BUCA  1811 Buchanan, VA  Minutes of Combined Council Meeting and Work Session  October: 12, 2021 Present:  Mayor Craig Bryant Vice-Mayor. James Manspile Councilmember Marlon Rickman Councilmember Chris Witt Councilmember Chris Petty  Attending: 6citizens, Sheriff Matt Ward, Board of Supervisors member Amy' White, 21 Town  employees  Mayor Craig Bryant called the October 12, 2021 Council meeting to order at 7:00 p.m. This meeting was heldi in the Council Chambers. Town Manager Susan McCulloch took roll call. With five councilmembers present, a quorum was established. Amoment of silence was held and allt that were present stated the The first item of business was to consider approval of the September 2021 Financial Report, unpaid bills, and approval of the Council minutes from the September 2, 2021 Work Session, the September 13, 2021 Regular Council Meeting, and the Special Called Closed Session September 30, 2021. A motion for approval for alli items under consent agenda was made by' Vice Mayor Manspile, with a second from Councilmember Witt. With no further discussion, the motion carried with a vote of5-0. Next on the agenda was Awards, Recognitions, and presentations. Mr. Billl Price presented a piece of glass recovered at ground zero on September: 11, 2001 toi the Town. Mr. Price's charity gave the glass as at thank you for supporting the 9/11 Memorial Walk. Mayor Bryant thanked Mr. Pricei for the gift. Pictures weret taken of Council with Mr. Price. Mayor Bryant asked' Town Manager Susan McCulloch to put something together fort the Fincastle Herald. Mayor Bryant suggested statements from Council Next on the agenda was to hear citizen comments and petitions regarding agenda items. No one had Next on the agenda was New Business/Action Items/Public Hearings. First item of business was Sheriff Matt Ward giving his quarterly report. Sheriff Ward stated that he doesn'ti think the Town of Buchanan is going to be listed as one oft the top deadliest Towns. Sheriff Ward: stated that from May to September there were 32i incidences in Town. The Vice Mayor's wife has done a great job at geo fencing the calls to  Pledge of Allegiance.  about what 9/11 means to each Councilmember.  signed upt to speak.  1    justt the Town of Buchanan. Sheriff Ward stated that oft the 32i incidences, 81 to 10oft those calls were informational reports. Informational reports do not reach the level ofa a crime, but are something that is unusual that we want to make others aware of thei issue. For example, a vulture was stuck int the soccer net at Buchanan Elementary. Sheriff Ward stated there were a couple mental health issue calls, a couple thefts, one ofwhich was the water system tampering, ani arrest warrant from Rockbridge County gave false information to LEO, and typical drunkenness calls and domestic violence calls. Sheriff Ward stated that the Sheriff's Department continues to address speeding complaints. There isagrant out for the stealth staff that is radari that you put ona a pole that takes an indiscriminate reading oft the actual reading oftraffic speeds 501 that we have actual data to know ift there is a speeding problem. Hopefully we willl have that int the near future, The purchase comes out of the DMV grant money and that process can take some time. Sheriff Ward stated that his department continues to address speeding issues on Lowe Street, which is a continual thing because it is heavily traveled. The speeding issues on Boyd Street and Culpepper Avenue are being addressed as well. The speed trailer was placed there for deterrence and observation. David Moyer, the Traffic Safety DMV Coordinator has contacted' VDOTI in reference to the speed limit signs on Culpepper or Boyd. The Town is going to have to reach out to' VDOT to make sure that the speed study is being done. Sheriff Ward: stated that the Sheriff presence in Town may be down because there have been seven resignations this month. That is almost one quarter of the deputies the County has on patrol. Sheriff Ward: stated that he attributes this to generational issues. This generation is not career minded; the average length ofe employment is 3to! 5 years. Al lot are not happy with the environment and direction the state is moving towards lawe enforcement. All seven of the resigning deputies are getting out of law enforcement all together. Sheriff Ward stated that the Sheriff's contract has not been addressed. Ifthe Town wishes to continue the contract, that goes to the County. Sheriff Ward stated that whether there is a contract or not, Town of Buchanan will continue to receive services. Please reach out ift there are any concerns. Mayor Bryant thanked Sheriff Ward for bringing the report to Council. Town Council appreciates the responsiveness of Sheriff Ward and giving the report of whati is going on in the Town. Councilmember Rickman stated that with all the events going on in1 Town, the Sheriff's Department has provided excellent service to the Town. Mayor Bryant asked ifa anyone had any questions for Sheriff Ward. Vice Mayor Manspile statedi that he was nots sure if this was al law enforcement issue, but Glasgow has signs upt that state Town Wide Speed Limit is 25 unless otherwise posted. Sheriff Ward stated that he has seen these signs, but thatt he would have to research the language int the County code to see whati it specifies. Even in contacting VDOT about the speed limit signs for Boyd and Culpepper, there is specific language in the County Codet that addresses the distance between signs, and how many signs can bei in a certain area. SheriffWard: stated that the Town warning signs are like yellow signs, they are not enforceable. Sheriff Ward stated that someone The next item fort business was the Council Leadership Discussion. Mayor Bryant stated that this item comes from work that has been done recentlyi in a closed session. The Town and the Town Council are heading into six months witha a new Town Manager, as well as recovering from a global pandemic, and having to adjust to new laws and regulations that affect eveni the smallest Towns. With that being said, Council met to discuss leadership and how we can position Council and the Town to allowf for the Town Manager and staff to appropriately: and effectively carry out the policies and procedures that are set forth by Town Council. Mayor Bryant stated that Town Council's job ist to develop and set policy. Town staff through the Town Manager's office are to carry out those policies, procedures, and daily operations. Mayor Bryant stated that in order to do that, Council hasi in front oft them, a resolution that  with more jurisprudence would have to answer that question.  2    outlines Cound'scommitment to maintain the governance of our Town from today moving forward. Mayor Bryant then read Resolution R21-1012-01, A Resolution Concerning Town Operation and Communication. Mayor Bryant askedi for any discussion. Vice Mayor Manspile asked for clarificationon number 4 of1 the resolution. The wording may be used to cause an issue. What are the limited circumstances for contact between Councilmembers. and" Town employees? There should bea consensus of the Councimembers as to what the circumstances are, so that no employees are caughti in al loophole. Vice Mayor Manspile stated that can be worked outi ina al Work Session at a later date. Vice Mayor Manspile made ar motion to approve the Resolution with a second from Councilmember Petty. Mayor Bryant stated that there is a motion to accept the resolution with some discussion at al later work session as to what limited circumstances means, Town Attorney Puvak stated that the wording is done so that the expectation ist the rule, but we are leaving open the possibility that there might be communication needed thati isi inconsistent with the general rule. Ito can be reworded however you want, but there is no possible way to renumerate every: situation. Vice Mayor Manspile stated that there is no way tol list alli the possibilities, but he would like to have some general ideas of things that have come upi in the past. Town. Attorney Puvak: stated that you have to use reasonable judgement when you see the limited circumstances wording. Mayor Bryant stated that the proposal is not to reword the resolution, but to understand what constitutes al limited circumstance. Vice Mayor Manspile stated that this is a progressive document that willl have to be revisited when the rules need to be changed. Mayor Bryant stated that there is a motion and a second, and asked for further discussion. Vice Mayor Manspile stated that he has hadi it with all the mouth and everything else that is going on around here. He is not going anywhere because the citizens of this Town voted him to Council, but effective tonight, hei is resigning as' Vice Mayor. When he leaves as Vice Mayor, he takes 2 dump trucks, dozers, loaders, tractors, anda all of his personal equipment. Councilmember Manspile stated that he would do the luminaries and Christmas tree lighting because this willl bel his 29th year putting it up, but everything else, the midnight calls for sewera and water, he would no longer answer. Councilmember Manspile gave Town Manager McCulloch the Town credit card, and the public works report stating they were hers now. Town Manager McCulloch thanked Councilmember Manspile. Mayor Bryant stated that the Vice Mayor position was now vaçant and asked the Council to move forward and fill the Vice Mayor role tonight. For the public's knowledge the Vice Mayor position is to bei implemented in the event that the Mayori is nota able to preside over the Council meetings. Also, further down the chain of command, ift there isa dispute, the Vice Mayor can be used to help resolve that dispute. Mayor Bryant asked ifa anyone would volunteer themselves for the role of Vice Mayor. Councilmember Witts stated that he volunteered himself for the role of Vice Mayor. Mayor Bryant asked ifa anyone else would like to volunteer. No one else volunteered. Mayor Bryant made a motion to accept Councimember Witt as the Viçe Mayor with as second from Councilmember Manspile. Mayor Bryant asked fort further discussion. With no further discussion, the motion carried with a vote of! 5-0. Next on the Agenda was Committee Reports. Mayor Bryant asked Town Manager McCulloch to give the committee reports. Town Manager McCulloch started withi the Special Events Committee. The Town just held its Mountain Magici in the Fall event that was well attended despite several other similar events happening in the area. Town Manager McCulloch stated that it was not al huge fund raiser, but more a community enjoyment event. Upcoming events are listed ont the Agenda with several Christmas events listed. Wel have an ambassador for1 the parade, Ms. Pat Brooks from thel Hair Affair has been recruiting  With no further discussion, the resolution was adopted with a vote of5-0.  3    people toj joini ini the parade and has sponsored ribbons for the children'sp parade as well. Next was the Planning Commission. Vice Mayor Witt stated that the Planning Commission has finished going through the Town Code. What that means is that code has been seen and discussed in group format by the Commission. Currently" Town Staff is making sure ofwording, transcribing notes, researching, comparing to other Municipals in the area, and deciding what penalties would be on violations. Vice Mayor Witt stated that after that is completed, the next step would be a publicl hearing. He asked if Council would likei to see a rough draft before it goes public. Mayor Bryant stated that would bel best. The next committee was Public Safety. Town Manager McCulloch: stated that itl has been quiet. Shei is going to contact the officeri in charge of the inmates and1 they will: start painting the curbs fort the Town. Town has already purchased the paint, and public works will prepi the area prior to painting. Town Manager McCulloch stated that the officer did reach out and said that mowing season is over, andi the inmates are now available to work for the Town and help our citizens. Councilmember Manspile stated that the street light across from thei firehouse went out this morning. The brush needs to be cut at Reid'sTowing so the photo celli is clear. The lights ont thei bridge are: staying on until late morning. Councilmember Rickman stated that the crosswalk on Lowe Street has been completed and looks very nice. Town Manager McCulloch: stated that the contractor found a man hole while completing the crossv walk. Next was the Public Works report. Town Manager McCulloch stated that there were 6 water cut-offs, 6 cut on, Obreaks, 21 repairs for water, and 4 water meters were replaced that were reading backwards. There was 1 sewer backup, no breaks, no repairs, there was a main lift station with a valve issue, and there was a water leak at the Town Park that was fixed quickly. There were 19 Miss Utility tickets, 7 meter-reader inserts replaced, and allt the sidewalks were repaired by SCI Rossi. Mayor Bryant asked if there were any questions. Vice Mayor Witt stated that iti is getting colder, he asked if the meters were going to be insulated this year. Frozen meters have been an issue for the Town, himself included, in the past. Vice Mayor Witt stated that since this is Town Manager McCulloch's first winter here, he wanted to make her aware oft thei issue. Councilmember Manspile stated there isa al list of meters that have had trouble in the past. Town Manager McCulloch stated that Public Works supervisor Billy Eaglei is working ont thel list. Councilmember Manspile stated that the warranty period on the water meters needs to be checked. The meters reading backwards may be covered under warranty. Al lot of meters were changed Next on1 the agenda was Citizen Commentsand Petitions Regarding Non-Agenda Items. Gary Manspile of 20578 Main Street, Buchanan, VA. Mr. Manspile stated that hel had been int the Council Meeting four months ago. He asked Mayor Bryant if he remembered what Mr. Manspile asked him ati that meeting. Mayor Bryant stated that he did remember. Mr. Manspile asked if Council has looked intoit. Mayor Bryant stated: that Council has started to look into the matter. Mr. Manspile stated that something needs to be done. Mr. Manspile and Counciimember Manspile have cleaned up 4 houses. He has cleaned up 2 and Councilmember Manspile has cleaned up 2. Now, the Town needs to looki into it and get these abandoned houses cleaned up. Mr. Manspile stated that the Town needs to take care ofi it, we  from one location to another when the meters were freezing.  have helped you enough.  Next on the agenda was Additional Comments. There were no additional comments.  Next on the agenda was Upcoming Meetings and Events. Mayor Bryant stated all the events were listed  ont the agenda.  4    Next on the agenda was Adjournment Until After Work Session. Councilmember Manspile made the motion to adjourn with a second made by Councilmember Witt. With no further discussion, the motion  was approved 5-0.  Adjournment until after the Work Session was at 7:39pm.  Mayor Bryant called the meeting back into session at 7:45 pm. All Councilmembers were: stillp present, and a quorum was established. Mayor Bryant statedi that there would be no more public comment for the night, and he would forego reading the rules for meetings as everyone present had heard them at prior meetings. Mayor Bryant stated this is just for Council to talk through and discuss whati is on the First on the Agenda was the Gauge Dock Update by Mike Burton. Mayor Bryant asked ift there was any information that Council should be looking at. Town Manager McCulloch handed out gauge dock information documents. Mayor Bryant stated there was a Gauge Dock Plan Expectation document, and aschematic. Mike Burton of 591 Culpepper Ave thanked Council fori inviting them to speak, and Steve Davis of 5991 Hardbarger Rd. spoke tot the Council. Mr. Burton stated that the schematic was created by Carmeuse for the Gauge Dock project witha quote. This isa a representation of what the Gauge Dock Committee hopes to accomplish. Moving forward to the Gauge Dock Plan Expectations, the Gauge Dock committee agrees with all the expectations except fori the last one. Mr. Burton stated that he needed to update Council on1 two things, one is the Contractor. The Gauge Dock Committee has found a contractor to dot the job. Mr. Burton stated that they arei in the process of getting a drawn-up plan from the contractor. The second update, is thet time frame fort the walkway. There is as sixty-day time limit, and we are, going to attempt to doi it alli in the sixty-day time frame, but there are: some things we need to discuss with Council. Mr. Burton: stated that some things are noti int their control to meet that sixty-day deadline. Mr. Burton stated that the committee is not certain how longi it will take to fill in the gauge dock. Ifiti isn't done quickly, it willl bel harder to make the sixty-day time frame. Mr. Burton stated that the contractor's work load and schedule is unknown at this time. It may take some time for the contractor to start this project. Mr. Burton stated that weather could be ai factor in completing the project. Lastly, is money. Mr. Burton: stated that the Gauge Dock committee had nots startedi fund raising yet because the agreement had not been completed with the Town. The committee will: start fundraising immediately as soon as ani agreement with the Town is made. Ifthe Council is okay with the agreement, the Gauge Dock Committee will starti immediately, but there is no way of knowing how long it will take to raise thei funds to complete the project. Mr. Burton asked Mr. Davis if hel had anything to add. Mr. Davis stated that they do not anticipate the pandemic causing an issue. The committee understands the spirit of getting the project done in sixty days after the gauge docki is filled, but there are circumstances' that are noti int the committee's control. Mr. Davis: stated that the Committee cannot plan because there is no exact date for the Gauge Dock to be filled by the Town, or the ground has settled: sufficiently for1 the work1 to begin. Mr. Davis stated that everyone is on the same page, but there are circumstances that no one can control that may inhibit the sixty-day time frame. Mr. Burton: stated that the Gauge Dock Committee objects to is the parking. Mr. Burton stated that the areal is not being used for parking now. The weekends with the kayakers, and the Carnival during the summer, there is no need to use this area for parking. The flea market has offered to have people park there and be shuttled tot the Town Parki if needed. The Committee's main concern is the danger to what is being erected at the Gauge Dock. There isa al lot ofe effort and money being put into the pathway and signs for the Gauge Dock. The area could bel heavily damaged by a vehicle. Mr. Burton stated that they Gauge Dock  agenda.  5    Committee is going to raise money to maintain the Gauge Dock, and doesn't want the money raised for maintenance to have to be used for damage done by vehicles. Mr. Burton stated1 that ift there is an event where the parkingi is needed, there can be al barrier erected around the walking path and actual gauge dock. Mr. Davis stated that the document is more thorough than what isi being summarized here, and as soona as the Council agrees, the Committee can move forward with letting the public know and start fundraising. Mr. Burton asked if there were any questions from Council. Town Manager Susan McCulloch stated that the document is missing the explanation of each item 1 through 8. Town Manager will make suret to email each Council member a copy from her phone. Vice Mayor Witt asked if the Town has at time line on filling int the Gauge Dock. Town Manager McCulloch stated therei is nota time line at this time. Vice Mayor Witt stated that the last time he drove byi it was half to three-quarters full compared to last year. Councilmember Manspile stated that public works has been working on the outlet end toward the river gettingi it filled and graded. That would help keep ther river out oft the Gauge Dock, especiallyi if the river floods. Vice Mayor Manspile stated that dirt needs tol be worked between the top oft the excavation and the rock wall around the perimeter of the Gauge dock. That way, material can be brought in to fill the Gauge Dock without damaging the structure. Mr. Burton stated that he assumes that Town willl have the documents drawn up for the Gauge Dock Committee to sign. Vice Mayor Witt stated that the Town Attorney will probably draw up the waiver. He thanked Mr. Burton and Mr. Davis for the presentation, andi told them they could have a seat and Council would direct their questionsi toi them. Mayor Bryant stated that to recap for Council, you are asking Councili to considerthe flexibility oft the 60-day time limit, which is al legitimate request because of the unknowns on the Town's side as well, the Town's: stance on the parking, and the next step. Mayor Bryant stated that the work needs to be done by volunteers and the contractor, but wei also want to be cognizant ofo our commitment of limiting the use of tax payer funds for this project. Mayor Bryant asked ifthe Committee needed Town Councili to provide some type ofs support fori thet fundraising, or tot transition some of the work to volunteers. Mr. Burton stated that right now, the priority is to get the Gauge Dock filled. The Gauge Dock Committee will proceed with the fundraising. Oncei the Gauge Docki isi filled, and the Committee has the plans from the contractor, meet with Council again to look at what is recommended to move forward. Mr. Burton stated that Town Council had previously stated that Town would help with some oft the excavation and overseeing what needs to be done. Mayor Bryant stated that we have to be careful with Council's wishes of limiting Town staff dedicating time to this project. Town would prefer that the majority oft this project be done by the Gauge Dock Committee. Mayor Bryant asked if Council wanted to discuss this tonight or do something different. Vice Mayor Witt stated that he would like to talk about it. Councilmember Manspile asked about the calculations on the schematic for square footage figured up with depth, volume, gravel density and tons, what is that calculation? Mrs.. Jesse Burton stated that ist fora ai three-foot wide pathway that Carmeuse is going to donate the crush and run gravel. Now, the Committee is looking ata a four-foot-wide pathway because of the Americans with Disabilities Act. Mr. Burton stated that the contractor suggested making the path four feet sO that people can walk side-by-side. Mrs. Burton stated that Carmeuse offered to dot the schematic, that it was done on a $12,000.00 instrument, nota al hand-held GPS. This is wonderful for future reference, since the Gauge Dock will be buried, to have the exact coordinates fori the Gauge Dock. Mayor Bryant stated that ifit will help with the sixty-day time frame, the pathway will need tol be completed within an agreed upon time frame, once the Town has the Gauge Dock has beeni filled in. Councilmember Manspile stated that the biggest obstacle is not doing the work, iti ist finding the material and where you will geti it. Unless we are going to dig out the reservoir out on Carson Hill, the Town does  6    not have the material tot fill the Gauge Dock. Right now, all the material in Towni is wet, material won't slide out of the dump trucks. It would be best to wait until cold weather and things have started freezing up. Councilmember Manspile stated that the Gauge Dock Committee has presented a good plan to Council, other than ai few technicalities that need to be worked out. Town gettingi it toi the point of being filled, unless iti is packed withar roller, which you don'twant to do with that structure, it will take a yeara and al half to two years for the material to settle. That is barring any flooding from the river. Councilmember Manspile stated thati int the project and Town's best interest, put a 12-to-18-inch layer of clay on the top and pack it to help with erosion in case off flooding. Mr. Burton asked ifthere should be a delay to allow fors settling before the pathwayi is installed. Councilmember Manspile stated that he felt that would be neçessary to delayt the path. Dump trucks will tear the path upt filling the Gauge Dock. Vice Mayor Witt stated in reference to number 8, he was under thei impression that thet time frame for completion of work was not 60 days immediately following when the Town had finished its parti in the project, but 60 daysf from start to finish on any work once it is started after the Town hadi finished. Vice Mayor Witt stated that the 60-day time frame should be kept for when the contractor comes in and starts construction: sO that there isn'tongoing construction fora an unlimited amount of time. Vice Mayor Witt askedi if the Town can reach out to' VDOT about for material to fill the Gauge Dock. Councilmember Manspile stated that VDOT has to approve the site. Mayor Bryant asked Town Manager McCullochto reach out to' VDOTabout the fill material. Mayor Bryant stated that Vice Mayor Witt's pointi ist that once the Town has finished its part, the Gauge Dock Committee will be contacted and told they have 60 days to complete the project. Vice Mayor Witt stated that if1 Town could give the Gauge Dock committee an estimate of when the Town would have the Gauge Dock filled, the Committee could start fundraising, and let the contractor take al look at ita and start preparing. Mayor Bryant asked Councilmember Pettyi if he had anything to add. Councilmember Petty asked if Carmeuse had been asked about fill material. Mr. Davis: stated that Carmeuse uses all of their fill material for reclamation, that they could use more fill material themselves. Councilmember Manspile stated that he and Town Manager McCulloch had previously discussed Town Manager McCulloch getting clarification on what material can be used to fill the Gauge Dock. People are complaining: about what has been put in the Gauge Dock. Town needs to know if the same material that came out of the Gauge Dock can be used toi fill the Gauge Dock, orif other material can be used. IfTown can use the same material that came out oft the Gauge Dock, people should stop complaining because when the Gauge Dock was dug out asphalt, concrete, boulders, brick and pipe were dug out oft the Gauge Dock. The Gauge Dock was used as the Town dumpi fory years for that type of material. Councilmember Manspile stated that every piece of concrete that can be used, as long asi iti isi installed correctly, means less fill dirt willl be needed. Vice Mayor Witt stated that the bigger and heavier the less likely it will wash awayi ina at flood. Mayor Bryant asked Councilmember Rickmani if hel had anything to add. Councilmember Rickman had nothing to add. Mayor Bryant asked for any thoughts on the proposal for when the contractor is ready to start, the contractor really needs tot finish in 60 days. Vice Mayor Witt stated that once Town has completed filling the Gauge Dock, thei filll has settled, the contractor has stated they can start, the contractor has 60 days to complete work. The question is whati is an acceptable time between Town finishing and the contractor. starting. Vice Mayor Witt stated that his recommendation is aftert the Towni finishes filling the Gauge Dock, give the Gauge Dock Committee the green light, have a six-month settling period fort the fill material, and then 60 days fort the contractor to complete the project. Councilmember Pettys stated that seems fair enough. Mayor Bryant asked Town Manager McCulloch to work with Mr. Burton on the verbiage oft the agreement. Mayor Bryant stated that this project isn'tgoing to be completed overnight. There ist time to work out  7    the agreement. Mayor Bryant askedi ifVice Mayor Witt is suggesting putting ai time line on when Town will have the Gauge Dock filled. He would not puta at time line on when the Town will have the Gauge Docki filled because oft the many differenti factors involved. Vice Mayor Witt stated that it would be great to give them at time line, but asa Councilmember, the Town doesn't need tol bel bound to at time line. But, inc orderi for the Gauge Dock Committee to start their fundraising, and have a contractor look at the project, Town needs to give them a date eveni ifitis way out. Mayor Bryant stated that he is more comfortable giving the Gauge Dock committee the commitment to start their fundraising and start that process without a deadline or timei frame of having the Gauge Dock filled. Mayor Bryant stated that hel likes the 61 month and 60 days once the Gauge Docki is filled. Councilmember Manspile stated that he agrees with once the Gauge Docki is filled, the 6-month settling and 60 days to complete the project. This is goingt to havet tol be reviewed as the Town makes progress ont the project. Councimember Manspile stated that each time this project is discussed, the scope of1 the project has gotten bigger. The last public discussion the corners oft the Gauge Dock were going to be marked. Now, there is going tol be a path around the Gauge Dock. Town had been at the point of marking the corners and putting upa a kiosk because Carmeuse was donating the stone to mark the corners. Council knows that the Town has a parking issue ini this Town, especially ati the boat ramp. Once the Gauge Dock ist filled in, there willl be a push for more parking. The hard parti is going to be getting the Gauge Dock filled. The way prices are going upi fori fuel will affect the fundraising by the Gauge Dock committee. Councilmember Manspile stated that everyone is going up on prices to use equipment. He personally has gone up $2.50 per ton for hauling rock. Councilmember Rickman stated that the Gauge dock willl have to be cordoned off to keep people from parking there once the project is completed. Vice Mayor Witt asked Mr. Burton with whati is being discussed with thet time line, will giving a 6-month window upon completion off filling the Gauge Docki ing give the Gauge Dock Committee time tos starti their part oft the project? Mr. Burton stated that it willi take longer tot filli in the Dock thani the Committee had anticipated. He suggests thati if Council likes the plan, and has to take time to consider howi the Dock will bet filled and start the process of filling the Gauge Dock, let the Gauge Dock Committee start fundraising now. Vice Mayor Witt asked what the Gauge Dock Committee needs from Council in order to start fundraising. Mr. Burton stated that Council needs to comei to an agreement with the Gauge Dock Committee about the project and the verbiage of the agreement seti forthi fort the project. The Committee will stay in touch with Town Manager Susan McCulloch to keep abreast of progress. Mayor Bryant stated that the parking needs to be discussed. He stated that Councilmember Rickman suggested putting a cable around the area. Councilmember Rickman stated that ift that much money is being put in the project, parking shouldn't be allowed on it. Vice Mayor Witt stated that as a reminder to Council, Council has had al hands-off approachi towards the Gauge Dock, whether to make itas site or parking. We put that out, had a committee created, they are the ones that went outi to the citizens, came up with a plan, and the only ones who have spoken up about what to do with the Gauge dock. Vice Mayor Witt stated that as far as he is concerned, the citizens have spoken, and they want al historical site. He knows that we arel hurting for parking in Town, especially at the boat ramp, but the results oft the committee that Council requested be created: so that Council had no input, was the citizens want al historical site. Vice Mayor Witt stated that needs to be kept in mind when considering parking. Councilmember Manspile stated keep the parking off ofit. Mayor Bryant stated he agreed with keeping parking off ofit. Councilmember Manspile stated that when you geti into the maintenance and upkeep oft the Gauge Dock, the Gauge Docki is on Town property. There needs to be a public meeting held to get citizen input on the project. The plans have been presented to Council bya a small percentage oft the community, but before we change how" Town  8    property is used and who is going to maintain a designated area, the citizens should have input! before the project is started. Councilmember Manspile stated thati if we dot this with a separate group maintaining the Gauge Dock, that the Town is not int the situation where the Town has to fight with the Committee about who hasi to payt for maintenance. The Gauge Dock will have tol have perpetual care, and will have the same vandalism issues as the Town Park. Mayor Bryant stated that for the parking issue, Council is amenable to removing that as part oft the expectations that were outlined. Vice Mayor Witt stated that to go along with Councilmember Manspile, add on tot the expectations that as long as the Gauge Dock Committee maintains the Gauge Dock with their funds, there will be no parking on the Gauge Dock. Ifat some point the Committee has no funds, or has dissoived, andi the Gauge Docki is falling into as state of disrepair, and the Town becomes responsible for upkeep, the Town reserves the right tot treat the Gauge Dock as usable parking space. Mayor Bryant stated that before Council starts this project, there needs to be a public meeting where the decision can be made with votes. We need to understand and clarify the intermingling oft the public/private relationship. Meaning the standards that the Town and the private organization are working together with needs to be clarified and outlined. Vice Mayor Witt stated that inl his opinion, this project is like the Lions Club donating a park! bench ora memorial of someone tot the Town. Itisal beautification project that is an addition to the Town Park area. As fara as the liabilities, that goes back to signing the liability waiver. Mayor Bryant stated that as a recap, Council has discussed and agreed about the timeline, majority of Council in concept isi in agreement to not allow parking, and allow the Committee to start fund raising as soon as thet foundation of the public/ / private relationshipi is clarified and outlined. Mayor Bryant stated that Town Attorney Puvak, Town Manager McCulloch, and VML may be able to clarify and outline this Town/ private party project is located on Town property, and telling Council what the next stepi is. Thei issue ofi insurance needs to be addressed as well. Mrs. Burton stated that. Joe Obenschain is working on the non-profit, so he would need to sit in on that as well. Mayor Bryant stated that council has not givent the go ahead with thet fundraising and other aspects of the project. Council has steps they need to take to get public input, and because iti is on Town property: as well. Vice Mayor Witt stated that as soon as there isa finalized draft of the expectations, Councilmember Manspile is right, there needs to be an open forum on what the Town's plans are fort the Gauge Dock. The time for discussion and plans was last year when the Gauge Dock Committee wasi formed. Vice Mayor Witt stated that you can't please everyone, ify you make 509 % of the people happy iti isa a good day; but this definitely needs to be presented to the citizens - oft the Town, if possible, byt the end of this year to show the progress that has been made. Mayor Bryant asked ifa any oft the other Agenda items could be tabled to the next work session. Town Manager McCulloch stated the ARPA funds discussion could be tabled until Mr. Hudgins of CHA could give the presentation since that would help decide how the majority of the ARPA funds would be spent. Councilmember Manspile stated that the Citizen's Request to Reopen Access on 3rd Street could be tabled, Southview has been an issue for the Town for several years, 3rd Street only a month or two. Mayor Bryant asked ift the Carnival Funds Discussion could be tabled. Town Manager McCulloch stated that Town had spent some of the Carnival funds on Resolution R21-0913-03, but the rest ofthe discussion could be tabled. Mayor Bryant stated that it would be nice to do thel budget update tonight, and the Bridge Repair Discussion. Vice Mayor Witt asked if the Update Regarding Bridge Traffic Maintenance Plan During Repairs would bet faster. Mayor Bryant stated that since there were citizens there, they would probably rather here about the budget. Councilmember Manspile stated that the  Bridge Repair could be tabled, Town is still getting information from VDOT.  9    Next was the Budget Update. Town Manager McCulloch stated that she had looked at what former Town Manager. Jason Tyree had done last year, hes summarized the occupancyt taxi information. There are four businesses that report occupancy. One didn't report and one had low occupancy due to COVID restrictions. The average occupancy is down by $233.46, iti is less than last year by about $200.00. Town Manager McCulloch stated that is nota al lot oft the Town's income, but since it was covered last year, she wanted to bringi it up. There are nine restaurants reporting meals tax. The meals tax revenue was about $10,000.001 for July, August, and September. The water and sewer revenue, is higher in the water and loweri in the sewer. Town Manager McCulloch stated that the increase in water has been attributed to the change from the: 10% penalty to the $20.00 charge forl late payment. Thet total water and sewer are trending the same as last year, it is lower than 2019. Town Manager McCulloch stated that the biggest change in water and sewer that is a concern is contracting out to Inboden versus Petrus. Town is spending more on the contract with Inboden than Petrus, however they are doing more work for us that they could charge us for, but they are not. Inboden is fixing pumps, cleaning out things, and fixing air leaks. Inbodeni is doing deferred maintenance left from Petrus. Town Manager McCulloch stated that event though Town is paying more, Inboden is helping us stay ahead of issues. Petrus would band aid everything until it was at terrible issue. The budget for Petrusi for June and. July was $10,000.00 per month, but Towni is paying almost $15,000.00 per month for Inboden. The deficit is about $4780.00, but when youi figure ini the partial monthi for July, there is a $52,590.23 deficit. Town Manager McCulloch stated that we figured out that we have underbudgeted in some areas, so Town will be about $28,000.00 over budget for1 the operating contract if we: stay with Inboden until June 30, 2022. But, as of now, we are in the green $32,145.00 in the utility fund. Town Manager McCulloch stated that there is nota al lot budgeted for equipment. That was done on purpose because the ARPA funds can be used to purchase equipment. ARPA funds may be used to offset some of the other expenses in water and sewer, not operating expenses. Town Manager McCulloch asked if there were any questions. Councilmember Manspile stated that once thei insurance for Town employees has been decided on, the water and wastewater can be operated by two employees cheaper than what Town is paying Inboden. That was known going into the Inboden contract. Last year, staff wasi instructed to do a comprehensive review on insurance. Councilmember Manspile stated that when the Town looked intol hiring an operator fort the wastewater plant, the operator would have had to pay around. $3,000.00ar monthi to add their spouse to the plan. That is not feasible. Councilmember Manspile stated that he did not know what had been done about the insurance review. Town Manager McCulloch stated that she could answer that question. Vice Mayor Manspile stated that Inboden is doing an excellent jobi for the Town. Av whole lot of what Town Manager McCulloch stated that Inboden is doing is the operator's responsibility to doi ifyoul have the right operator. Councilmember Manspile stated that maintenance of thei facility is the operator's responsibility, and the Town was not getting that from Petrus. Councilmember Manspile stated that Town willl be starting next budget review in the red. The discussion of bringing on two employees will be done in closed session under personnel matters after what has gone on here. Councilmember Manspile statedi that ify you are looking for cost savings, ift thei insurance is changed, bring iti in house with two employees and they can! help with other things in' Town. IfTown stays the contractor route, Councilmember Manspile believes Inboden is the best contractorthat the Town can hiret for thej job. But, like anything, no one does anything for free. Mayor Bryant asked" Town Manager McCulloch ifs she had anything to add. Town Manager McCulloch: stated that shel has received quotes fori insurance from Local Choice, one of the insurance providers used by other localities such as Scottsville. They gave quotes on individual, employee + 1, and employee + family. Town Manager  10    McCulloch has also asked for quotes from Farm Bureau and Our Insurance Options across the street. The Town's insurance rolls overi in March. Hopefully we willl have three packages to looka at before then. Town Manager McCulloch: stated that she tried five insurance companies, but two dor not provide insurance in' Virginia. Hopefully by! March, we can switch over to a different plan. Right now, Town is paying $1,000.00 per month per employee. Thati is al lot of money. Councilmember Manspile stated that insurance review is not something the Town has done. Thei insurance was rolled over to Farm Bureau when Mrs. Harlow left. Insurance has not been discussed since 2017. Councilmember Manspile stated that the way health care and insurance changes yearly, it is hard to keep up. Councilmember Rickman statedi that Our Insurance Options does a goodj job. Mayor Bryant asked" Town Manager McCulloch if she had anything else for the budget review. Vice Mayor Witt asked if the ARPA1 funds could be used fort the budget deficit caused by the contract with Inboden. Town Manager McCulloch stated that it could not be used to payt the contract with Inboden or day to day maintenance, but it can be used to purchase equipment to maintain the water and: sewer which Town has been doing. Town has purchased about $3,000.00 of supplies. If we need to purchase more that will offset. When CHA comes in, we might be ablet to upgrade which will help thel budget deficit over time. Vice Mayor Witt stated that he was thinking that since the ARPAI funds weret for COVID relatedi issues, we could connect COVID related activity to thei fact that Town lost Petrus because oft their loss of manpower, and Petrus was not meeting Town's needs. Since Town had budgeted for Petrus, noti for Inboden, and because of that we had to shift contracts to Inboden from Petrus in order to meet the Town's needs. Town Manager McCulloch stated that Vice Mayor Witt had a valid point. Councilmember Manspile stated that Council needs to keepi in mind that Town is on record for removing Petrus for breach of contract, not COVID. Mayor Bryant stated that Town needs to look into it, Vice Mayor Witt stated that yes it was breach of contract, but why did Petrus breach the contract? Was it because of! lack ofr manpower because of COVID? Petrus will not write us al letter because of how the contract ended, but worded the right way by Town Attorney Puvak, iti is possible to uset that in our favor to balance thel budget. Vice Mayor Witt stated that he would rather use the ARPA funds for other things, but this may ber necessary to balance the budget. Councilmember Manspile askedi if CHA willl help us clarify what equipment can be bought using the ARPA funds. There are: small line items in our budget equipment, supplies, things like that, if they can be rolled together and pulled from the ARPAfunds, that could free up money to offset the budget deficit. Vice Mayor Witt stated that this would not be done fori thel long term, this would be a one-time usage s0 that the budget is balanced this year. Next year, the budget can be changed for whateveri is decided for the water/wastewater. contract. Councilmember Manspile stated that the utility fund ran with a deficit for many years. The last few years it has run' with a surplus. Inboden has given us good service for what they are being paid. If, at the end of the year the General Fund has to supplement the utility fund to balance the budget, that is what will be done. Itwillr make it easier when Council starts budgeting for next year to know what needs to be changed. The purpose of these ninety-day reviews is to show us what will need to be addressed for next year's budget. Mayor Bryant stated that fort the next budget review, have these things laid out for Council. If there has to be a mid-year budget adjustment, what are our options. For thet true mid-year budget review, thei insurance, and anything else, Council needs to be readyt to discuss these items. Mayor Bryant asked if we maintain what Town is doing know through. June, 2021 the amount oft the deficit will be $28,000.00. Town Manager McCulloch stated that was the correct amount. Thati is utility fund, but the General Fund is way over budget in revenue because of Carnival and ARPA funds. Mayor Bryant stated that Town has dipped intot the General Fund every year, Council has worked hard to stop doing that. Things have changed, and that  11    $28,000.001 is probably going to be more by the end of the year. Vice Mayor Witt stated that fivey years ago, Town was pulling $30,000.00 to $40,000.00 a year from the General Fund tot the utility fund. Councilmember Manspile stated that Council turned it around in at two-year span to operating int the green. Vice Mayor Witt stated that last year was the first yeari ini a five-year span that the utility fund was int the green. Town Manager McCulloch stated that because of having to find more money because of thei insurance int the general fund, part of the Town Treasurer: and Town Clerk compensation is now coming from the utility fund. But, the $28,000.00 isj just from the Inboden contract, Town Treasurer Tina Kingery feels that the money can bei found in other areas oft the utility fund. Mayor Bryant stated that Council needs to know in December, do we need to make adjustments then, andi it gives Council six months to plan if Council decides not to make adjustments. Councilmember Manspile stated that the new Budget discussion will start in February or March. Councilmember Manspile stated that Council will have to make adjustments, and all options will be on the table. There is not much left than can be Next item for discussion was the Update Regarding Bridge Traffici Maintenance Plan During Repairs. Town Manager McCulloch: stated that she met with Ashley Smith from' VDOT and 2 members oft the bridge team. There is ani issue about the construction schedule. VDOT would like to talk to the Town of Buchanan about the construction schedule agreement and do a memorandum orl MOU. Town Manager McCulloch stated that she originally said the Town does not want the construction, going on atr night. VDOTI has stated that the schedule willl be either 8:00pm to 4:00am, or 9:00am to 3:00pm. VDOT wants to work longer at night. Town Manager McCulloch stated that VDOT does not want to limit their contract toj just day-time. Thei issue is that there willl have to be some night-time construction, andi the timeline is on-and-off from Spring 2022 to Thanksgiving 2023. Town Manager McCulloch told VDOT1 that they need to come and explain everything to Council because Council willl be getting the complaints. There are many factorsi in a project of this size that will determine the amount of time it willi take: weather, accidents, andi materials can all cause delays. There willl be loud construction on and off throughout the project. Town Manager McCulloch stated that VDOT not working at nighti is not an option. VDOT asked if Council would rather them work at night, or drag the project out another 6 months. Councilmember Manspile stated that VDOT remarkedi that Town has 11 trains coming through Town everyday that make noise. VDOT is not organized well, departments don't know what each department is doing. Bridge maintenance stated that the work can't be done with traffic on thel bridge. Upon further discussion, VDOT: stated it could be done. CSX will hold up construction on the North side oft the bridge. There is not enough clearance for VDOT to put upt their equipment and run thet trains and that is time consuming. Town Manager McCulloch stated that CSX has given them the permits needed to start the project. She also stated that the night-time working will benefit Carmeuse as well. Carmeuse is concerned with the weight of their vehicles impacting their transport. Councimember Manspile stated that VDOT will close Bridge Street at Stop-In. That is 5o that tractor trailers coming out of Rocky Point can have room to turn to use the bridge. The bridge is going to be jacked an eighth to a quarter of an inch to replace the bearings. Mayor Bryant stated that he appreciates the information provided. Mayor Bryant asked ifi thisi information can be brought to the citizens to make them aware and get their input. Iti is quiet around here, and jackhammers are, going to echo up and down that river. Town Manager McCulloch stated that VDOT has asked to meet with Council before holding a public hearing for citizen input. Town Manager McCulloch stated that VDOT: stated that ift there is an emergency, all bets are off, they will work 241 hours a day 7 days a week. Councilmember Manspile stated that once VDOT is set up to work under the bridge, traffic will not be disrupted. VDOT does not  removed from the budget.  12    like anything hanging under the bridges. Councilmember Manspile stated that he did not know Town left the old water line under the bridge. Anything old is going to be removed from under the that bridge. Councilmember Manspile stated that after talking toi the engineer, he feels confident that forcei feed sewer line across the bridge willl be in better shape after the bridge project is finished. Vice the Mayor Witt stated that as far as hei is concerned, this isj just a courtesy by VDOT. VDOT is what they need to do to finish this project. The bridge has not had a major overhaul since going the to do McCulloch stated that VDOT wants to meet with Council before taking the plan to the Manager Bryant asked when VDOT wanted to meet with Council. Town Manager McCulloch stated public. that Mayor  was the only time Buchanan had a stop light. Councilmember  90's. It  graduated.  Manspile stated it was the year he  Mayor Bryant stated askedi ifv VDOT wants to meet with Council first. Town  wants to meeti int the evening sometime before the end of the month. Vice Mayor Witt made a motion to adjourn the work session with a second from Bryant asked for any discussion. With no further discussion, the motion was carried Mayor  VDOT  will send Town  Mayor Bryant stated that Council  Manager some dates.  Bryant. Mayor byav voteof5-0.  Council Meeting and' Work Session were adjourned: at 9:24pm.  espetfulysubmitted, Clsusigestump,Clerk Craig Bryant,Mayor a74  Caudindlump)  13