B  1811 Buchanan, VA  Minutes of Council Work Session Meeting  December' 7,2023 Present:  Mayor Tristan Harris Vice Mayor Chris Witt Councilmember Marty Rickman Councilmember. James Manspile Councilmember. James Eubank  Mayor Harris called the December 7, 2023, work: session to order at 7:00 p.m. This meeting was held in the Council Room. Town Manager George Hayfield took roll call. With five members of the Council Councilmember Manspile requested amending the agenda to add a closed: session for personnel matters at the end of the meeting with a second from Vice Mayor Witt. Mayor Harris asked for further discussion. With no further discussion, the amendment was passed with a vote of5-0. The first item for discussion was the Town Park use request from Mike Montgomery. Town Manager Hayfield stated that he would have al liability policy.  present, a quorum was established.  Councilmember Rickman stated that Mr. Montgomery has spoken to Sherriff Matt Ward to have Councilmember Manspile stated that the liability policy should be sent to' Virginia Risk Sharing Town Manager Hayfield stated the Council needs to decide what the fee for park usage will be. The Council decided on a $250.00 rental fee, and a $250.00 deposit. Ifthe Park is clean and The council discussed the application fee and the business license fees. The Council decided on  deputies available.  Association to make sure Town is covered adequately.  The council discussed possible fees. undamaged, the deposit will be returned. as75.00application fee.  The next item for discussion was the Christmas events update.  Town Manager Hayfield: stated the Festival of Lights started on December 1st as scheduled and  was added to for 3 days afterward.  The Christmas Parade is on schedule and currently has 406 entries. The Christmas Markes currently has 18 vendors and is on: schedule.  1    The luminaries will be on the 24th. There are currently about 150 luminaries. Town Manager Hayfield stated that he currently doesn't have volunteers to set them out. Town Manager Hayfield stated that with the drought conditions, the Epiphany bonfire will not  be attempted.  The next item for discussion was the Planning Commission Public Hearings update.  Town Manager Hayfield stated the Planning Commission held public hearings for the text amendment change to the manufacturing district to allow data processing as permitted use. The second hearing was for the special use permit to allow a tractor sales operation at the former Dollar General. The Planning Commission recommends approval for both the text amendment Mayor Harris stated there is still a noise ordinance in the manufacturing zoning ordinance. The owner of the car washl had one concern abouti thee easement between the car wash andi thei former Town Manager Hayfield stated that the Clerk of Court Tommy Moore has recommended swearing in the  change and the special use permit.  Dollar General.  new Council members until the. January Council meeting.  Town Manager Hayfield proposed the Town Holiday Schedule and Meeting Schedule.  Councilmember Manspile stated that the 2 Holidays on the list are not Federal or State Holidays. Councilmember Manspile stated that thet first Thursday of the month for Work Sessions can be as Vice Mayor Witt stated that it was better to schedule it and not need it, than need it and have to Town Manager Hayfield stated he would have an event schedule fort the. January Council meeting.  New' Year's Eve could be added for % a day off. needed instead of mandatory.  schedule it.  Vice Mayor Witt stated thati the event schedule still needs to be approved.  Vice Mayor Witt made suggestions for the Festival of Lights.  Councilmember Eubank stated the Council had talked about renewing the façade grant for next year. Town Manager Hayfield stated that there are $50,000.00 in unobligated funds for 2024. The The council suggested renewing the façade grant for businesses and amending the grant to  money is from ARPA funds and must be used by the end of 2024. The Council discussed how to renew the grant. include properties on the historical registry.  The council requested that a report of thet funds from special events be generated. Councilmember Manspile stated he would like to discuss putting the committees back together.  The Council scheduled the retreat for. January 6, 2024.  Councilmember Manspile made a motion to go into closed session for the purpose of discussing matters exempted from the Virginia Freedom of Information Act section 2.2-3711-1 for personnel matters. With  2    asecond from Vice Mayor Witt. With no further discussion, the motion was approved with ar roll call vote  of5-0.  Closed Session began at 7:52 pm.  The council came back from closed session at 8:27 pm.  Mayor Harris asked for the certification vote of the closed session with a roll call vote of5-0.  The council recommended the following actions from the closed: session. Reach out to consultants for ongoing operations for Town.  Recommendation to hire a supervisor for Public Works. Potentially hiring temporary workers  during summer months. Advertisement for a cleaning service.  The council requested Town Manager Hayfield find out where the interchangeable Os for the LOVE sign Councilmember Manspile stated the Town needs to have a survey done to have the generator installed Councilmember Manspile requested that something be prepared for the Monday Council meeting Vice Mayor Witt made a motion to adjourn the meeting with a second from Councilmember Manspile.  have been finished by BTECH.  atwell1 1.  regarding the new trash rate.  With no further discussion, the motion was carried with a vote of5-0.  Adjournment was at 8:43 pm. Respectulysubmites, flaudin Claudine  Sumpl  Stump, Clerk  Tristan  -  Harris, Mayor  3