Tristan Harris, Mayor Chris Witt, Vice Mayor James Manspile Marlon Rickman James Eubank  OFBUC  Buchanan Town Council Tuesday, September 12, 2023 Regular Meeting 7:00 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 TO THE U.S. FLAG  B. MOMENT OF SILENCE D. CONSENT AGENDA 1.F Financial Reports August, 2023 2. Approval ofUnPaid Bills  3. Minutes from the August 10, 2023 Work Session and August 14, 2023 Council  Meeting.  E.AWARDS, RECOGNITIONS AND PRESENTATIONS  F. CITIZEN COMMENTS AND PETITIONS REGARDING AGENDA ITEMS- This time is reserved for comments and questions for issues listed on the agenda.  Comments should be directed to Council.  G. NEW: BUSINESS/ACTION ITEMS/PUBLIC HEARINGS: 1.1 Mike Montgomery requesting Town Park use for NWTF.  2. Resolution Reaffirming Emergency Authorization for Repair of. John Deere Tractor 3. Resolution Authorizing the purchase and installation of2 Powerex 3hp Single Unit High Pressure Enclosed Base Air Compressors at al bid cost of$8,940.10 each plus  at $5,100 Cost.  $1,860 installation cost.  H. Reports  1. StaffMonthly Reports  i. ii. iii.  Town Clerk Community Planner Town Manager  LCITIZEN 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.  1    Tristan Harris, Mayor Chris Witt, Vice Mayor James Manspile Marlon Rickman James Eubank  OFBUC  Buchanan Town Council Tuesday, September 12, 2023 Regular Meeting 7:00 p.m. Council Chambers 19753 Main Street Buchanan, VA 24066  Conference call-in option: 701-802-5423 Access Code:3474425  J. ADDITIONAL COMMENTS  K.UPCOMING MEETINGS AND EVENTS  Leap Farmer's Market- Wednesday, September 20, 2023 - 1:30pm - 2:30pm - Community Farmer's Market- Saturday, September 23, 2023 - 10:00am-300 FSWVA Mobile Market- Wednesday, September 27, 2023-1:30--3:00 pm- Planning Commission Meeting Monday, October 2, 2023-7:00 Leap Farmer's Market- - Wednesday, October 4, 2023 -1 1:30pm - 2:30pm - Town Council Work Session Thursday, October 5, 2023 - 7:00pm Mountain Magic in the Fall Saturday, October 7, 2023 - 10:00am 4:00pm Columbus Day. Monday, October 9, 2023, Town Hall Closed Town Council Meeting Tuesday, October 10, 2023 - 7:00pm - Town Hall Town Clean Up Saturday, October 21, 2023 -' Town Park Parking Lot - 8:00am  Resource Center pm Main Street Resource Center Resource Center  Town Park (Rain Date October 14, 2023)  4 2:00pm.  L.A ADJOURNMENT  2    1:41 PM 09/06/23 Accrual Basis  Town of Buchanan, Virginia Balance Sheet As of August 31, 2023  Aug 31,23  ASSETS Current Assets Checking/Savings 10050 Town Events 10010 Buchanan General Fund 10030 Change Funds 10040 Town Beautification Fund 10500 Certificates of Deposit Total Checking/Savings Accounts Receivable Prepaid Taxes 11001 General AR Billed Property' Taxes Receivable WSG Receivable Total Accounts Receivable Other Current. Assets 11200 Prepaid Items 11000 Acct Receivable General 11010 Due from State/Fed Gen 11099 NSF Checks Receivable 11109 Allowance Wat/Sew/Garba Alowance-Property Taxes 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 Accounts Payable Total Accounts Payable Other Current Liabilities 21230 Prepaid Taxes and Others 22299 Def Rev ARPA 21145 Def Rev Other 22000 Customer Deposits 23000 Payroll Liabilities 25200 Accrued Interest Payable Deferred' Taxes Receivable Vandalism Reward Funds Total Other Current Liabilities Total Current Liabilities Long Term Liabilities 26300 Sewer Long" Term Loans 26200 Water Long" Term Loans  5.97 122,801.95 100.00 9,104.03 1,668,910.95 1,800,922.90 -381.14 4,257.18 21,921.87 73,887.27 99,685.18 93,861.42 354.75 0.66 128.25 -10,142.23 -525.60 2,047.18 85,724.43 1,986,332.51 8,225,408.46 8,225,408.46 10,211,740.97  -877.35 -877.35 247.21 342,258.50 45,046.00 26,981.31 8,735.79 378.23 21,242.36 12.89 444,902.29 444,024.94 13,920.02 3,944,331.28  Page 1    1:41 PM 09/06/23 Accrual Basis  Town of Buchanan, Virginia Balance Sheet As of August 31,2023  Aug 31,23 3,958,251.30 4,402,276.24 697,292.97 4,347,794.47 272,523.44 246,643.03 68,534.91 176,675.91 5,809,464.73 10,211,740.97  Total Long" Term Liabilities Total Liabilities Equity 30100 General Fund Balance 30200 Water Retained Earnings 30300 Sewer Retained Earnings 30400 Carnival Fund Balance Retained Earnings Net Income Total Equity TOTAL LIABILITIES & EQUITY  Page 2    88888888 66666060  8888 0o0o  88  88888888 36666600  8888 o 88 0000  0  0o  &  8888 60 oC  88 o  88888888 0000000  8888 000o  88 0o  88 0o  88  888 -  8 2  D    388888888888 00000000000 8888  0000  88 0o  388888888888 00000000000 8888  0000  888888888888 doododoodod 8888  0  0000  88888888888 566666668 8888  5    888 000  88888 00000  8888 0000  888888 o 060000  888 000  88888 00000  8888 0000  o  888888 360000  888 00o  8888 0000  888888 29 0000  0 o 888 000  88888 00000  8888 0000  888888 o 066000  888 000  8888 ooo  888888 00000    38888888888 00000000000000000  888888 606600  o  88888888888 dodddoooo6dodo  888888 06666o  0 o  38888888888  888888 000600  88888 %88  88888888 ogogoo    00 88888888888  888 000  88 88888888888888888 0o 00000000000000000  888 000  88 38888888888888888 0o 3000000000000  888 000    88888888888 0000000000006  8888 0000  88  88888888888 30000000000d  88881 0000  88888888888 0000000g04080000  38888888888 00000000000000  8888 0000  88888889888 3oddodogog 00000  8848 oos      8888888888 dododoodés  888 000  0  8888888888 Sodododdos  888 0oo  8898885 000  888 000  8888888888  888 000  3388888888 cegosaas  888 000    88888 00000  88888 00000  88 00  8881  88888 00000  8    o  888 000  88888888 8888 G6666666 0000  88888 00000  888 000  88 00  88888888 8888 00000000 0000  88888 00000  8885 oos  E81  888 00o  88888888 8888 66666666 0000  88888 00000  885  8BBBB8KEBEEEE 00000  88488 0o    3888888888888 0 888 0096080808000  0od  888 000  888888888888 00 888 000000000000  00o  8 o  888 000  888 000  8888888888888 000000000000  888 00o  888 00o  8883888888  woo  888 0oo        1:43PM 09/06/23  Town of Buchanan, Virginia Vendor Payments Made  August 2023  Type Anthem Insurance Bill Pmt -Check AT&T Bill Pmt -Check Bank of Botetourt Bill Pmt -Check Botetourt Co Treasurer Bill Pmt-Check Bug Man Exterminating Bill Pmt -Check Busyl Bees Cleaners Bill Pmt -Check C&S Disposal Inc. Bill Pmt -Check Bill Pmt -Check Dominion Energy' Virginia Bill Pmt -Check Bill Pmt -Check Dominion' Va. Power Bill Pmt -Check Featherbed Lane Cabinetmaking Bil Pmt Check Fidelity Power Systems Billl Pmt Check Gentryl Locke Attorneys Bill Pmt -Check Happy! FoodI Mart Bill Pmt -Check JL Computers Inc Billl Pmt -Check James R Carter Paving Bill Pmt -Check James River Equipment-Ashland. Bill Pmt- -Check James River Equipment-BSuchanan Billl Pmt -Check Jeff Hyatt Check LAMAR COMPANIES Billl Pmt -Check Lowe's Billl Pmt -Check Maryl K. Earhart PLLC Bill Pmt Check Mid State Equipment Bill Pmt Check Obaugh HVAC MechanicalLLC Billl Pmt -Check Peggy Meador Check Roanoke Fruit & Produce Co Bill Pmt -Check Rural Development Check Shentel Billl Pmt -Check USAE BlueBook Billl Pmt -Check Verizon Billl Pmt -Check Verizon (Southview) Billl Pmt -Check Verizon (Water Tank) Bill Pmt- -Check Bill Pmt -Check Virginia Business Systems Bill Pmt -Check  Date 08/28/2023 23961 08/28/2023 23962 08/28/2023 23963 08/14/2023 23934 08/28/2023 23964 08/31/2023 23993 08/14/2023 23935 08/28/2023 23965 08/14/2023 23936 08/28/2023 23966 08/14/2023 23937 08/28/2023 23967 08/14/2023 23938 08/28/2023 23968 08/14/2023 23939 08/14/2023 23940 08/28/2023 23969 08/14/2023 23941 08/28/2023 23970 08/23/2023 23959 08/28/2023 23971 08/28/2023 23972 08/14/2023 23942 08/14/2023 23943 08/28/2023 23973 08/02/2023 23926 08/28/2023 23974 08/28/2023 EPAY 08/28/2023 23975 08/14/2023 23944 08/28/2023 23976 08/28/2023 23977 08/14/2023 23945 08/28/2023 23978 08/28/2023 23979  Num  Memo  Health Insurance Billing Entity? #1 T7452AMA03 Inv...  0207616481001 CStump  Pest control @ Town Hall Janitoral services Trip Charges @ STP 2027648746 Cust 18276 317519//168 212923 Pawn Shop Alley Cust BUCHA008  Boone Tractor Reimbursement Billboard Accounting services Acct Buchanantown & VB0009 Carnival Prize Winner Potatoes for County Fair wsl-30-10 08/07/2023 Billing Account 742437461-00001 Inv 684802811  650-491-609-0001-40 Inv 982297335 Rent of copier and Printing  Page 1    1:43PM 09/06/23  Town of Buchanan, Virginia Vendor Payments Made  August 2023  Type Virginia Media, Inc Bill Pmt Check Virginia Resource. Authority Bill Pmt -Check Virginia Rural Water Bill Pmt -Check Bill Pmt -Check VUPS Bill Pmt Check  Date 08/14/2023 23946 08/14/2023 23947 08/28/2023 23980 08/28/2023 23981 08/14/2023 23948  Num  Memo  WSL-01-10 VOID: Membership Membership Miss Utility  Page 2    1:43PM 09/06/23  Town of Buchanan, Virginia Vendor Payments Made  August 2023  Account  Split  Amount 5,256.00 -47.43 -4,961.32 -2,917.00 -120.00 -310.00 -10,247.33 -1,000.00 -2,383.37 -3,014.11 -1,242.05 -950.00 -750.00 -120.00 -441.41 -228.85 -17,500.00 -471.99 -273.74 -69.29 -310.00 -1,069.55 -8,390.00 -74.90 -643.96 -250.00 -188.00 -12,197.00 -366.75 -1,072.33 -51.49 -53.11 -231.77 -55.55 -228.17  10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 0010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund J010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund  20000 Accounts Payable 20000. Accounts Payable 20000 Accounts Payable 20000 Accounts Payable 20000 Accounts Payable 20000 Accounts Payable 20000 Accounts Payable 20000/ Accounts Payable 20000 Accounts Payable 20000/ Accounts Payable 20000 Accounts Payable 20000 Accounts Payable 20000 Accounts Payable 20000 Accounts Payable 20000 Accounts Payable 20000 Accounts Payable 20000 Accounts Payable 20000 Accounts Payable 20000 Accounts Payable 6007 Repair & Maint Supplies 20000 Accounts Payable 20000 Accounts Payable 20000 Accounts Payable 20000 Accounts Payable 20000 Accounts Payable 5801 Carnival Operations 20000. Accounts Payable 95510 Principal Payments 20000 Accounts Payable 20000 Accounts Payable 20000 Accounts Payable 20000 Accounts Payable 20000 Accounts Payable 20000 Accounts Payable 20000 Accounts Payable  Page 3    1:43PM 09/06/23  Town of Buchanan, Virginia Vendor Payments Made  August 2023  Account  Split  Amount -270.00 -5,814.78 0.00 400.00 -23.10  10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund 10010 Buchanan General Fund  20000 Accounts Payable 20000 Accounts Payable 20000 Accounts Payable 20000 Accounts Payable 20000 Accounts Payable  Page 4    1:50 PM 09/06/23  Town of Buchanan, Virginia Unpaid Bills Detail As of September 6, 2023  Type Inboden Environmental Services, Inc. General Journal General Journal Total Inboden Environmental Services, Inc. Sysco Credit Total Sysco Thel Home Depot General Journal Total The Home Depot TOTAL  Date  Memo  Open Balance 2,296.95 2,296.95 0.00 -110.81 -110.81 -766.54 -766.54 -877.35  06/30/2021 To record RFC Entry #2 Sewer 07/01/2021 Reverse of GJE MKE22-20-Tor..  06/30/2023  06/30/2021 Tor reclass payable  Page 1    R  I811 Buchanan, VA  Minutes of Council Work Session Meeting  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 ordera at 7:00 p.m. This meeting was held 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 toi 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 fort further discussion.  quorum was established.  With no further discussion, the agenda was amended with a vote of5-0. Mayor Harris stated thet firsti 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 specifically for Murals. The library mural was considered art and not a sign by the employee. The employee was utilizinga previous copy of 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 be investigated if the Town's policies came from the attorney's input on thet first mural. Mayor Harris asked Town Manager Hayfield to request al breakdown of the costs from the first mural from town attorney Puvak. Vice Mayor Witt asked ift the stipulations for the previous stipulations fort thet first mural arei in effect for1 this mural? Councilmember Manspile stated that the stipulations need to be given to  now being followed.  the library that Council created fori thei first mural.  1    Councilmember Manspile stated that there have been differences between what Council decides and 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 in 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 ARPA1 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 for the Factory Flats project and one for moving the funds for the façade  rural development for the treatment plant work. the Fire Department was not using ARPA funds. pulling directly from the ARPA1 funds.  grant program.  Vice Mayor Witt stated that the Town. Attorney needs to be present to answer questions. Is the Town Attorney being informed of these meetings? Mayor Harris stated that he has asked the Town Attorney, hei 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 oft the history of the Improvement Society. She then stated the 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 itsi 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, andi is the new' Vice President oft 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 a second from Councilmember Manspile. Mayor Harris asked for further discussion. With no further discussion,  the motion carried with a roll call vote of5-0. 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 ofl 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 bya a roll call vote of 5-0. further discussion, the motion was carried with a vote of5-0.  Adjournment was at 10:03 pm. Respectulysubmites,  Claudine Stump, Clerk  Tristan Harris, Mayor  3    OFF BE  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 ini 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. A moment ofs 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 of the minutes from the. June 12, 2023 Council Meeting, July 10, 2023 Council Meeting, andi the. July 27, 2023 Work Session. Councilmember Manspile made a motion to accept the consent agenda with a 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 of 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. Jaspera 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 he 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 with a vote of5 5-0.  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 area 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 fori the citizens oft the Town. He encouraged Councilt to  approve the mural for the library.  Next on the Agenda was New Business/Action Items/ Public Hearings.  The first action item was thej joint public hearing regarding Special Use Permit 23-01 for 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 for further discussion. With no further discussion, 3. Vice Mayor Witt made a motion to close the Public Hearing with as second from Councilmember Manspile. Mayor Harris asked for further discussion. With no 4. The joint Public Hearing for the Special Use Permit 23-01 for the Buchanan Branch of  the motion was passed with a vote of5-0. 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 the floor to the Planning Commission so they can discuss and make a recommendation to Council about Special Use Permit 23-01 witha 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. They 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, and ifs something needs to be added Jenny Petty made a motion to adjourn the planning commission meeting with a second from Sissy Austin. The motion carried with a vote of3-0. Planning Commission. Adjourned. Vice Mayor Witt made a motion that Council retake thei 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 witht 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 5-0.  2    asked for discussion. Vice Mayor Witt stated that Town has these ordinances and proceduresi in 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 at1 the murals. Vice Mayor Witt stated that the Zoning Ordinance states that any signage or mural cannot take up more than 10% of the building. The whole purpose of the special use permit is to allow a bigger percentage of 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 for 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: A 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 linet from Williams Lane to 15th Street. Councilmember Manspile explained some of the required steps in this project. Mayor Harris stated the potential time linet for the project. Councilmember Manspile stated there were 2 other potential routes fori the project that were rejected. Councilmember Manspile made a motion to approve the resolution with a second from Councilmember Rickman. Mayor Harris asked fori further discussion. With no further The last action item was setting a date for the September Council Meeting. Councilmember Manspile stated the Council rules state that ift 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  toi the VDOT repairs to the 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 is a need for Town tol be proactive and provide better communication with the citizens. Mr. Grigg stated thati in regards to 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 Councili for having the Reggae by the Riveri festival. It wasa very successful event that draws people from other areas besides Town. Ms.. Jeter requested that some oft the funds from thei festival be used to fix the playground equipment. Ms. Jeter is a member of the local steering committee for the RERC. The purpose oft 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 allt 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 tol be cut, misinterpretation of codes and ordinances, business owners being told they can or cannot do something when ini 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 and poor conflict resolutions. Ultimately, it falls on the Town Manager to follow through. It falls on Council if Staff does noti follow guidelines we set forth, we Councilmember Manspile stated that things are being repeated multiple times and the job is not getting done. Council is responsible for doing what is best for this community int the long run. Rose. Jeter asked whati is best fori this community int the long run? Every Town Manager has been run off since she has moved to Town. Maybe for agood reason, maybe not, but when applying for a job, and you see no one has stayed in the position more than a year, Iwouldn't Vice Mayor Witt stated that his personal opinion for what is best in the communityi is growth in the community. Where the store fronts are full and people are a part oft the civic groups and Mayor Harris stated that everyone here is passionate about the Town. Itisam 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 ourj job.  recommend anyone apply for 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 goi 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 on1 the agenda was adjournment. Councilmember Manspile made a motion to adjourn with a second from Vice Mayor Witt. With no further discussion, the motion carried with a vote of5-0.  Adjournment was at 10:29 pm. Respertfulysubmittes,  Claudine Stump, Clerk  Tristan Harris, Mayor  5    9-12-2023  Michael Montgomery  19827 Main St., Buchanan VA 24066  I'm asking for the use oft the town park/carnival ground, which would include the parking lot, stage, covered sitting area, restrooms and at least 1 building. I'm asking for the use of the property around August or September 2024 (T1l get with town to see what days are available). We're planing on hosting a NWTF (National Wild Turkey Federation) event and would: need use oft the property all day  long. This would be for setup, event time and tear down.  The event is a gun bash, which means we will be given away firearms and other prizes. ALL firearms will have locks on them SO that they can not be used and will be given away after all state and federal back ground checks have past, this will be done at a different location (MECS Pawn & Guns). We will be serving food and beer (we will get our ABC license) at the event. We will be holding raffles** and live drawings to determine prize winners. We may have music live or radio, nothing is setup for this yet. NWTF will have a certificate of liability insurance policy for the day oft the event to  cover all attendees.  The event will be open to the public sO that they can play the raffles and drawing. There will be ac charge for the food and beer. Ifmusic is available it will also be open to the public. If this isa successful event we would like to make it an annual event being held around the same time every year. **Local Chapters are blanket covered on the NWTF gameing license for up to $40,000 per event**    Resolution R23-0912-15  Al Resolution  Reaffirming Emergency Authorization for Repair of310 SK John Deere Backhoe as Approved by Buchanan Town Council on. August 23, 2023  Whereas, the Town of Buchanan 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 ofe equipment being out ofs service will necessitate leasing said equipment at Now, therefore, be it resolved that the Town of Buchanan reaffirms and authorizes the Town  and  safety in Town operations; and high cost to the' Town; and  Manager tol have the 310 SK Backhoe repaired at a cost of$5,100.  AYES: NAYS: ABSENT: APPROVED: Mayor  ATTEST:    Resolution R23-0912-16  AJ 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 ofl Buchanan has essential need and a requirement toj provide clean water to the Citizens oft 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 the public. Now, therefore, bei it resolved that the Town ofBuchanan hereby authorizes the Town Manager toj purchase and have installed 2 Powerex 3hp Single Unit High Pressure Enclosed Base Air Compressors at a cost of $8,940.10 each plus the cost ofi installation at$1,860.  currently inoperable  AYES: NAYS: ABSENT: APPROVED: Mayor  ATTEST:  Town Clerk    onroetees Inc. IESI  5790MainStreet MLackson,VAZB42 (540)477-3300 FAX/540)4773360  PROPOSAL SUBMITTED TO: Town of Buchanan ADDRESS CITY, STATE, ZIP: CONTACT PERSON CONTACT EMAIL: OVERVIEW:  DATE 6/29/23 FAXPHONE: JOB NAME & ADDRESS Membrane filtration building JOB DESCRIPTION Replace compressors  OFFICE PHONE:  The current air compressors at the membrane filtration building have become unreliable and one unit is currently down needing to be replaced while the other is needingi frequent repairs to keep operational. The current configuration has two high pressure (145 psi)! base mounted, enclosed units with integral refrigerated air dryers and electro-pneumatic controllers. It will take approximately 12-14 weeks to get direct replacements for1 these units. Listed below youv willf find options for replacing these units with pricing and lead times fory your review and selection,lhave highlighted my recommendation for consideration. Note: system requirement is 90 psi Direct replacement like for like- single compressor, enclosed base ea 12-14 weeks $14,335.90 Qunicy 3hp single unit low pressure (116psi): enclosed tank mounted ea ins stock  $13,180.70  Powerex 3hp single unit high pressure (145 psi) enclosed base ea 3-4weeks $8,940.10 Powerex 3hpl Duplex unit (116 psi) tank mounted 80-gallon tank ea 3-4v weeks $21,521.50  SCOPE OF WORK:  Two IES maintenance personnel will perform thet following work:  1. Remove existing unit. 2. Install selected unit. 3. Re-pipe for connection to filter unit. 4. Test operation  labor  $1860.00  Payment to be made as) follows:  Payment for parts is required upfront before equipment is ordered