FRA  18115 Buchanan, VA  Minutes of Council' Work Session Meeting  October! 5,2 2023 Present:  Mayor Tristan Harris Vice Mayor Chris Witt Councilmember Marty Rickman Councilmember James Manspile Councilmember James Eubank  Mayor Harris called the October 5, 2023, work session to order at 7:00 p.m. This meeting was held in the Council Room. Town Manager George Hayfield took roll call. With five members of the Council present, Mayor Harris made a motion to amend the agenda to include a closed session at the end oft the meeting with a second from Councilmember Manspile. With no further discussion, the motion was carried out Mayor Harris stated the first item for discussion was Town Park use concerning Mike Montgomeryand  a quorum was established. with a vote of5-0. the WTF.  Councilmember Eubank asked if Mr. Simmons had contacted the Town about the buildings at Councilmember Manspile brought up potential issues for leasing out the buildings ini the park. Vice Mayor Witt stated the Council needs to decide whether1 to open the park for events. The council stated unofficially they would like to open the park for events. Councilmember Manspile stated Town Manager Hayfield needed to start gathering information Vice Mayor Witt stated Mr. Montgomery has the backing of the National Wildlife Turkey Federation (NWTF) fori insurance liability, gambling, food, and alcohol. He does not recommend renting out thet food stands because of health department requirements. Councilmember Manspile stated that VRSA (Virginia Risk Sharing Association) needs to be The council decided to move forward with opening the park for private leasing.  the park. Town Manager Hayfield stated he had not contacted the Town. Vice Mayor Witt explained the reasoning behind past park usage.  on requirements for park usage such as insurance.  contacted to find Town liability for alcohol abuse.  Next item for discussion was the Personal Property Tax Relief.  1    Town Manager Hayfield stated that this involves the Personal Property Tax Relief Act. Councilmember Manspile stated that the Town needs toi find a way to make sure people are registering their personal property in the Town and not just the County. The council recommended the resolution for the Personal Property Tax Relief Act.  Councilmember Manspile stated thisi is done every year. Town Manager Hayfield explained the PPTRA.  The next item for discussion was the Brush Dump.  Town Manager Hayfield stated the Town brush dumpi is almost full and needs to be cleared. Councilmember Manspile stated that Royal Oaks, the company that cleaned it out last time, quoted $12,000.001 this year. That is a $2000.001 increase from last time. Town Manager Hayfield and Councilmember Manspile stated that a new set of rules and The council discussed different possibilities for rules and regulations for the brush dump. The council recommended a resolution for having the brush dump cleaned. The next item for discussion was CHA putting out bids for the sewer project.  regulations need to be set up for brush dump use.  Town Manager Hayfield: stated that the Council needs to have approval to send out the Factory  Flats sewer project for bid.  The council discussed potential issues with the project.  The council recommended a resolution for CHA to start the bidding process.  The next item for discussion was the grant from the department of health.  Thisi is a $250,000.00 grant from the Department of Health fori inventory and testing of all the The council discussed the potential to abandona: 3" galvanized line and attach it onto another  water service lines for lead.  line.  Vice Mayor Witt asked how often this grant is available. Town Manager Hayfield stated that thisi is only fori inventory. The council discussed the potential costs for replacing any lead pipes.  The next item for discussion was the antique fire truck.  Town Manger Hayfield stated the Fire Chief has contacted him about the antique fire truck and what Town wants to do withi it. Ag group at the Transportation Museum wants to look at the The Council discussed sending the truck to Roanoke for them to look at it. Town Manager Hayfield stated that his perception was that if they came and got the truck, the The Council discussed what the Town would do with the truck. The Council recommended asking for a quote to restore thet truck but that it would come back  truck and see what needs to be done to restore it.  truck would stay in Roanoke.  to the Town.  The nexti item for discussion was the portable stage.  2    Councilmember Eubank asked ifTown Manager Hayfield had gotten anyi information from Community Developer Harry Gleason had heard anything from the Ramsey Foundation for the Councilmember Manspile recommended pulling the money from the budget over the next The council discussed finding some local sponsorships and event sponsorships. The council discussed getting rid of the flowers ati the Town Clean Up on October 21. Vice Mayor Witt suggested making a resolution to have the flowers go up on a certain day and  stage. couple years.  The council discussed the cost ofa a new portable stage.  taken down on a certain day.  The next item for discussion was the zoning ordinance updates.  Town Manager Hayfield: stated that a version of the zoning ordinance update from September of 2022 has been found bya a member oft the Planning Commission. He and the Planning Vice Mayor Witt stated that he was under the impression that the revisions were done, and Council was waiting for Town Manager Hayfield to look it over and Council could have a public Vice Mayor Witt stated his unsatisfaction at how the zoning rewrite has been handled. The Council explained the reason for the zoning ordinance rewrite to Town Manager Hayfield.  Commission will bet finishing it upi int the next couple of months.  hearing.  The next item for discussion was the Virginia Forge Building.  Town Manager Hayfield stated that he had contacted the new owner, Mr. Lipscomb, of the Virginia Forge building. The owner did not contact the Town to find out what was allowed in the building per the zoning ordinance. The company that is there currently is not allowed to operate under the current zoning ordinance. Town can amend the type of use or change the The Council discussed what the current business in the building is doing and howi iti is defined Town Manager Hayfield asked if Town is responsible for a property that is noti in Town. The council discussed the noise ordinance for manufacturing and the different zoning Town Manager Hayfield stated he would ber meeting with the current business this week and Vice Mayor Witt stated that the owner needs to decide how to proceed with the zoning issue. Councilmember Manspile stated that there is documentation stating thati ifaz zoning has been changed, when that use is abandoned, the property reverts to its original zoning.  zoning for the building. The Council discussed the possible changes. under zoning regulations. ordinances.  would discuss the noise issue with them.  The next item for discussion was the Water Street Lift Station.  Town Manager Hayfield stated that the repairs were made to the lift station. When VDOT  finished the bridge repairs, the sewer pipes cracked.  3    Councilmember Manspile stated that the agreement with' VDOT stated that any pipe issues were The council recommended Town Manager Hayfield look up the contract with the VDOT  to bet taken care of by' VDOT. contractor and contact them.  Mayor Harris made a motion to goi into closed session for the discussion of items excluded from the Virginia Freedom of Information act section 2.2-3711 personnel matters with a second from Councilmember Manspile. Mayor Harris asked fori further discussion. With no further discussion, the  motion was carried out with a vote of5-0. Closed Session started at 8:55 pm. Closed Session ended at 10:12 pm.  Mayor Harris certified that only matters discussed in the Closed session are exempted fromi the Mayor Harris read al lettert from County citizen Charles Alphin concerning Coastal Crypto. Councilmember Manspile made a motion to adjourn with a second from Vice Mayor Witt. With no  Freedom of Information Act with a roll call vote of5-0.  further discussion, the motion was carried out with a vote of5-0.  Adjournment was 10:16 pm. Respetulysubmittes,  Ploudinv Slump  Claudine! Stump, Clerk  -  Tristan  -  Harris, Mayor  4