Tristan Harris, Mayor James Manspile, Vice Mayor Marlon Rickman James Eubank Rose Jeter  OFBUC  Buchanan Town Council Tuesday, July 9, 2024 Regular Meeting 6:00 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 C.PLEDGE OF ALLEGIANCE TOTHE U.S. FLAG  B. MOMENT OF SILENCE D. CONSENT AGENDA  1. Financial Reports June 2024 2. Approval of Paid Bills  E.AWARDS, RECOGNITIONS AND PRESENTATIONS  F. CITIZEN COMMENTS AND PETITIONS REGARDING AGENDA ITEMS- This time is reserved for comments and questions fori issues listed on the agenda.  Comments should be directed to Council.  G. NEW BUSINESS/ACTION ITEMS/PUBLICI HEARINGS  1. Gauge Dock - Mike Burton 1. StaffMonthly Reports  H. Reports  i. ii. iii. iv.  Town Clerk Town Maintenance Town Treasurer Town Manager  L.CITIZEN COMMENTS AND PETITIONS REGARDING NON-AGENDA ITEMS- This time is reserved for comments and questions for issues not listed on  agenda. Comment should be directed to Council.  J. ADDITIONAL COMMENTS  K. UPCOMING MEETINGS AND EVENTS  1    Tristan Harris, Mayor James Manspile, Vice Mayor Marlon Rickman James Eubank Rose Jeter  Buchanan Town Council Tuesday,July 9, 2024 Regular Meeting 6:00 p.m. Council Chambers 19753 Main Street Buchanan, VA 24066  R  Conference call-in option: 701-802-5423 Access Code:3474425 Leap Mobile Market - July 19, 20241 1:30-2 2:30pm, - Resource Center Reggae by the River - July 20, 2024 4:00 - 10:00pm - Town Park Buchanan Library Petting Zoo -J July 24, 2024 - Town Park FSWVA Mobile Market-J July 24, 2024-2:00- 3:30pm - Resource Center Tomato Festival - July 27,2024 - Town Park Leap Mobile Market - August 2, 2024 1:30-2:30pm - Resource Center Botetourt County Fair - August 2-3 - Town Park Planning Commission - Monday, August 5, 2024 7:00pm - Town Hall Town Council Work Session - Thursday, August 8, 2024 7:00pm - Town Hall Town Council Meeting - Monday, August 12, 2024-7 Town Hall  K. CLOSED SESSION L. ADJOURNMENT  2    9:00 AM 07/05/24 Accrual Basis  Town of Buchanan, Virginia Balance Sheet As of. June 30, 2024  Jun 30, 24  ASSETS Current Assets Checking/Savings 10050 Town Events 10010 Buchanan General Fund 10020 Petty Cash 10030 Change Funds 10031 Change Funds-  Carnival 10040 Town Beautification Fund 10500 Certificates of Deposit Total Checking/Savings Accounts Receivable SS WSGA AR Prepaid Taxes 11001 General. ARI Billed Propertyl Taxes Receivable WSGI Receivable Total Accounts Receivable Other Current Assets Investments Employee Advance 11200 Prepaid Items 11000 Acct Receivable General 11010 Due from State/Fed Gen 11099 NSF Checks Receivable 11100 Water, Sewer, Garbage AR 11109 Allowance Wat/Sew/Garba Allowance-Propertyl Taxes 12000 Undeposited Funds Total Other Current Assets Total Current Assets Fixed Assets 13000 Property, Plant, Equip Total Fixed Assets TOTAL. ASSETS LIABILITIES & EQUITY Liabilities Current Liabilities Accounts Payable 20000. 20000 Accounts Payable Total Accounts Payable Other Current Liabilities 21230 Prepaid" Taxes and Others 22299 Def Rev- Unearned Grants 21145 Def Rev- Other 22000. 22000 Customer Deposits 24000. 23000 Payroll Liabilities 25200 Accrued Interest Payable Deferred Taxes Receivable Vandalism Reward Funds Total Other Current Liabilities  1,005.97 70,936.60 800.00 100.00 12,500.00 9,104.03 514,747.02 609,193.62 61,200.62 -2,138.75 4,257.18 47,562.64 99,482.13 210,363.82 837,409.80 -170.04 93,861.42 354.75 0.66 128.25 -17.00 -18,146.31 -5,557.03 -12,384.68 895,479.82 1,715,037.26 7,976,787.52 7,976,787.52 9,691,824.78  100,995.46 100,995.46 315.61 304,659.16 45,046.00 27,381.31 4,035.51 378.23 50,641.21 12.89 432,469.92  Page 1    9:00 AM 07/05/24 Accrual Basis  Town of Buchanan, Virginia Balance Sheet As of. June 30, 2024  Jun 30, 24 533,465.38 13,920.02 3,944,331.28 3,958,251.30 4,491,716.68 697,292.97 4,347,794.47 272,523.44 246,643.03 -68,263.66 -295,882.15 5,200,108.10 9,691,824.78  Total Current Liabilities Long Term Liabilities 26300 Sewer Long" Term Loans 26200 Water Long" Term Loans Total Long Term Liabilities Totall Liabilities Equity 30100 General Fund Balance 30200 Water Retained Earnings 30300 Sewer Retained Earnings 30400 Carnival Fund Balance 32000- Retained Earnings Net Income Total Equity TOTAL LIABILITIES &E EQUITY  Page? 2    88888888 66666660  8888 o 88 0000  0o  88888888 66666666  8888 0ooo  88 0o  88 o  888888  3888 00  88 0o  4  6    888888888E8 000000000000 8888  0ooo  88 00  888888888888 00000000000 8888  0000  888 000  88888888888 06008006060 8888 88  0008  D    a  888 000  888888 000000  8888 0000  888 0oo  888 0oo  888888 000060  8888 0000  888 0oo  8888 000  88 00  888888 000000  8888 0000  888 o  6    88 8888888888  888 000  0  88 8888888888888888 0 0000000000000000  888 00o  60 898888888889888    e  888888 000000  88 88888 0o 00000  888 000  888888 000000  88 88888 00 00000  888 00o  88888885 000  K88N8  C    888888888888 0000000  8888888888 0000000000  88888888888 000000000000  88  8888888888 0000000000  388888  088885888  888888888888 60666006    888 8888 o 8888 000 0000  888888 888 8 000000 000 o  0000  888 8888 o 8888 00o 000o  888888 888 000000 000 8  0000  >  888888888 00009 8908  BB8B8E8EREBE aoaa6ga69500  888 00o  0  E        8888 0000  8888 0000  88888 00000    80  888 000  -  888 0oo    S  88888888 00000000  8888 0000  888888 000000  888E8E8E8888 000000000000  88888888 00000000  8888 000o  888888 000000  388888888888B 000000000000  3888888988 4 3333339peg0a3  8888E88 366010  E88888888 0000000806    888 00o  888 o 0  888 00o  888 0oo  88 0o  8881 00o  888 00o                    To: Buchanan Interim Town Manager Members of Buchanan Town Council  Re: Buchanan Gauge Dock Site  In mid-April, Mike and. Jessie Burton, Steve Davis, and Steve Grigg met with Ms. Danal Heston with the Army Corps of Engineers for an inspection oft the Gauge Dock site. Based on her visual inspection, along with a review of the engineer's report and other documents presented, as well as an outline of what the Gauge Dock committee and thet town wished to do with the site, she advised thati it appeared that the Army Corps of Engineers did not need to get involved with this project. She did advise that we would need to officially apply to the Corps of Engineers for approval in ordert to Wet therefore completedi the application and Mr. Reese Peck, the recent interimi town manager, signed thet form andi it was mailed to thel Norfolk Army Corps of Engineers office. Ar response was received from Ms. Heston on April 28, along with a copy of the letter sent byt the Corps toi thet town. We have attached copies of same as iti is uncertain ifi the letter was mailed or sent by email. Ifemailed, there seems tol be an error int the email address going toi the town, sO we At any rate, please note thati this letter is an official notice advising that the Army Corps of Engineers would not bei involved in the re-filling of the gauge dock site ast thet flow oft the river would  have a written copy of this decision.  arer nots surei if this letter was actually received byt thei town.  not! be affected. Sincerely, Mike and. Jessie Burton    Buchanan Town Manager and Council, April29, 2024  From Mike Burton 5402543 3345  Memo reference conversations with Shawn Crist and. Jonathan Connolly and. Jonathan Connolly reference fillingi in the Gauge Dock.  Danal Heston oft the Army Corps of Engineers recommended that Buchanan contact Shawn Crist Ms. Heston felt this would ensure that alli relevant agencies were consulted about fillingi ini the dock Mr. Shawn Crist, 434: 316 4031, with' Virginia DEQ, previously worked withi the County and was familiar withi thei initial Dock excavation. He said thati ift the county and engineers had no concerns He went on to say that clean fill should be used, and that' "clean" (i.e., no exposed rebar) concrete Jonathan Connolly, 8044828 8089, archaeologist with DHR (Dept. of Historical Resources) said that his department is noti involved unless grant money or government money is to be used. He requested we contact himi if Buchanan obtains grant money to filli in the dock or create an historic  and what material should be used asi fill.  with filling int the dock, then DEQ had no concerns.  could also bei included.  site.  Mike and. Jessie Burton    burtonm@shente.net  From: Sent: To: Cc: Subject: Attachments: Town of Buchanan,  Heston, Dana M CIV USARMY CENAO (USA) <Dana.M.Heston@usace.army-mily  Friday, May 31,20242:50PM sumpopucnanonvagor burtonmesnente.net. Shawn Crist NA0-2024-01250 NPR letter NA020240120APAPd:  The activity of filling in the old gauge dock int the Town Park has been reviewed and a Department oft the Army permit is not required. Ift the project plans change, or you have any question, please contact me for assistance.  Thank you, Dana  Dana Peston U.S. Army Corps of Engineers Norfolk District Western Virginia Regulatory Section Poff Federal Building, Room 749 210 Franklin Road, SW Roanoke, VA: 24011 (540) 344-1409 Office (540)750-5573 Cell  1    DEPARTMENT OF THE ARMY US ARMY CORPS OF ENGINEERS NORFOLK DISTRICT FORTI NORFOLK 803 FRONT STREET NORFOLKVA 23510-1011 May 31, 2024  Western Virginia Regulatory Section NAO-2024-01250 (James River)  Town Manager Town of Buchanon P.O. Box 205 Buchanon, VA 24066 Dear Town Manager:  Per the request received May 2, 2024, you have indicated that your proposed project includes filling in an old gauge dock near the James River, in Botetourt County, Virginia. Upon review of your application and attached project plans, it appears that your project does not involve a permanent or temporary discharge of dredged or fill material inv waters of the U.S., nor does it include any structure or activity in, over, or under a navigable water oft the U.S. Therefore, your proposed project as described does not require Department of the Army (DA) authorization pursuant to Section 404 of the Clean Water Act (CWA) or Section 10 of the Rivers and Harbors Act of 1899 (RHA). This letter does not address nor include any consideration for geographic jurisdiction on aquatic resources and shall not be interpreted as such. Should your plans change, or should you wish to obtain a jurisdictional determination from the Corps, please contact this office immediately to determine if a CWA or RHA permit is required for those  changes.  Please note that we are relying on the information and data provided by the applicant ora agent in the permit application. If we determine that this information is false or  incomplete, we may rescind this determination.  We sincerely appreciate your efforts to comply with the Federal laws. If you have any further questions about the Corps' regulatory program, please contact me at telephone  number (540) 526-8712 or email at dana.m.heston@usace.army.mi,    CENAO-WRR-W NA0-2024-01250  Sincerely,  Dana Heston Environmental Scientist Western Virginia Regulatory Section  Cc:  Shawn Crist, Virginia Department of Environmental Quality  2    FBUC  Town of Buchanan Town Councill Meeting Monthly Report/Project Update  1811  Select Item Type: Date:07/03/2024 Prepared By: Lou Borini  Monthly Report  Agenda Item Name: PublicWorks Monthly Report  Monthly Report or Project Update: June was a quiet month for the most part. Maintained The Grass, kept up on any sewer or water issues. The Meter reading went off with out a hitch we were able to finish them within a day an half. Also we helped to get the carnival ready to go. Trucks unloaded, and stands stocked. We are picking up a vacuum trailer 7/8, to clear out the sewer line at15thSt. This will allow the plumbers doing the sewer line to finish up that extension for Factory  Flats.  Attachments    OFBUCA  1811  MONTHLY REPORTING Eva Shannon Town Treasurer  July2,2024  Customer Service  Worked with Sky Reggae in reference to' Vendor payments. Responded to numerous inquiries for Real Estate Tax rates on properties.  Daily monitoring of all banking accounts Worked on dailyi invoices  Keyedi invoices that could not wait for PBS1 to issue checks for Carnival supplies needed. Called and reviewed with Marty Mitchem things that can be done: SO we stop getting reported as nos show on utility calls. Reviewed with Louis calls) just must be reported by7  Worked on requested documents for Scott Wickham FY 2024  a.m.1 the next morning.  Contacted all Carnival bands for W-9 updated Quick Books Contacted all Reggae Bands or (Sky) for W-9 updated Quick Books  Watched training videos on Hybrid Rate Separation, retirement account changes Picked upt trophies for Parade 1#t,2nd and 3rd place. Picked up plaque for Burtons Filed claim to' VRSA1 for reimbursement Hershey Ice Cream and compressor that wen down.  Caught payment upt to Botetourt for Engine: 3 Got reimbursed. all but $1000 deductible  Completed new FY: 2025 Fire Program Funds FPFA, due by. July31,2024 Worked on' VBAF Grants that Joel Morici is completing on Brownfields  Worked on Virginia Department of Criminal Justice! Service-Completed Application Grant Worked on' Virginia Tax 2023 Local Survey Due. July 31, 2024-not complete  Funds $39,396 Worked carnival 51 nights    Manager's Report-July/2024  Liaison/Public Relations  Point of contact for various consultants includingt the Berkley Groupi for manager recruitment and: zoning/community development activities. Outreachto1 the business community through business visitation. Respondingt to citizen complaints andi inquiries on various topics.  Grants Management foro close-out.  Finalizingthe BrownfieldsGrant.Frant.Finalreportfrom Stantecwithinamonthinorder: to submit Incooperation with the contractor, we are planningt to schedule an additional public meetingt to acquire inputi for the Flood Preparedness Grant. Awaiting sign-offfrom thel Department of Health tot finalize the awardi for the Lead Service Line forgivable loan. Thei inventory must be completed by October 16th.  Planning and Zoning Issues  The Interim Manager has been managing minor zoning requests in conformance with Code More complcatedapplcation: continue tol bey passed to Darla Odom of the Berkely Group. Thesei include the Old Schoolhouse project, a rezoning request, a minor setback Aj plan needstol bet formulatedt to deal withp public nuisance complaints. Past efforts, based onv what Ihave been told, have fallen short duei to a lack of follow-through andy we certainly do not have adequate enforcement capacity. Thisv willi involve utilizinge expert technical assistance, working withi the County and law enforcement and crafting al legalf framework. Conducted at financial review and the Town of Buchanan isi in excellent financial condition. The recentypassedbudget: may need to be amended depending ont the analysis of the new manager and approval of the Council. However, revenuei is solid, andi reserves are strong. The FY23 Audit has been completed (belatedly) and there were no significant material  in order to expedite the process.  adjustment: and1 the development of twos spec homes.  Financial Review  deficiencies. The audit should be available ini finali form soon.  Staffing Organizational. Analysis  Attempting tor resolve issues involving staff responsibilities and capacity. Preliminary conclusions regarding organizational effectiveness: Town staffis too small to adequately fulfill current demands. Lack of continuity and turnover have created lingering problems whichwill take considerable time tot fully resolve. Certain skills are lacking and should be cultivated. Outsourcing certaini functions (i.e. zoning) works but isi inefficient. Town Code isini need ofr revision, especialyintermsof: mayoralre responsibiltiesand residency requirement for the Town Manager. (Proposed changes approved! by  Councili following TownHall meeting.)