Tristan Harris, Mayor Chris Witt, Vice Mayor James Manspile Marlon Rickman James Eubank  OFBUC  Buchanan Town Council Monday, November 13, 2023 Regular Meeting 7:00 p.m. Council Chambers 19753 Main Street Buchanan, VA 24066  Conference call-in option: 701-802-5423 Access Code:3474425  AGENDA  A. ROLL CALL AND ESTABLISHMENT OF QUORUM C.P PLEDGE OF ALLEGIANCETO THE U.S. FLAG  B. MOMENT OF SILENCE D. CONSENT AGENDA 1. Financial Reports October, 2023 2. Approval of Paid Bills  3. Minutes from September 4, 2023 Work Session E.AWARDS, RECOGNITIONS AND PRESENTATIONS  F. CITIZEN COMMENTS AND PETITIONS REGARDING AGENDA ITEMS- This time is reserved for comments and questions for issues listed on the agenda.  Comments should be directed to Council.  G. NEW: BUSINESS/ACTION ITEMS/PUBLIC HEARINGS  1.A resolution approving extension of the real estate tax and personal property tax payment deadlines from December 1st, 2023 to December 31st,  2023 H. Reports  1. StaffMonthly Reports  i. ii.  Town Clerk Town Manager  L.CITIZEN COMMENTS AND PETITIONS REGARDING NON-AGENDA ITEMS- This time is reserved for comments and questions fori issues not listed on  agenda. Comment should be directed to Council.  J. ADDITIONAL COMMENTS  1    Tristan Harris, Mayor Chris Witt, Vice Mayor James Manspile Marlon Rickman James Eubank  Buchanan Town Council Monday, November 13, 2023 Regular Meeting 7:00 p.m. Council Chambers 19753 Main Street Buchanan, VA 24066  RRIC  Conference call-in option: 701-802-5423 Access Code:3474425  K. UPCOMING MEETINGS AND EVENTS  Planning Commission Meeting - Monday, November 6, 2023 - 7:00pm  Election Day- November 7, 2023/ Offices Closed Town Council Work Session - Thursday, November 9 2023 - 7:00pm Veterans Day- Friday, November 10, 2023/ Offices Closed Town Council Meeting Tuesday, November 13, 2023 -7 7:00pm Santa Claus at' Town Hall - Saturday, November 25, 2023 - 6:00pm Christmas Tree Lighting- Saturday, November 25, 2023- 7:00pm Christmas Market- - Saturday, November 25, 2023 - 9am to 3pm Christmas Parade - Saturday, December 9, 2023 - 4:00pm  LAD/OURNMENT  2    12:371 PM 11/10/23 Accrual Basis  Town of Buchanan, Virginia Balance Sheet As of November 10, 2023  Nov 10,23  ASSETS Current Assets Checking/Savings 10050 Town Events 10010 Buchanan General Fund 10030 Change Funds 10040 Town Beautification Fund 10500 Certificates of Deposit Total Checking/Savings Accounts Receivable Prepaid Taxes 11001 General AR Billed Property Taxes Receivable WSG Receivable Total Accounts Receivable Other Current Assets 11200 Prepaid Items 11000 Acct Receivable General 11010 Due from State/Fed Gen 11099 NSF Checks Receivable 11100 Water, Sewer, Garbage AR 11109 Allowance- Wat/Sew/Garba Allowance-Propertly Taxes Undeposited Funds Total Other Current Assets Total Current Assets Fixed Assets 13000 Property, Plant, Equip Total Fixed Assets TOTAL ASSETS LIABILITIES & EQUITY Liabilities Current Liabilities Accounts Payable 20000 Accounts Payable Total Accounts Payable Other Current Liabilities 21230 Prepaid Taxes and Others 22299 Def Rev- ARPA 21145 Def Rev- Other 22000 Customer Deposits 23000 Payroll Liabilities 25200 Accrued Interest Payable Deferred Taxes Receivable Vandalism Reward Funds Total Other Current Liabilities Total Current Liabilities Long Terml Liabilities 26300 Sewer Long Term Loans  5.97 -93,262.71 100.00 9,104.03 1,668,910.95 1,584,858.24 -1,833.61 4,257.18 19,569.66 62,152.93 84,146.16 93,861.42 354.75 0.66 128.25 -17.00 -10,142.23 -525.60 3,983.63 87,643.88 1,756,648.28 8,225,408.46 8,225,408.46 9,982,056.74  19,981.86 19,981.86 315.61 342,258.50 45,046.00 27,581.31 16,996.77 378.23 18,873.15 12.89 451,462.46 471,444.32 13,920.02  Page1    12:37 PM 11/10/23 Accrual Basis  Town of Buchanan, Virginia Balance Sheet As of November 10, 2023  Nov1 10, 23 3,944,331.28 3,958,251.30 4,429,695.62 697,292.97 4,347,794.47 272,523.44 246,643.03 68,534.91 -80,427.70 5,552,361.12 9,982,056.74  26200 Water Long Terml Loans Total Long Term Liabilities Total Liabilities Equity 30100 General Fund Balance 302001 Water Retained Earnings 30300 Sewer Retained Earnings 30400 Carnival Fund Balance Retained Earnings Net Income Total Equity TOTAL LIABILITIES & EQUITY  Page2    88888888 S6ooodoo  8888 000o  88 0o  88888888 00000000  8888 0000  88 0o  88888888 00000000  88881 0000  881 0o  00    888888888888 0000000 8888  0  dooo  88888 0000  888888888888 aada006o000 8888  0000  88888 00000  888  888888888888 36666600000 8888  000o  88888 00000  88888888888 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000000000006 000  88888888889888 30000004 o 0oe  88888888888 00000000000000000  de  8888888888888898888 000000000000    888 00o  888888 8888 066000 0ooo  888 00o  888 000  888888 8888 660000 0ooo  888 0oo  3888 000  888  88  888888 8888 000000 0ooo  888 0oo  60%  888 0oo  D    d0  88888 o 000o  88888 0000o  88888  B  88888 0000o    888 0oo  0  88888888 00000000  8888 dooo  88 o  888 000  88  88888888 00000000  8888 0000  8  888 500  88  88888888 06000000  8888 0o0o  88$88    888888 000000  888888888888 d0 888 o 000000000000 o 000  88 0o  888888 600000  888888888888 00 888 000000000000  doo  60  888888 066660  888888888885 00 888  0oo  88 0 o  00  88883888  88                - oo  8  - de 1        BUC  1811 Buchanan, VA  Minutes of Council Work Session Meeting  September 4, 2023 Present:  Mayor Tristan Harris Vice Mayor Chris Witt Councilmember Marty Rickman Councilmember James Manspile Councilmember. James Eubank  Mayor Harris called the September 4, 2023 work session to order at 7:00 p.m. This meeting was heldi in the Council Room. Town Manager George Hayfield took roll call. Withi five members of Council present, Vice Mayor Witt made a motion to amend the agenda to include update on disciplinary actions, update on rewriting ordinances, Town Improvement Society, fillt the vacancy on Planning and Zoning Commission, update on possibility ofl levying higher taxes for blight and abandoned properties, and Business Licenses processes and contracting with the Town, flag policies and flagi inventory. Mayor Harris seconded the motion. Mayor Harris asked fori further discussion. With not further discussion, the Mayor Harris stated thet firsti item for discussion was approval ofi the John Deere 310SK backhoe repair. Councilmember Manspile stated this was an emergency purchase. Aresolutionr reaffirming Council'sverbal decision for1 the emergency purchase. The process for emergency purchases is the Town Manager reaches outt to Council fort the purchase, the Mayor or Vice Mayor polls the Council and gives the response toi the Town Manager, then the paper work and resolutions are  a quorum was established.  agenda was amended witha a vote of5 5-0.  done at the next meeting to clarify the actions.  Next item for discussion was the replacement of air compressors for the water filtration system. Town Manager Hayfield stated that one compressor is completely out and the otheris constantly having to be repaired. The recommendation is to replace both. Price is $8,940.00 per compressor. Town Manager Hayfield stated he obtained 4 quotes and all were discussed. Councilmember Manspile stated that this has been an ongoing problem for years. Town Manager Hayfield stated that installation price is $1860.00. There willl bea3to4 4 week wait list for these compressors. Any others were at least a 3 month wait. Council requested a resolution fori the Council meeting for purchase of the 2 compressors.  1    The nexti item for discussion was the Town Improvement Society rezoning request.  Councilmember Witt asked ift the rezoning request was only for the property where the Planning and Zoning commission Chairperson Meade! Stull stated that at first the request was for the entire property. One of the concerns for the planning commission is that ifiti is changed from residential to trade, they would bei in violation because of parking. Thet trade zoning requires parking in the rear of thet facility. The Community house does not have that. Vice Mayor' Witt stated that changing the zoning to office would be perfect. Planning Commission Chairperson: Stull stated changing the zoning to office is not what' Town Improvement Society wants, but that would not get thei façade grant since iti is not included in Councilmember Manspile stated that was why Council wanted to get the mixed-use permit to Chairperson Stull stated that after Vice Mayor Witt made the suggestion for the office zoning, if Council would be willing to change the verbiage for the grant, that would be perfect. But there are residential homes on Main Street that are zoned for office that would potentially cause Vice Mayor Witt stated his recommendation to Council is to update the grant toi include offices thata are currently operating as the definition and making that part of the requirements for the grant. His concern with what was suggested at the Planning Commission isi ify you give money to Councilmember Manspile stated that the zoning for the park needs to be changed to mixed use. Town Manager Hayfield stated that mixed use permit can only be used int the trade district. Planning Commission Chair Stull stated that the Community house isa a unique property in town. There is no zoning definition on record that covers it. As long as they are not making any major changes, it could stay residential. It all comes downi to the Improvement Society wanting the grant. Ift the zoning is changed, and someone else purchases the property, the new owner can Councilmember Manspile asked for the definition of" Trade district and what is prohibited. Vice Councilmember Manspile stated that mixed use needs to be a separate. zoning category. Vice Mayor Witt stated that he does not recommend changing the grant to include residential low, medium, or high. It would be easier to rezone the property to trade. They could include whatever they needed int the special use permit for mixed use once the zoning was changed to Planning Commission Chair Stull stated that the planning commission concerns are thati ifitis rezoned to trade, it could be used for something that does not comply with the comprehensive plans directive to preserve the town's historic resources. Even though the special use would end if Town Improvement Society sold the property, the zoning would bet trade and the property Mayor Harris has recommended that Town make a donation to the Improvement Society because Town uses the building for certain Town events. Vice Mayor Witt stated that he does not feeli it is proper to make a donation to reward a not-for profit for bad business practices with citizens tax dollars. Mayor Harris stated that he doesn'tseel it as rewarding bad business practices. He seesi it as helping out the new management thati is changing the organization.  structure is situated.  the grant. bei its own category.  problems with the grant.  anot-for-profit, you will have to giver money to all the not-for-profits.  The town parki is still listed as residential.  put whatever they wanti int the building. Mayor Witt read the definition of Trade district.  trade.  could be used in whatever capacity the new owner wants.  2    Planning Commission Chair Stull stated that another possibilityi is to have a matching grant that Vice Mayor Witt suggested al Historical property grant. Putac date or age requirement on the grant. Councilmember Manspile recommended setting upa a grant with limited parameters and limited funds that would be awarded once a year. Councilmember Eubank stated that would be Vice Mayor Witt stated that the assumption is that planning commission would not recommend rezoning the Community House to trade underneath the mixed use. The recommendation isto change the façade grant toi include office. Then suggest the community house rezone to office Councilmember Manspile recommended that the grant be changed to include historic buildings or non-for-profits. Planning Commission Chair Stull stated that if the façade grant could be edited to allowi for what Councilmember Manspile suggests and the funds are getting low, you Town Manager Hayfield stated that the only zoning that allows mixed usei is under trade zoning. The change was made during the Factory Flatts project rezoning and does noti include any other zoning district. Councilmember Manspile stated that what was printed was nota a Vice Mayor Witt stated asi it stands, the Improvement Society is ineligible for the grant. Iti is not going to be recommended: at this time to rezone as it will not be beneficial to rezone and still not be eligible for the grant. Vice Mayor Witt suggests creating a grant for historical or not-for- Mayor Harris recommended, giving a donation toi the Town Improvement. Society. Itis well within the Town's ability to make a charitable donation. Itis the easiest way to solve the Vice Mayor Witt stated that public perception willl be an issue with giving a donation.  mirrors the façade grant just for the communityl house.  good for1 the start of 2024.  with a special use permit for mixed use to get the grant.  would still have to meet the requirements for thet façade grant.  comprehension of Council's intention.  profit grant.  problem without changing the zoning or grant.  The next item for discussion was the update of the zoning ordinances.  Vice Mayor Witt stated he would like to have an update on the rewrite of the zoning ordinances Chairperson Stull stated that when formerTown Manager Tyree left, somehow the document was gone. Community Developer Harry Gleason went back through the minutes to recreate all Mayor Harris asked" Town Manager Hayfield to checki into the status of the rewrite. The next itemi for discussion was filling the vacancy on Planning and Zoning Commission.  and codes.  the changes. He isn'ts sure how much had been done.  Vice Mayor Witt stated how he was designated to the Planning and Zoning Commission, how the committees were disbanded, and how he would not be attending the Planning and Zoning Mayor Harris stated he would step upi and attend thel Planning Commission. Vice Mayor Witt suggested that state mandates al Planning and Zoning Commission. It does not state that there has to be a separate body than Council. It would potentially streamline the  commission.  process of planning and zoning.  The next item for discussion was the stage for the park.  3    Councilmember Eubank asked for an update ont the purchase of the new stage. Mayor Harris asked if that was with the Ramsey Foundation. Town Manager Hayfield stated he would ask Harry about Harris it. stated that another municipality has stated that another municipality would renti it Councilmember Rickman stated all the bingo equipment needs to be replaced. Town Manager Hayfield stated the moveable buildings need to be replaced as well. Councilmember Eubank stated Town should reach out to BTEC fort the buildings. Councilmember Manspile stated that town needs to put the money backi into the park from the Councilmember Eubank stated that there is at two-to-three-month lead time to produce the stage. We can't wait until April to coordinate a concert series fori the summer. Councilmember Eubank suggested finding sponsorships for the Carnival.  Mayor  from the Town if we purchase it.  Carnival funds.  The next item for discussion was an update on the disciplinary actions.  Mayor Harris stated that he presented the signed paperwork to Town Manager Hayfield. They discussed the contract stating livingi in Town within ay year and Council acknowledged the issues Vice Mayor Witt asked for a copy of the paperwork so that everyone is on the same page. Vice Mayor Witt stated there are: still issues with Town staff not wearing safety gear while on the gator. Town Manager Hayfield stated he has spoken to Public' Works personnel about it. Councilmember Manspile stated PPE willl have to become a condition of employment. Councilmember Manspile asked for as steady update on the other employee matters that have  that wel had.  been discussed.  The next item for discussion was the alternate tax rate for blighted/abandoned properties.  Town Manager Hayfield stated that hel had asked Town Attorney Puvak about an alternate tax Vice Mayor Witt asked who has control oft the tax ratesi in town? Councilmember Manspile Vice Mayor Witt explained how other municipalities are using higher tax rates for abandoned/bighted properties to try to create incentives for owners to dos something toi fix Councilmember Manspile stated that even with al higher taxi rate owners will not clean upi their properties. There willl have to be something written int the zoning and ordinances to create a process for owners of bighted/abandoned to follow so that civil penalties can! be assessed. Vice Mayor Witt stated that the problem int the past has been having to rely on Botetourt Vice Mayor Witt recommended setting up a meeting with thel building inspectors office to find  ratei for bighted/abandoned. properties. stated Council has control of taxi rates.  their properties.  Mayor Harris asked why both approaches can't be used?  County to enforcel building codes. out what Town's options are.  The next item for discussion was the Business License process and contracting with the Town.  4    Vice Mayor Witt asked what documentation is required by the Town for someone to acquire a Town Manager Hayfield stated that Community Developer Gleason has been taking care of business licenses. Councilmember Manspile stated that the Treasurer used to take care of them. Town Manager Hayfield stated that Town does not require anyl licensure or UEI number. Vice Mayor Witt's concerni is that there are al handful of business' that are not legitimate businesses according tot the SCC. That Town is collecting taxes from individuals who claim to be Councilmember Manspile stated that according to Town Attorney Puvak, if the business is not Town Mayor Harris stated you should have to present your Articles of Organization. That would Vice Mayor Witt stated that his concern ist that when Town hires a contractor to do work for the Town, the contractor should bel licensed, bonded, and registered with the SCC. There isa contractor that has let there LLCI lapse as of6 6/6/2023 voluntarily. cancellation andi is still receiving checks to this day. The entity is Busy Bee's Cleaners LLC. Mayor Harris stated that whoever the Town contracts with should bei in good standing withi the SCC. AS fara as business licenses, our application requires an EIN or social security number. It does not ask for articles of organization which Mayor Harris feels it should. Vice Mayor Witt suggested reaching out tot the Chamber of Commerce Director Ryder, and Botetourt County for suggestions on1 the business license process. Mayor Harris stated that Rockbridge County requires articles of organization in order to receive Mayor Harris stated Town should not remain in business with the contractor.  business license.  running a business that are not following proper business practices.  an LLC, iti is not required to have a SCC number. be an S corporation ora Co corporation or an LLC.  al business license.  The last item for discussion was the flags.  Vice Mayor Witt stated that Town follows the US flag code. There are: some exceptions for wet flags or inability to get to the flags because of vehicle parking. Vice Mayor Witt proposes changing the policy to have the flags upt the day before the holiday and take them down the Councilmember Manspile stated that Town has enough flags and brackets to put one on every Councilmember Manspile stated that for safetyi issues. Town needs to trim the trees near the Mayor Harris stated that Public' Works needs to trim the trees as a safetyi issue. Public Works needs to contact the homeowner to give them the opportunity to cut the trees on their Vice Mayor Witt stated he hasi found the no furl attachments to minimize the flags from furling. Councilmember Manspile stated that Leading Edge Services has recommended running new power to thel light for thei flagi inf front oft thei fire house. The existing one is inoperable. Councilmember Manspile stated that Town needs to starti the process for a citizen that has dumped stuff in the brush dump illegally. There needs to be a new form for signing out the key to cover that they are on camera and they are responsible for cleaning up any illegal dumping.  following business day. pole. sidewalk. properties.  5    Vice Mayor Witt made ar motion to adjourn with as second from Councilmember Manspile. With no  further discussion, the motion was carried withavote of5-0.  Adjournment was at 9:52 pm. Respertfulysubmittes,  Claudine Stump, Clerk  Tristan Harris, Mayor  6    Resolutionl R23-1113-21  OFHICE  1811  Ata a regular meeting of the Town Council of the Town ofBuchanan held at thel Buchanan' Town  Hall on the 13th ofNovember, 2023 beginning at 7:00 p.m.:  MEMBERS: Tristan Harris, Mayor Chris Witt, Vice-Mayor James Manspile Marty Rickman James Eubank Oni motion of  VOTE:  which carried by a vote of  the following was adopted:  A Resolution  Approving extension of the Real Estate Tax and Personnel Property Tax payment Whereas, technical issues with processing and formatting oft taxing data has delayed mailing of Whereas, tax payers require ai reasonable and practical time table forj payment oft tax bills. Now Bel It Therefore Resolved, that the Town Council of Buchanan does hereby approve extending the deadline forj payment ofReal Estate Tax and Personal Property Tax to December  deadlines from December 1st, 2023 to December 315,2023  real estate tax and personal property tax bills.  315,2023:  1    Resolution R23-1113-21  VOTE AYES: NAYS: ABSENT:  APPROVED:  Tristan Harris, Mayor ATTEST:  Claudine Stump, Town Clerk  2    Manager Report November 13, 2023 Meetings/ Activities October 21 Town Fall Cleanup October 25 FSWVAI Mobile Market November 7 Election Day/ offices closed November 10 Veterans Day/ offices closed November 13 Council Meeting November 25 Christmas Tree Lighting December 9 Christmas Parade Grants' Worked: this time.  Christmas Market Festival ofTrees  Virginia Brownfields Assessment Grant Fund (VBAF)/ Buchanan H.S. Project/ Approved for $50,000 for targeted brownfields site assessment/Thes school at 55 Bedford Street is under active constructionat  SLFRF/ ARPA grant funds obligated to: Generator/ 77,460/ received  Sidewalk/11,800 completed. June Paving/ Firel Dept./ 58,000 Completed September Paving/ Southview/ 39,500 Completed October Paving/ Alleyway-Pawnshop/ 17,500 Completed August Painting/ Town Hall/ 13,500 Completed. July  Real Estate Investment Grants Program (ARPA façade grant). Funds still available, No applications in last LSL Grant Application/ Lead Service Line inventory and Lead Service Line replacement legally is required by October 16,2024. This grant application is a no match grant for completion of an inventory of all water service lines within the Town. The grant isi for $250,000. Application submitted May 2nd. Grant approved  30 days  September 13, 2023  Meeting/ Communication with: Dominic Bassile/ School Project  Chris Vail/ Factory Flats John Simmons/ Imboden Doug Hudgins/ CHAI Engineering Jon Puvak/ Town Attorney John Lipscomb, Virginia Forge Property Owner Mark Anderson, Coastal Crypto John Mazzarella, Coastal Crypto    Town Properties & Facilities:  Christmas lighting all assessed for condition.  5001 feet of white LEDI lighting purchased for use on Christmas' Tree  Planning & Zoning  Zoning Ordinance/ Review in process/ After an extended search a copy oft the zoning ordinance Special Use Permit/ Public Hearing on December 4th/ Agricultural Sales use ini the Commercial Zoning Ordinance Text Amendment/. Amend Manufacturing Zoning District to allow Data  dated September, 2022 has been located. Review wills start again. Zoning District/ Mahindra Tractor Sales use proposed Processing as a use allowed by right.  Water & Sewer  Sewer/ Water Street pump: station completed during the second week oft the. June. After two leaks ini the sewer line crossing the bridge were repaired in mid October1 the Pumps and sewer lines are fullyi in  operation for the past three weeks without interruption. Sewer leak repaired on 4th street on October 27th.  Personnel  Positions filled: 1. Public' Works/ Utilities Foreman /Hyatt (Geoff) Glass/ Start Date. July 10  Resigned October 27th  2. Public' Works/ Maintenance Worker/Jason Phillips/ Start Date. July 26th Town. Attorney: Advertised on' Virginia Municipal League (VML) website Direct Contact Jeremy Carrol/ Spilman Thomas & Battle  Brian Kearny/ Heslep & Kearney Grace Crickenberger/ Natkin & Crickenberger Mathew Smidt/ Guynn Waddell    Treasurer:. John Griffin resigned with last day of work September 1, 2023 Teressa Shecherly, Treasurer resignedi ini the last week of October, 2023 Eva Shannon hired as Treasurer on November 6th, she will start November 27th, 2023  There is currently a public works position open  There is currently a new position under review and development. This will focus on business and  economic development.