18113 Minutes of Council Meeting Buchanan, VA  October 10, 2023 Present:  Mayor Tristan Harris Vice Mayor Chris Witt- came in late Councilmember Manspile Councilmember Marlon Rickman Councilmember. James Eubank  Mayor Harris brought the October 10, 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 tot 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 September: 2023, and the approval of paid bills. Councilmember Manspile made a motion to approve the consent agenda with a second from Councilmember Rickman. Mayor Harris asked fort further discussion. With no further discussion, the agenda was approved with a vote of4-0. Next on the agenda was awards, recognitions, and presentations. Councilmember Rickman and Councilmember Manspile stated the Veterans Banners have been complimented al lot. Caroll Boblett Next on the agenda was citizen comments and petitions regarding agenda items. Charles Alphin of Mt Joy Rd stated he had providedi information to Council and the Town Attorney. He asked for an update on Coastal Crypto and asked about the noise ordinance. Mayor Harris stated Council would touch on  moment of silence was held and the Pledge of Allegiance was recited.  has put a lot of time and effort into this project.  those topics ati the end oft the meeting.  Next on the Agenda was New Business/Action Items/ Public Hearings.  The first action item was Resolution R23-1010-17: AI Resolution Approving a contract by CHA Engineering int the amount of $27,100 to provide comprehensive design and bidding services for the Factory Flats Sanitary Sewer Project ini the Town of Buchanan. Mayor Harris stated that this is the next stepi in the process for1 this project. Councilmember Manspile stated that this will put the sewer line from inl between the entrances for Factory Flats down to the corner of1 15th St.  1    and Main. This will also upgrade the lines for Williams Lane. Councilmember Manspile madea a motion to approve the resolution with a second from Councilmember Eubank. Mayor Harris asked for more discussion. With no further discussion, the resolution carried with a vote of5- The next action item was Resolution R23-1010-18: AI Resolution to Authorize Town of Buchanan Acceptance of $250,000.00 grant from the Virginia Drinking Water State Revolving fund for the Lead Service Inventory Project. Mayor Harris stated this grant provides thet funds to test all the drinking water taps inspected for lead and galvanized pipes and connections. Councilmember Manspile explained what some oft this inventory will entail. The inventory willl let Town know how many if any problems there are, and open up potential grants to fix thei issues. Mayor Harris stated that the inventory has to be done by December 2024. Councilmember Manspile made a motion to approve the resolution with a second from Mayor Harris. Mayor Harris asked for further discussion. With no further discussion, the resolution was approved with a vote of5 5 -0. Vice Mayor Witt recommended reaching out to the Town Attorney to go back to the last water system upgrade contract. Look at the details to seei if the contract was fulfilled or Town The next action item was Resolution R23-1010-19:: Al Resolution Setting the Personal Property Tax Relief Act (PPTRA) Allocation Percentage fort the 2023 Tax' Year. Mayor Harris stated that this has been done every) year since 2006. This is done mainly for vehicles by most municipalities. Councilmember Manspile made a motion to approve the resolution witha second from Councilmember Rickman. MayorHarris asked fori further discussion. With no The next action item was Resolution R23-1010-20:: Al Resolution Approving a contract with Royal Oak Farm in the amount of $12,000.00 to clear Town Brush pile site on Parkway Drive. Councilmember Manspile stated that he told the contractor if there was anything that could not be ground, he would take care ofit. Vice Mayor Witt made a motion to approve the resolution witha a second from Councilmember Manspile. Mayor Harris asked for further discussion. With no further discussion, the resolution was approved with a vote of5-0. Vice Mayor Witt stated that there is discussion of how to regulate what is dumped down there and what size and the possibility of creating a contract citizens would sign acknowledging consequences for improper dumping. Town Clerk Claudine Stump suggested having the camera feed come to Town Hall. The next action item was a request by Botetourt County to use the Town Park on. June 8, 2024 for BOCO Wild outdoor recreational event. Councilmember Manspile stated it is already on the event schedule and should not need approval. Mayor Harris made a motion to make it offiçial for Botetourt County to use the Town Park on. June 8, 2024 with a second from Councilmember Rickman. Mayor Harris asked fort further discussion. With no further discussion, the request  0.  needs to take legal action.  further discussion, the resolution was approved with a vote of 5-0.  was approved with ay vote of5-0. Next on the agenda was the Staff Monthly Reports.  Mayor Harris stated that the Staff monthly reports can be read through from the packet. Town Clerk Stump had not prepared a report. Councilmember Manspile and Mayor Harris highlighted the Town Managers report. Vice Mayor Witt apologized to citizens for misinforming them about the zoning ordinance rewrite. Hel had been given false information. He praised Town Manager Hayfield fori finding the documents. Councilmember Manspile briefly spoke on the Factory Flats  2    project. Vice Mayor Witt suggested using leftover ARPA funds to protect thei infrastructure on  Williams Lane.  Next on the agenda was Citizen Comments and Petitions Regarding Non-Agenda Items.  Mayor Harris stated that Town Manager Hayfield spoke to the owner of the Virginia Forge building. Mayor Harris summarized the discussion between the property owner and Town Manager Hayfield. Mayor Harris stated that Town has a noise ordinance in place. There isa section int the manufacturing: zoning that states nothing is allowed that creates noise pollution thati is detectable by human senses beyond the property other than shipping and receiving trucks. Vice Mayor Witt gave Mr. Alphin some suggestions on how to proceed. Town Manager Hayfield stated the options that were given to the owner andi the business owner. Council Councilmember Manspile requested Town Attorney Puvak be at Council meetings through the The next speaker was. Jesse Burton of 591 Culpepper Ave. Mrs. Burton gave an update on the information she had been given about filling the Gauge Dock. Councilmember Manspile explained why the Gauge dock has not been filled in because of the stop work order given to Town. Councilmember Manspile made recommendations to move the project forward. Councilmember Manspile stated that Towni is using ARPA funds to put stationary generators in to give the Town water: system backup power. Botetourt Countyi is saying that the generators will be put in the flood plain. Councilmember Manspile is working to gett that fixed. Next on the Agenda was upcoming meetings and events. Mayor Harris listed all the upcoming meetings  discussed options for1 fixing thei issue.  rest of the year.  and events.  Next on the Agenda was additional comments.  Councilmember Rickman stated that Mountain Magic in the Fall was well attended. Citizens have commented that Town needs to have more events like it. Councilmember Manspile stated Council is looking into opening the Park to public rental. Vice Mayor Witt explained some of the issues Council is dealing with to facilitate opening the park for rental for private events. Councilmember Manspile thanked Town Manager Hayfield for creating and distributing the Town newsletter introducing himself. Councilmember Manspile thanked Town Clerk Claudine 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.  Stump for keeping the Town running.  Adjournment was at 8:32 pm.  3    espertfulysubmitted,  Claudin Stimp  Claudine Stump, Clerk  Tristan Harris, Mayor  4    Resolution R23-1010-17  B  1811  Atare regular meeting oft the Town Council ofthe' Town ofBuchanan held at the Buchanan Town  Hall ont the 10th day of October, 2023 beginning at 7:00 p.m.:  MEMBERS: Tristan Harris, Mayor Chris Witt, Vice-Mayor James Manspile James Eubank Marlon Rickman  VOTE: YES YES YES YES YES  Al Resolution  Approving a contract by CHA Engineering in the amount of $27,100 to provide comprehensive design and bidding services for the Factory Flats Sanitary Sewer Project in the' Town of Whereas, the Town of Buchanan has a need for engineering, design services and bidding services to complete a sewer line upgrade with the Factory Flats Sanitary Sewer Project; and Whereas, CHA Engineering is the' Town designated civil engineering firm for all engineering matters involving but not limited to water and sewer infrastructure projects; and Now, therefore, bei it resolved that the Town of Buchanan does hereby authorize the Town Manager to sign and execute a contract between the Town ofBuchanan and CHA Engineering, on behalf oft the Town of Buchanan, in order toj provide design and bidding services for the  Buchanan  Factory Flats Sanitary Sewer Project.  AYES: NAYS: ABSENT:  5 0 0    Resolution R23-1010-17  APPROVED:  Mayor  ATTEST:  Cloudiny Town Clerk  Simp    Resolution R23-1010-18  ORH   811  Ataregular meeting oft the Town Council oft the Town ofBuchanan held at the Buchanan Town  Hall on the 10th day ofOctober, 2023 beginning at 7:00 p.m.:  MEMBERS: Tristan Harris, Mayor Chris Witt, Vice-Mayor James Manspile James Eubank Marlon Rickman  VOTE YES YES YES YES YES  Al Resolution  To Authorize Town of Buchanan Acceptance of $250,000 grant from the Virginia Drinking Whereas, the Town of Buchanan has Federal requirement to conduct an inventory ofa all water service lines for residential and commercial properties within Town corporate limits by the end Whereas, that inventory shall assess the existence and extent oflead service lines serving each Now, therefore, be it resolved that the' Town of] Buchanan does hereby authorize the' Town Manager to sign on its behalfand accept this 250,000 grant from the Virginia Drinking Water 1 State Revolving Fund for purpose ofcompleting the mandated Lead Service Linel Inventory  Water State Revolving Fund for the Lead Servicel Inventory Project  ofcalendar year 2024; and  and every household and business within the' Town ofBuchanan.  AYES: NAYS: ABSENT:  5 0 0    Resolution R23-1010-18  APPROVED:  Mayor  ATTEST:  Cloudiu Town Clerk  Suimp    Resolution! R23-1010-19  ORI BUCA  1811  Atar regular meeting ofthe' Town Council ofthe Town ofl Buchanan held at the Buchanan  Town Hall on the 10th day of October 2023 beginning at 7:00 p.m.:  MEMBERS: Tristan Harris, Mayor James Manspile, Vice-Mayor James Eubank Chris Witt Marlon Rickman was adopted:  VOTE: YES YES YES YES YES  Oni motion ofCouncilmember. Manspile, which carried by a vote of5-0, the following  Al Resolution  Setting the Personal Property Tax Relief Act (PPTRA) Allocation Percentage for the 2023' Tax Year  Whereas, pursuant to Virginia Code Section 15.2-2506, the Town of Buchanan has adopted an annual budget and as part ofthe annual budget set the personal property tax Whereas, in accordance with the requirements set forth in Section 58.1-3524 (C)(2) and Section 58.1-3912 (E) oft the Code of Virginia, as amended by Chapterlofthe. Acts of Assembly and as set forthi ini item 503.E (Personal Property Tax Relief Program or PPTRAofChapter. 951 oft the 2005. Acts of Assembly any qualifying vehicle with a taxable situs within the' Town commencing January 1,2006, shall receive personal Whereas, this Resolution is adopted pursuant to amendments to Chapter 21 Taxation of Now, Therefore, Be It Resolved by the Town Council oft the Town of Buchanan as  rate at $0.32 per $100ofassessed valuation; and  property tax relief; and,  the Town of Buchanan Code; and  follows:  1. That tax reliefshall1 be allocated sO as to eliminate personal property taxation for 2. That qualifying personal use vehicles valued at $1,001-$20,000 will be eligible 3. That qualifying personal use vehicles valued at $20,001 or more shall only receive 100% tax relief for the 2023 tax year on the first $20,000 ofvalue; and  qualifying personal use vehicles valued at $1,000 orl less. for 100% tax relief for the 2023 tax year.  1    Resolution R23-1010-19  BUCE  4. That all other vehicles that do not meet the definition of' "qualifying" (for example, including but not limited to, business use vehicles, farm use vehicles, motor homes, etc.), will not be eligible for any form oftax reliefu under this 5. That the percentage applied to the categories of qualifying personal use vehicles are estimated fully to use all available PPTRA funds allocated to the' Town of 6. That this Resolution shall be effective from and after the date ofi its adoption.  program.  Buchanan by the Commonwealth of Virginia.  AYES: NAYES: ABSENT: APPROVED: E  5 0 0  Mayor  ATTEST: Town Clerk  Cloudias Sump)  2    Resolution R23-1010-20  a  1811  Atar regular meeting oft the Town Council ofthe' Town of] Buchanan held at the Buchanan Town  Hall on the 10th day of October, 2023 beginning at 7:00 p.m.:  MEMBERS: Tristan Harris, Mayor Chris Witt, Vice-Mayor James Manspile James Eubank Marlon Rickman  VOTE: YES YES YES YES YES  A Resolution site on Parkway Drive  Approving a contract with Royal Oak Farm in the amount of $12,000 to clear Town brush pile Whereas, the Town of Buchanan has ai need to clear the Town brush pile site which has reached Whereas, Royal Oak Farm has been contracted to complete clearing oft the' Town brush pile site ini recent years and has been shown to be qualified and efficient in completing the site clearing of Now, therefore, bei it resolved that the Town of Buchanan does hereby authorize the Town Manager to sign and execute a contract between the Town ofBuchanan and Royal Oak Farm, on behalfofthe' Town ofBuchanan, in order to complete the clearing oft the Town Brush pile site on  near full capacity limit; and  this Town property.; and  Parkway Drive. AYES: NAYS: ABSENT:  5 0 0    Resolution R23-1010-20  APPROVED:  Mayor  ATTEST:  Claudia Town Clerk  Stimp