a  1811 Minutes of Council Meeting Buchanan, VA  September 12, 2023 Present:  Mayor Tristan Harris Vice Mayor Chris' Witt Councilmember Manspile Councilmember Marlon Rickman Councilmember, James Eubank  Attending:  Mayor Harris brought the September 12, 2023 regular Town Council meeting to order at 7:00 pm. The meeting was held in the Council Room at the Buchanan Town Hall. Mayor Harris asked Town Clerk Claudine Stump to take roll call. With five Council members present, a quorum was established. A The first item on the agenda was approval of the consent agenda which consisted of the financial report for August 2023, the approval of paid bills, and the approval oft the minutes from the August 10, 2023 Work Session, and the August 14, 2023 regular Council Meeting. Councilmember Manspile made a motion to amend the agenda for a closed session with as second from Vice Mayor Witt. With no further discussion, the agenda was amended with a vote of5-0. Councilmember Manspile made a motion to approve the agenda as amended with a second from Councilmember Rickman. Mayor Harris asked for further discussion. With no further discussion, the agenda was approved with a vote of5-0. Next on the agenda was awards, recognitions, and presentations. Councilmember Rickman recognized Carol Boblett and all the people who coordinated and putt the Veteran Banners upi ini town. Vice Mayor Witt stated that the Muddy Squirrel Triathlon was well attended. AJames River High School Athlete was Next on the agenda was citizen comments and petitions regarding agenda items. No one had signed up  moment of silence was held and the Pledge of Allegiance was recited.  in the top 3 of the competitors. The event is growing everyyear.  to speak on agenda items.  Next on the Agenda was New Business/Action Items/ Public Hearings.  1    The first action item was Mike Montgomery requesting to use the Town Park fort the NWTF. Mike Montgomery of19827 Main Street requested use oft the Town Parki for an event for the National Wildlife Turkey Foundation. This would be their gun bash. Mr. Montgomery explained the scope oft the event. Councilmember Manspile stated that Council will have to discuss this in a work session and get back to Mr. Montgomery. Vice Mayor Witt asked when Mr. Montgomery needs to have an answer. Mr. Montgomery stated that ideally, they want to start The next action item was Resolution R23-0912-15: Al Resolution Reaffirming Emergency Authorization for Repair of 310 SK. John Deere Backhoe as Approved by Buchanan Town Council on August 23, 2023. Mayor Harris stated that thisi is a necessary piece ofe equipment for the Town. Instead of waiting until the next Council meeting, the emergency repair request was taken to the mayor, who tooki it to Council through proper channels. Mayor Harris asked for further discussion. Councilmember Manspile explained the emergency repair. Councilmember Manspile made a motion to approve the resolution with a second from Councilmember Eubank. With no further discussion, the resolution was approved with a vote of 5-0. The next action item was Resolution R23-0912-16: Al Resolution. Authorizing the Purchase and Installation of 2 Powerex 3hp Single Unit High Pressure Enclosed Base Air Compressors ata Cost of$ $8,940.10 Each Plus $1860.00 Installation. Councilmember Manspile explained what the compressors are used for and why they need to be replaced. Town received 4 quotes for the equipment. This quote is the most economic for the equipment needed. Councilmember Manspile made a motion to approve the resolution with a second from Councilmember Rickman. With no further discussion, the Resolution was approved with a vote of5-0.  advertising in. January.  Next ont the agenda was the Staff Monthly Reports.  Mayor Harris stated that the Staff monthly reports can be read through from the packet. He asked ift there was anything of note. Town Manager Hayfield stated that 2 of the 3 paving projects have been completed. The remaining alley will be completed depending on the weather. VDOT hast finished the bridge project. Town can now fixt the: sewer pipel leak underi the bridge. There is a meeting with' VDOT about the placement ofs some Town infrastructure. There  are 27 applications fori treasurer.  Next on the agenda was Citizen Comments and Petitions Regarding Non-Agenda Items.  The first person to speak was Charles Alphin of 410 Mount. Joy Rd. Mr. Alphin wanted to let Council know about his concerns about the affect of the business going in to the Virginia Forge Facility. The building will bei filled with computers to do data mining. The cooling requirements for the computers require extremely noisy roof mounted fans. His question is what is the Town'snoise ordinance? Isite enforceable? Mr. Alphin's conçern is how much noise this will The next person to speak was. Julie Phillips, the Botetourt County Library Director. Ms. Phillips wanted to thank council and planning commission for their rapid approval of the library mural. The next person to speak was Sherry Crumley of the Town Improvement Society. Ms. Crumley asked what causes the water to be turned off on a structure? Councilmember Manspile stated Town Code would have to be checked for all reasons, and listed ones he could remember. Ms.  make.  2    Crumley stated the water was cut off ati the Community House with no notice. The Town Improvement Society would like Council to find out why the water was cut off. On behalf of the Townl Improvement Society, due to the confusion of what they have been told about rezoning the Community! House, the Improvement Society feels they must hire an attorney. Mayor Harris asked when the water was cut off. Kathy Austin stated it was cut off between August 9 -11. Town Clerk Stump explained the 2 meters at the Community House. Councilmember Manspile The next person to speak was Kathy Austin oft the Town Improvement Society. Ms. Austin stated that the Improvement Society applied for a grant from the Town and was denied because they don'tmeet thet terms. Can Council explain whati the Improvement Society needs to change to be eligible for the grant? Vice Mayor Witt stated that there are parameters to the grant that were not clear to Council. There are currently 3 zoning codes that qualify for the façade grant: commercial, trade, and manufacturing. The Community House is currently zoned as medium density residential. As it stands, eveni if you rezone to something more to your goals, the grant would have to be rewritten as well. Vice Mayor Witt stated that his recommendation to Council is to let the grant run its course this year, revisit the façade grant and how Council can change it moving forward. Mayor Harris made Town Manager Hayfield aware of a grant available to municipalities forf façade grants. Councilmember Manspile stated that thet façade grant will be worked on before iti is renewed for next year. Iti is more restrictive than it was meant to be. Councilmember Manspile stated that Council is working on the blighted properties and vehicle issues. The Council needs the zoning and code enforcement to do what we need to assess civil penalties. Mayor Harris stated that the current zoning and code enforcement needs to go further to assess civil penalties and potentially seize properties for auction if fines are not paid. Vice Mayor Witt asked for an update fort the rewritten zoning ordinances and the meeting with the Botetourt County buildingi inspectors office. Thisi isn'tas statement iti is a question that will be asked until Council is given an answer. Town Manager Hayfield stated he would contact the building inspector to come toi the next work session. The zoning changes document will have to Councilmember Manspile recognized Town Clerk Claudine Stump for her work in keeping the Vice Mayor Witt asked to discuss bringing back the sub committees for Council at a work session. There should be written procedures for the Council members that are liaisons on the Councilmember Manspile stated communication needs to open back up between Town staff Vice Mayor Witt stated that citizens need to be answered in a timely manner. Councilmember Manspile stated that Town will be digging up the sewer line and elevation shots Next on the Agenda was upcoming meetings and events. Mayor Harris listed all the upcoming meetings  stated he would investigate.  Next on the agenda was additional comments.  ber researched.  Town moving during the transition of Town Managers and Treasurers.  sub committees. and Council.  at15thand Main St on Friday, September 22, 2023.  and events.  3    Councilmember Manspile made a motion to goi into recess with a second from Vice Mayor Witt. With  nof further discussion, the meeting went into recess at 8:18 pm.  Council came back from recess at 8:31 pm  Mayor Harris cited the exemption from the Virginia Freedom of Information Act for personnel matters. Vice Mayor Witt made the motion to goi into closed session with a second from Councilmember Manspile. With no further discussion, the motion was carried with a vote of5-0.  Closed session started at 8:32 pm. Closed session ended at 9:48 pm.  Mayor Harris stated Council certified the closed session with a roll call vote of5-0.  Regular Council meeting reconvened at 9:49 pm.  Town Manager Hayfield stated that he had. Jeremy Carroll's phone numbers if any Council member wanted to speak tol him. Councilmember Manspile stated that he wanted Mr. Carroll to meet with all of Council sO that everyone hears the information together. Vice Mayor Witt stated that he would like to bring the goals coming from the closed session back to regular session for public record. Looking into IT forensics to bring back missing documentation, coding, employment records. Reach out toi the Town Attorney about whati is required for outside contractors that are hired by a government entity, the 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.  banner for Mr. Boblett, and Town Staff wearing reflective clothing.  Adjournment was at 9:55 pm. Respertulysubmittesd,  Plaudin Claudine Stump, Clerk  Slmp  -  Tristan Harris, Mayor  4    Resolution R23-0912-15  AJ Resolution  Reaffirming Emergency Authorization for Repair of310 SK John Deere Backhoe as. Approved by Buchanan Town Council on August 23, 2023  Whereas, the Town ofBuchanan has essential need for the Town John Deere Backhoe and other heavy equipment for water and sewer projects, maintenance work, and facilities management; Whereas, this piece ofheavy equipment can not be out ofs service without effecting health and Whereas, this piece of equipment being out ofservice will necessitate leasing said equipment at Now, therefore, be it resolved that the Town ofl Buchanan reaffirms and authorizes the' Town  and  safety in' Town operations; and high cost to the Town; and  Manager to have the 310 SK Backhoe repaired at a cost of$5,100.  AYES: NAYS: ABSENT: APPROVED: 2 Mayor ATTEST:  5 0 0  Claudinu Town Clerk  Smp    Resolution R23-0912-16  Al Resolution  Authorizing the Purchase and Installation of21 Powerex 3hp Single Unit High Pressure Enclosed Base Air Compressors at a Cost Ofs $8,940.10 Each Plus $1,860 Installation Whereas, the Town ofBuchanan has essential need and a requirement toj provide clean water to the Citizens of the' Town and therefore maintain water treatment facilities; and Whereas, two air compressors at the water filtration plant have become unreliable and one Whereas, these pieces of equipment being down pose al health and safety concern to thej public. Now, therefore, bei it resolved that the Town of Buchanan hereby authorizes the Town Manager toj purchase and have installed 21 Powerex 3hp Single Unit High Pressure Enclosed Base Air Compressors at a cost ofs $8,940.10 each plus the cost ofinstallation at$1,860.  currently inoperable  AYES: NAYS: ABSENT: APPROVED: Mayor  5 0 0    ATTEST:  Town  Ceablp