RA  1811 Minutes of Council Meeting Buchanan, VA  September: 13, 2022 Present:  Mayor Craig Bryant Vice Mayor Chris Witt Councilmember Manspile Councilmember Marlon Rickman Councilmember Chris Petty  Attending: 5 citizens, 2 employees  Mayor Craig Bryant called the September 13, 2022 Council meeting to order at 7:00 p.m. This meeting was held in the Council Room. Mayor Bryant asked Town Manager McCulloch to take roll call. With five councilmembers present, a quorum was established. Amoment of silence was held, and all that were The firsti item of business was to consider approval of the consent agenda including the August 2022 Financial Report and unpaid bills, and the August 8, 2022 Regular Council Meeting Minutes, A motion for approval for alli items under the consent agenda was made by Councilmember Manspile with a second from Councilmember Rickman. Mayor Bryant askedi fori further discussion. With no further discussion,  present stated the Pledge of Allegiance.  the motion carried with a vote of 5-0.  Next on the agenda was Awards, Recognitions, and Presentations. There were none.  Next ont the agenda was Citizen Comments and Petitions Regarding Agenda Items. No one had signed Next on the Agenda was New Business/ Action Items/ Public Hearings. The first action item was consideration of Resolution R22-0913-01: Al Resolution to Adopt the Tentative 2023 Calendar of Events. Mayor Bryant asked Town Manager McCulloch fora al briefs synopsis. Town Manager McCulloch stated that Town adopts an event calendar every year. Usually, Council does this later ini the year. In orderi to better plan and promote events fori the upcoming year, we ask that Council approve thei tentative 2023 calendar of events. There is some language in here to prepare for health conçerns and other unforeseen circumstances. This approval would help us start planning and promoting the 2023 events. Councilmember Manspile made a motion to approve with a second from Councilmember Petty. Mayor Bryant asked fori further discussion. With no further discussion, the resolution was approved with a vote of5-0. The next action item was consideration of Resolution R22-0913-02: AI Resolution Authorizing  up to speak.  1    Replacement of Wastewater Treatment Plant Floor. Town Manager McCulloch stated that the Wastewater Treatment Plant floor is fairly old and has been causing problems and needing patching for several years especially after flooding occurred there. The patching has gotten out of control to the point that there are safety concerns for staff, citizens, and contractors. Town received three quotes that were presented to Council in a work session. Council chose Curtis Deacon Contracting in the amount of $26,940.00. ARPA1 funds can be used for this. Councilmember Manspile made a motion to approve with asecond from Councilmember Petty. Mayor Bryant asked for further discussion. Councilmember Manspile stated the building isj just a sign oft the problems we are starting to have down there due to age. Mayor Bryant asked for further discussion. With no further discussion, the resolution was approved with a vote of 5-0. The last action item was consideration of Resolution R22-0913-03: A Resolution Awarding Real Estate Investment Matching Grants to Businesses in the Town of Buchanan. Town Manager McCulloch: stated that Town received a grant request after the first round. This is round 3. Round 2 was only 1 applicant that did not meet qualifications. Town had hoped to receive more sO presenting it was al bit delayed. Itis a matching grant of $422.831 for an $845.67 project for C&SWitt Creations. This is the Town Council's ARPAI Real Estate Investment Matching Grant Program, which has done very well this year. This was for some beautification improvements: planters, flowers, and trees that would attract butterflies. Councilmember Manspile made a motion to approve with a second from Councilmember Petty. Vice Mayor' Witt abstained from the vote. Mayor Bryant asked for any further discussion. With no further discussion, the resolution was approved by a vote of4-0( (One Abstention). Next on the agenda was reports. Town Manager McCulloch stated that for special events and community development, the LEAP and Feeding Southwest' Virginia mobile markets are doing very well. We are up to having 3 markets a month. We are, gearing up for the Mountain Magici in the Fall event. The swinging bridge willl bet featured as part oft the artwork. There is a lot ofi interest and response from vendors. Thati is Saturday, October 1 from 10to4. The Town Clean Up dayi is already arranged. Staffing has already been arranged. That will be held Saturday, October 151 from 81 to2. We are also starting to plan for Christmas. Requests for donations for lights have already been sent out. Planning Commission has been given a second draft oft the Zoning Ordinance Update. They have been asked fori feedback, comments, andi input. We do aski if you know anyone who would like to apply for1 the Real Estate Investment Matching Grant, please share that. Vice Mayor' Witt asked if that is just for commercial properties? Town Manager McCulloch stated that iti is for commercial properties. It may be expanded int the future. Vice Mayor Witt asked if Town Manager McCulloch knew how much funds were still available? Town Manager McCulloch. stated that no one has hit the $5,000.00 limit. The highest was $4,900.00. Most of the grants were $1,000.00 to $2,000.00. This will stretch the money out and help more businesses. We can now even look at our non-profits to beautify and eliminate blight there. Mayor Bryant asked if 2:00pm is the typical closing time for the Town Cleanup? Town Manager McCulloch stated that the last 2 clean ups have ended at 2:00. C&SI Disposal has requested that the event end at 2:00. If that needs to be adjusted, we can revisit it later. For Public Safety, there is stilla a light out on1 the bridge. Town Manager McCulloch is working with Leading Edge Services ont that. For Public' Works, there were 36 Miss Utilities, 2-meter inserts replaced, 19 water cut-offs, 14 water cut-ons, one break and one repair. With Sewer, there was one line repair. They are working on catching up on mowing. Mayor Bryant asked if the playground is routinely checked for loose or damaged playground equipment? Town Manager McCulloch stated thati iti is looked at, but there are no regular inspections. We can program thati in the Public' Works schedule. Wel have been down there several times because the merry-go-round has broken beyond regular repair. We have tried contacting the person who has  2    repaired it, but have not received a reply. We are looking at replacing that piece ofe equipment. Wej just put down mulch, but it looks like we need more. Is there something inj particular that is an issue? Mayor Bryant stated that there are some loose items on a piece ofe equipment that needs to be checked. Town Manager McCulloch: asked ifi it was Town equipment. Mayor Bryant stated that iti is. It would be good to go through all the playground equipment and check them over. He can give you one specific item that needs to be checked and the merry-go-round is definitely broken. It looks like the equipment is definitely used byi folks, which is great. But we need to look at the maintenance to see if we need to do some additional upkeep or replacement. That is a significant item to thel budget if any oft the equipment needs to be replaced. Councilmember Manspile stated al lot ofa adult children get on1 that. Town Manager McCulloch stated that we got a quote for $7000.00 to repair the merry-go-round from the company' we purchased it from. Councilmember Manspile asked what is broken on it. Mayor Bryant stated that the center axel has broken away from the hub. Town Manager McCulloch stated that it is off kilter and rocky when you turn it. Mayor Bryant stated that it is noti in a position where use can be deterred, sO the sooner the better to repair that. The other piece can be discussed out of the meeting. Next on the Agenda was Citizen Comments and Petitions Regarding Non-Agenda Items. Mayor Bryant stated the rules of conduct for public comment and public hearings that are located outside Council Chambers. The first citizen was Wayne Ayers of 165 Gorge Road. Mr. Ayers stated that he came to the April Council meeting about the basketball court. Mr. Ayers requested an update because nothing has been done to the court. Mayor Bryant stated that Council is aware of the issue but does not know any other information other than we are looking at trying to get some repairs scheduled. We will make sure the Town Manager provides an update for us and we will get that to you. Iwould like to know that myself. Mr. Ayers stated that he knows that the new backboards have been ordered and the money is there. The county gave you the money. Town Manager McCulloch asked if she could comment. Mayor Bryant stated. she could. Town Manager McCulloch stated that thet tar or asphalt is int the basement. We are trying to ask someone to repair it. Hel has not gotten back to us. We were going to try to repair ito ourselves. It has been raining al lot. The supplies came in during Carnival. Someone has suggested that we ask the trustees of Botetourt County. Deputy Mason wass supposed to come byl here today to check everything out. They are willing to come and do the job. Mr. Ayers stated that it willi take someone who knows what they are doing. You can't have. just anybody do it. Mayor Bryant stated that itr needs to be done. Mr. Ayers stated that you need someone to put weed killer down, pressure wash, fillt the cracks, then put down the sealer. Town Manager McCulloch stated that Town had planned to do all that. Mr. Ayers stated that in the meantime, you can put up: some new nets. There has been only one net on one goal all summer. Mr. Ayers requested that at table be put down there because there is no where to sit. Town Manager McCulloch stated that the benches are on back order for 9 months. Mr. Ayers stated Town needs to put up ai table and be done withi it. Why make things difficult. Mayor Bryant thanked Mr. Ayers for bringing this back to Council's attention. The next citizen to speak was Mike Burton of 591 Culpepper Ave. Mr. Burton wanted to make a suggestion to the Council. In view of the large number of people who have not been inj politics int the Town and are running for Council, and the new citizens in Town that do not know anyone, Town should do a Forum event. This has been done int the past when there are a large number of people who hadi interesti in Council. The mayor would introduce everyone, they would have 51 minutes to speak, and there was time set aside for1 the Council nominees to talk toi the public. Thisi is a good way to stir upi interest int the election, and getting more people to participate. Ita also gives citizens the chance to get know the people who are running. Mr.  Iti is very loose and won't take much to break as well.  3    Burton suggested the last two weeks of October for the Forum. Mayor Bryant thanked Mr. Burton for his suggestion. What has been donei int the past is the Town Manager reached out to the candidates to start that process. IfCouncili is agreeable to that. Councilmember Manspile, Councilmember Rickman, and Councilmember Petty all agreed. Mayor Bryant asked Town Manager McCulloch to start the process. The third citizen to speak was Mitchell Fritz of 6118 Lithia Road. Isigned up to endorse Mr. Burton's suggestion. Since you have already heard Mr. Burton'ss suggestion and had a conversation about it, Ithink my time is moot. Mayor Bryant stated that was officially! 5 seconds. Mr. Burton stated you hold the Town record. Everyone laughed. Mayor Bryant thanked Mr. Fritz. Town will work ont that and follow through the channels for that. Mayor Bryant thanked Mr. Ayers for his comments and stated Next on the Agenda was Upcoming Meetings and Events. Mayor Bryant asked if there was anything that needed to be addressed in the list of upcoming meetings and events that are listed? Vice Mayor Witt asked if the next work session date had been decided. Town Manager McCulloch asked that Council advise when they could meet fora a work session that had been postponed from last week. Mayor Bryant asked Town Manager McCulloch to put a couple of dates together to figure out when Council can meet Mayor Bryant stated that Council will next go into closed session. The motion will ber made to goi into closed session. Council will go into closed session. When Council comes out of closed session, the closed session will be certified and the meeting will be adjourned. There will be no discussion of what business was discussed during the closed session. Ifo citizens would like, they can: stay and here the Mayor Bryant made a motion for Town Council to go into closed session for the purpose of discussing matters exempt from the provisions oft the Virginia Freedom of Information Act under section 2.23 3711 paragraph 5. Discussion concerning prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made for the business or industry's interest in locating or expanding int the community. Mayor Bryant stated that was the motion. Vice Mayor Witt made a second fort the motion. Mayor Bryant asked for further discussion. With no further  Town would continue to chip away at thati issue.  as soon as possible.  motion, or, they can have ai few minutes to leave.  discussion, the motion was carried with a vote of5-0. Council went back into regular session at 7:56 pm.  Closed Session started at 7:26 pm.  Mayor Bryant made the motion to certify the closed session. Council certifies to the best of their knowledge that only matters lawfully exempted from the open meeting requirements of the Virginia Freedom of Information Act and that were identified ini the motion to goi into closed session were heard, discussed, or considered. Councilmember Manspile gave a second for the motion. Mayor Bryant asked for further discussion. With no further discussion, the motion was carried with a vote of5-0. Last on the agenda was adjournment. Councilmember Manspile made a motion to adjourn witha second from Mayor Bryant. Mayor Bryant asked for further discussion. With no further discussion, the  motion to adjourn was passed with a vote of5-0. The meeting was adjourned at 7:58 p.m.  4    Respectulysubmitted,  Claudia Slump Claudine Stump, Clerk  raig BryantMayor  5    Resolution R22-0913-01  PHICR  1811  Atai regular meeting oft the Town Council oft the' Town of Buchanan held at thel Buchanan Town  Hall on1 the 13th day of September 2022 beginning at 7:00 p.m.:  MEMBERS: Craig Bryant, Mayor Chris Witt, Vice-Mayor James Manspile Marty Rickman Chris Petty  VOTE: YES YES YES YES YES  Oni motion of Councilmember Manspile, which carried by a vote of5- 0, thei following was  adopted:  A Resolution  To Adopt the' Tentative 2023 Calendar of Events  Whereas, the Town ofl Buchanan plans and sponsors festivals and special events every: year; and Whereas, the Calendar of Events ist typically introduced early each calendar year; and Whereas, to better accommodate the scheduling of attendees, vendors and performers, to increase thei time for planning and promotion, and toj prepare for public health concerns or other unforeseen circumstances, the Town desires to adopt at tentative calendar ofe events at this time; and Whereas, the' Town Council reserves thei right toi modify, cancel, or make additions to the tentative Now, Therefore, Bel Itl Resolved, that the Town ofl Buchanan Town Council adopts the' Tentative Be Itl Further Resolved, the Calendar of] Events is tentative and subject to change due to schedule conflicts, staffing, funding, public health issues, or unforeseen circumstances; and Be It Further Resolved, the Town Council directs staff to begin promoting 2023 Calendar of Be It Further Resolved, the Town Council requests staff to notify Town Council of anticipated  Calendar of] Events at any time.  2023 Calendar ofl Events attached hereto; and  Events to increase interest and attendance; and  or necessary changes in the tentative Calendar of] Events.    Resolution R22-0913-01  AYES: NAYS: ABSENT: APPROVED: ZEA  ATTEST:  Town  Plaupli Bimp    Resolution R22-0913-02  1811  e  Atar regular meeting ofthe' Town Council ofthe Town ofl Buchanan held at the Buchanan Town  Hall on the 13th day of September 2022 beginning at 7:00 p.m.:  MEMBERS: Craig Bryant, Mayor Chris Witt, Vice-Mayor James Manspile Chris Petty Marlon Rickman  VOTE: YES YES YES YES YES  Oni motion ofCouncilmember Manspile, which carried by a vote of5-0, the following was adopted:  A Resolution  Authorizing Replacement of Wastewater Treatment Plant Floor  Whereas, Town of Buchanan owns the Wastewater Treatment Plant located at 541 Parkway Whereas, the Town has received and is permitted to use. American Rescue Plan Act (ARPA) Whereas, the floor of the Wastewater Treatment Plant has been deteriorating due to age and Whereas, the Town has received estimates to complete the replacement of the floor; Now, therefore, be it resolved that the' Town of Buchanan does hereby authorize and direct the Town Manager to utilize ARPA funds for purposes of contracting with Curtis Deacon Contracting, Inc. for $26,940.00 to replace the Wastewater Treatment Plant floor.  Drive on Parcel number 65A(42), and  funding to maintain water and sewer system operation, and other factors and now needs tol bei replaced, and  AYES: NAYS: ABSENT: APPROVED:    Resolution R22-0913-02    Mayor  ATTEST:  Cloudia Town Clerk  Slimp  5    Resolution R22-0913-03  a  At ai regular meeting ofthe' Town Council oft the Town of Buchanan held at the Buchanan Town  Hall on the 13th day of September 2022 beginning at 7:00 p.m.:  MEMBERS: Craig Bryant, Mayor Chris Witt, Vice-Mayor James Manspile Chris Petty Marlon Rickman  VOTE: YES ABSTAIN YES YES YES  On motion of Councilmember Manspile, which carried by a vote of4-0 0, the following was adopted:  Al Resolution  Awarding Real Estate Investment Matching Grants to Businesses in the Town of Buchanan Whereas, the Town of Buchanan realizes the importance of grant programs and opportunities to Whereas, the Town is permitted to use. American Recovery Plan. Act (ARPA) funding for Business Assistance, and desires to establish aj program to help commercial, trade, and  recruit, retain, or expand businesses to the Town, and  manufacturing zoned properties;  Whereas, Town Council approved a Real Estate Investment Matching Grant program in January 2022 with Matching Grant Funds up to $5,000 to bei reimbursed for qualifying businesses Whereas, Town recently received one grant applications and the Review Committee unanimously (with 1 abstention) recommended approval ofthe applicant, which included  C&S Witt Creations LLC-$ $845.67 project, A Grant Request of$422.83  Now, therefore, be it resolved that the Town of Buchanan approves the matching grant requests provided documentation is provided and work is completed as described, which is aj public- private investment of$845.67 to improve the curb appeal ofbuildings in the Town of Buchanan.    Resolution R22-0913-03  AYES: NAYS: ABSENT: APPROVED:  eb Mayor    -  ATTEST:  Claudin Town Clerk  Slinpe  Lr