SER  181 Minutes of Council Meeting Buchanan, VA  March 14, 2022 Present:  Mayor Craig Bryant Vice Mayor Chris Witt Councilmember. James Manspile Councilmember Marlon Rickman Councilmember Chris Petty  Attending: Board of Supervisors Amy White, 9 citizens, 3 employees, Botetourt Fire Chief. Jason  Ferguson, Buchanan Fire Captain Jeremy Bennington  Mayor Craig Bryant called the March 14, 2022 Council meeting to order at 7:00 p.m. This meeting was held int the Council Chambers. Town Manager McCulloch took roll call. With five councilmembers present, a quorum was established. A moment of silence was held, Mayor Bryant asked that we keep our Covington neighbors in our thoughts, and all that were present stated the Pledge of Allegiance. The first item of business was to consider approval of the February 2022 Financial Report, and unpaid bills, the minutes from the. January 6, 2021 Work Session, January 10, 2021 Regular Council Meeting, and the. January 27, 2022 Emergency Called Closed Session. A motion for approval for alli items under consent agenda was made by Councilmember Manspile, with a second from Councilmember Rickman. Mayor Bryant asked fort further discussion. With no further discussion, the motion carried with a vote of Next on the agenda was, Awards, Recognitions, and presentations. Botetourt County Fire Chief Ferguson introduced the new Town of Buchanan Fire Captain. Jeremy Bennington. Jeremy was hired by Botetourt County as a Captain for the Botetourt County Fire and EMS. Botetourt County has been working to find the best organizational structure to provide oversight and leadership of the Buchanan station and the services that are provided from the station. Jeremy will be working as the direct point of contact with Chief Ferguson's office overseeing both the career and volunteer operations. Jeremy comes to us after serving 8 years with us in a part time role. Hel has spent 23 years as a full-time firefighter in Roanoke City. Many of those years as a Lieutenant and the last several years as a Captain. He does havea a volunteer background starting int the Rockbridge area growing up. He is an area resident over towards Eagle Rock. He understands the lay oft the land and dynamics oft the area. He has been workingi in a part time role as het transitions over to us. He will be full time beginning April 1, 2022. Mayor Bryant  5-0.  1    welcomed Captain Bennington. Captain Bennington thanked Mayor Bryant and stated that he looked Next ont the agenda was to hear citizen comments and petitions regarding agenda items. Mr. Carroll Boblett, 26 Copps Hill Road. This is about the Veteran Banners project. Mr. Boblett stated that' Verizon has given permission to use their poles. Mr. Boblett stated that is one side of the street, if we can not get Dominion Energy permission, the project will not be done. Mr. Boblett stated that he will not be able to get the permit from Dominion Energy. The Town will have to get the permit. Mr. Boblett stated that he would get the veterans to work on the Verizon side, but the Town willl have to work with Dominion. Mayor Bryant stated that Council will put it ont the Work Session. Agenda to work ont this project. Mr. Boblett stated that he has discussed this with Mr. Pilat at Dominion Energy. The manufacturer has sent the information for the mounting hardware to Mr. Pilat who sent it to the engineering department. The next speaker was Tim Young, Buchanan Flea Market, 19115 Main Street. Mr. Young stated that for the last 30 or 4 years the Flea Market has donated a prize for the Carnival. This year, Councilmember Rickman is noti in charge of the Carnival. Mr. Young stated he had asked someone about it, they said the Town had sent al letter out about it. Mr. Young stated that he did not get al letter, email, or anything abouti it. He wants to knowi if the Town nol longer wants the Flea Market's support, or was the Flea Market purposely not asked. Mr. Young stated that he had a discussion with the Town Manager several months ago on another topic. Mr. Young told her that the Flea Market wasi not included or notified when other things are happening. Town Manager McCulloch asked Mr. Young for his email address and he gave it to her. Mr. Young received 2or3e emails from Community Developer Gleason and 11 from the Town Manager, then everything stopped. Then this happened. Mr. Young stated that he wants to know ift the Town Manager, the Town, Mr. Gleason, or the mayor have something against the Flea Market. Mayor Bryant thanked Mr. Young for his comments. Mr. Young stated that he would liket tol have an explanation. Mayor Bryant stated that he will look into what's going on. Mr. Young asked ift he would be getting an explanation. Mayor Bryant stated that he would not be getting an explanation this evening, Council would look into it. Mr. Young stated that at least he Next on the agenda was New Business/Action Items/Public Hearings. First action item was approval of Resolution R22-0314-01: Al Resolution. Authorizing Accounting Services Provided by Mary Earhart, Certified Public Accountant, for Fiscal Year 2022 Audit and Fiscal Year 2023 Accounting Service. Councilmember Manspile made a motion to approve with a second from' Vice Mayor Witt. Mayor Bryant asked for further discussion. With no further discussion, the Resolution was approved witha a vote of5-0. Next Action was the Adoption of the Fiscal Year 2021-2022 Audit. Mayor Bryant asked if Town Manager McCulloch wouldi touch on some oft the points for the citizens at the meeting. Town Manager McCulloch stated that it was a good audit. The Town revenues were al little short during the pandemic because Town did not hold its special events. Income that we normally have was not reflected because the events were cancelled. The auditor did have suggestions about upcoming legislation such as leases and other things to prepare for. The auditor suggestion Town change accounting software. We currently use QuickBooks. Town Manager McCulloch stated that it was a good audit. They found nothing out of the ordinary. Councilmember Manspile made a motion to adopt the Fiscal Year 2021-2022 Audit with a second from Councilmember Petty. Mayor Bryant asked fori further discussion. With no further discussion, the Audit was adopted bya a vote of5-0. Next was approval of Resolution R22-0314-02: Al Resolution Adopting the Revised Personnel and New EEO Policies for the  forward to working with everyone.  knows where he: stands with the mayor.  2    Town of Buchanan. Mayor Bryant asked if there were any changes that needed to be made to the personnel policy. Mayor Bryant stated that this is the policy that was circulated at the Work Session for Council to review and make changes. Vice Mayor Witt made ar motion to adopt the policy with a second from Councilmember Petty. Mayor Bryant asked for further discussion. With no further discussion, the Resolution was passed with a vote of5-0. The next action item was Resolution R22-0314-03:A Resolution Authorizing Leadership Development Training for the Town of Buchanan. Mayor Bryant asked Town Manager McCulloch for a briefsummary. Town Manager McCulloch stated that Council had asked for Town staffa fand Council engage in communications training and leadership development. This is the last item that needs to be done fori the October 12, 2021 Resolution. Therei is a company called Business Results Training that gave us the best quote. They have a really good work plan and lesson plan and even conducts interviews. They plan on starting interviews next month. Mayor Bryant stated that it sounds like a good thing for staff and Council. Councilmember Manspile made a motion to approve the Resolution with a second from Councilmember Rickman. Mayor Bryant asked fori further discussion. With no further discussion, the Resolution was approved with a vote of5-0. The next action item was Resolution R22-0314-04: Al Resolution. Authorizing Changes to Town of Buchanan Employee Health Insurance. Mayor Bryant asked for al high-level recap. Town Manager McCulloch stated that Town currently has the "Cadillac" policy now which is extremely expensive. Town pays 100% for each employee. Town Manager McCulloch was asked to explore other options. Out of the! 51 plans explored, the most economical is Local Choice through Virginia Human Resources Association. It will be saving Town $400.00 per month per employee. Councilmember Manspile stated that he was not at the work: session and asked where the benefit levels were with this plan. Town Manager McCulloch stated that it is Key Advantage 250. There is a $250.00 dollar deductible. Staff will get dental, vision, and prescription drugs. Councilmember Manspile asked how it compares to the current policy. We fought hard to get the current policy. Town Manager McCulloch stated thati it is comparable. Itis not the "Cadillac" policy, but "Cadillac" isal lot to ask for. Everyone seems to be pleased with that because it includes dental and vision. Councilmember Manspile made a motion to approve the Resolution witha a second from Councilmember Petty. Mayor Bryant asked for further discussion. With no further discussion, the Resolution was approved with a vote of! 5-0. The next action item was approval of Resolution R22-0314-05 Town of Buchanan Council Public Statement Regarding Department of Conservation and Recreation (DCR) Process Regarding the Gauge Dock (James River and Kanawha Canal). Town Manager McCulloch stated that in 2019 Council voted toi filli int the Gauge Dock. However, we spoke to the Department of Conservation: and Recreation, and by digging it up and fillingi it backi in we are violating several FEMAI requirements. Town actually has to go back and get a permit retroactively for digging it upi in 2017. Then get a permit for what has been filledi in now. Town hast to apply for a plan on what the cost/benefit analysis, hydrological report, and every study needed for this permitting process through FEMA. DCR is working with us on a helpful level versus an adversarial level. DCR suggests that Town apply for this new resiliency planning grant to explore the options fort the Gauge Dock. Towni is making this statement saying everything regarding the Gauge Docki is on hold until we go through this whole process and bringi it back to Council. Mayor Bryant asked that' "on hold" meaning Town is not doing anything withi it. Town is not taking anything out or putting anything int the Gauge Dock until we get the correct permit/regulatory requirements met. Councilmember Manspile stated that Town has to back up after thet fact where it was dug up to begin with. Town Manager McCulloch stated that iti is called a violation permit. Councilmember Manspile stated that was part of the argument ini Town when this started. That it was int the flood zone and shouldn't be disturbed. We are definitely  3    back to square one now. Councilmember Manspile made a motion to adopt the public statement with asecond from' Vice Mayor Witt. Mayor Bryant asked for further discussion. With not further discussion, the Resolution was adopted with a vote of 5-0. The next action item was Resolution R22-0314-06: A Resolution Authorizing Contracting with Stantec to Provide Panning/Engineering Services for the Department of Conservation and Recreation (DCR) Community Flood Preparedness Grant Fund. Town Manager McCulloch stated there is an opportunity through the state for Town to apply fort funds fora planning grant for engineering services for the Community Flood Preparedness Grant fund that is due April gth. Town put out an RFQ (Request for Quotes). Stantec was our only respondent. We are asking Council to authorize contracting with Stantec so1 that they mayi apply for thist funding source. It can also be tied in with the Gauge Dock on Item 6. The plan for the Gauge Dock as well as looking at resiliency planning and preparedness for the Town. Mayor Bryant stated that ins summary, that will also help us figure out what we can and can't do with the Gauge Dock. Town Manager McCulloch stated that was correct. Councilmember Manspile made a motion to approve the Resolution with a second from Councilmember Petty. Mayor Bryant asked for further discussion. With no further discussion, the Resolution was adopted with a vote of5 5-0. The next action item was Resolution R22-0314-07:A Resolution Authorizing Contracting with Stantec to Provide Panning/Engineering Services for the Department of Conservation and Recreation (DCR) Community Flood Preparedness Grant Fund. Mayor Bryant stated that this is to submit the application. Town Manager McCulloch stated that the funder would like a separate resolution for the grant application. This will goi int the grant application. You know how that red tapei is. We are asking for authorization to submit the grant application that is due April gth by Stantec. Councilmember Manspile made a motion to approve the Resolution with a second from Councilmember Petty. Mayor Bryant asked fori further discussion. With no further discussion, the Resolution was approved with a vote of 5-0. The next action item was Resolution R22-0314-08: A Resolution Authorizing Purchasing New Planters for the Town of Buchanan. Town Manager McCulloch stated that as it was discussed in the work session, the Town planters are, getting old and decaying. The thought was to stop the hanging baskets at Washington: St., but continue the planters all the way to the Witt Stop. We: are asking fori the funds to purchase the new planters to replace the old and get the plants. We would like to do that before Arbor Day. Councilmember Manspile asked what kind of planters would be purchased. Town Manager McCulloch stated they are resin planters. They are slate gray. They are smaller around, but taller that the other planters. Councilmember Manspile stated that the new ones will phase out the barrels all the way up the street. Town Manager McCulloch stated that thel barrels will be going and with Council's blessing, the new planters will arrive. Councilmember Manspile made a motion to approve the Resolution with a second from Councilmember Rickman. Mayor Bryant asked fori further discussion. With no further discussion, the Resolution was adopted with avote of5-0. The last action item was the Arbor Day Proclamation. Mayor Bryant stated that one of the Town's proud moments is Arbor Day. Iti isi important for Town to promote Arbor Day as it continuously does. Mayor Bryant then read the Arbor Day Proclamation. Mayor Bryant made a motion toa approve the Proclamation with a second from Councilmember Manspile. Mayor Bryant asked for further discussion. With no further discussion, the Proclamation was adopted by a vote of5-0. Next on the agenda was Reports. Town Manager McCulloch stated that regarding Special Events and Community Development, we are preparing for Carnival. We are working on the Cole'scontract, talking to our vendors: U.S. foods, Pepsi, and Hershey. We are looking for another stuffed animal vendor since the previous one retired. We are trying to find another vendor that makes the pull tab tickets fort the Zoo Dip because the company has closed. Town Manager McCulloch stated that Mr. Burly Gilliam has  4    been scheduled to run the fire works for one night which is July 4th. We will be listing repairs needed on the Carnival grounds for our public works team to begin working on next week. We are contacting Blossman about the overheating fryers. Also, as stated, Arbor Dayi is April 8th, the Garden Festival is April gth from 10:00to 4:00 with a rain date of April 16th. We plan to meet with Larry Etzler to discuss our web site and make sure everything is looking good and uniform. Town Manager McCulloch: stated that Planning Commission has gotten a lot of interest for the Real Property Improvement Grant. Thati ist the $5,000.00 match grant for the property owner that Town plans to give out at total of $40,000.00. Most of the applications have come in at less than $5,000.00 per applicant. Planning Commission has 8 applications they are reviewing. We will be looking for their score sheets by the end of the week. Really interesting changes. We will be sending them to Council once Planning Commission scores them. Town Manager McCulloch: asked' Vice Mayor Witt, whoi is on the Planning Commission, if he had anything to add. Vice Mayor Witt stated that for clarification, the members of the Planning Commission make up the Board that is reviewing the applications. The Planning Commission in and of itself is noti ini its official capacity reviewing the applications. This isag group ofv volunteers that stood up and said they would be the first set of eyes on the applications. Town Manager McCulloch thanked' Vice Mayor Witt for the clarification. Town Manager McCullochstated that regarding Public Safety, Town is still working with Dominion on the blinking andi intermittent lights. She did ask for a report since they were working in Town last week. She has notl heard from them, but we will keep asking. VDOTi is starting on the bridge repairs. As for Public' Works, there were 6 miss utilities, 7 water. cut offs, 2 water turn ons, 2 sewer back- Next on the agenda was Citizen Comments and Petitions Regarding Non-Agenda Items. Mr. Gary Manspile, 20578 Main Street had signed up to speak. Mr. Manspile stated that he has lived there all his life, about 70 years. He is older than anyone here. He had something happen last week that really upset him. Mr. Manspile stated that he was coming down Lowe! Street, and one oft the Public Works employees was working there. Hel had his vest on and was doing everything properly. Mr. Manspile stopped to ask if he could help him. The worker replied that he could use the help, but your need tos go on because ifi lam seen talking to you or. Jamie Iwill be fired. Explain that to me. Iwant that explained to me before you leave here tonight. Mayor Bryant thanked Mr. Manspile for the public comment. Mayor Bryant stated that there was no one else signed up to speak. Mrs. Pat. Jasper stated that she had not signed up, but wanted to say something. Mayor Bryant apologized and stated thati in order to speak, you have to sign up. Council has to keepi it uniform for Council and the audience. Mrs.Jasper Next on the agenda was Additional Comments. Councilmember Manspile stated that he could not attend the Work Session due to being out of town for work. One thing on upcoming events and meetings are we doing the! Spring Clean Up? Town needs to decide if we will do spring cleanup. We will need to advertise int the paper and coordinate with C&S S Disposal. The other thing, we talked about it in thei fall, we purchased a new: zero turn mower a couple years ago because the other one quit working. The. John Deere zero turn has been giving al lot of problems. Wei found out that it was flipped over the bank at the river a few years ago. Ever since, it has been a money pit. Councilmember Manspile stated that purchasing a new: zero turn mower before next mowing season was discussed in a work: session last fall. Mowing season is here. Mayor Bryant stated that everyone in Town has acknowledged that clean up day is very nice. Mayor Bryant asked if Council would be agreeable to schedule Clean Up! Day. Town Manager McCulloch and Councilmember Rickman stated that iti is advertised somewhere because they  ups, 5 sewer repairs on the Boyd Street alley behind Mr. Gores house.  stated that shej just wanted to give some historyabout Arbor Day.  5    have seen it. Mrs.. Jasper stated that iti is on the web: site. Mayor Bryant stated there is lot of positive feedback on that. Town definitely needs to set that up. Mayor Bryant stated that Town Manager McCulloch needs to check into that. Town Manager McCulloch stated that Town Clerk Claudine Stump will be working on that. Itisint the 2022-2023 budget. We can move it to this year's budget. Councilmember Manspile asked if he could help get the quotes on the same brand that we purchased last time. The employees like sO much and has served us well. Town Manager McCulloch stated that Public Works has requested a! 54" mower. Town Clerk Claudine Stump stated it is al Ferris mower. Councilmember Manspile stated that brand has gone above and beyond expectations and quality. He will talk with the Town Clerk after the meeting. Councilmember Rickman stated that there are 2 lights out at the end of the bridge. The bridge looks really good at night untily you get to those 21 lights. They never have been lit. Town Manager McCulloch stated that has to do with trees blocking the light receiver. Councilmember Manspile stated that they were told lasty year there is no electricity getting to those lights. There was supposed to be new wiring conduit to all the lights on the bridge. Those 2 are the only ones ont the bridge that the wiring conduit was not replaced. There is electricity tot the bottom of the lights, but not the lights themselves. Council has discussed getting Leading Edge to give usa quote to put new wiring to them. Mayor Bryant asked Town Manager McCulloch to get quotes from Next on the agenda was Upcoming Meetings and Events. Mayor Bryant stated all the events were listed Last on the agenda was Adjournment. Motion to Adjourn was made by Councilmember Manspile witha second made by Mayor Bryant. With no further discussion, the motion was approved 5-0.  contractors to have the lights repaired.  ont the agenda.  Adjournment was at 7:36 pm. espectfulysubmittes,  Chaudizslamp Claudine Stump, Clerk  Craig Bryan,Mayor 6  6