1811 Minutes of Council Meeting Buchanan, VA  November: 13, 2023 Present:  Mayor Tristan Harris Vice Mayor Chris Witt Councilmember Marty Rickman Councilmember James Manspile Councilmember. James Eubank  Mayor Harris called the November 13, 2023, Council Meeting to order at7:00 p.m. This meeting was held in the Council Room. Mayor Harris stated the Council rules and regulations for speaking at the Council meeting. Town Clerk Claudine Stump took roll call. With five members oft the Council present, a quorum was established. A moment of silence was held, and the Pledge of Allegiance was recited. The first item on the agenda was approval of the consent agenda which included the approval of the financial reports for October, the paid bills, and the minutes of the September 4, 2023, work session. Councilmember Manspile made a motion to approve the consent agenda with a second from Councilmember Eubank. Mayor Harris asked fori further discussion. With no further discussion, the  consent agenda was approved with a vote of5-0. The next item on the agenda was awards and recognitions.  Councilmember Rickman stated that Gavin Price should be recognized for his efforts in collecting peanut butter for the backpack buddy program, and the food pantries.  The next item on the agenda was citizen comments and petitions regarding Agenda items. There wasno  one signed up to speak.  The next item on the agenda was new action/busines/Publc. hearings.  The only action item was Resolution R23-1113-21: Al Resolution Approving Extension of the Read Estate Tax and Personal Property Tax Payment Deadlines from December 1st, 2023 to December 31$,2023. Councilmember Manspile explained why the due date for Real Estate and Personal Property taxes needs to be changed. Councilmember Manspile made a motion to approve with a second from Councilmember Eubank. Mayor Harris asked fori further discussion. With no  further discussion, the resolution was approved with a vote of5 5-0.  The next item on the agenda was staff reports.  1    Town Manager Hayfield stated the pump station on' Water Street is now fully operational. The sewer leak repair on Fourth Street will begin next week. There will be a public hearing before thep planning commission for the special use permit for the former Dollar General building and a public hearing about a zoning ordinance amendment for the Virginia Forge location. The new  treasurer, Eva Shannon, will be starting on November 27, 2023. Town Clerk Claudine Stump stated she had not had time to do a report. The next item on the agenda was citizen comments regarding non agenda items.  The first person to speak was Mike Burton of! 591 Culpepper Ave. Mr. Burton had 3 suggestions: First was the flowers, flags and barrels along Main Street. Citizens and visitors to the town comment on how appealing the town looks with the flowers and the banners along the street. Please try to continue these yearly. Second, please move quickly toward hiring the event coordinator. Anyone coming into the job will need time to acclimatize to the position. Lastly, The next person to speak was Wanda Drake of Buchanan. Ms. Drake spoke of Mr. Gleason and what hel had done. Her questions were what changes would be made from thet former position to the new position? What are the goals for the new position? How can a new manager decide the position is not needed in ai few months? What about the events? Who will be arranging and planning the events? How can you remove someone who does sO much? Ms. Drake would like tot thank Mr. Gleason for his dedication to the Town and the strength he has given to the The next person to speak was Board of Supervisors member Amy' White. Ms. White congratulated the new council members on their election. The County will support the Town whatever it decides. Ms. White discussed her response to a letter she received about the lack of businesses and things to do in Town. Ms. White: spoke about the transition facing the Town and what direction we want the Town to go. Ms. White asked that citizens think about: what is the The next person to speak was Emily Prillaman. Ms. Prillaman had: some questions for Council that she wanted on record. What are the byl laws of the Council ift they can completely dissolve a Town position without any public knowledge? What research was conducted to completely dissolve a position that is extremely helpful in all the eyes of the community? Ms. Prillaman stated that if there was concern about the person holding this position could he have used an assistant? Another thing about the by laws, isn't the Town Manager required to live int the Town The next person to speak was Pat Brooks, owner of the Hair Affair. Ms. Brooks asked why Council feels they need to spend $4000.00 for a company to come and hang Christmas lights when they have volunteers to work? They volunteers were told the Town didn't have money for the timers the volunteers requested? Volunteers were told by some Councilmembers the Mayor Harris thanked all the volunteers for working on Festival of Lights. Mayor Harris stated that a volunteer had brought a couple guys who do this professionally to give Town a quote. Council did not agree to utilize their services. Council has been discussing how to pay for their services. Council would liket to do a combination of citizen volunteers that set up and show what  the schedule of events needs to be released as soon as possible.  business owners ini the Town.  heartbeat of the Town?  ofE Buchanan? Because iti is Ms. Prillaman's understanding he does not.  gentlemen from the company were volunteers.  2    the Town is about and the lights that the company can: set up. Mayor Harris apologized forany The next person to speak was Catherine Brett. Ms. Brett stated the ways Harry Gleason has benefited the Town. Ms. Brett asked why Council would shoot themselves in the foot. The next person to speak was Pat. Jasper of 95 Pattonsburg Lane. Ms.. Jasper asked ift the citizens and volunteers have a say in whether the moneyi is spent to put the lights out or will Mayor Harris stated that he spoke to the 2 gentleman who do the lights professionally. They were told that they were not taking this project over, they were to work with the volunteers. The next person to speak was Carolyn Doke the Senior' Warden of Trinity Episcopal Church. Ms. Doke stated the different ways Harry Gleason has helped the church, the theater, and other The next person to speak was Bev Duvall. Ms. Duvall stated she understands getting someone younger to fill a position, but she hopes that whomever is put into the new position will bej just as dedicated to the Town as Mr. Gleason. Ms. Duvall stated that she had left a message for Mr. Hayfield about the property next to hers having high grass, what is being done about it? The next person to speak was Dan Phelps of Blake Rd. Mr. Phelps is a part oft the Shenandoah Battlefield Foundation int the state ofVA. Mr. Phelps explained how he has become involved in the Town and with Mr. Gleason. Mr. Phelps talked about working with Mr. Gleason to promote the Civil War Weekend. Mr. Phelps suggested that Town honor Mr. Gleason with a plaque or The next person to speak was Chris McCloud, PO Box 784, Buchanan, Va. Mr. McCloud stated that he isi in absolute opposition of the way Mr. Gleason has been treated. Mayor Harris thanked everyone for coming and stated he would return answers to any questions. Mayor Harris stated that per the public statement, when the newj jobi is advertised, anyone can apply. Councilmember Manspile stated that to answer the question about the event schedule. The event  misinformation.  Council refuse them the opportunity?  people and businesses in Town.  something because he has earned it.  Mr. Gleason can apply if he wants. schedule has been set for 2024.  Someone asked if there are any answers now, or how does it work? information, and then the answeri is given. There is no set answer.  Mayor Harris stated there is no requirement fori immediate answer. You come to the meeting and speak, the Council can discuss your question, make sure they can answer you with the correct Vice Mayor Witt stated thet time for public speaking was over. All that have signed up have been allowed to speak. Ifyout have questions about processes or by-laws, they are available on the website or ini Town Hall. To get questions answered, we need time to do research and discuss to give an educated answer and not a guess. Anything pertaining to personnel matters, Town legally can't answer. A citizen asked why the Town Manager does not live in Town. Vice Mayor Witt stated the public speaking portion Councilmember Eubank: stated the Town Manager has a year from the time he starts working fori the  was over. Ift the citizen wanted to ask a question, she should have signed up.  Town to find a residence int the Town per Town code.  3    A person asked why business owners who have al business in Town but do not live in Town do not have as much say as citizens. Councilmember Manspile stated that there needs to be a proper line of communication for business owners because you do pay! business taxes to the Town. The Commonwealth of Virginia takes care of who can vote where. That is out of Council's control.  Councilmember Manspile stated the Christmas tree will be here Friday.  Councilmember Manspile made a motion to adjourn the meeting with a second from Vice Mayor Witt. Mayor Harris asked for further discussion. With no further discussion, the meeting was adjourned with  avote of5-0.  Adjournment was at 8:02 pm. Respectfullys submitted,  Claudins Slump  Claudine Stump, Clerk  RE  Tristan Harris, Mayor  4    Resolution R23-1113-21  R  1811  At ai regular meeting oft the' 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 of Councilmember Manspile, which carried by a vote of5-0, the following  A Resolution  Approving Extension of the Real Estate Tax and Personal Property Tax payment Whereas, technical issues with processing and formatting oftaxing data has delayed Whereas, tax payers require ai reasonable and practical time table for payment oft tax Now, Therefore, Be Itl Resolved, that the Town Council of] Buchanan does hereby approve extending the deadline for payment of] Real Estate Tax and Personal Property  deadlines from December 1*, dod3 tol December 315, 2023  mailing ofreal estate tax and personal property tax bills, and  bills, and  Tax to December 315,2023.  AYES: NAYES: ABSENT:  5 0 0  1    Resolution R23-1113-21  OFT   APPROVED:  - Tristanjlarris, Mayor ATTEST: Town Clerk  Claudaubtimp  2