IB1 Minutes of Council Meeting Buchanan, VA  e  April 10, 2023 Present:  Mayor Tristan Harris Vice Mayor Chris Witt Councilmember Manspile Councilmember Marlon Rickman Councilmember. James Eubank  Mayor Harris brought the April 10, 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 wase established. AI moment of silence was held and the Pledge of Allegiance was recited. The first item on the agenda was approval oft the consent agenda which consisted oft thei financial report for March 2023, the approval of paid bills, and approval of the minutes from the February: 13,2023 Regular Council Meeting, March! 9, 2023 Work Session, and March 13, 2023 Regular Council Meeting. Councilmember Manspile made a motion to approve with a second from Councilmember Rickman. Mayor Harris asked fort further discussion. With no further discussion, the consent agenda was  approved with a vote of5-0.  Next on the agenda was citizen comments and petitions regarding agenda items. Grace Gilliam Parker of 1464 Davis Run was the first person signed up to speak. Ms. Parker thanked Council for working with the Botetourt Farmers Market fori the upcoming festivals. Next to speak was Mallory White of 2116 Nace Rd., Fincastle VA. Ms. Mallory also thanked Council for considering the festivals for the Botetourt  Farmers Market.  Next on the agenda was awards, recognitions, and presentations.  Next on the Agenda was New Business/Action Items/ Public Hearings. The first action item was consideration of Resolution R23-0410-10: Al Resolution Authorizing Application for a Virginia Brownfields Assessment Fund (VBAF) Planning grant for the assessment and remediation of the Former Buchanan High School site at 55 Bedford Street. Vice Mayor Witt made a motion to accept the resolution witha second from Councilmember Manspile. Mayor Harris asked fort further discussion. Councilmember Manspile stated Town has been working al long time on the blighted properties in Town. Vice Mayor Witt stated this isal long process and he hopes the owner has the stamina to go through with it. With no further discussion, the resolution was passed with a vote of5 5-0. The next action item was authorizing  1    the expansion of Town sanctioned Farmers Market Event Schedule toi include the Flower Festival. June 3, 2023, the Tomato Festival. July 29, 2023, and the Honey Festival August 19, 2023. Councilmember Manspile made a motion to authorize with a second from Councilmember Rickman. Mayor Harris asked fori further discussion. With no further discussion, the motion carried with a vote of5-0. The next action item was consideration of resolution R23-0410-11: Al Resolution Authorizing Contracting with Stantec to Provide Professional Services for the completion ofa a Community! Flood Preparedness Resilience Plani for1 the Town of Buchanan. Town Manager Hayfield stated that Town has partnered with Stantec on other projects. The Town has successfully applied and was granted a $54,000.00 grant from the Community Flood Preparedness Fund Grant, with $6,000.00 matching funds from Town. Stantec has submitted a Professional Services Agreement with the Town of Buchanan to complete the Community Flood Preparedness Resilience Plan. Councilmember Manspile made a motion to approve the resolution with a second from Mayor Harris. Mayor Harris asked fori further discussion. With no further discussion, the motion passed with a vote of5-0. The next action item was a conditional use permit for placement ofa a 12,000 gallon above ground diesel tank at Sandra's Marking Company's second location. Mayor Harris stated Planning Commission's recommendation was for approval. Councilmember Rickman asked what safety measures are beingi implemented. Councilmember Manspile stated all Environmental Protection Agency requirements were being implemented. Councilmember Manspile made a motion to approve with a second from Councilmember Eubank. Mayor Harris asked fori further discussion. With no further discussion, the motion was approved with a vote of5-0. The next action item was approval of1 the purchase of a generator for well one using ARPA funds. Cost oft the generator $60,000.00. Councilmember Manspile stated he would do the prep work fori installation to help defer costs. This would be money' well spent for the good of the Town. Councilmember Manspile made a motion to approve with a second from Councilmember Rickman. With no further discussion, the motion was approved with a vote of5-0. The next action item was approval oft the Real Estate Investment Grants Program (ARPA) Grant Application for Mount. Joy Hardware. Mayor Harris stated Mount Joy Hardware is installing Electric Sliding Glass Doors costing $9,207.00. The grant amount is $4,603.50. The committee that reviews the applications recommended approval. Vice Mayor Witt made a motion to approve with a second from Councilmember Manspile. The motion was approved with a vote of5 5-0. Vice Mayor Witt explained what the Grant program was, who can access it, and the maximum amount available for each grant. Vice Mayor Witt asked that citizens help make businesses aware of the grant availability. The next action item was approval of the policy that Town of Buchanan employee health insurance cost coverage shall be 100%1 for each employee and! 50%1 for spouse and family. Councilmember Manspile stated the reasons for changing the policy. Councilmember Manspile made a motion to approve the policy with a second from Councilmember Rickman. With noi further discussion, The next item on the agenda was the monthly staff reports. Town Manager Hayfield stated al Work Session for nexty year's budget needs to be scheduled. Council decided on April 19, 2023 at 6:30. Mayor Harris asked ift there was anything else of note. Councilmember Manspile asked if there had been any progress on finding someone fort the Public' Works position. Town Manager Hayfield stated there had Next on the agenda was Citizen Comments and Petitions Regarding Non-Agenda Items. The first person to speak was Gary Manspile of 20578 Main Street. Mr. Manspile asked for an update on what Town was doing about the abandoned houses in Town. Mayor Harris stated that to his knowledge, Town is looking  the motion was approved with a vote of5-0.  been 4 applications but only 1 had the required qualifications.  2    into possible grants to dos something about the blight. Town hasi followed policy and sent letters to property owners. Vice Mayor Witt stated that Town is waiting fori final approval of the re-written zoning codes and ordinances. The new codes and ordinances will have more consequences. Even with that, the Town can not condemn properties. That requires the County Building Inspector. Councilmember Manspile stated the residential side is harderi to enforce than the business side. Next to speak was Mr. Steve Grigg of 19505 Main Street. Mr. Grigg stated he wanted to follow up on the last Council meeting proposal of a public forum or State of the Town address in order to update citizens on projects, ARPA funds, issues, and the vision Council has fori the Town. Mayor Harris stated a State of the Town or public forum meeting would be beneficial. Councilmember Manspile stated that there have been communication issues for thel last 2 years. Mayor Harris stated all the upcoming events are listed on the agenda. Jesse Burton of 591 Culpepper Ave. asked to speak. Ms. Burton asked how citizens would be notified or if there is a plan in case ofa train derailment? Councimember Manspile stated anything like that would come from the County emergency Services like the Code Red system. There is a plan located in Town Hall. Fire Chief Ferguson stated that Botetourt County uses Code Redi for notifications. Itis based on using land lines but you can opt in for cell phone notifications. The Botetourt County Vice Mayor' Witt stated that since we have Fire Chief Ferguson and Captain Bennington here, and this was part of our Work Session, can we discuss the Fire Department Wish List. Councilmember Manspile stated that he will take care of the bathrooms, and he has contacted several contractors for other issues. Vice Mayor Witt stated that he wants to find outi if County would be willing to help fund some of the larger issues at the fire house. Chief Ferguson stated that the usage oft the Fire House has changed from when it was built int the 70s. He would like to have a sit down with Council to discuss the issues and how the building can be updated to accommodate people int the building 24/7. There are: some serious electrical issues that need to be addressed along with other things. Councilmember Manspile stated at one point it was looked at expanding the living quarters over the apparatus bays. Vice Mayor Witt stated that Council and members of Fire & Rescue needs to get together and tour the fire house in order to come up with a prioritized list of repairs. Captain Bennington stated het thinks the water leaki is Last on the agenda was adjournment. Vice Mayor Witt made a motion to adjourn with a second from Councilmember Manspile. With no further discussion, the motion carried with a vote of5-0.  Emergency Preparedness Plani is always being updated.  coming from the upstairs showers.  Adjournment was at 7:59 pm. Respetfulysubmittes,  Claudiulump  Claudine Stump, Clerk  Tristan Harris, Mayor  3    Resolution R23-0410-10    RIE  Atai regular meeting ofthe' Town Council ofthe' Town of] Buchanan held at the Buchanan Town  Hall on the gth day ofNovember 2021 beginning at' 7:00j p.m.:  MEMBERS: Tristan Harris, Mayor Chris Witt, Vice-Mayor James Manspile Marty Rickman James Eubank  VOTE: YES YES YES YES YES  On motion of Vice Mayor Witt, which carried by a vote of5-0, the following was adopted: Authorizing Application for a Virginia Brownfields Assessment Fund (VBAF) Planning grant for the assessment and remediation of thel Former Buchanan High School site at 55 Bedford Whereas, the Town of] Buchanan hasi identified the former Buchanan High School at 55 Bedford Street as a priority revitalization area and obtained ARPA funds to facilitate infrastructure (water Whereas, the Town of Buchanan wishes to apply for a VBAF grant through the Virginia Department of Environmental Quality (DEQ) in the grant amount of$50,000, with $87,410 matching funds made by Dominic Basile, to complete site assessment and remediation. Now, therefore, be it resolved that the' Town of] Buchanan does hereby authorize the' Town  A Resolution Street  & Sewer) and building redevelopment.  Manager to sign for and submit the VBAF grant application.  AYES: NAYS: ABSENT:  5 0 0  1    Resolution R23-0410-10  APPROVED:   Mayor ATTEST:  faualp  2    Resolution R23-0410-11  AOFE   8113  At ai regular meeting ofthe Town Council ofthe Town ofBuchanan held at the Buchanan Town  Hall on the 10th day of April 2023 beginning at' 7:00 p.m.:  MEMBERS: Tristan Harris, Mayor Chris Witt, Vice-Mayor James Manspile Marty Rickman James Eubank  VOTE: YES YES YES YES YES  Oni motion of Councimember Manspile, which carried by a vote of5-0, thei following was  adopted:  A Resolution  Authorizing Contracting with Stantec Consulting to Provide Professional Services for the completion of a Community Flood Preparedness Resilience Plan for the' Town of Buchanan Whereas, the' Town of] Buchanan has successfully applied for and was granted a Community Flood Preparedness Fund Grant (CFPF 22-03-36-S) through the Virginia Department of Conservation and Recreation in the grant amount of$54,000, with $6,000 in Town ofBuchanan matching Funds, to complete a Community Flood Preparedness Resilience Plan; Whereas, Stantec Consulting Services, Inc has successfully been chosen to work with the Town on different grant opportunities through a formal Request for Qualifications process; Whereas, Stantec has submitted al Professional Services Agreement for the completion ofa Community Flood Preparedness Resilience Plan for the Town of Buchanan; Now, therefore, be it resolved that the Town ofl Buchanan does hereby authorize the Town Manager to sign, on behalfofthe' Town, a Professional Services Agreement with Stantec.  AYES: NAYS: ABSENT:  5 0 0  1    Resolution R23-0410-11  APPROVED:  Mayor ATTEST: Claudin Town Clerk  Jap  2