- % 18113 Buchanan, VA Minutes of Council Work Session Meeting November 09, 2023 Present: Mayor Tristan Harris Vice Mayor Chris Witt Councilmember Marty Rickman Councilmember James Manspile Councilmember James Eubank Mayor Harris called the November 9, 2023, work session to order at 7:00 p.m. This meeting was held in the Council Room. Town Clerk Claudine Stump took roll call. Withi five members of Council present, a Mayor Harris stated the first item for discussion was Town Park use concerning Mike Montgomeryand quorum was established. the WTF. Town Manager Hayfield had an example oft the proposed application for private Town Park Mayor Harris asked if historically the Town had opened the Town Park for private events before. Councilmember Manspile stated the Council should have al list of revenues and expenditures for Town events, the special events calendari for 2024, Council meetings, and Holidays for 2024 in The council discussed the proposed application and what buildings would be allowed to be used Councilmember Manspile stated all the utility lines need to be mapped out on the park. Council discussed some aspects of the portable stage that the Council is looking at purchasing. Vice Mayor Witt suggested dividing out spaces on1 the roadway through the park. When the Council did the walk through, it was pointed out that there are no electrical outlets other thana at the buildings. Councilmember Manspile explained where the electrical access isi in the park. The Council recommended revisiting this in December when the application has been finalized. usage. Councilmember Manspile and' Vice Mayor Witt explained past park usage. the December meeting. byp private parties. Next item for discussion was the brush dump. Town Manager Hayfield stated that everything in the brush dump has been ground and will be hauled away next week. 1 Councilmember Manspile suggested the brush dump be closed fori the next month to clear it up and allow us time to create a newi form with regulations to check out the brush dump keys. Councilmember Manspile stated the camera set up should be done within the month. Vice Mayor Witt asked ift there had been an update on the Gauge Dock. Town Manager Hayfield: stated The next item for discussion was CHA engineering and designing the sanitary sewer project. he would be meeting with the Burtons next week for an update. Town Manager Hayfield stated that CHA is designing the project and should be done in the next The council discussed the placement ofl lines for the Factory Flats project and where their The Council asked if building permits for the Factory Flats project had been obtained. The Council recommended Town Manager Hayfield reach out to the county to checki ift the proper two weeks. contractors have placed pipes. permits have been acquired. The nexti item for discussion was the taxes. Town Clerk Claudine Stump stated that taxes were being worked on, but the taxes due date will The council recommended a resolution to change the due date for both Real Estate and need to be changed. Personal Property taxes. Town Clerk Claudine Stump explained the process as she knows it. The next item for discussion was the RERC grant. Town Manager Hayfield stated the last RERC (Recreation Economy Rural Communities) meeting was today. The revised plan should be ready within 31 to 41 weeks. Atthat time, Town should be Town Manager Hayfield explained the RERC and the potential projects and grants. Mayor Harris stated that the RERCis a plan of action on howi to move forward with what the able to decide what they want to do with the grants. Town and its citizens want for the future. The next item for discussion was the Christmas Events. Town Manager Hayfield reviewed the upcoming Christmas Events. The Council discussed upcoming Christmas Events. The Council discussed changing the date for the luminaries from Christmas to the anniversary of Pat Brooks discussed her contributions to the Tree lighting festivities on Main Street and the Vice Mayor Witt recommended having a banner made fort the businesses that contribute to the AVI Productions, gave the Council a rough quote for putting the lights upi in the park for the the flood of 1985. Festival of Lights at the Town Park. Festival of Lights. Festival ofl Lights and discussed options for the Festival ofl Lights. 2 Vice Mayor Witt suggested: a collaboration between Ms. Brooks and the contractors to do the There was discussion of the cost for Carriage rides fort the Tree Lighting Ceremony. The Council stated a decision would be made by Thursday for AVI Productions. walk-through and drive-through for the Festival of Lights. The parade line up and judges were discussed. The next itemi for discussion was the FOIA request. Town Clerk Claudine Stump stated that she had allt the information needed. Town Attorney Puvak was checking it over to make sure the redactions were correct before the information Town Manager Hayfield stated that the next Council meeting would include 2j joint public hearings, One for the Virginia Forge Building zoning change and one for the special use permit for the old Dollar General location. Vice Mayor Witt statedi that the usual procedure is to have the planning commission do their public hearings on the first Monday of the month sO that the Council can have theiri input for was released. the Council to have their, public hearings the next week. The next item for discussion was the portable stage. The Council discussed some options for the back of the stage. The Council discussed where and how to store the portable stage. The Council discussed how to finance the purchase of the portable stage. The Council discussed potential income from the portable stage. Mr. Chisum from the company that produces portable stages joined the meeting via phone to discuss the portable stage. The Council went into recess at 9:41 pm. The Council came out of recess at 9:46 pm. collaboration for1 the Festival of Lights. The council discussed the efforts Ms. Brooks has made for1 the Christmas Events and the possibility ofa Councilmember Manspile made a motion to go into closed session with a second from Vice Mayor Witt. Mayor Harris stated the reason for the closed: session under the Virginia Freedom of Information. Act section 2.2-3711.1 for personnel matters and contract discussion. The motion was carried with a roll call vote of5-0. Closed session began at 9:56 pm. The council came out of closed session at: 10:38 pm. was approved with a roll call vote of5-0. Based on the closed session Council recommends: Mayor Harris certified the closed session with as second from Councilmember Manspile. The certification 3 Inboden, the Water and Sewer contractor for the Town, to have all water and sewer projects completed by December 31, 2023. The purpose oft that is to do a budget review at the end of Bringi in a consultant to update the personnel needs oft the Town moving forward. Have the consultant look at the comprehensive plan along with the personnel needs. The Council recommends' the Town Manager put the consultation outi for bid. The council discussed what the consultant will be required to review. the year. Vice Mayor Witt made a motion to adjourn with a second from Councilmember Manspile. Mayor Harris asked for further discussion. With no further discussion, the motion was carried with a vote of5-0. Adjournment was at 10:47 pm. Respertiulysubmited, Claudin Claudine Stump, Clerk Slump - - - Tristan Harris, Mayor 4