BUC  Minutes of Council Meeting Buchanan, VA  November 14, 2022 Present:  Mayor Craig Bryant Vice Mayor Chris Witt Councilmember Manspile Councilmember Marlon Rickman  Attending: 5 citizens, 26 employees  Mayor Craig Bryant called the November 14, 2022 Council meeting to order at 7:00 p.m. This meeting was held int the Council Room. Mayor Bryant asked Town Clerk Claudine Stump to take roll call. With four councilmembers present, a quorum was established. Amoment of silence was held, and all that Next on the agenda was approval of the consent agenda. First was the financial report for October 2022, approval of unpaid bills, and approval of minutes from the September 21, 2022 Work Session, September 29, 2022 Emergency Called Council Meeting, October 6, 2022 Combined Called Council Meeting and Work Session, andi the October 11, 2022 Council Meeting. Councilmember Manspile made amotion to approve with a second from Councimember Rickman. Mayor Bryant asked fori further discussion. With no further discussion, the motion was approved with a vote of4-0. Next on the agenda was awards, recognitions, and presentations. There were none. Next ont the agenda was citizen comments and petitions regarding agenda items. There wasr noone Next on the agenda was new! business/ action items/ public hearings. Mayor Bryant madea a motion to amend the agenda to add a discussion ofap public hearing date for the Pattonsburg Mill property to the new business items. Councilmember Manspile gave a second for the motion. Mayor Bryant askedi for further discussion. With no further discussion, the motion was carried with a vote of4-0. Mayor Bryant stated that would be item number 6. The first action item was moving the CDs. Town Manager Peck stated that at the work: session we had discussed moving some of the lowi interest-bearing CDs and reserves and move them to some higher rate CDs since the interest rates have been increased. Town Manager Peck explained the different scenarios of moving the monies. Mayor Bryant asked ifTown needed to draw this money out, would there be any issues? Town Manager Peck: stated that there would be enough money left in the current accounts to cover the Town for the next 15 months. Mayor Bryant asked what was needed for tonight. Town Manager Peck stated he needs permission from  were present stated the Pledge of Allegiance.  signed up to speak.  1    Council to proceed. Mayor Bryant made a motion to move forward with the proposal of converting to higheri interest return CDs: $687,000.00 at Bank of Botetourt, $382,000.00: at First Bank. The $600,000 ofc our water, /sewer reserves will be puti in 3; $200,000.00 CDs at First Bank. Councilmember Manspile seconded the motion. Mayor Bryant asked fori further discussion. With no further discussion, the motion was carried with a vote of4-0. The next àction item was changing the tax due date. Mayor Bryant asked what was the suggested change of date? Town Manager Peck stated that the tax! bills still have not been sent out. Hel had put on Resolution R22-1114-01: Al Resolution to Eliminate Penalties & Interest for Taxes Paid by December 20, 2022. That can be changed. Council decided to movet the due date to December 31, 2022. Mayor Bryant made a motion to change the tax due date to December 31, 2022 with as second from Councilmember Manspile. Mayor Bryant asked for further discussion. With no further discussion, the motion was carried with a vote of4-0. The next action item was the paving contract. Town Manager Peck: stated that the contractors recommended, getting a civil engineer to look at the water ponding in front oft the Hair Affair. We received quotes from 3 paving contractors. AR Coffey had the most relevant bid. Councilmember Manspile made a motion to go ahead with the paving proposal for 107 North Bridge St., 488 First Street, and Fourth Street, and table the repair on Southview until Council has had further conversations with the landowners on Southview, with a second from Vice Mayor Witt. Mayor Bryant asked fori further discussion. With no further discussion, the motion was carried by a vote of4-0. The next action item was the Carson Memorial Real Estate Investment grant application. Town Manager Peck stated that the Planning Commission has recommended approval of the matching funds grant. Mayor Bryant made a motion to approve the grant application with a second from Councilmember Rickman. Mayor Bryant asked fori further discussion. Councilmember Manspile stated that he would abstain from the vote because he is oni the squad. The motion was carried by a vote of3-0. The next action item was the meter issues. Town Manager Peck: stated that the firsti issue was the water leak that spanned 21 billing cycles. That will be revisited in December when we have more information. The second issue wast the single meter for 21 tenants. Councilmember Manspile made a motion to waive the past due amounts as long as the current tenant that is in arrears starts paying the monthly minimum, and the landlord puts in the proper metering andi interior plumbing in the building within the next 90 days. Mayor Bryant gave a second for the motion. Mayor Bryant asked for further discussion. Vice Mayor Witt stated that withi the caveat that ift there is only one tenant using the entire building, thet two meters are reduced to one. Mayor Bryant asked for further discussion. With no further discussion, the motion was carried with a vote of4-0. The next action item was the proposed dates for the public hearing for the Pattonsburg Mill Property. Town Manager Peck stated that the Planning Commission planned to hold their Public Hearing on December 5, 2022. He recommends holding the Council's Public Hearing on December 12, 2022. Councilmember Manspile made a motion with a second from Councilmember Rickman to set the date for the public hearing fort the rezoning Pattonsburg Mill Property for December 12, 2022. Mayor Bryant asked for further discussion. With no Next on the agenda was reports. Town Manager Peck stated that the report for upcoming Special Events isi in the Council Packet. The Planning Commission is planning the Public Hearing for the rezoning of the Pattonsburg Mill property. For Public' Works, we have signed the contract for cameraing the lines but have not heard back from the consulting engineer. Town Manager Peck is meeting with the contractor that was hired for the Wastewater Treatment plant floor on Friday, November 18, 2022. Town did receive a $30,000.00 SERÇAP grant for the cameraing of the lines. Town Manager Peck stated that Town needs to review the contract for who puti in the meters and the lines because theyl have not  further discussion, the motion carried by a vote of4-0.  2    been put in at the correct depth. Town Manager Peck did meet with Fire Chief Bennington. The County is going to be putting a significant amount of moneyi into the Fire Department Building. The Chief has suggested that the Fire Department help out the Town public works department by flushing thei fire Next on the agenda was citizen comments and petitions regarding non-agenda items. Mayor Bryant stated the rules of speaking to Council. Mr. Steve Grigg of 19505 Main Street asked Town to consider establishing at text notification system. This is a much more immediate system for disbursing information than the passive systems that Town utilizes currently. The second issue, would Town consider having a hazardous materials waste pick up 21 times ay year for things such as paint, oil, electronics, etc. Mayor Bryant stated that he would like Town Manager Peck to check into both oft these items and bring them back to Council. Next speaker was Rose. Jeter of 301 Red Horse Lane. Ms.J Jeter stated that there are opportunities for better communication. She did not find out about the event for Council candidates until after it was held. The other issue is that the Town seems to have a problem keeping a Town Manager for more than a year. The perception that gives to potential candidates can be Next on the agenda was additional comments. Councilmember Manspile stated that he will be trying to find a solution in front of the Hair Affair. The only other issue is the potential fort frozen meters. There isal list of potential meters that willi freeze in cold weather. These need tol bei insulated. Mayor Bryant stated that VDOT responded on our request to change the speed limit on the south end oft town. VDOT does not recommend any changes. Secondly, the crosswalk at Main and Bedford stilli isn'tv visible Next on the agenda was upcoming meetings and events. Mayor Bryant stated the meetings and events Next on the agenda was adjournment. Councilmember Manspile made a motion to adjourn the meeting with a second from Mayor Bryant. Mayor Bryant asked for further discussion. With no further  hydrants. This should be done twice a year.  very detrimental.  enough. Town needs to check into making that crosswalk more visible.  are listed on the agenda.  discussion, the motion was carried with a vote of4-0.  Adjournment was at 8:20 pm. Respectfully submitted,  Claudin Claudine  Simp  Stump, Clerk  E  Mayor  3    Resolution R22-1114-01  GRA  1811  At ai regular meeting oft the Town Council ofthe' Town of] Buchanan held at the Buchanan Town  Hall on the 11th day of October 2022 beginning at 7:00 p.m.:  MEMBERS: Craig Bryant, Mayor Chris Witt, Vice-Mayor James Manspile Chris Petty Marlon Rickman  VOTE: YES YES YES ABSENT YES  On motion ofl Mayor Bryant, which carried by a vote of4-0, the following was adopted:  A Resolution to  Eliminate Penalties & Interest for Taxes Paid by December 31  WHEREAS there has been a delay ini receiving and preparing tax bills due to the transition of software in Botetourt County, from which the' Town receives tax/billing information; and WHEREAS the tax tickets havel been printed with the December 5, 2022, due date; and WHEREAS the company printing and mailing the tax tickets is currently experiencing delays due to machine'mechanical issues, as well as severe understaffing issues inj production; and WHEREAS through no: fault oft their own citizen who received late billing subject to penalty. NOW THEREFORE BEI IT RESOLVED by the Buchanan Town Council at its regular monthly meeting on November 14, 2022, personal property and real estate taxes shall be due and payable on December 20, 2022. Any personal property or real estate taxes not paid by the due date shall incur penalty and interest ini thei maximum amount permitted by the laws ofthe Commonwealth BE ITI FURTHER RESOLVED the Town Treasurer is authorized to reimburse any taxpayer who BEI IT FINALLY RESOLVED that this resolution be posted on the Town's website and social  ofVirginia.  pays aj penalty prior to the new tax due date.  media site.    Resolution R22-1114-01  AYES: NAYS: ABSENT:  4 0 1  Certified to be a true copy of Resolution R22-1114-01 which was approved by 4-6 0 vote on  November 14, 2022, at which a quorum of Council was present.  Claudine Stump, Town Clerk  Mayor    JelleryACaffey President  RandyD.Cofey Vice-President  A.R. COFFEY & SONS, INC. 3321 Narrow Passage Road Buchanan, VA 24066 540-254-2175 540-254-2713 (Fax) Egwiopperanyempeyr  November 9, 2022 Town ofl Buchanan Reese Peck, Town) Manager PO: Box 205 Buchanan, VA 24066  RFQNumber: 2022-001 2022 Full-Depth Asphalt Patch  Our proposal to provide services for the scope of work contained inl RFQ Number 2022-001 is as follows: Prices include saw cut, removal ofs stone and broken asphalt and placement of2" of new asphalt  Pavement Repair  B. 1071 North Bridge Street - Petty Residence 38'x6' Lump Sum Price  $2,660.00 C.4 4881 First Street - Austin Residence 8'x32' Lump Sum Price - $2,992.00 12'x8'Lump Sum Price - $1,119.00  D. Fourth Street Road Repair  Price includes 410' roadway, 4 entrance culverts, 100' shape roadway and ditch line, plaçement ofl EC-3 ditch line matting, furnishing and replacing top soil under ditch line matting, crusher run stone for  roadway and seeding E. South View  Lump Sum Price - $14,550.00 Total Bid Price - $21,321.00  This price shall be valid for aj period of90 days.  Respectfully, Randy D. Coffey    Buchanan Real Estate Investment Grant Application  Name of Applicant: Elizabelh Poiest  Date Submitted:  Name ofl Property Owner: BuehaNAN Rescue Sgund, ENe.  Applicant Mailing Address: SHBNLE Drm Rd. -  Giy-Buchawne State: VAz Zip: a4066  Applicant telephone number(s): S10-581-2082 Applicant email address: mépaevastloal.den  Property Address: 19673 Aelw st CALSON VepeaResase. Building Name, ifany:. AIN ushE Fip.AF6a6  City:. BuchtwAN State: Vazp: 24066  Tax) Map AazOE4  Sguad, MEEfWgs  Friewck ofthE Buchni  Proposed Property Suesh alarss  Kibesty bookSHE  Type of] Improvement (Check all that apply):  Exterior. WSign.  Paint  Awning(s)  Other (specify):  BriefDescription of Improvement Project. Please inçlude photos, renderings, concept plans and samples:  Replace Existys (BAy)GAengE Door  Town of Buchanan Post Office Box 205, Buchanan, Virginia 24066    Buchanan Real Property Investment Grant Application A complete application must include the following as supplemental attachments:  Color photo of the existing building, DA complete façade design plan or rendering oS Sample of proposed material çolors (paint chip, awning mâterials, etc.) DP Property owner's written approval (ifappliçable) Cost estimâte(s) from a minimumi oft two licénsedcontractors. Total Cost ofL Improvement $ 3/50,00  Total Reimbursement requested $ (50% oft total project cost, up to $50001575.00  Iunderstand that reimbursement is granted upon completion oft the project as outlined in this application. The applicant must submit evidence of payment for services and/or materials. Iunderstand that changes made tot! om the Town ofl Buchanan at the discretion of the Town Manager and Review Committee. Ifurther understand that reimbursement depends on annual funding appropriations by the' Town Council of] Buchanan. To the fullest extent permissible under Virginia law, the applicant and contractor will hold harmless and indemnify the Town ofBuchanan against all costs, damages, claims, liabilities, expenses, losses, and court costs in the event of  approved design will disqualify the project for any available grant funding fr  property damage of physical injury as a result of working on the project.  Applicant signature: Cuakfont  Date:  For Office Use Completed Application Received on:  by:    C Eg        +        Muy Vs VIVI4WVuI vuIwy  1226 Trapper Cir Nw Ste A: Roanoke, VA 24012-1144  Contact: Robert Tolbert Phone: +1540-333-5025 Email:, Rtolber8ohdroanokacom Qu3ie; SEPEISTE  109 Sm  This, proposalis weldiMonda: Auglsz 15. 2022  22-584  Job: Cletus Newcomb 2  PreparèdFor Ladies Auxilary APrice For  fic  0  430.CS A30,10-2-x101) White  DOOR: 430,10'2"x101 1", White, Ribbed Panel, 5 Sect, SES, Std Btm Seal  WEATHERSTRIP: Sides Only, Side: Saverstrip, Black  LITES: Custom, 24" x7"D DSB, 1/8", S5:Full Row STRUTS: Standard, $1: (0), S2: (0), S3: (0), S4: (0), S5: (0) LOCK: ISL, 1, Metal Step Plate/Lift Handle, Gray TRK/HDW: 2",15"R, Angle In, Steel, 132.125 FTSC  SPRING: Torsion, Qty:1, Front, 10K, Tubular, 2"x 0.244 x 37.73, 10.7 Turns, D400-123,  1/8"x140", Bal Wt: 150.61  OPERATION: Push Up  Total (USD):  $3,130.00  All. line voltage and/or electrical wiring or hook up of any kind is not included and must be done by others,  unless otherwise specified. (N/A) Terms and Conditions Payment to be made as follows:  Prices are subject to change if not accepted and ordered within 10 days  All material is subject to a 8-24 week lead time once order is placed, unless otherwise. stated. Any special order items such as powder coating or stainless steel will result in additional lead time. A5 50% restocking feei is required for any cancellation of an Allj jambs, spring pads, all wiring to motors and control stations and/or electrical hook up of any kind, unless otherwise specified, are not included. Any and all electrical must be done by electrician. Purchaser agrees that doors shall remain in Seller's possession until paid in full. Int the eyent Purchaser breaches or defaults under the terms and provisions oft this agreement, the Purchaser shalll be responsible for the costs of collections, including reasonable attorneys' fees. (Agreements are contingent upon  order.  strikes, accidents or delays beyond our control)  Acceptance:  Terms, price, and specifications on all pages of this proposal are hereby accepted.  Authorized By (Buyer): Print Name (Buyer): Purchase Order:  Date:  1226 Trapper Cir Nw SteA I Roanoke, VA 24012-1144  SQEP003313-1    Roanoke 1573 Cf Pours Dr Harrisonburg, VA 22802-8310 8/8/2022 9:01 AM Ladies Auxilary AF Price For  The Genalng. TrOriginal  Subject: Proposal for Cletus Newcomb 2  Dear Ladies Auxilary,  Attached is the quote and information pertaining to the new sectional door to be installed  project.  for the listed  Replace sectional door.  Should you have any questions, please contact your salesperson.  Best Regards,  Robert Tolbert Phone: +1540-333-5025  Reference: SQEP003313-1 was modified Monday, August 8, 2022 and is valid till Monday, August.15,2022.  1226 Trapper Cir Nw SteA A I Roanoke, VA 24012-1144