e  Minutes of Council Work Session Meeting  Buchanan, VA  August 10, 2023 Present:  Mayor Tristan Harris Vice Mayor Chris' Witt Councilmember Marty Rickman Councilmember. James Manspile Councilmember. James Eubank  Mayor Harris called the August 10, 2023 work: session to order at 7:00 p.m. This meeting was heldi int the Council Room. Town Manager George Hayfield took roll call. With five members of Council present, a Vice Mayor Witt made a motion to amend the agenda to include a moment for the newly elected president of the Town Improvement Society. He also requested a closed session be added to the end of the agenda. Councilmember Manspile seconded the motion. Mayor Harris asked for further discussion.  quorum was established.  With no further discussion, the agenda was amended with a vote of5-0. Mayor Harris stated the first item for discussion was the Library Mural.  Mayor Harris stated the reasons for the special use permit and opened the discussion. Vice Mayor Witt explained why the procedures are in place. Vice Mayor Witt asked for an explanation as to why the Ordinances were ignored. Mayor Harris stated that the process is Mayor Harris stated that Council may need to pass an Ordinance specifically1 for Murals. The library mural was considered art and not a sign by the employee. The employee was utilizinga previous copy oft the zoning ordinances that did not mention murals. Fees for the special use process were discussed. Councilmember Manspile stated reimbursement of attorney fees for the first mural should bei investigated ift the Town's policies came from the attorney'si input on the first mural. Mayor Harris asked Town Manager Hayfield tor request a breakdown oft the costs from the first mural from town attorney Puvak. Vice Mayor Witt asked if the stipulations for the previous stipulations for the first mural arei in effect for this mural? Councilmember Manspile stated that the stipulations need tol be given to  now being followed.  the library that Council created for thei first mural.  1    Councilmember Manspile stated that there have been differences between what Council decidesand the paperwork that is created from those decisions. The Town Attorney needs to  make sure there are no discrepancies. Next item for discussion was the Factory Flats Sewer Line.  Doug Hudgins from CHA discussed CHA's findings for the Factory Flats sewer line. Doug Hudgins stated what the next steps ini the project would be. Councilmember Manspile made suggestions about permits from VDOT.  Mr. Hudgins stated CHAI had submitted funding applications for the Water St. pump station, and Vice Mayor Witt asked what ARPA funds were still available. Town Treasurer Griffin stated there was $260,000 left for this project. Town Manager Hayfield stated the work being done at There was discussion of having the Façade grant money in a separate line item instead of Council requested a resolution be put on the agenda to move forward with the engineering plans and next steps fori the Factory Flats project and one for moving the funds fori the façade  rural development fori the treatment plant work. the Fire Department was not using ARPA1 funds. pulling directly from the ARPA funds.  grant program.  Vice Mayor Witt stated that the Town Attorney needs to be present to answer questions. Is the Town Attorney beingi informed oft these meetings? Mayor Harris stated that he has asked the Town Attorney, he is available for regular Council meetings either in person or by phone. The Work Sessions, he can be  available ifr requested.  The next item for discussion was the presentation by the Town Improvement Society.  Pat. Jasper of 95 Pattonsburg Lane, newly elected interim President of the Town Improvement Society, spoke of thel history of the Improvement Society. She then stated thei issues that the Vice Mayor Witt asked what the Town Improvement Society plans to do with the Community Mrs.. Jasper stated that they want to gain members, return the house to its former glory. Vice Mayor Witt asked what Town improvement Society is asking from Town Council. Ms.. Jasper stated that Town has previously paid for the shudders and railings being painted. Vice Mayor Witt stated that the Community House could be re-zoned for mixed use then it Several Council members gave suggestions for contacts for work to be done. Ms. Sherry Crumley who lives in Springwood, and is the new' Vice President of the Town Improvement Society. Ms. Crumley explained the reasons for the change in their organization.  Community House is facing.  House.  would be eligible for the façade grant.  Vice Mayor Witt made a motion to go into closed session in order to discuss matters exempted from the Virginia Freedom of Information Act under section 2.2-3711 to discuss personnel matters with as second from Councilmember Manspile. Mayor Harris asked for further discussion. With no further discussion,  the motion carried with a roll call vote of5 5-0. Closed Session began at 8:22pm.  2    Council came back from closed session at 10:02 pm.  Mayor Harris made a motion to certify to the best of Council's knowledge, only matters exempted from the Virginia Freedom of Information Act and identified in the motion to go into closed session were heard discussed or considered. Councilmember Manspile seconded the motion. With no further Councilmember Manspile made a motion to adjourn with a second from Vice Mayor Witt. With no  discussion, the motion was approved by a roll call vote of5-0. further discussion, the motion was carried with a vote of5-0.  Adjournment was at 10:03 pm. Respectfullys submitted,  Claudiite Kmp  Claudine Stump, Clerk  -  2  Tristan Harris, Mayor  3