FFHE  1811 Minutes of Council Meeting Buchanan, VA  August 14, 2023 Present:  Mayor Tristan Harris Vice Mayor Chris Witt Councilmember Manspile Councilmember Marlon Rickman Councilmember James Eubank  Mayor Harris brought the August 14, 2023 regular Town Council meeting to order at 7:00 pm. The meeting was held int the Buchanan Theater to accommodate the number of attendees. Mayor Harris asked' Town Manager Hayfield 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. The first item on the agenda was approval of the consent agenda which consisted oft the financial report for. July 2023, the approval of paid bills, and the approval oft the minutes from the. June 12, 2023 Council Meeting, July 10, 2023 Council Meeting, and the. July 27, 2023 Work Session. Councilmember Manspile made a motion to accept the consent agenda with as second from Vice Mayor Witt. With no further Vice Mayor Witt made a motion to amend the agenda for a closed session. Councilmember Eubank seconded the motion. With no further discussion, the agenda was amended with a vote of5 5-0. Next on the agenda was awards, recognitions, and presentations. Vice Mayor Witt recognized the newly appointed President and' Vice President of the Town Improvement Society, President Pat. Jasper and Vice President Sherry Crumley. Councilmember Manspile thanked Delegate Terry Austin for the work he did with Carol Boblett to get the Veteran's Banners on the Dominion Energy side of the street. Mayor Harris stated that the Botetourt County Fair was well attended, and hel hopes that Town can continue to host Vice Mayor Witt stated that the public sign-up sheets were available at the back of the room for anyone who wishes to speak. Councilmember Manspile, Mayor Harris, and Vice Mayor Witt: stated the rules of  discussion, the agenda was approved witha a vote of5-0.  this event.  public speaking in the Council Meeting.  1    Next on the agenda was citizen comments and petitions regarding agenda items. Susan Davis of 599 Hardbarger Rd was the first person to speak. She is the President oft the Friends of the Buchanan Library. Ms. Davis stated the plans for the mural and the areal behind the library. The next person to speak was Mike Burton of 591 Culpepper Avenue. Mr. Burton spoke to the library's unusual spirit of community and going above and beyond for the citizens oft the Town. He encouraged Councilto  approve the mural for the library.  Next on the Agenda was New Business/Action Items/ Public Hearings.  Thei first action item was thej joint public hearing regarding Special Use Permit 23-01 for1 the  Buchanan Branch of the Botetourt County Public Library.  1. Councilmember Manspile made a motion to open the joint Planning Commission and Council Meeting Public Hearing for Special Use Permit 23-01 with a second from Vice Mayor Witt. Mayor Harris asked fort further discussion. With no further discussion, 3. Vice Mayor Witt made a motion to close the Public Hearing with a second from Councilmember Manspile. Mayor Harris asked for further discussion. With no 4. Thej joint Public Hearing for the Special Use Permit 23-01 fori the Buchanan Branch of  the motion was passed with a vote of5 5-0. 2. No one wanted to speak during the hearing.  further discussion, the motion passed with a vote of5-0. the Botetourt County Public Library was closed.  Vice Mayor Witt made a motion to yield thet floor to the Planning Commission so they can discuss and make a recommendation to Council about Special Use Permit 23-01 with a second from Mayor Harris. With no further discussion, the motion was carried with a vote of5-0. Planning Commission Chair Mead Stull went over the stipulations put on the previous mural that  will be used for this mural. Theya are:  1. The mural must be maintained.  2. The mural must remain consistent with what was presented as fara as the design and  content.  3. The special use permit is non-transferable.  Planning Commission Chair Mead Stull stated that Planning Commission recommends granting the special use permit with the 3 stipulations discussed, andi ifs something needs to be added Jenny Petty made a motion to adjourn the planning commission meeting with as second from Sissy Austin. The motion carried with a vote of3-0. Planning Commission Adjourned. Vice Mayor Witt made a motion that Council retake thet floor and go backi into the regular session with a second from Councilmember Eubank. Mayor Harris asked for discussion. With no Councilmember Manspile made a motion to approve Special Use Permit 23-01 with conditions seti forth at the request of the Planning Commission with the bullet points and the exemption asked fori in the size and permitting with a second from Councilmember Eubank. Mayor Harris  about the size of the mural, that be implemented as well.  further discussion, the motion was carried with a vote of5-0.  2    asked for discussion. Vice Mayor Witt stated that Town has these ordinances and proceduresin place to have checks and balances for citizen input for changes to the community. Councilmember Manspile stated that this process makes sure everyone is held to the same standards. Councilmember Manspile stated that people like to come look at the murals. Vice Mayor Witt stated that the Zoning Ordinance states that any signage or mural cannoti take up more than 10% oft the building. The whole purpose of the special use permit is to allow al bigger percentage oft the building to be used for the mural. Mayor Harris stated that the ordinance regarding murals can and probably will be amended. With no further discussion, Special Use The next item new business item was for Mallory White, President of the Botetourt Farmer's Market, to speak. Ms. White thanked Council for allowing the Botetourt Farmer's Market to use the Town Park fori the Flower Festival, Tomato Festival, and upcoming Honey Festival. These festivals have exceeded our expectations. Ms. White stated Community Developer Harry Gleason was a good point of contact and helped coordinate setting up and best layouts for the festivals. Ms. White stated that Richard Moseley was very helpful getting everything coordinated and cleaned up. Ms. White stated that she also volunteers for the Botetourt County Fair. She thanked Council for coming to the fair and supporting the youth in the 4-H The next action item was consideration of Resolution R23-0814-14: Al Resolution Approving Main Street Sewer Line Upgrade Project from Williams Lane to 15th Street. Mayor Harris stated that the sewer upgrades are necessary for the Factory Flats development. These are improvements that are long overdue. This will replace and increase the size of the line from Williams Lane to 15th Street. Councilmember Manspile explained some oft the required steps in this project. Mayor Harris stated the potential time line fort the project. Councilmember Manspile stated there were. 2 other potential routes for the project that were rejected. Councilmember Manspile made a motion to approve the resolution with a second from Councilmember Rickman. Mayor Harris asked fort further discussion. With no further The last action item was setting a datei for the September Council Meeting. Councilmember Manspile stated the Council rules state that if the Regular Council meeting date falls ona holiday, the meeting is held the next Tuesday. Mayor Harris stated the Council Meeting will be  Permit 23-01 was approved with a vote of5-0.  programs.  discussion, the resolution was passed with a vote of5-0.  held on Tuesday, September 12, 2023. Next on the agenda was the Staff Monthly Reports.  Town Manager Hayfield stated that the sewer line repair on Water Street has been delayed due  to the VDOT repairs to thel bridge.  Next on the agenda was Citizen Comments and Petitions Regarding Non-Agenda Items.  Mayor Harris read al letter from Spring Witt of 19418 Main Street. The letter stated things that directly affected her with the special use permit, her opinions and suggestions on other Town matters, and her opinions and requests for the mayor to manage Town staff. The next person to speak was Steve Grigg of 19505 Main Street. Mr. Grigg requested that Council create an email notification server list to send out notifications for meetings and  3    emergencies. There isar need for Town to be proactive and provide better communication with the citizens. Mr. Grigg stated that in regards toi the RERC meeting, goal number 3, there is an existing master plan for the Town Park. Can the existing master plan for the Town Park be moved to the library sO that volunteers can review it and create a product to benefit the Town. The next speaker was Rose. Jeter of 301 Red Horse Lane. Ms. Jeter thanked Council for having the Reggae by the River festival. It was a very successful event that draws people from other areas besides Town. Ms.. Jeter requested that some of the funds from the festival be used to fix the playground equipment. Ms.. Jeteri is a member of the local steering committee for the RERC. The purpose of the RERC event was to get citizen input then bring recommendations to Council. The RERC committees are nowi in an editing phase that is editing the document from the 2-day meeting that includes all the citizen's ideas. These meetings are not being advertised, but Councilmember Eubank stated that the Town is having the Town website reworked. That should make the notification system easier. Councilmember Manspile stated that the phone system is cutting off at 5pm. That needs to be addressed and corrected. The next person to speak was Pat Brooks. Ms. Brooks thanked Council fori fixing the sidewalk in front of her business. Ms. Brooks thanked Carol Boblett for the veteran's banners being placed  Mayor Harris explained the RERC to the citizens.  anyone is welcome to attend.  on Main Street.  Last on the agenda was additional comments.  Vice Mayor Witt stated that there are issues with Town staff, employees not representing Council, miscommunication issues, keys not being returned and locks having to be cut, misinterpretation of codes and ordinances, business owners being told they can or cannot do something when in fact they can, grants have been made available to commercial properties but only ai few were notified of availability, the economic: and community outreach personnel that are supposed to be doing these things. There are issues with employees unable to have difficult conversations without adversary yand poor conflict resolutions. Ultimately, it falls on the Town Manager to follow through. It falls on Council ifs Staff does noti follow guidelines we: seti forth, we Councilmember Manspile stated that things are being repeated multiple times and thej jobi is not getting done. Council is responsible for doing what is best for this community int the long run. Rose. Jeter asked what is best for this community in the long run? Every Town Manager has been run off since she has moved to' Town. Maybe fora a good reason, maybe not, but when applying for aj job, and you see no one has stayed in the position more than a year,l wouldn't Vice Mayor Witt stated that his personal opinion for what is best in the community is growthi in the community. Where the store fronts are full and people are a part of the civic groups and Mayor Harris stated that everyone here is passionate about the Town. Itis a matter of putting the opposition aside and getting together to find a collective oft the best it can be. Next on the Agenda was upcoming meetings and events. Mayor Harris listed all the upcoming meetings  are not doing our job.  recommend anyone apply fort that position.  community.  and events.  4    Councilmember Manspile made a motion to goi into recess in order to change venues with as second from Councilmember Eubank. With no further discussion, the motion was carried with a vote of5-0. Councilmember Manspile made a motion to go into closed session with a second from Vice Mayor Witt. Mayor Harris stated the closed session was for personnel matters. With no further discussion, the  Meeting came back to order at 8:45 pm. motion was carried with a vote of5-0. Closed session started at 8:46 pm. Closed session ended at 10:27 pm.  Mayor Harris stated Council certified the closed session with a roll call vote of5-0.  Regular Council meeting reconvened at 10:28 pm.  Last on the agenda was adjournment. Councilmember Manspile made a motioni to adjourn witha second from Vice Mayor Witt. With no further discussion, the motion carried with a vote of5-0.  Adjournment was at: 10:29 pm. Respectulysubmtte.,  Plaudin Blamp Claudine Stump, Clerk  -  Tristan Harris, Mayor  5    Resolution R23-0814-14  E BICE  $ i81  Atai regular meeting oft the' Town Council of the Town of Buchanan held at the Buchanan Town  Hall on the 14th day of August, 2023 beginning at 7:00 p.m.:  MEMBERS: Tristan Harris, Mayor Chris Witt, Vice-Mayor James Manspile Marty Rickman James Eubank adopted:  VOTE: YES YES YES YES YES  Oni motion of Councilmember Manspile, which carried by a vote of5-0, the: following was  A Resolution  Approving Main Street Sewer Line Upgrade Project from Williams Lane to 15th Street Whereas, The existing sewer. line serving this location is reverse grade and inj poor condition and will not accommodate the flows from the proposed development at the Groendyk site; Whereas, Thej purpose oft this project is to provide sanitary sewer service to the new Factory Whereas, The first stepi is survey to ensure there is adequate slope for the proposed sewer; Whereas, Upon survey confirmation, Town engineer shall proceed with design, bidding, and Now Be It' Therefore Resolved, that the Town Council of] Buchanan does hereby approve proceeding with a sewer line upgrade project on Main Street from Williams Lane to 15th Street  Flats apartments and Brewery at the Groendyk property on Main Street;  construction ofthe new sewer with aj probable cost of$240,000;  and the cost attached thereto.  1    Resolution R23-0814-14  MOTION: Councilmember Manspile SECOND: Councilmember Rickman  VOTE AYES: NAYS: ABSENT:  5 0 0  APPROVED:  Tristan Harris_Mayor ATTEST:  -  Claudine  Town  Pevdin Bp  2    8114/3023  To Whom It May Concern:  lam asking that the council read this letter during the town council meeting this evening. Ihave multiple things thatlv would like to highlight. To start with, Iwill highlight the things that have affected me  directly.  The current town manager misinterpreted" the special use permit for murals. While this did not directly affect me, it was rude in my opinion and it directly affected the library in Buchanan, VA. lasked to speak to the town manager to ask what his reasoning was to send an email to Board of Supervisory Amy White to which he told her in writing the library did not require a special permit use for a mural. After a brief conversation of me presenting facts to the town manager, he hung up on me. Ifyou hold a government position, you will always be required to speak with difficult individuals. Hanging up on them when they are providing you accurate information and telling you that you were incorrect does not show strong leadership as a town manager. The town manager this past January also told New Freedom Farms, who has always had to apply for a special permit use for Freedom Fest (mandated by Harry Gleason from the start) that she did not need a special permit use based on how the town manager interpreted the planning and zoning ordinance. So, are the past town managers wrong? Is Harry Gleason picking and choosing who needs to apply for what? Is the current town manager clueless? And why did the current town manager not have a tenured employee (Harry Gleason of 20+ years say by the way, we have done this requirement in the past?) Why did the    current town manager not reach out to the town attorney? Jon Puvak was the town attorney when Ihad to get a special permit use and he is still the current town attorney. The planning and zoning ordinances have not changed, SO in my opinion, Mr. Puvak would have been the best resource for the current town manager to reach out to instead of interpreting things on his own. The next RERC (Recreational Economic Rural Community) meeting isl being held on September 6th at 3:30pm. Where is this being advertised? How would anyone in town, to include town council, know about this meeting? The town received a grant a year ago through this program. Harry Gleason is the point of contact for Buchanan. The number listed for the point of contact is (540)597- 2399. While Ido not have definitive proof of this, it has been suggested that Harry Gleason receives a stipend for using his personal cell phone to handle town business and communication. There have been multiple private citizens that have reached out to this number and it either says their numbers are blocked or the call or text does not go through. Itis my opinion that if a town employee gets a stipend for his personal cell phone that he should at the very least respond during business hours to that personal cell that he gets a stipend for! encourage the town manager to investigate this and report back to the council. Iwill also ask the town manager why he was not present for the RERC meetings. If you are going to lead your town, how do you do SO if you are not present and involved? If water/sewer is all engulfing of your time as a town manager, maybe that needs to be evaluated also. lalso find it ridiculous that town Mayor Harris was the only one present at the RERC meetings and that most of the town council had not been made aware of these meetings. Between Harry Gleason, the Town Manager and the town Mayor, neither of the three could    have informed the rest of council to give the opportunity to be present for this important development/discusion, With the above being said, is it Harry Gleason, the town manager or the town mayor's job to inform town staff and town council of matters going on in town? How far in advance should the council agendas be put out and whose job is itto do so? Ifthey are only put out a day before a meeting, how is one to have time to research and do their due diligence in terms of speaking ina an IfHarry Gleason is supposed to be the town employee that builds, connects, informs, etc., Iwould like to know why I was never informed that Watstull Inn has been closed for a good amount of time for remodeling. While they are not located in town limits, hadl Iknown, I would have speeded up the launch of reopening my B&B to have better supported the town this summer for lodging. That also means I would have been generating occupancy tax As a public citizen just mentioning a few of many more issues with town staff and communication, I would request that Mayor Harris immediately ask the town manager to negatively counsel Harry Gleason and Iwould ask him to review Mr. Gleason's job description to ensure he is only serving in the compacity of his job role as opposed to a maintenance role. would also ask Mayor Harris to counsel his town manager. Obviously, he is not using all his resources and interprets things incorrectly often.  educated manner?  earlier which makes the town money.  These are just a few things that scratch the surface of why Ic question the current town manager, Harry Gleason, and the current town mayor. Ifwe don't have a vision, if we cannot communicate and if    things are steadily being misinterpreted, Icall that an incompetent  team.  z  19418 Main StYpet Buchanan, VA 2404u