited members to    New Plan Design  The new benefit design will have modest cost-share changes. Sentara Health Plans will issue new ID cards to all members for the new plan year and deliver those in. June of 2024. The management team at Sentara Health Plans will continue to work with the TLC team at DHRM and any field Benefit Administrators to provide necessary: support through the open  enrollment and renewal activities.  Kaiser Permanente  Dental Administrator Change  Kaiser Permanente will change its dental administrator from Dominion Dental to Liberty Dental Plan effective January 1,2024. Members have been notified by letter from Kaiser Permanente regarding the details of the transition. The only change is the dental administrator. There is no change to the dental benefits under Kaiser.    Section 22-134. Metering Rental Property  Each metered account must be established and maintained in the name of the landlord or property owner for each rental property having multiple tenants and only one meter. If the rental property units are individually metered, then the service may be established in the name of the tenant(s). Any water bills unpaid by the tenant and delinquent will be assessed to the property owner after the application of the deposit required by Section 22-  126(d).  Section 22-135.- 22-153.] Reserved.  Division 5. New Apartment. Condominium and! Duplex Buildings and Reconstructed Single-Family Dwelling: Fees.  Section 22-154. Newly constructed apartment, condominium and duplex buildings, and mixed commerctal/reidenta. buildings or renovated exiting buildings. Each apartment or suite of rooms in any newly constructed or renovated apartment, condominium or duplex of any size, and each area devoted to a separate use in a mixed commercial. /residential building will be required to be provided with an individual water meter and water hookup. A home occupation in a residentially zoned district is not a Section 22-155. Reconstruction of single-family dwelling into multi-family dwelling When a single family-dwelling is to be reconstructed sO as to be a multi-family dwelling, each separate apartment or suite oft rooms shall be provided with its own individual water  mixed commerial/resdemtial building for purposes of this division.  and mixed commerclal/reidental building.  meter and water hookup.  When a building is used for both commercial and residential purposes, a water meter and water hookup shall be provided for the area of the building used for commercial purposes and a separate meter and water hookup shall be provided for the  area oft thel building used for residential purposes.  Section 22-156. Fees.  The fee charged for each individual water meter and water hookup shall be the same as Section 22-157. Each meter considered separate service and separate service for mixed commerclal/reidental building and multiple businesses in a single location. (a) When any user is supplied through more than one water meter, each meter shall be considered as a separate service as to all water and sewer charges.  those set out in Section 22-126 oft this ordinance.  (00070303.DOC)  168    Mojo Custom Sportswear LLC 1775 Roanoke Rd Daleville, VA 24083 540-632-2116 aneen@mopsports.net  Estimate  ADDRESS Sissy Austin Town of Buchanan Main Street Buchanan, VA 24066  SHIPTO Sissy Austin Town of Buchanan Main Street Buchanan, VA 24066  ESTIMATE# 1122  DATE 03/06/2024  DATE  ACTIVITY PC147  DESCRIPTION  QTY 221  RATE 11.85  AMOUNT 2,618.85T  Tie-Die T-shirt, Ocean Rainbow, Black/Red or Black.Teal Crystal, 10 Small, 20 Medium, 501 Large, 45 2XL, 103XL, 64XL Printed with white ink on front and back.  Additional shirts willl be 11.80 2XL willl be 12.80 3XL &4 4XL willl be 13.80 "and our volunteers" may! be deleted from additional shirts. Thec colors oft the shirts may be mixed atr no additional cost. Terms are payment by check. Terms are 50% upon order, 50% upon delivery.  SUBTOTAL TAX TOTAL  2,618.85 0.00 $2,618.85  Accepted By  Accepted Date    Options for Buchanan Carnival Shirts!  Afewi front and a back option for artwork: Note that the "and our volunteers" can be not applied for the shirt to be used for resale. You may mix and match shirts if you like. Example: Volunteers might get the Ocean Rainbow and have the Black/Red or Black  Teal Crystal for resale.  AANAN  BVFD  -  W  / I 2024  - .  VFD  JL  nttg Cauru    B0C 16 NAN  B.VF.D.  Couuuu ww Cah  Dab  WE LOVE  BUCHANAN COMMUNITY CARNIVAL  ANNIVERSARY CELEBRATION  and OUR VOLUNTEERS    Ocean Rainbow Tie Dye Look:  umrCauuane  Black/Red and Black/Teal Crystal Tie Dye look:  WELOVE GRAMAYCMANTIGENTA ANAIVERSARY CELEBRATION and OUR VOLUNTELRS  CILALU HILY Caunl    Claudine Stump From: Sent: To: Subject:  Rose. Jeter Monday, March 11, 20243 3:14 PM Claudine Stump Re: agenda for tonight  Ok, no worries! Ifi it hasn't already been shared, can you please print this for tonightlamgoingto  propose that we hire a marketing firm.  Scope of work for marketing and communication services for the Town of Buchanan:  High-Level Goals: up to a 1-year contract that maybe extendable  Create and implement an organized, targeted annual marketing plan Create and implement an organized, targeted annual content plan Establish, plan, and produce strategic marketing assets Establish social media and email alert planning and protocols Create town newsletters and leverage the email notification system  Strategically optimize and update contenti for our new website for ease of usei for residents, business owners, and visitors, and increased ranking and site authority on search engines  From: Claudine Stump <CStump@buchanan-va.gov> Sent: Monday, March 11, 20242:44 PM To: Rose. Jeter eterebuchananwagoo Subject: RE: agenda for tonight  Hi Rose,  Yes there is. l'am working on getting it out ASAP.  Thanks, Claudine  From: Rose. Jeter etrebuchananvagoo Sent: Monday, March11/,2024232PM To: Claudine Stump Sumpebucannagon Subject: agenda fori tonight Hi Claudine,  Ihope you are having a great start to the week! Ist there an agenda fori tonight's meeting?  Best, Rose  1    TOWN OF BUCHANAN TOWN COUNCIL MEETING MONTHLY REPORT/PROJECT UPDATE  AGENDA ITEM: Monthly Reports DATE: March, 2024 PREPARED BY: Claudine Stump  MONTHLY REPORT/PROJECT UPDATE: Provide customer service for citizens Create, Print & Mail WSG Invoices Assign, print, and Mail Late Fees Create Cut-off notices, assign and mail Coordinate with Public Works for water/sewer calls Civic Plus Website Training Civic Plus Agenda & Minutes Training  Take payments for WSG, Taxes, Business License, Meals Tax, Occupancy Tax, Events  Council Minutes ACH payments  ATTACHMENTS: HEADS UP ITEMS:  The employees of Buchanan, Virginia are committed to providing the highest quality service to the community as directed by the Town Council within the constraints oft the town's resources and will do sO without regard  to, personal gain or privilege.    TOWN OF BUCHANAN TOWN COUNCIL MEETING MONTHLY REPORT/PROJECT UPDATE  AGENDA ITEM: Monthly Reports DATE: MONTH OF FERUARY 2024 PREPARED BY: EVA SHANNON- TREASURER MONTHLY REPORT/PROJECT UPDATE: SET UP NEW FACEBOOK-NO LONGER NEEDED WILL BE DELETING ADDITIONAL TRAINING ON CIVIC PLUS UPDATING EVENTS ON CMICPLUS-THROUGH APRIL 2024 SET UP NEW EMAIL NOTIFICATION ON CIVIC PLUS  WORKED ON GAMING LISC FOR BINGO AND ZOO-DIP INSTANT WINS-NEED 501C ORGANIZTION TALKED WITH CHRIS HALE WITH VENCO ABOUT ATM FOR CARNIVAL-WAITING ON QUOTE WORKED ON SOUTHERN SOFTWARE CONVERT DATE CHARGES, EMAILED COUNCIL WORKED ON DELINQUENT TAXES FOR REALESTATE 2021-2022 SENT TO TACS FOR  TO ASSIST  SET UP NEW PHONE FOR COUNCIL  WORKED ON GATHERING INFO FOR GEORGE TO COMPLETE ARPA  COLLECTIONS  WORKED ON VA INVESTMENT POOL  WORKED ON BENEFITS FOR EMPLOYEES (LIFE, DISABLIITY) UPDATED BANKING ACCESS-ALL COUNCIL SIGNED OFF  CASHED THE TWO MATURE CD'S TRANSFERRING FUNDS TO GENERAL FUNDS- COPIES WORKED ON DAILY WORK FUNCTIONS A/P AND STARTING TO GET THINGS TOGETHER FOR  ATTACHED ARPA AND USDA ATTACHMENTS: NA HEADS UP ITEMS:  COMMITTEE NEEDS TO BE FORMED FOR GAMING AT CARNIVAL  The employees of Buchanan, Virginia are committed to providing the highest quality service to the community as directed by the Town Council within the constraints of the town's resources and will do sO without regard  to personal gain or privilege.