H  1811 Minutes of Council Meeting Buchanan, VA  July, 10, 2023 Present:  Mayor Tristan Harris Vice Mayor Chris Witt Councilmember Manspile Councilmember Marlon Rickman Councilmember, James Eubank  There were 10 citizens and 2 employees attending.  Mayor Harris brought the. July 10, 2023 regular Town Council meeting to order at 7:00 pm. Mayor Harris asked Town Clerk Claudine Stump to take roll call. With five Council members present, a quorum was established. Amoment of silence was held and the Pledge of Allegiance was recited. Councilmember Manspile made a motion to amend the agenda to include 2 items: the renewal with the Town. Auditor which would be under new business, and at the end oft the meeting a closed session for council. Vice Mayor Witt seconded the motion. With no further discussion, the agenda was amended The first item on the agenda was approval oft the consent agenda which consisted oft the financial report for. June 2023, and the approval of paid bills. Councilmember Manspile made a motion to accept the consent agenda with a second from Vice Mayor Witt. With no further discussion, the agenda was Next on the agenda was awards, recognitions, and presentations. Vice Mayor Witt thanked the Town staff and volunteers for another successful Carnival. Mayor Harris stated thati it takes al lot of volunteers and people to make the Carnival a success and he appreciates everyone's efforts. Councilmember Manspile stated he would like to thank Troutville Fire Department for helping fixi the flag pole at the park, and Councilmember Rickman for helping get the flags down around Town on Sunday before the Next on the agenda was citizen comments and petitions regarding agenda items. No one had signed up  with a vote of 5-0.  approved with a vote of5-0.  rain started. to speak.  1    Next on the Agenda was New Business/Action Items/ Public Hearings.  The first action item was scheduling the work session with the Botetourt County Fire Department. Town Manager Hayfield stated the Fire Department had agreed to the date of July The next action item was the approval oft the contract for auditing services. Councilmember Manspile made ai motion to approve the contract as outlined ini the proposal as attached thati is dated May 24, 2023 from Robinson, Farmer, Cox, and Associates in the amount of $15,500.00 plus $3500.00 for each single audit for the fiscal year beginning. July 1, 2022 and ending June 30, 2023. Vice Mayor Witt seconded the motion. Councilmember Eubank asked for clarification that this wast fort thei fiscal year thatj just ended. Councilmember Manspile stated that was correct. With no further discussion, the contract was approved with a vote of5-0. The next action item was employee reports. Mayor Harris stated the reports are int the agenda packet. Town Manager Hayfield stated that the Groendyke project is being reviewed byt the engineering firm, 2 façade grants were paid, 3 sewer backups, and 1 water leak. Councilmember Manspile stated there are 4 areas that will need to be replaced duei to age and/or deterioration. There have been several instances of vandalism on the park. There were some complaints about the PA: system and the bingo game system during Carnival. All the projects that were approved during the. June Council meeting were updated. The new public  27, 2023, at 7:00pm that Council had proposed.  works employee started today.  Next on the agenda was Citizen Comments and Petitions Regarding Non-Agenda Items.  Steve Grigg of 19505 Main Street stated that he thought the article in the Fincastle Herald introducing the Town Manager was great. Mr. Grigg asked if Town has a published list of ARPA funded projects that have been done or are scheduled. Town Manager Hayfield stated he had a Mayor Harris read al list of issues at the buildings on the Town Park that had been prepared bya volunteer. Councilmember Manspile stated that Town needs to get on a regular maintenance Charles Alphin oft the American Legion Post 93 asked ifTown had heard anything from Dominion Power about the Banners. Town Manager Hayfield stated that Dominion is requiring Town to do an engineering study to put the banners on the poles. It will cost thousands of dollars. Councilmember Manspile stated that Town has a permit to hang flags, baskets, and wreaths on Last on the agenda was additional comments. Councilmember Manspile stated that Town needs to price flags. There are several that need to be replaced. Vice Mayor Witt stated Town needs to purchase Next on the Agenda was upcoming meetings and events. Mayor Harris listed all the upcoming meetings  list in his office. schedule.  the poles. There is no difference hanging the Banners.  non-furling grommets as well. The brackets need to be replaced as well.  and events.  2    Vice Mayor Witt made a motion to go into closed session with a second from Councilmember Manspile. Mayor Harris stated the closed session was for personnel matters. With no further discussion, the  motion was carried with a vote of5-0. Closed session started at 8:00 pm.  Mayor Harris stated Council certified the closed session. Councilmember Manspile made ar motion to come out of closed session with a second from Councilmember Rickman. With no further discussion,  the motion was carried by a roll call vote of5-0. Regular Council meeting reconvened at 9:38 pm.  Last on the agenda was adjournment. Councilmember Manspile made a motion to adjourn witha second from Vice Mayor Witt. With no further discussion, the motion carried with a vote of5-0.  Adjournment was at 9:39 pm. Respectfully: submitted,  Plaudin Claudine  Slimpl  Stump, Clerk  -  Tristan Harris, Mayor  3