FHP  1811 Minutes of Council Meeting Buchanan, VA  March 13, 2023 Present:  Mayor Tristan Harris Vice Mayor Chris' Witt Councilmember Manspile Councilmember Marlon Rickman Councilmember James Eubank  Mayor Harris brought the March 13, 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. Ar moment of silence wasl held and the Pledge of Allegiance was recited. The first item on1 the agenda was approval of the consent agenda which consisted of the financial report for February 2023 and the approval of paid bills. Councilmember Manspile made a motion to approve with a second from Councilmember Rickman. Mayor Harris asked for further discussion. With no Next on the agenda was citizen comments and petitions regarding agenda items. There wasnoone Next on the agenda was awards, recognitions, and presentations. Councilmember Rickman stated that Next on the agenda was new business/action items/public hearings. The first action item was Resolution R23-0313-05: AI Resolution Appointing George Hayfield as Town Manager oft the Town of Buchanan, VA. This is the formal appointment of George Hayfield as the Town Manager, Zoning Administrator, and Subdivision. Agent. Councilmember Manspile made ai motion to approve the resolution with as second from Councilmember Eubank. Mayor Harris asked for further discussion. With not further discussion, the resolution passed with a roll call vote of! 5-0. The next action item was Resolution R23-0313-06: AI Resolution to Adopt and Implement Upgraded Accounting Software. Aswas discussed in the work: session, the outside CPA and the audit firm have recommended the Town upgrade to new accounting software. Councilmember Manspile made ar motion to approve with a second from Vice Mayor Witt. Mayor Harris asked fori further discussion. With no further discussion, the resolution was approved with a roll call vote of5 5-0. The next action item was Resolution R23-0313-07:A Resolution Electing to Participate in Group Life Insurance Program. This would provide life insurance for  further discussion, the consent agenda was approved with a vote of5-0.  signed upt to comment.  the veterans were very happy about the banner program.  1    the full time Town employees. Councilmember Manspile made a motion to approve the resolution with asecond from Councilmember Eubank. Mayor Harris asked for further discussion. With no further discussion, the resolution was approved with a roll call vote of5-0. The next action item was Resolution R23-0313-08: Al Resolution to Adopt and Implement a Civic+ Website Proposal, Meeting Agenda and Management Proposal, and Municode Codification Proposal. As Discussed in the work session, the Town web: sitei is outdated and difficult to operate, Town has no management system, and its code needs recodification. This proposal will update the website, agenda and management, codification proposals, increase staff efficiency and provide greater transparency to the public. Councilmember Manspile made a motion to approve the resolution with a second from Councilmember Rickman. Mayor Harris asked fori further discussion. With no further discussion, the resolution was approved with a roll call vote of5-0. The next action item was Resolution R23-0313-09: Al Resolution to Replace and Upgrade the Existing Office Phone System. The proposed OOMA Office Phone System has greater capabilities than our current phone system and is less expensive. Mayor Harris made a motion to approve the resolution with as second from Councilmember Manspile. Mayor Harris asked for further discussion. With no further discussion, the resolution was approved with a roll call vote of 5-0. The next action item was discussion of the employee health insurance. Town needs to renew the employee health insurance by April 15, 2023. Counciimember Manspile made a motion for Town Manager Hayfield to review and renew the Town's health insurance policy with a second from Councilmember Rickman. Mayor Harris asked for further discussion. With no further discussion, the motion was carried with a vote of5-0. The last action item was the monthly reports. The Town employees had written synopsis of what they have been working on. Community Developer Harry Next on the agenda was citizen comments and petitions regarding non-agenda items. The first person signed up to speak was Mallory' White of 2116 Nace Road, Troutville, VA 24175. Ms. White represents the Botetourt Farmers Market. Ms. White stated that due to construction at the Daleville Town Center, the Botetourt Farmers Market would like to use the Town Park. June 3rd for thet flower festival, July 29th for the tomato festival, and August 19th for the honey festival. Mayor Harris and Vice Mayor Witt stated that they would discuss what they needed to do to accommodate the Botetourt Farmers Market ina work session. Councilmember Manspile stated Town had done something similar with the 9/11 Memorial Walk. The next person to speak was Board of Supervisor member Amy' White of 905 Stinnett Road. Ms. White stated that she supports the Botetourt Farmers Market and was going to speak, but Mallory' White had taken care ofit. Ms. White did aski ifl Town would consider partnering with Botetourt County to put in a Pickleball Court. She: suggested talking to the Parks and Rec Department. The last person signed up to speak was Khari Ryder of 23 South Roanoke St., Fincastle, VA. Mr. Ryder is the Executive Director of the Botetourt Chamber of Commerce. Mr. Ryder stated that he and the Chamber The next item on the agenda was Additional Comments. Councilmember Manspile asked how much of the sewage lines were left for Bionomics to map? Bionomics had found several manholes and sewage lines that Town didn't know were there. Town Consultant Reese Peck stated he would find out. Councilmember Manspile stated that there are Town alleys that need to bet fixed to protect the utilities and the sidewalk at the Hair Affair needs to be fixed. He asked if ARPA funds could be used. Mr. Mark Lindsay of 19602 Main Street stated that there are several sidewalks that need to be fixed. There isa al lot ofr road grime on the sidewalks as well. He would volunteer to pressure wash the sidewalks if Town  Gleason added al list of upcoming events.  of Commerce are here to help any businesses in any way.  2    provided the water. Councilmember Manspile asked if the notices to the blighted properties went out. Town Clerk Claudine Stump stated they! had. Daniel Bratcher of210 Boyd St. stated there is a card on blocks with no tagsi in his area. Vice Mayor Witt stated that any violations or issues needi to be reported to Town Hall sO that there can be an investigation and notices sent out. Mr. Lindsay stated Town should send out a mailing to residents to remind them oft the codes. Mr. Lindsay stated that the community spirit and amount of volunteering in this area is what drew him here. Is it possible to start a volunteer program tol help clean up some of the blighted properties? Vice Mayor Witt suggested that Council have an Open Discussion Forum with citizens. Mayor Harris stated that he wasi more lenient about public Last on the agenda was adjournment. Councilmember Manspile made a motion to adjourn witha a second from Vice Mayor Witt. With no further discussion, the motion carried with a vote of5 5-0.  comment during Council Meetings.  Adjournment was at 8:10 pm. Respetfulysubmitted,  Claudin Sinp  Claudine Stump, Clerk  Tristan Harris, Mayor  3    Resolution R23-0313-05  OFB BUCA  At a regular meeting oft the' Town Council oft the' Town ofBuchanan held at the Buchanan  Town Hall on March 13, 2023 beginning at 7:30 p.m.:  MEMBERS: Tristan Harris, Mayor Chris Witt, Vice-Mayor James Manspile Marlon Rickman James Eubank  VOTE: YES YES YES YES YES  Oni motion of Councilmember Manspile, which carried by a vote of 5-0, the following  was adopted:  AF Resolution  Appointing George Hayfield as' Town Manager of the' Town ofBuchanan, VA. Whereas, Susan McCulloch resigned as the Buchanan Town Manager, effective Oct. 14, Whereas, A. Reese Peck was appointed on October 13, 2022 to serve in that position on Whereas, the Town Council did broadly advertise to fill this position; and  2022; and  ani interim basis; and  Whereas, applications werei received, which were reviewed by the Council, with the top Whereas, the' Town Council has selected the applicant that, in their judgement, best meets the needs ofthe' Town and negotiated an employment contract with that individual; Now, Therefore Be It] Resolved, by the Council oft the Town of Buchanan, that George Hayfield be appointed the Town Manager for the Town, effective March 6, 2023, and that the mayor be authorized to execute on behalfoft the' Town the employment Bel Itl Further Resolved, that as a component ofhis duties as Town Manager, that George Hayfield be appointed the Zoning Administrator and Subdivision Agent.  candidates being interviewed; and  agreement mutually agreed upon by both parties; and    Resolution R23-0313-05  AYES: NAYS: ABSENT:  5 0 0  APPROVED: 2 Mayor  ATTEST:  Dbulau Slmp    R23-0313-06  PFHR  1811  At a regular meeting of the Town Council oft the Town of Buchanan held at thel Buchanan  Town Hall on March 13, 2023 beginning at 7:30p.m.:  MEMBERS: Tristan Harris, Mayor Chris Witt, Vicel Mayor James Manspile Marlin Rickman James Eubank  VOTE: YES YES YES YES YES  Oni motion of Councilmember Manspile, which carried by a vote of 5-0, the following was adopted:  A Resolution  Al Resolution to adopt and implement an upgraded accounting software  Whereas, Thej past three years both the Town's outside CPA and audit firm have recommended Whereas, Any change in accounting software should occur at the beginning of the new fiscal year Whereas, Ifthis option is tol bej pursued fori implementation in July of2023, immediate action is Whereas, After reviewing several accounting software venders, the preferred choice: is Southern Now, Therefore. Be: it Resolved, by the Council oft the Town of] Buchanan that the Southern Software proposal be accepted and that the Town Manager be authorized to execute said proposal on behalfof  the Town upgrading to ai new accounting software.  needed Software  the' Town AYES: NAYES: ABSENT:  5 0 0    R23-0313-06  APPROVED: Mayor ATTEST:  5  flaudilp    R23-0313-07  RA  1811  Ata ai regular meeting oft the' Town Council oft the' Town ofl Buchanan held at the Buchanan  Town Hall onl March 13, 2023 beginning at 7:30p.m.:  MEMBERS: Tristan Harris, Mayor Chris Witt, Vice Mayor James Manspile Marlin Rickman James Eubank  VOTE: YES YES YES YES YES  Oni motion of Councilmember Manspile, which carried by a vote of 5-0, the following was adopted:  Al Resolution  Electing tol Participate in Group Life nsurance Program  BEI ITI RESOLVED that the Town of] Buchanan, al Municipality oft the Commonwealth of Virginia, acting by and through the Town Council, does hereby elect to! have those of its employees who are regularly employed full time on a saloaried basis and whose tenure is not restricted as to temporary or provisional appointment, become eligible to participate in the Group Life Insurace program as set out in Title: 51.1, Chapter 5 ofthe Code of Virginia, as amended, effective April 1, 2023; and BE ITI FURTHER RESOLVED, THE Town of Buchanan agrees to pay the required employer cost for its eligible employees and further, to deduct from employees' wages and toj pay overi int the manner prescribed the empolyees' portion to the extent that such employees' portion is not paid by the Town of Now, Therefore, George Hayfield, Town Manager, and Claudine Stump, Clerk, arel hereby authorized and directed in thei name of the' Town of Buchanan to execute any required contract in order that employees of the' Town of] Buchanan may become eligiblet toj participate in the Group Life Insurance program as provided int the aforementioned sections ofthe Code ofVirginia. Ine execution ofa any contract which may! bei required the seal of the' Town ofl Buchanan shall be affixed and attested by the Clerk, and said officers of the Town of Buchanan are authorized and directed to pay over to the Treasurer of Virginia from time to time such sums as are due to be paid by the' Town ofBuchanan and its employees for this purpose.  Buchanan.  CERTIFICATE  I,Claudine Stump, Clerk ofthe Town Council oft the' Town ofBuchanan certify that the foregoing is a true and correct coy ofar resolution passed at a lawfully organized meeting oft thel Buchanan Town Council held at Buchanan, Virginia at' 7:00 o'clock p.m. on March 13, 2023. Given under my hand and the  seal oft the Town of Buchanan this 13th day ofl March, 2023.    R23-0313-07  Clerk  AYES: NAYES: ABSENT:  5 0 0  APPROVED: Mayor ATTEST:    Papladip    R23-0313-08  AERA  At ai regular meeting oft the' Town Council oft the Town ofBuchanan held at thel Buchanan  Town Hall onl March 13, 2023 beginning at 7:30p.m.:  MEMBERS: Tristan Harris, Mayor Chris Witt, Vice Mayor James Manspile Marlin Rickman James Eubank  VOTE: YES YES YES YES YES  On motion of Councimember Manspile, which carried by a vote of5-0, the following was adopted: Al Resolution to adopt and implement a CivicPlus Website Proposal, Meeting Agenda Whereas, The Towns web site is antiquated with limited capabilities and is difficult operate Whereas, The Town has noi management system and its code: is in need ofr recodification Whereas, The website, agenda and management, and codification proposals will serve to automate these processes, increase staff efficiencies andj provide greater transparency to Now, Therefore Bei it Resolved, by the Council of the Town of Buchanan that these proposals be adopted and that the Town Manager be authorized to execute said proposals on behalfof  A Resolution  and Management: Proposal, and Municode Codification Proposal.  the public. the' Town AYES: NAYES: ABSENT: APPROVED: Mayor y ATTEST: Paudin Town Clerk  5 0 0  Sip    R23-0313-09  OFI BUCA  I811  Atai regular meeting oft the' Town Council oft the Town of] Buchanan held at the Buchanan  Town Hall on March 13, 20231 beginning at 7:30p.m.:  MEMBERS: Tristan Harris, Mayor Chris Witt, Vice Mayor James Manspile Marlin Rickman James Eubank  VOTE: YES YES YES YES YES  Oni motion ofMayor Harrs, which carried' by a vote of5-0, the following was adopted:  AJ Resolution  A Resolution to replace and upgrade existing office phone system  Whereas, The proposed Ooma Officel Phone System has greater capabilities then our current phone system Whereas, Each employee will have their own individual number, conference call line, and electronic fax Whereas, Phone system capabilities are greater and cost savings are projected to be substantial Now, Therefore Be it Resolved, by the Council of the Town of Buchanan that the Ooma Office Phone System proposal be accepted and that the' Town Manager be authorized to execute said proposal on behalf  and is less expensive and can be managed by' Town staff.  number at a cost of19.95 per phone.  oft the Town AYES: NAYES: ABSENT: APPROVED: Mayor ATTEST: Claudim Town Clerk  5 0 0  Sump    OF BUCA  Buchanan Arbor Day  Proclamation  Whereas, Whereas, Whereas, Whereas, Whereas, Whereas, Whereas, Now,  In 1872J. Sterling Morton proposed to the Nebraska Board of Agriculture that a special day be set aside this holiday, called Arbor Day, was first observed with the planting of more than a million trees in  for thej planting oft trees, and Nebraska, and  Arbor Dayi is now observed throughout thei nation and the world, and  trees can reduce the erosion of our precious topsoil by wind and water, cut heating and cooling costs, moderate the temperature, clean the air, produce life giving oxygen, and provide habitat for wildlife, and trees are a renewable resource giving us paper, wood for our homes, fuel for our fires, and beautify our trees in our Town increase property values, enhance the economic vitality of business areas, and beautify  community, and our community, and  trees, wherever they are planted, are a source ofjoy and spiritual renewal.  therefore, the representatives oft the' Town of Buchanan, do hereby proclaim Friday, April 5 as Arbor Day in the Town of Buchanan, and urge all citizens to celebrate Arbor Day and to support efforts to protect We urge all citizens to plant trees to gladden the heart and promote the well-being of this and future  our trees and woodlands, and  Further,  generations.  Dated this seventh day of April 2023.  -  Instan Harris, -  Mayor