Craig Bryant, Mayor Jamie Manspile, Vice Mayor Marlon Rickman Chris Witt Chris Petty  OFBUC  Buchanan Town Council Tuesday October 12, 2021 Combined Regular and Work Session 7:00 p.m. Council Chambers 19753 Main Street Buchanan, VA 24066  811  Conference call-in option: 701-802-5423 Access Code:3474425  AGENDA  A. ROLL CALL. AND ESTABLISHMENT OF QUORUM C.PLEDGE OF ALLEGIANCE TO THE U.S. FLAG  B. MOMENT OF SILENCE D. CONSENT AGENDA 1.1 Financial Report September 2021 2. Approval ofUnpaid Bills  3. Approval ofminutes from the September 2, 2021 Work Session, September 13, 2021 Regular Council Meeting, and Special Called Closed Session September  30,2021  E.A AWARDS, RECOGNITIONS AND PRESENTATIONS  Presentation to Council by Bill Price  F.CITIZEN COMMENTS AND PETITIONS REGARDING AGENDA ITEMS- This time is reserved for comments and questions fori issues listed on agenda.  Comment should be directed to Council.  G.I NEW BUSINESS/ACTION ITEMS/PUBLICHEARINGS  1. Sheriff Ward's Quarterly Update 2. Council Leadership Discussion H. COMMITTEE REPORTS  a. Special Events/ Community Development- Marlon Rickman  b. Planning Commission- Chris Witt C. Public Safety- Chris Petty d. Public Works Committee- Jamie Manspile  LCITIZEN COMMENTS AND PETITIONS REGARDING NON-AGENDA ITEMS- Thist time is reserved for comments and questions for issues not listed on  agenda. Comment should be directed to Council.  .ADDITIONAL COMMENTS  1    Craig Bryant, Mayor Jamie Manspile, Vice Mayor Marlon Rickman Chris Witt Chris Petty  OFBUC  Buchanan Town Council Tuesday October 12, 2021 Combined Regular and Work Session 7:00 p.m. Council Chambers 19753 Main Street Buchanan, VA 24066  1811  Conference call-in option: 701-802-5423 Access Code:3474425  K. UPCOMING MEETINGS AND EVENTS  Special Events Committee - Wednesday, October 13, 2021 - 7:00pm Town Clean Up Day - October 16, 2021 - 8:00am to 2:00 pm Planning Commission - Monday, November 1, 2021 - 7:00pm Election Day - Tuesday, November 2, 2021 - Town Office Closed Work Session - Thursday, November 4, 2021 - 7:00pm Town Council Meeting - Monday, November 8, 2021 - 7:00pm Veteran's Day - Thursday, November 11,2 2021 - Town Office Closed Thanksgiving Day - Thursday November 25, 2021 - Town Office Closed Wednesday 12:00 pm Thru Friday, November 26, 2021  L. ADJOURNMENT UNTIL AFTER WORK SESSION  WORK SESSION 1. 2. 3. 5. 6. 7. 8.  ROLL CALL. AND ESTABLISHMENT OF QUORUM GUAGE DOCK UPDATE (Mike Burton) BUDGET UPDATE (First Quarter) 4." CONTINUE ARPA FUNDS DISCUSSION  CONTINUE CARNIVAL FUNDS DISCUSSION  CITIZENS' REQUEST TO REOPEN. ACCESS ON 3RD STREET UPDATE REGARDING BRIDGE TRAFFIC MAINTENANCE  PLAN DURING REPAIRS ADJOURNMENT  M. ADJOURN WORK SESSIONAND RETURN TO ADJOURNED REGULAR  MEETING  N. ADDITIONAL ITEMS OF NEW BUSINESS  O. ADJOURNMENT  2    3:52PM 10/04/21 Accrual Basis  Town of Buchanan, Virginia Balance Sheet As of October 4, 2021  Oct4,21  ASSETS Current Assets Checking/Savings 10050 Town Events 10010 Buchanan General Fund 10030 Change Funds 10040 Town Beautification Fund 10230 Water Dist- Rur Dev Acct 10231 Water Dist VDH Account 10400 BOB W&S Escrow Account 10500 Certificates of Deposit Total Checking/Savings Accounts Receivable 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-Property 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 21162 Accrued Payroll- - Sewer 21161 Accrued Payroll- Water 21160 Accrued Payroll- General 22000 Customer Deposits 23000 Payroll Liabilities 25200 Accrued Interest Payable Deferred' Taxes Receivable Total Other Current Liabilities Total Current Liabilities Long' Term Liabilities 26200 Water Long Term Loans  5.97 722,309.70 100.00 9,711.03 6,070.59 2,562.00 381,016.33 684,185.26 1,805,960.88 4,420.78 8,993.17 53,173.82 66,587.77 20,239.00 13,448.07 6,874.01 25.25 18,037.16 15,157.74 -26,480.84 3,418.00 20,402.91 1,892,951.56 8,721,430.69 8,721,430.69 10,614,382.25  -40.32 -40.32 105.50 149.20 7,773.95 22,881.31 947.99 404.39 -13,905.02 18,357.32 18,317.00 4,254,215.64  Page1 1    3:521 PM 10/04/21 Accrual Basis  Town of Buchanan, Virginia Balance Sheet As of October 4, 2021  Oct4,21 4,254,215.64 4,272,532.64 897,494.19 4,930,289.26 230,566.24 81,405.20 36,029.04 166,065.68 6,341,849.61 10,614,382.25  Total Long Term Liabilities Total Liabilities Equity 30100 General Fund Balance 30200 Water Retained Earnings 30300 Sewer Retained Earnings 30400 Carnival Fund Balance Retained Earnings Net Income Total Equity TOTAL LIABILITIES & EQUITY  Page 2    38888888 888 888 888  88888 888  8  8 o 8  8 B  8  88888888 888 88 8  88888 00000  8888  8 -  8 8  88  8  88888888 888 88 8  888881  981 so  SEI Be  00  98888    8888 -  B88B88888888 888  8 88 PR9  8888 8888888888885 88  888  888  8 888  8 8  8888 88888888888 88  8 8 888  £888  888888 8es  8 888    88888888 8 8881 888888 88 8489"R  888888888 8S8s88  8  88888888 888 88 88  98898888 888eB  #R8B  888 888  8  60 888 88 88  8  888888  8888 goss  889883888  3e o 88  8 888 8g    888 888 88  88888 88888   8888881 a   8  888  8 e 888888  8 8888  8 8 8  8888  :88  8888 8088  88888  8 3 8 8  8 8 888888  8 8888  8 8 8  8888  8  8  88888 88  98858 48  B83    B888B888B888S 8888188885 cee  8888888 s88  8888988998998  8 8 8  8  8  88888 88888888 8888888 0000 00o  88  88  FBEEEBBEEBEESE  8888888 e  88  8 8 8 8  8 8 88  8  88888 88888888 8888888  88 BBBBBEEBBBBEEE  588888BE888  Ipgas  88    8888888888888  88888888  8 8  8 a  888  9 888 8  88 88888888  883 886  98888888 Efagt  8 8 8  888 8  888888888885  888  1Aa  888 $              1811 Minutes of Council Meeting Work Session Buchanan, VA  September2, 2021 Present:  Mayor Craig Bryant Vice-Mayor. James Manspile Councilman Chris Petty Councilman Marlon Rickman Councilman Chris' Witt  Mayor Craig Bryant opened the September 2, 2021 work session at 7:00 pm. Town Manager Susan McCulloch took roll call. With all Councilmembers present, a quorum wase established. First item on the agenda was the preliminary budget review. Town Manager McCulloch stated that there would be quarterly reviews. The General Fund Profit/Loss budget, Total Local Tax/ Other total is $23,119.00. Last year at this time it was! $16,143.00, that has increased. Meals Tax, Utility" Tax, and Vehicle Fees have increased this year. Town Enterprise Funds are upa as well by $500.00. The Town's biggest increase from last year, because there were no events due to COVID, were Carnival and Reggae by the River. This was a record year fort the Carnival. Town exceeded the goal of $70,000.00 in profit, actually made $120,000.00 from Carnival. Reggae by the River surpassed expectations as well. Town expected a profit of $5,000.00 and actually made $7,500.00. The categorical aid is $466,482.00 right now. That is half oft the $932,964, we will receive the second half between May and. July of 2022. The challenges right now for the Town include an increase in legal fees. Town Manager McCulloch stated that the Town has had al lot of legal issues lately such as Inboden and Petrus. To help offset the increased costs, Town Attorney. Jon Puvak is calling int to meetings instead of attending. That helps to save $700.00 per meeting attended. Town Manager McCulloch stated that new overtime laws went into effect on. July 1, 2021. The Town was required to pay out al lot of compensatory (comp) time especially to the Treasurer. The General. Assembly changed the overtime laws so1 that comp time wasi no longerallowed. Around the day the checks were written, the General Assembly reversed the decision. Everyone has been zeroed out on overtime. Town Manager McCulloch stated that usually that time is held to use as vacation time, there is not al big financial change as is ini this budget. The utilities budget is pretty level. Contract services have been placed in a different section of thel budget this year. They appear higher or lower based on where they are placed. Town Manager McCulloch stated that over all the budget is looking good, we are to the positive. There are some recommendations, but right now  1    with the ARPAI funds and the Carnival funds, the general fundi is in good shape. Regarding the Utility Fund, the Town is hoping that any expenses can be rolled over from ARPA funding. Town Manager McCulloch asked ift there are any questions. Next month willl be a quarterly review as has been done in the past, with better graphs. Vice Mayor Manspile stated that the Town needs to be watchful as the updates are done. The water and sewage repair and maintenance supplies, Town may need to move monies back and forth between thet two as needed. Town Manager McCulloch stated that Town Treasurer* Tina Kingery had mentioned that possibility as well. Town Manager McCulloch stated that ARPA money may be used to offset some of the needs stated int the last year as well. Councilmember Petty asked ift the prices are fluctuating on these items like the prices on everything else. Vice Mayor Manspile stated that the part that was ordered todayi for the filter building, an actuator on a valve, was $2,037.00 not including shipping. Councilmember Rickman asked what size the actuator was. Vice Mayor Manspile stated that he had all the specifications, and he would get back to Councilmember Rickman. There is a possibility of rebuilding thel broken one to have as al backup. Mayor Bryant asked if there were any construction related costs, whether planned for and not taken care of due to costs, or unplanned. Vice Mayor Manspile stated that nothing was purchased last year. Town is working on increasing supplies. There were items that had to be purchased for the water tap on 4th Street that allowed the Town to see that it needs to increase inventory. Right now, prices are holding steady for the purchasesTown is making. Vice Mayor Manspile stated that some parts could not be found. When the Town runs out, the parts will be made in house. Vice Mayor Manspile stated that ift the budget continues to look good, possibly replacing the. John Deere zero turn mower. Town has spent al lot of money to repair it, but there are still problems with it. Vice Mayor Manspile would likei to replace it with al Ferris 52-inch mower that would fit on the trailer and get in smallerareas than the bigr mower. Next on1 the agenda was discussion of Carnival net proceeds. Town Manager Susan McCulloch stated that between the Pandemic and the unfortunate events at the Salem Fair, attendance and revenue for the Carnival exceeded expectations. Operation expenses for the Carnival were $73,095.50, including maintenance and utilities was $75,511.00. Proceeds from the Carnival were $104,674.32. Councilmember Witt asked if that included the volunteer time. Town Manager McCulloch: stated that volunteer time is not quantified in QuickBooks. That would bei in a separate report, this report is only expenses and revenues. Town Manager McCulloch stated that the Town worked with the managers of the different activities to get volunteer sign-in sheets for each night, buti iti is chaotic, and very difficult to get exact numbers. Staff can estimate the number ofvolunteers per shift per night and divide that number by volunteer dollars. The number would be very, very high. Town Manager McCulloch stated that staff time, Community Developer Harry Gleason worked fori free that week. He worked his 40 hours, but he can't get overtime. So, all the time he put in at the Carnival, probably 100 hours or more, he was not paid. The number of hours he puti in was scary. Councilmember Witt stated that iti is getting harder to get volunteers, he wanted to know, ifl Town had to pay for help, what would the Town havei to pay. Town Manager McCulloch: stated that would have to be ap paper document that does not have anything to do with QuickBooks or the budget, that would take al long time to calculate. It would be hard to quantify because the volunteers are willing to work harder than the people who would get paid to doi it. Vice Mayor Manspile stated that the volunteers don't want their time counted. Councilmember Rickman stated that the volunteers like to work with other people. Town Manager McCulloch stated that they volunteers like to be anonymous, and the Carnival really instills pride in Buchanan. Not just as a fundraiser, but probably one of the best community events Town Manager McCulloch has evers seen. Councilmember Witt stated that he doesn't think that it has ever been  2    quantified what it would take to run the Carnival without volunteers. Town Manager McCulloch stated that ity would not be worth having, that Town would lose money tremendously. Mayor Craig Bryant stated thati if you multiply minimum wage byl how many hours worked you could get an estimate. Town Manager McCulloch stated that there were 100 volunteers every day, some of them working from 4pm to 10:30. Town Manager McCulloch stated that she asked Community Developer Harry Gleason what was needed to make improvements for the Carnival. This list isj just estimates and recommendations. Emergency: services requested funding, but Town connected them back to. Jason Ferguson, Fire Chief of Botetourt County, to make sure the request does not put an undue burden ont the County. Town Manager McCulloch checked with. Jason Ferguson, but she has not heard back from him. What Emergency! Services has requested costs around $30,000.00, but we need to have four quotes. For that reason, this has been put on hold. Vice Mayor Manspile stated that his concern is that anything Town of Buchanan purchases for Emergency! Services becomes property of Botetourt County. Town Manager McCulloch stated that Town had budgeted $45,000 profit to balance the budget. That was exceeded by $56,782.99. This is like the ARPAI money, we don't know if we will ever see it again. Some ofi the things that are needed for Carnival are: the Fry Stand, 2 of thei fryers are, getting old to the point that they are getting so hot they are shutting down. Blossman had to come out twice for repairs. Vice Mayor Manspile stated that since the Carnival was shut down last year because of the pandemic, Town had planned to buy 2 new fryers last year, and 2 more this year. Now, Town: should go ahead and purchase 41 new fryers. Vice mayor Manspile asked Mayor Bryant how many fryers are ini the fry stand now. Mayor Craig Bryant stated there are 2 newi fryers and 4 old ones. Mayor Bryant stated that the new fryers are bigger, and he believes there is only room for 2 more fryers. Vice Mayor Manspile stated that Town should purchase the fryers to replace the old ones. Mayor Bryant stated that the newi fryers were working will this year, but it would be smart to invest in 2 more to help keep up with demand. Vice Mayor Manspile stated that the roofing on the list probably has a paint warranty. That needs to be checked before Town tries to paint the roofing on thel buildings. Town Manager McCulloch stated that coolers so that the Town can buy its own drinks and save money, air conditioning especially for thet fry stand, the playground benches came from the county application that needs to be revisited, but benches at the basketball courts, the O'st that switch out of thel love work sculpture that the Technical Institute (BTech) makes would be really nice everything else is paid for, and 2 of the lights int the parking lot have burst and rained down glass when they exploded. LES has given a quote to replace the lights, they will donate thei fixtures. Some of the planter barrels in Town need to be replaced, and a new planter ati the triangle on the Bridge that will be more sustainable. Vice Mayor Manspile asked for Councilmember Petty's opinion on1 the barrels in Town. Vice Mayor Manspile stated that the biggest thing the barrels do is collect cigarette butts and trash. Councilmember Petty stated that there have been no cigarette butts or trash in any of the planter barrels. Vice Mayor Manspile stated that someone must be cleaning them out. Councilmember Petty stated that when he first started watering, he thought what was the point of the barrels, but hel has seen people lay down in the middle of the street to take pictures oft the planter barrels. He stated that het thinks the planter barrels are an asset. Councilmember Marty Rickman agreed with Councilmember Petty. Vice Mayor Manspile asked ifa all of the barrels are lined. Councilmember Petty stated that no they were just typical wine barrels like you would get from a winery. Vice Mayor Manspile asked if they could be replaced with plastic 55-gallon drums with holes cut ini the bottom. Councilmember Petty stated that ift they resembled wine barrels it would be ok. Vice Mayor Manspile stated that something needed to be done to protect the wood better. Mayor Bryant stated that he would like for Town to work towards making sure there is nothing  3    in the stands that can be repossessed. Everything down there should be the Town's and marked as Town Property. There should be more security, possibly some cameras. Vice Mayor Manspile stated there should be some stenciling or etching on property. Mayor Bryant stated there needs to be more discussion on the Emergency Services request because that is very complex. Vice Mayor Manspile stated that the LOVE sign was built at BTech, but he thought the money had been appointed for the foundation at the park. Town Manager McCulloch: stated that iti is all paid for, but wel had to coordinate with the school because of the pandemic. There has been a delay, but we are back on the school's list. Vice Mayor Manspile asked if BTech has built the sign. Town Manager McCulloch stated that the signi is built, the letters are at thet filter building, but BTech was working on the rest of the project. Vice Mayor Manspile stated that he thought the Town had to have a mason come int to build thet foundation. Councilmember Petty stated that he thought the carpentry: and masonry department at BTech was building the foundation. Mayor Bryant stated that het thought BTech was going to doi it and donate it. Vice Mayor Manspile stated that something has been dropped because it hasn't been finished yet. Town Manager McCulloch stated that she was not sure ift that was because oft the rotating letters, but we have the original ones. Vice Mayor Manspile stated that BTech built the sign, but Town wanted to switch the 01 fori the seasons. The Town was going to be responsible for switching out the letters once the sign was in place. Town Manager McCulloch: stated that she would check what has happened then update Council. Mayor Bryant suggested that as safety becomes more of an issue, thinking ofa different type of door for the Zoo Dip stand because of how heavy they are. Councilmember Petty stated that the doors were not changed on that stand because oft the possibility it would have tol be moved. Councilmember Petty suggested taking the wooden doors off the Zoo Dip stand and possibly replacing them with aluminum. Vice Mayor Manspile stated that if you want a dark color, get some of the Lexan plastic for the doors. Mayor Bryant stated that since the Drive-thru Christmas event was such as success, could we use any of this for that event. We didn't have the Carnival last year, SO we need to account for that missing link this year. Councilmember Petty stated that the air conditioner in the Fry Stand where the potatoes are kept definitely need to be replaced. Councilmember Rickman stated that he had removed the leftover potatoes and donated them to citizens in need. Vice Mayor Manspile asked what Town wants to do about the bathrooms at the Town Park. Town Manager McCulloch stated that was part oft the nexti item oni the Agenda. Vice Mayor Manspile stated that since we are talking about using the money, this should be discussed as well. Since the Carnival made such a profit, let's do this now' when the money is available without using Town Funds. The event itselfi is paying fori its' own upgrades. Mayor Bryant stated he agreed with the Vice Mayor. Councilmember Rickman stated that he isconcerned with the Emergency Services stuff as well. He thinks that there is only one rescue squad at the Buchanan Firehouse now. Mayor Bryant stated thati if there is no more discussion, the Work Session would move forward. Town Manager McCulloch thanked Council for letting her share recommendations from Town Staff. Mayor Bryant asked what the next steps are for this. Maybe after the budget review in October, revisit this in a Work Session. Vice Mayor Manspile stated that after Mountain Magici in the Fall there will be winter: shutdown for the buildings on the Town Park. That would be the optimum time to do maintenance, repairs, and equipment updates. That would give the Town more time to decide about Emergency Services request and the other recommendations. Vice Mayor Manspile asked if the Pattonsburg neighborhood bridge planteri is the one on the corner of Main Street and Route 43. Town Manager McCulloch stated that it is the one Town gets complaints about from citizens. The weeds encroach on it to the point the plants get lost. The ideai is to design iti ina a way to separate it better, plant it better, and have plants and shrubs that do not hinder line of sight. Vice  4    Mayor Manspile stated that is where thei issue would be. The planters and baskets close in Town are well taken care of, but the ones in the outlying parts of Town are not. That used to be beautiful: and maintained, but it took effort. Vice Mayor Manspile doesn't want another mess like the one between 2nd and 3rd Street at Lightower property that the Town caused. The Town cut up asphalt at the storm drain to plant trees. There was no agreement with the landowner, it has changed hands several times, and nowi iti is not maintained. Town Manager McCulloch stated that it has been mowed. The current property owner has been cited quite a bit. Vice Mayor Manspile stated that hei is not comfortable with citing al landowner for something the Town instituted. Town Manager McCulloch stated that the new owner purchased it asi is, but they are headquartered in Massachusetts, sO they do not have to look at it. Next on the Agenda was the ARPA funding update. Town Manager McCulloch stated that she has been conversing back and forth with' VML for guidance on how the funding can be spent. Town has received half of the $932,964. From what she has learned from being here, looking at the comprehensive plan, and looking at history during the pandemic, recommendations are: the water/wastewater infrastructure, WIFI at the Town Parki to enable credit card sales, Park Enhancements = which includes the restrooms mentioned earlier, and public safety at the Town Hall which could be av ventilation system because one person was hospitalized due to COVID-19 last year. Someone has looked at the Town Hall for this purpose, but they were here for three hours. That tells Town Manager McCulloch that the quote is going to be scary high, sO that will probably be modified or deleted. Town Manager McCulloch stated that lost revenue is what localities can spend on things that aren'tass stringent as things such as the water/wastewater, public safety, emergency: services, and lost pay. Based on ai formula given to the Town by VML, our lost revenue is $214,196, thati is items 2-5. The top is for water/wastewater, just a recommendation, it can goi for WIFI in the Town Park, or whatever Council feels is priority, but based on previous discussions, water/wastewater. is top priority. These are all estimates, but the Town will be getting definite pricing. Town Manager McCulloch stated that the amount for water/wastewaterist the amount that Town is allowed to: spend on that. For the Wi-Fiat the Town Park,. JLG Computers! is providing an estimate. As part of the Comprehensive Plan, the Town wants to build a new pavilion restroom and looks back on the request of Botetourt County Parks and Reci from last year. Some people have mentioned business assistance, there is a suggestion for facade grants, andi incentivizing someone from the Gauntlet to locate in one of the vacant buildings. Lastly, the ventilation system that was mentioned before. The recommendations total $914,196.00, which leaves $18,768.001 to assign. Town has three years to spend the money. Town Manager McCulloch stated that for the water/wastewater, they have tot tiei into the clean water act and the drinking water revolving fund. Town can repair and replace the pumps, do the Water Street lift station upgrade, or look for a new vehicle with a sewer jetter. Town Manager McCulloch stated that she is waiting to hear from Town Attorney Puvak as to whether the truck that was) just purchased can be paid for with the ARPA funding. The Town received a quote from LES for lighting around the sewage treatment plant for safety for $34,800.00. The Town has awishl list from public works as well that had been mentioned last year that has been brought back to Council's attention. Vice Mayor Manspile stated that one thing that can be removed from the wish list is the portable telescopic light. San Mar Co gives the Town access to anything on their lot anytime as long asi iti is returned fully fueled. Town Manager McCulloch stated that the sewer camera and the sewer) jet have been mentioned before. Town Manager McCulloch just learned that the pocket analyzeri is broken. Itv would cost more to fix it than purchase a new one. Town Manager McCulloch stated that all that is economic impact and infrastructure that isas staff recommendation totaling $700,000.00. Town  Absentee owners are also part of the problem.  5    Manager McCulloch and' Vice Mayor Manspile have discussed this extensively, CHA will provide a preliminary engineering report to Town within the next week. Town already has funds from the SEARCH grant, then we have the ARPA funds, what better way to use our funds than to ask CHA to look at the best way to use the SEARCH grant money, then use the ARPAI funds tol balance it off. CHA would like to come to the October Work Session to discuss with Council the engineering report and make recommendations. Vice Mayor Manspile stated that he would like to discuss this again after the Closed Session. Town Manager McCulloch stated that the second project is Wi-Fiin the Town Park. The Wi-Fi would have to be set up: sO that there is no competition with Shentel. JLComputers Larry Etzler suggested offering it password protected, limit the bandwidth sO that people cannot stream movies etc., and turn it off at a certain time every day. Vice Mayor Manspile asked ift this has been cut from last year's budget? It was put int the budget last year to install Wi-Fi for Carnival purposes. Mayor Bryant stated thati it was removed. There was a lot of discussion about installing' Wi-Fi, but it was sidelined. Mayor Bryant stated that he did not understand the comment about competing with Shentel. At the time, the Town was going to try to partner with Shentel and Shentel was very interested. Howwould the Town be competing with Shentel? Town Manager McCulloch stated that Town could not offer neighborhoods Wi-Fi. Shentel can only offer neighborhoods Wi-Fi. Town can only extend' WIFI to the park for limited times or that would be over-reaching what we could do as al locality as opposed to the revenue generating business of Shentel and the agreement the Town has with Shentel. Councilmember Witt stated that there was a promotion at the time to push free Wi-Fi on state and local departments. Town was trying to utilize it for our security system. Mayor Bryant stated that Town wast trying to partner with Shentel. Town Manager McCulloch stated that she was unaware oft the previous arrangements. She will reach out to Shentel and restart the discussion. Town Manager McCulloch stated that Project 3 is the Park Enhancement Project. This is the new bathroom project that was started with Botetourt County before the pandemic. Thati is al ball park figure from a person that does construction, Town has not received a quote yet. Mayor Bryant asked ift thei figure was based on today's prices. Town Manager McCulloch stated that she had mentioned that, but that the figure may not be accurate. Vice Mayor Manspile stated that he would like to see a combination of modernize the bathrooms, make them handicap accessible, but do some grading around it to elevate the building and keep the river flooding minimal. Town Manager McCulloch stated that Project 4i is the business assistance. The ARPA funding encourages assisting businesses especially those impacted by the pandemic. The ideai is that thet façade grant will improve the buildings, increase the Town's tax revenue, and increase the value of properties when selling. It also makes our Main Street better. Vice Mayor Manspile asked if the ARPA money be used for al block grant to geti in the blighted residential areas. Town Manager McCulloch stated that ARPA specifically mentioned private businesses. There was nothing about neighborhood development and blight in this particulari instance. ARPA really wants to help businesses, economic development, tourism, and public safety. This is to help businesses open up and stay open should there be another wave of COVID. There are other programs out there, such as rental assistance, for citizens, but this is not for personal property. Vice Mayor Manspile stated that this is the one time we can: spend money on Main Street and not have to pay fori it using Town funds and tax dollars. Any other time there would be complaints that tax dollars are being used on one area of Town, not all of Town. Town Manager McCulloch: stated that this doesn't have to just be Main Street. The grant can be used by any business in Town. Councilmember Witt stated that the grant money is for tourism and stuff like that. There were several projects put on hold such as improving the gateway entrances to Town and the foundation for the LOVE sign were impacted by the pandemic. Use some of  6    the ARPA funds to complete these projects. Vice Mayor Manspile stated that Councilmember Witt brings up: agood point. There had been discussion for new entrance signs ont the gateways and other possibilities. Town Manager McCulloch stated that she would check to see ifa case can ber made for using thet funds especiallyi if way finding is involved. Mayor Bryant asked if the funds can be used to repair rock walls on the side of Main Street that are falling into the road. Town Manager McCulloch stated that could be ruled as public safety. Vice Mayor Manspile stated that when it comes to this ARPA money replacing the money lost during the pandemic, Town cut the funding for the Gateway signs and stuff from the budget because oft the pandemic. Councilmember Witt stated that Community Developer Harry Gleason had: started working on designing new Gateway signs and moving the existing signs to areas that had none, but those projects were: stopped because the funds were noti in the budget. The LOVE sign had the same issue, there were no funds int the budget. These projects came to a complete halt, and the Planning and Zoning Commission started reviewing Planning and Zoning codes. Town Manager McCulloch stated that we are talking to Fincastle and Troutville about working together to apply for an economic development administration tourism grant as a region. We have specifically mentioned signage. That could be another avenue to explore. There are ai few ideas for construction, that could also be something to think about. Signage, way finding, and gateways were discussed when we talked. Councilmember Witt stated that new: street signs are needed too, half oft the ones we have are unreadable. Mayor Bryant stated that the flood memorial marker and the Park Entrançce that had been designed were both removed because of the pandemic. Vice Mayor Manspile stated that prices for materials is still more that was originally budgeted. Councilmember Witt stated that finding someone to do the work would not be easy. Vice Mayor Manspile stated that he and Town Manager McCulloch have discussed that issue. With the ARPA funding, no one will cut a deal because contractors know you have the money to spend, and other municipalities that have thej jobs ready are picking contractors. So, if you do not have aj job ready, you have to go on a waiting list to get the work done. Mayor Craig Bryant thanked Town Manager McCulloch for putting all the information together, and asked what the next steps would be. Town Manager McCulloch stated that everyone: should be thinking about the presentation. The number one priority Isi infrastructure. This is the revenue reduction, the $200,000.00 for numbers 21 through 5. Think about and prioritize what the Town needs, get some quotes, and go from there. Mayor Craig Bryant stated that council would review thei information and revisit at the October work session which is also al budget review, and move forward with whatever is decided. Town manager McCulloch stated that hopefully the CHA engineer willl hopefully come with the water/wastewater recommendations at that time so that there will hopefully be some projects there as well. Mayor Bryant stated that Vice Mayor Manspile was correct in stating that the Town needs to move quickly to get these jobs underway. Vice Mayor Manspile stated that the infrastructure is priority one. Councilmember Witt stated that the LOVE: sign should be a priority. The students at BTECH created that sign. They should be able to see it in place before they graduate and go to college or join the work force. Vice Mayor Manspile stated that these projects, like the parking lot beside the Town Park and the LOVE sign, should be worked on after the tourism season' winds down. Mayor Bryant stated that this willl be revisited ati the October work: session 5o Council will have a draft for the October Next on the Agenda was to go into closed session. Mayor Bryant made a motion for the Council to go into closed session for the purpose of discussing matters that are exempted from the provisions ofi the Virginia Freedom of Information Act, Section 2.2-3711 paragraph 1. Which deals with personnel. Then section 2.2-3711 paragraph 5, discussion of a business where no other previous announcement has  Council Meeting.  7    been made. Councilmember Chris Petty gave a second to the motion. Mayor Bryant asked for any further discussion. With no further discussion, the vote to go into Closed Session carried with a vote of  5-0.  Council went into Closed Session at 8:02 pm. Council came backi into session at 9:44 pm.  Mayor Bryant made a motion to certify the closed session by stating that the Council certify that only matters that are lawfully exempted from the open meeting required by the Freedom of Information Act, and were identified int the motion to go into Closed Session, were heard, discussed or considered. Vice Mayor Manspile made the motion with a second from Councilmember Chris Petty. Mayor Bryant asked fori further discussion. With no further discussion, the motion passed with a vote of5-0. Mayor Bryant stated that for the next Council Meeting, there needs to be a resolution about the vacation. Vice Mayor Manspile made a motion to adjourn with a second from Councilmember Rickman. Mayor Bryant asked for any discussion. With no further discussion, the motion carried with a vote of5-  0.  The Work Session adjourned at 9:46 pm.  Respectfully submitted,  Claudine Stump, Clerk  Craig Bryant, Mayor  8      1811 Minutes of Council Meeting Buchanan, VA  Setember13,2021 Present:  Mayor Craig Bryant Vice-Mayor. James Manspile Councilmember Marlon Rickman Councilmember Chris Witt Councilmember Chris Petty  Attending: 3citizens, 3T Town employees,  Mayor Craig Bryant called the! September 13, 2021 Council meeting to order at 7:05 p.m. This meeting was held in the Council Chambers. Town Manager Susan McCulloch took roll call. With five councilmembers present, a quorum was established. AI moment of silence was held and all that were Thei first item of business was to consider approval oft the August 2021 Financial Report, unpaid bills, and approval oft the Council minutes from the August! 5, 2021 Work Session, and the August 9, 2021 Regular Council Meeting. Amotion for approval fora alli items under consent agenda was made by' Vice Mayor Manspile, with a second from Councilmember Witt. With no further discussion, the motion carried with Next on the agenda was Awards, Recognitions, and presentations. Town Manager Susan McCulloch stated that we had as special guest, Mrs. Nicole Manspile. Mrs. Manspile is the ECC Division Supervisor at the Botetourt County Sheriff's Office. She has been instrumental in helping Botetourt County to receive accreditation through the Virginia Office of Emergency! Medical Services. She has always worked tirelessly for the Town of Buchanan through her position. We know we can always rely on Nicole if we need reports, advice, or updates on the software. The Town appreciates all that you do and have done. We have a Resolution of Appreciation. Mayor Bryant read the Resolution stating: Whereas Nicole Manspile is the Emergency Communication Center (ECC) Division Supervisor for the Botetourt County Sheriff's Office; and Whereas, Nicole works tirelessly to provide excellent service tot the Citizens of the Town of Buchanan through her position with the Botetourt County Sheriff's Office; and' Whereas, through Nicole's leadership the ECCI has achieved accreditation through the Virginia Office of Emergency Medical Services; and' Whereas, Nicole was presented with the EMS Telecommunicators Regional Award from the Western Virginia EMS Council and willl be considered for state recognition from the Governor's EMS Awards Selection Committee; and Now, therefore, bei it hereby resolved that in recognition oft this  present stated the Pledge of Allegiance.  avote of5-0.  1    prestigious award and for Nicole'se efforts to improve the processes and systems of Botetourt County's emergency communications fort the benefit of her staff and those served, the Mayor and Council oft the Town of Buchanan, Virginia, do hereby bestow sincere gratitude for Nicole Manspile's commitments to citizens, visitors, and the governing body of the Town of Buchanan, Virginia. Acknowledged this 13 day of September, 2021. Mayor Bryant stated that one of the things thati is taken for granted is that when people see the big red trucks and the ambulances going down the road, they do not realize that first call for help goes to our dispatchers. How the dispatchers respond to that call sets the tone for how things Next on the agenda was to hear citizen comments and petitions regarding agenda items. No one had Next on the agenda was New Business/Action Items/Public Hearings. First item of business was consideration of Resolution R21-0913-01, Al Resolution Setting the Personal Property Tax Relief Act (PPTRA) Allocation Percentage for the 2021 Tax Year. Mayor Bryant asked for comments. Town Manager McCulloch stated that this is done every' year. The Commissioner of Revenue for Botetourt County did the research and recommended that it be 100% again. Vice Mayor Manspile made ai motion to approve the Resolution with a second from Councilmember Petty. Mayor Bryant asked fort further discussion. With no further discussion, the Resolution was approved with a vote of! 5-0. Next was consideration of Resolution R21-0913-02 AI Resolution for a One-Time Vacation Week of 40 hours. Mayor Bryant stated that this had been discussed and worked through the details ini the work: session. Mayor Bryant asked for any discussion. Councilmember Petty made a motion for approval witha second from Councilmember Petty. Mayor Bryant asked fori further discussion. With no further discussion, the Resolution was approved with a vote of! 5-0. Next was Consideration of Resolution R21- 0913-03 A Resolution for Payout of Accrued Compensatory (Comp) time. Mayor Bryant asked if there were any discussion on that. Vice Mayor Manspile made a motion to approve the resolution witha second from Councilmember Petty. Mayor Bryant asked fori further discussion. With no further Next on the Agenda was Committee Reports. For Special Events, Councilmember Rickman stated that we had a record Carnival event. Alli the other events have done well and been well attended. Mountain Magic in the Fall is coming up, and a list of events on the agenda. Community Developer Harry Gleason has been working hard to pull all these events together. Town Manager McCulloch stated that 65 vendors have reserved spaces for Mountain Magic ini thel Fall, some with multiple spaces. The Town is hoping for 100 vendors. The antique car entries are rollingi in, and the Town is looking for at few more food vendors. The Fall Clean Up is Saturday, October 16, 2021 from 8am to 2pm. Councilmember Witt stated the Planning Commission is still working on rewriting Town Code Ordinances. The Planning Commission is currently working ont the section dealing with the commercial district, Office and Trade buildings. The Planning Commission is trying to figure out what limitations they are going to continue to restrict or lighten up on for potential growth int the Town. Councilmember Witt asked if there was anything to take back to the Planning Commission as far as the Gateways and things that were being planned pre-COVID, ori if the projects are: still on hold. Town Manager McCulloch stated that the ARPA recommendations and projects would be discussed at the October 7, 2021 Work Session. Public Safety Committee Member Councilman Petty stated that the list of broken street lights has been submitted to Town Manager McCulloch. Al list of the street signs that need to be replaced is being compiled. Councilmember Petty stated that as soon as the weather cools down, the curb painting will be started.  arel handled. signed upt to speak.  discussion, the Resolution was approved with a vote of5 5-0.  2    Vice Mayor Manspile stated that Public Works had! 5 Miss Utility tickets, they replaced 2 meter-reader inserts, 9 cut-offs, 8 cut-on. There was a new tap placed at 201 Fourth Street. There was al little more worki involved than originally planned, but everyone is satisfied. While there, a clean-out wasi installed on the sewer line where there was no access. Over the Labor Day weekend, the Town transferred water at 17th Street from Thursday to 2:00 pm Tuesday. An air solenoid broke on the filter machine on the controlling valve that let water into the machine. The vendor's logistics dropped the ball. The part was supposed to be shipped on Friday morning, buti it did not leave the vendor until Friday evening. The Town did not receive the part until Tuesday. Vice Mayor Manspile stated that the part was $2,100.00 but, the Town had to have it. Thei filter building was shut down without it. Town Manager McCulloch is authorized fort these types of purchases, she took care ofit. Vice Mayor Manspile stated that he and Town Manager McCulloch have a meeting scheduled with' VDOT considering what will be done with the utilities during the bridge work: scheduled for next year. Vice Mayor Manspile stated that he has concerns and questions regarding the proposal VDOTI made to the Town. Vice Mayor Manspile stated that he would like to work with the Town Manager about the light pole that broke off at the sewage treatment plant. The Town has gotten one quote for replacing the pole, but needs two more for Town. He would like to have an electrical contractor come out and isolate that one pole to put that light circuit back on because there are no lights on thel back oft the sewage treatment plant. Town Clerk Claudine Stump has been compiling al list ofi information to help track down the water leak at well one. Next on the agenda was Citizen Comments and Petitions Regarding Non-Agenda Items. No one had Next on the agenda was Additional Comments. Town Manager McCulloch stated that the ARPAI funds wish list for Infrastructure, the quote was listed as $32,000 from LES. That is a comprehensive update of lighting in the sewage treatment plant area. Mayor Bryant stated that this past weekend was very busy with events, mainly the 911 20th Anniversary! Memorial Walk. The Town was well represented and the event was well attended. There was a special guest from New' York who gave at few notes of comment. Those who fell on September 11, 2001, were well represented there, and much appreciation to the Town Council for supporting the event. New Freedom Farms Freedom Fest was well attended. Mayor Bryant spoke to the organizer oft that event, she spoke highly of Town staff and their help and support. Then, with the race event that was going on as well, the Town Park was a great venue for that event. Mayor Bryant has heard great comments from citizens and hopefully soon we will see the benefits of our long work: sessions and working together for the betterment of the Town int the near future. Next on the agenda was Upcoming Meetings and Events. Mayor Bryant stated allt the events were listed on the agenda. The biggest event coming upi is Mountain Magici in the Fall. Mayor Bryant asked that anyone in attendance please support the Planning Commission as they begin to work through some efforts in the neari future. Mayor Bryant asked if there was anything else. Councilmember Witt asked when the Town Clean Up was: scheduled. Several citizens have asked himi for thei information. Town Mayor Bryant asked if there was anything else for discussion. Vice Mayor Manspile stated that there was ai flyover oft two WWII bombers to start off Freedom Fest. They circled in low enough, when the shadow came over the field, he did not take a picture it was so interesting to watch.  signed up to speak.  Clerk Claudine Stump stated the Town Clean Up will be October 16, 2021.  3    Last on the agenda was Adjournment. Motion to Adjourn was made by Vice Mayor Manspile with a second made by Councilmember Witt. With no further discussion, the motion was approved 5-0at  7:26 pm.  Respectfullys submitted, Claudine Stump, Clerk  Craig Bryant, Mayor  4    e  Minutes of Special Called Council Meeting  Buchanan, VA  September 30, 2021 Present:  Mayor Craig Bryant Vice-Mayor. James Manspile Councilmember Marlon Rickman Councilmember Chris Witt Councilmember Chris Petty  Attending:  Town Attorney Jon Puvak, Town Manager Susan McCulloch  Mayor Craig Bryant called the September 30, 2021 Council meeting to order at 7:00p p.m. This meeting was held int the Council Chambers. Town Manager Susan McCulloch took roll call. With five  councilmembers present, a quorum was established.  Mayor Bryant made a motion to go into a closed session to discuss personnel matters and seek advice from legal counsel. Vice Mayor Manspile seconded the motion. Mayor Bryant stated that public bodies may hold closed meetings only fort the following purposes- from section 2.2-3711 Code of Virginia paragraph one: discussion concerning ori interviewing perspective employees, assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of the public body. Then in paragraph seven: consultation of legal counsel and briefings by staff members or consultants pertaining to actual probable litigation. Whereas such consultation in an open meeting will adversely affect the negotiating or litigating posture of the public body. For the purpose of this subdivision, probable litigation means litigation that has been specifically threatened, on which the public body or its legal counsel has legal basis to believe will be commenced by or against al known party. Nothing in this subdivision shall be construed to permit the closure of the meeting merely because an attorney representing the public body is in attendance or has been consulted on the matter. Mayor Bryant stated that those are thet two paragraphs, and that there isa motion and a second to go into closed session. Mayor Bryant asked for any further discussion. With no  further discussion, the motion was carried with a vote of5-0.  Council went into closed session at 7:04.  Council returned from closed session at 10:58 pm. Mayor Bryant stated that' Vice Mayor Manspile made ar motion to close and certify the Closed Session with a second from Councilmember Witt pursuant to the original motion ofs section 2.2-3711 paragraph 1 and paragraph7. Only those items listed in the original motion were considered and discussed. Mayor Bryant asked fori further discussion. With no  1    further discussion, the motion was carried with a vote of5-0. Mayor Bryant stated that Council is considering plans to work through the session that was brought to Council's attention, and will work through those items. Vice Mayor Manspile made a motion to accept with a second from Councilmember Petty. Mayor Bryant asked for further discussion. With no further discussion, motion was approved with a vote of! 5-0. Mayor Bryant made a motion to adjourn with a second from' Vice Mayor Manspile. Mayor Bryant asked fori further discussion. With no further discussion the motiont to  adjourn was carried by a vote of 5-0. Meeting Adjourned at 11:01pm. Respetfulysubmitted, Claudine Stump, Clerk  Craig Bryant, Mayor  2