Craig Bryant, Mayor Jamie Manspile, Vice Mayor Marlon Rickman Chris Witt Chris Petty  OFBUC  Buchanan Town Council Monday, July 12, 2021 Regular Meeting 7:00 p.m. Council Chambers 19753 Main Street Buchanan, VA 24066  811 AGENDA  Conference call-in option: 701-802-5423 Access Code:3474425  A. ROLL CALL AND ESTABLISHMENT OF QUORUM C. PLEDGE OF ALLEGIANCETOTHE U.S. FLAG  B. MOMENT OF SILENCE D. CONSENT AGENDA 1.1 Financial Report. June 2021 2. Approval ofUnpaid Bills Work Session, June 14, 2021  3. Approval ofminutes from the. June 14, 2021 Combined Regular Meeting and  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 agenda. G. - NEW BUSINESS/ACTION ITEMS/PUBLIC: HEARINGS Fiscal Year 2021/2022 Real Property Tax Rate Fiscal Year 2021/2022 Real Property Tax Rate  Comment should be directed to Council.  1.1 Public Hearing on Resolution #R21-0712-1 Resolution Approving Corrections to the 2. Consideration of Resolution #R21-0712-1 A Resolution Approving Corrections to the 3. Consideration of] Resolution R21-0712-02 A Resolution Authorizing re appropriation of] Fiscal Year 2021/2022 unused utility funds a. Special Events/ Community Development- Marlon Rickman  H. COMMITTEE REPORTS  b. Planning Commission- Chris Witt C.P Public Safety- Chris Petty d. Public Works Committee- Jamie Manspile agenda. Comment should be directed to Council. K.UPCOMING MEETINGS AND EVENTS  L.CITIZEN COMMENTS AND PETITIONS REGARDING NON-AGENDA ITEMS- This time is reserved for comments and questions fori issues not listed on  Reggae by the River - Saturday. July 31st, 2021 Planning Commission - Monday, August 24,2021 -7 7:00pm Town Council Meeting - Monday, August 9th, 2021 - 7:00pm  L.A ADJOURNMENT  1    4:09PM 07/06/21 Accrual Basis  Town of Buchanan, Virginia Balance Sheet AsofJuly 6, 2021  Jul6,21  ASSETS Current Assets Checking/Savings 100501 Town Events 10010 Buchanan General Fund 10030 Change Funds 10031 Change Funds Carnival 10040 Town! Beautification Fund 10230 Water Dist- Rur Dev Acct 10231 Water Dist- VDH Account 10400 BOBI 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 Duei 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 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 Total Long Term Liabilities Total Liabilities Equity  5.97 612,888.39 100.00 10,000.00 9,711.03 6,070.59 2,562.00 380,969.36 683,323.86 1,705,631.20 3,745.78 10,860.41 55,172.91 69,779.10 20,239.00 13,448.07 6,874.01 25.25 18,037.16 -15,157.74 26,480.84 1,593.79 18,578.70 1,793,989.00 8,721,430.69 8,721,430.69 10,515,419.69  105.50 149.20 7,773.95 23,881.31 2,616.45 404.39 -12,249.41 22,681.39 22,681.39 4,254,215.64 4,254,215.64 4,276,897.03  Page 1    4:09PM 07/06/21 Accrual Basis  Town of Buchanan, Virginia Balance Sheet Asof.July6,2021  Jul6,21 897,494.19 4,930,289.26 230,566.24 81,405.20 68,127.70 30,640.07 6,238,522.66 10,515,419.69  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    88888  N    68880  %888  8888888 068 3  8888888887 306668    888888  8888 0000        888888  3888888  8888 8oo  a 5    888888 8 000000 o 8888  000s  888888 8 000000 o 8888  00os  38888888  38888888888 06660606 8888  888 0o  084    88 o    38888888  6888  448    3888888888 -  8888888888 888  00  88  3888888  %%  C    888888888 888 8 000000000 000 o  888888888 888 8 00000000 000  88888888888 3666666666666                BUC  1811 Buchanan, VA  Minutes of Council Meeting-combined Regular Meeting and Work Session  June 14, 2021 Present:  Mayor Craig Bryant Vice-Mayor. James Manspile Councilmember Marlon Rickman Councilmember Chris Witt Councilmember Chris Petty and 31 Town employees.  Attending:  Board of Supervisors member Amy White, Sheriff Matt Ward, 10 citizens, Town. Attorney  Mayor Craig Bryant called the. June 14, 2021 Council meeting to order at 7:00 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. A moment ofs silence was held and all that were present stated the Mayor Bryant asked to amend the agenda to move the Closed Session to the very end oft the meeting sO that citizens would not have to stay through the Closed Session to attend the entire council meeting. Mayor Bryant made the motion to amend the agenda with as second from' Vice Mayor Manspile seconded the motion. With no further discussion, the motion carried with a vote of 5-0. Thei first item of business was to consider approval oft the May 2021 Financial Report, unpaid bills, and approval of the Council minutes from the regular Council meeting held on May 10, 2021, and the May 21, 2021 work: session. Ar motion for approval for alli items under consent agenda was made by Vice Mayor Manspile, with a second from Councilmember Rickman. With no further discussion, the motion Next on the agenda was Awards, Recognitions, and presentations. With no Awards, Recognitions, or 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 a Resolution Authorizing Financial Auditor Services Provided by! Robinson, Farmer, Cox & Associates, Certified Public Accountants, for Fiscal Year 2020-2021 Audit, Resolution R21-0614-01. This resolution is to retain the services of Robinson, Farmer, Cox & Associates, Certified Public  Pledge of Allegiance.  carried with a vote of5-0.  presentations to be made, the meeting moved forward.  signed upi to speak.  1    Accountants that the Town has utilized for several years for the annual audit. Vice Mayor Manspile made a motion to approve the Resolution with Councilmember Petty seconding the motion. Mayor Craig Bryant asked for further discussion. With no further discussion, the Resolution was approved with a vote of5-0. Second item of business was consideration of an Ordinance to Increase the Minimum Garbage Rate, Ordinance 021-0614-01. This Ordinance is toi increase garbage rates to accommodate garbage disposal expenses. Vice Mayor Manspile made the motion to approve with a second from Councilmember Witt. Mayor Bryant asked fori further discussion. With no further discussion, the Ordinance was approved by a vote of5-0. The nexti item of business was consideration ofa Resolution Approving and Appropriating the Town of Buchanan Annual Budget and Setting the Tax Rates and Garbage Collection Fee for Fiscal Year 2021/2022, Resolution R21-0614-02. This resolution will set the taxi rate at $0.32/$1001 for Real Property Tax, and $0.32/$100 for Personal Property" Tax, andi the Garbage Collection Fees at $16.00/ month for residential service and $22.00/m month for commercial services. The resolution also appropriates alli funds oft the approved budget for Fiscal Year 2021/ 2022. Vice Mayor Manspile requested that ai typographical error be corrected from 2020/2021 to 2021/2022. Mayor Bryant agreed to the correction. With the correction made, Vice Mayor Manspile made the motion to approve with a second from Councilmember Witt. Mayor Bryant asked for further discussion. With no further discussion, the Resolution was approved by a vote of 5-0. The nexti item of business was consideration ofa a request by the Botetourt Chamber of Commerce to offer al beer garden and band stage on Friday, August 6, 2021 in conjunction with the Botetourt County Fair at the Buchanan Town Park. Town Manager Susan McCulloch stated that the Director of the Chamber of Commerce, Mr. Ryder, requested to have al beer garden and live music on stage in the Town Park onl Friday, August 6, 2021 during the Botetourt County Fair. Itis part of the overall event, and a fundraiser for the Botetourt County Chamber of Commerce. Iti is Town Policy that Town Council has to approve offering alcoholi in any event held at the Buchanan Town Park. Mayor Bryant asked if the Chamber of Commerce is aware of any other policies or procedures the Town has in place. Town Manager McCulloch stated that she would be going over any other Town policies and Procedures with the Botetourt Chamber of Commerce to ensure compliance. Councilmember Rickman stated that the Chamber of Commerce would have to procure an ABC license to: sell alcohol. Town Manager McCulloch stated the Chamber has tol have Town Council approval before moving forward. Councilmember Witt made the motion to approve with a second from Councilmember Petty. Mayor Bryant asked for further discussion. With no further discussion, the request was approved by a vote of 5-0. Next was the Closed Session. Mayor Bryant stated that the Closed Session had been moved to the end of the Council Meeting. Next on the Agenda was Committee Reports. For Special Events, Councilmember Rickman stated the Carnival preparations are going well. One freezer broke down, but it has been fixed. Public works has been working hard on upkeep and improvement ont the Town Park. There will be a chicken barbeque on Saturday, July 3 at 11:00 am, Parade at 5:00 pm, fireworks at 10:00 pm. Mayor Bryant asked how events are looking fort the rest of the year since COVID restrictions have been lifted. Councilmember Rickman stated that they are going ahead with everything that was on: the list. Community Developer Harry Gleason stated that they are working on the bands for Reggae by the River. Community Developer Gleason stated that the only event with an issue sO far is Pork by The James due to adding the new event the 9/11 Memorial Day Walk. This event has been postponed. Councilmember Witt stated that the Planning Commission has filled one of the two vacancies on the Commission. There has been one person to apply for the open position. They will be meeting with this person at the next planning and zoning meeting. There is one other person who has expressed interest but has never come forward.  2    Hoping tol bring a recommendation to Council. Councilmember Witt stated that they are working on the Zoning Ordinance as well sO that a presentation can be made to Council. The Commission is working on several grants as well for gateways as stated in the Town's Comprehensive Plan. Public Safety Committee Member Councilman Petty stated that he has almost completed the list of signs that need to be replaced in Town. Mayor Bryant asked about the street lights. There had been some problems earlier in the year. Vice Mayor Manspile stated he would meet with Councilman Petty after the Council Meeting to discuss three ort four lights that are out. Acitizen stated that the light by her house was on during the day, but nowi iti is not working at all. Vice Mayor Manspile stated that Public' Works had coordinated the street sweeper from' VDOT on. June 14, 2021. There was one water turn on, two water cut offs, and one sewer back up. Vice Mayor Manspile requested discussing charging fori the Miss Utility locates in an upcoming work session. The Town is one of the last municipalities that does not charge for Miss Utility locates. Vice Mayor Manspile stated that since the last Council Meeting, there have been twenty-three Miss Utility locates that require both public works employees an hour pere employee. That is half a week'ssalary per employee each month. Vice Mayor Manspile stated that there is al leak at well one again. Vice Mayor Manspile suspects it is the four-inch line that comes from the quarry up overand down Bridge Street. The valves are cut off at the corner of Boyd and Bridge Street now. There isa Next on the agenda was Citizen Comments and Petitions Regarding Non-Agenda Items. No one had Next on the agenda was Additional Comments. There were no additional comments made. Next on the agenda was Upcoming Meetings and Events. Mayor Bryant stated all the events were listed on the Agenda. Mayor Bryant wanted to commend the Town as a whole for being sO excited about Carnival. Mayor Bryant stated thati if anyone wants to volunteer, please come to Town Hall. Mayor Bryant requested a motion to suspend the regular Council Meeting to goi into Work Session. Vice Mayor Manspile made a motion to go into closed session with a second from Councilmember Witt. Mayor Bryant asked for further discussion. With no further discussion, the motion was passed by a vote The Work Session began with Mayor Bryant going over the Rules of Conduct for meetings. Town Manager Susan McCulloch took roll call. With five members of Council present, a Quorum was First ont the agenda was the Marking Plan of the Gauge Dock Presentation by Mike Burton. Mayor Bryant made sure all Council members had the materials provided by Mr. Burton. Specifically, a drawing by Mr. Steve Davis showing the proposed Marking Plan. Mr. Burton is a citizen of Buchanan residing at 591 Culpepper Ave. The Canal Committee proposed a new idea to promote the Gauge Dock. The Canal Committee would like to give the visitor an arial view of the Gauge Dock. Showing the size oft the dock, the stonework and the bumpers used at the gauge dock. Looking toward the future, there is the possibility ofa a replica ofal packet boat being installed to show how the gauge dock worked. The Canal Committee proposed two options fori the marking project. Mr. Burton requested that Steve Davis, another member of the Canal Committee present thet first option to continue the project. Mr. Davis stated thet first option is to create a walkway approximately 36 inches wide that follows the outline of the top wall oft the dock as ifit were still there. Then at each of the projections ini the drawing,  quote coming for painting the curbs.  signed up to speak.  of5-0. Work Session began at 7:25 pm.  established.  3    representing pilasters that kept the dock structurally sound, there would be some type of three-by-three area that sticks out like the pilasters. All oft this would have interpretive. signs showing what each part represents, and all would be at ground level. The Canal Committee proposes to create the walkway out of Rice Stone, which compacts and creates a hard surface. Itis relatively maintenance free, and can be mowed over. Mr. Burton stated that the second option would be using interlocking pavers to create the walkway. The pavers are laid over as six-inch trench with crusher-run gravel underneath a layer of sand. Mayor Bryant asked ift the Committee had any cost figures for the Rice Stone. Mr. Davis stated that they were still researching costs. Mr. Burton stated that the landscaper he spoke with about the interlocking pavers estimated cost at $5000.00. Mr. Burton stated that a professional landscaper would be the best choice to implement the interlocking pavers option. Mr. Davis stated that the Canal Committee is hoping to raise money for1 the project. Based on the amount of money the Committee raises, the Canal Committee will make a decision about which option the Committee would pursue. Mayor Bryant asked ifCouncil Members had any other questions. With no other questions, Mayor Bryant thanked Mr. Burton and Mr. Davis. Mayor Bryant asked what thoughts the Councilmembers have on the Gauge Dock presentation. Councilmember Witt stated hel has concerns about the project being in the flood zone, and who will be responsible for continued maintenance of the project. He also stated if contractors are hired to complete the project, the contractor needs to be licensed and bonded because the project is on Town property. Likewise, ifv volunteers are used there needs to be a waiver of liability for the Town. Councilmember Rickman stated it would look much better. The Gauge Dock as its stands right nowi isa liability. Vice Mayor Manspile stated it was a more definite plan than what was done before, but marking the Gauge Dock and putting the Kiosk up has been discussed and settled before. The problem isp parking. Ifthis project can be completed, the Town needs the parking. Councilmember Petty stated he liked the proposal. Mayor Bryant stated he liked the proposal. The proposal meets the requirements the Council has previously requested for the marking to bet flush with the ground. Mayor Bryant supports the project, the rice stone is the preferred option. Mayor Bryant asked if Council supports the project. Mayor Bryant requested that this be revisited at the next work session sO that the Canal Committee can get more information about pricing and contractors and coordinate withi the Town Next on the Agenda was Discussion of the Sheriff's Contract. Sheriff Matt Ward approached the podium and: stated that whatever the Council decides about the contract, there will always be al Botetourt County Sheriff's Office presence in the Town. Sheriff Ward stated that the contract was established in 1993 int the amount of $34,034.00. Twenty-eight years later, the amount has increased by $966.00. Sheriffv Ward stated that the amount ofi the contract has not kept pace with the cost of living, adjustments, equipment, salary, or vehicles. Mayor Bryant asked what is the starting salary for an officer. Sheriff Ward stated the starting salary is $43,000.00 with a 4.56% increase yearly foran untrained deputy, at trained deputy receives $47,000.00 starting salary. Sheriff Ward stated that the amount of the contract does not coveraf forty-hour week for a deputy. SheriffWard stated that since he has taken office the sheriff's department has instituted directed patrol. Directed patrol incorporates citizen complaints and concerns into creating consistent patrol rotations. Sheriff Ward stated that the line of communication should be open between the Town and Sheriff's office. Mayor Bryant asked ift the Sheriff's Office budgeti is totally from the State, ori if part of the Sheriff's Office budget is from Botetourt County. Sheriff Ward stated that Botetourt County supplements the Sheriff's office budget. The State Comp board funds about 88 positions and Botetourt County funds 501 between the jail and patrol. Mayor Bryant asked, as a citizen, how thei taxes citizens pay to Botetourt County are used since the  Manager.  4    Town citizens pay! both Town and County taxes. Sheriff Ward stated that the Town of Buchanan gets the same patrols are distributed evenly between all thei incorporated" Towns in Botetourt County. The only Town to have a Sheriff contract in Botetourt County is the Town of Buchanan. Mayor Bryant asked if the Sheriff's Office receives any funding from tickets they write. Sheriff Ward stated that the Sheriff's Office does receive fine money from thet traffic safety violator fine money that is a discretionary fund for the Sheriff'so office. Some of the discretionary fund is used to supplement the Court Security and Court Clerk which was established before Sheriff Ward took office. Sheriff Ward stated that the Town of Buchanan, 12-1 in Town definitions, the Town has adopted the Virginia State Code. Ifa deputy writes a summons in Botetourt County, and it is not aj jailable offense, they write 13-7 on the summons and the fine money stays local. Sheriff Ward stated that the Town Lawyer can establish what code section the Town has adopted. Ifa deputy writes a summons int the Town limits, based on the Code adopted, some oft the fine money could come back to the Town. Sheriff Ward stated that if the Town wanted to use parking tickets, the Town would have to create their own ticket with the Town ordinance and fees. Money from parking violations would come to the Town. Sheriff Ward stated that the Town needs to be more specific about the Virginia State Code it has adopted. Town Manager Susan McCulloch stated that the Town has just applied fort the. 5991 funding and it has been reduced to $32,000.00. Mayor Bryant asked if Council had any comments or questions. Councilmember Petty asked ift the Town kept the contract asi it states now, how much reduction of hours would take place. Sheriff Ward stated that hours would be reduced by half to 20 hours, but right nowt the Towni is asking and paying for 40 hours and getting up to 160 hours. Sheriff Ward stated that his office is trying to establish Geo-fencing for the Town of Buchanan. The Sheriff stated that there are a couple of items in the contract that need to be discussed such as monthly reports and coordinating hours to be worked for flexibility. Mayor Bryant stated that he is glad that the Sheriff's Office is working on datai for the Town tol be able to see what is being done and what needs to be done. Councilmember Witt stated that he appreciates all that the Sheriff's Office does. The Town basically applies for the grant money, then sends it to the Sherif's Office. Sheriff Ward stated that the money goes to Botetourt County, which then compensates the Sheriff's Office. Councilmember Witt stated that the Town and the Sheriff's Office needs to have open communication so that the citizens oft the Town are served to the best of both the Town and Sheriff's Office abilities. Sheriff Ward stated that he plans to come to Town Meetings quarterly to share information. Councilmember Witt stated that it could be the Sheriff or a liaison as long as there is communication. Sheriff Ward stated that he will reach out to the Town Manager to coordinate communication. Sheriff Ward stated that the Sheriff's Office is now working towards getting more grants to offset costs in the Sheriff's office. Vice Mayor Manspile stated that the Town is trying to bring everything to current standards. The Town started with staff members and the Sheriff's contract needs to be brought up to 2021 standards. Councilmember Witt asked ift the Town can apply for grants for the Sheriff's Department since the Town is a municipality, or if the County is the only entity that can apply for the grants for1 the Sheriff's Department. Vice Mayor Manspile stated that since the Town contracts the Sheriff's Department that may disqualify the Town from applying for grants. Mayor Bryant stated that the Town needs to do research into the parking issues, and wanted tol know if the Sheriff's contract could be extended monthly so thati issues in the contract could be addressed since the contract runs out June 30, 2021. Sheriff Ward stated thati the contract could be extended. Councilmember Witt stated that the Planning Commission is preparing to start working on the commercial district zoning code and code enforcement. Mayor Bryant stated that the Council needs to have a work session on parking, it has not been enforced in Town in 40 years, there needs to be a set process that the Town follows and  5    enforces. Vice Mayor Manspile stated that the Town has set out a process for animal control and the Sheriff's Department enforces it. The: same needs to be done about parking. The Mayor and Town Manageri thanked Sheriff Matt Ward for speaking. Mayor Bryant stated that the Town should let the contract renew until the Council can have a work: session to work out what changes the Town wants to make to the contract. Vice Mayor Manspile stated the contract should renew ona a month-by-month basis until the council can decide oni the changes to the contract. Mayor Bryant stated that the contract wording is not set up to renew month-by-month. The Town has committed to paying attention to these details in contracts. Mayor Bryant asked if the Council should allow the Town Manager to change the wording in the contract to reflect month to month. Attorney Puvak stated the current contract states year to year. Unless the Town goes to the Sheriff's Office with the $66,000.00 at a later date, then the Town can renegotiate the Contract length. Vice Mayor Manspile stated there will be no refusal of services by the Sheriff's department. There are otheri issues that need to be discussed. Vice Mayor Manspile stated that time is running out to renew the Sheriff's contract, if the Town renews the contract, services will stay the same. It would give the Town time to have a comprehensive review of what the Town wants and can do with grants. Councilmember Witt questioned the validity of continuing the contract considering what the Town wants, and how much grant money the Town can procure. Councilmember Witt stated that the Town should consider letting the contract expire, keep an open line of communication with the Sheriff's Department on what the Town's expectations are and if the Town's needs are being met by the Sheriff's Department. Councilmember Witt stated that if the Town can apply for grants that can help the County, then the Town can have a contractual agreement with the County where the Town applies for the grants in exchange for services the Town wants or needs. Town Manager Susan McCulloch stated that in order to terminate the contract the Sheriff's Office needed to bei told by. June 1, 2021. Vice Mayor Manspile stated that the Town needs to research the Towns Governing Charter to see ift the Town is required to provide police services. Mayor Bryant voiced concern that ifa citizen comes to the Town and asks why the Town is not enforcing something thati is in the Sheriffs.contract, the Town's response is going to be that the cost ofe enforcing this is more than what the Town is paying the Sheriff's Office. That is not an acceptable answer. Mayor Bryant suggested that the Town Manager contact Sheriff Ward to have a month-to-month contract and provide guidance on what the Town wants enforced. That would give the Town time to structure the contract towards what the Town wants and needs. Vice Mayor Manspile stated that citizens will be asking what their tax dollars are paying for if there isn'ta! Sheriff's contract. Mayor Bryant stated that the Council needs to decide whether to accept the contract as iti is or see ifTown Manager McCulloch and Sheriff Ward can change the contract to month-to-month. Vice Mayor Manspile stated he would like to see it changed to month-to-month. Councilmember Witt asked if the grant money would be divided into monthly installments to be paid to the Sheriff's office. Vice Mayor Manspile stated that the Town pays that money monthly already, and that money from the budget brings the amount to $35,000.00. Councilmember Witt stated that the $3000.00 from the budget is what the citizens are paying. Vice Mayor Manspile askedi if money from the Budget brought the amount paid to $40,000.00. Councilmember Rickman stated that the Town definitely needs the Sheriff's Office, and the parking is an issue. Town Manager Susan McCulloch stated that the amount int the Town budget is $35,000.00. Councilmember Witt stated that thisi is not an issue that can be solved in the next 30 days. This needs to be worked on and resolved within the next year before the contract expires. Councilmember Petty stated that Sheriff Ward has stated that he would not dedicate a Deputy toj just parking. Councilmember Petty and Vice Mayor Manspile stated that they would agree to extending the yearly  6    Sheriff's contract. Mayor Bryant stated that he would rather have a month-to-month contract sO that citizen's see the Council working on the contract, it gives citizens as snapshot of what council is trying to accomplish, andi it holds Council accountable fort their interests. Councilman Witt asked ifi in rebuttal instead ofy yearly or month-to-month, change to semi-annually. That gives Council time to discuss changes that Council wants. Town Manager McCulloch suggested that it be done quarterly to coincide with the Sheriff's quarterly report. Councilmember Witt stated that by changing it to semi-annually, it gives the Town time to see ift the lines of communication will be open between the Council and the Sheriff's Office. Councilmember Petty stated that Sheriff Ward has stated al lot ofi interest in keeping Council informed. Vice Mayor Manspile stated that the Town needs to find the money to update the contract. Mayor Bryant stated that quarterly is fine with him, hej just doesn't want to do a yearly contract. Mayor Bryant is glad the Town will be receiving data from the Sheriff's Office. Next on the Agenda was discussion of Public Works Truck. Vice Mayor Manspile stated that Chevrolet and Ford trucks were priced. The Chevrolet is not an option. The Ford is being held fori the Town. Councilmember Rickman asked ift the Town would have to make any modifications to thei truck. Vice Mayor Manspile stated that the Truck comes with utility bed, ladder rack, and al hitch already wired. The snow plow wasn't priced because the backhoe has been used more for plowing. Vice Mayor Manspile stated that the current red truck has to have the wheels chocked to keepi it from rolling. Town Manager McCulloch stated that she almost hit Community Developer Gleason that morning because the red truck was in park and still rolled backwards. Mayor Bryant said to remove the red truck from service today. The red truck is a safety issue and needs to be removed from service now. Vice Mayor Manspile stated that if the red truck is removed from service, the Town does not have another vehicle to tow equipment. Mayor Bryant asked ift the County has a vehicle the Town could borrow. Vice Mayor Manspile stated that the cheapest alternative is toi take the current white truck to Midstate Equipment and have al hitch attached. That would give the Town al backup. Councilmember Rickman asked how long it would take to receive the new truck. Vice Mayor Manspile stated that if the purchase oft the truck was approved that night, Town Manager McCulloch would call the salesman, and the truck would be at Lawrence tomorrow to be modified. Councilmember Witt asked what funds will be used to purchase thet truck. Town Manager McCulloch stated that the money market account could be used to purchase thet truck then reimburse the money market account with the American Rescue Plan Act funds, or the Town can take out al loan then pay with the American Rescue Plan Act funds. Town Manager McCulloch had reached out toi the Bank of Botetourt, but had not heard anything from them by Council Meeting. The Town will be receiving $932,964.00. The funds are supposed to be deposited within 30 days of. June 15, 2021 sO either option would be short term. There is another option, but the funds wouldn't be available until next Fiscal Year. Mayor Bryant asked if there was a net 30 or net 601 from the dealership. Vice Mayor Manspile stated there would be no issue with taking the money out oft the money market account and replacing it with the American Rescue Plan Act Funds. Councilmember Witt asked for clarification of the pay options. Town Manager McCulloch stated the options are: 1.Take the money out of the Town money market account and replace it with the American Rescue Plan Act funds; 2. Take out al loan and payi it off with the American Rescue Plan Act funds; or3. Wait until the Town receives the ARP funds which would mean the Town loses the Truck it wants to purchase now. Councilmember Witt asked for clarification of the money market option. Town Manager McCulloch stated that the Town has ar money market account that has $380,939.36 thati is basically a savings account for the Town. Mayor Bryant asked ifi it would alter the Town's liabilities in any way. Vice Mayor Manspile stated that the money market account is not tied to any Town liabilities. Town Attorney Puvak  7    stated that the Town is basically moving assets. Moving a cash asset to a physical asset. Town Manager McCulloch stated the money market is listed as a water and sewage escrow account. Town Attorney Puvak stated that ifi iti is an escrow account that it is escrowed for a purpose. Vice Mayor Manspile stated that ifl Town Manager McCulloch had not received a response from Bank of Botetourt by tomorrow, he would call Marty Francis, the Bank of Botetourt Vice President, to discuss the loan. Town Attorney Puvak advised caution using the money market since iti is labeled as an escrow account. Mayor Bryant stated that hei is int favor oft the Town taking out al loan. Councilmember Witt asked ifa and when the truck is purchased, the Town starts accounting for depreciation of the vehicle sO that money will be set aside to purchase the next truck. Vice Mayor Manspile stated it was to late to start the depreciation in the budget for this year. Councilman Witt requested that depreciation be taken into account next year so that the next time the Council has to purchase equipment, the money willl be available. Vice Mayor Manspile stated the truck was on the depreciation schedule, previous Council has never signed a dollar amount to the depreciation schedule. Mayor Bryant stated that he prefers the loan option. Mayor Bryant requested that the purchase of the truck be put in the regular Town Council meeting. Councilmember Witt stated that he wanted to reiterate thaty while he understands the sense of urgency tor make these big purchases, these things should be discussed in public forum instead oft text messages and one-on-one phone calls. Mayor Bryant asked for a motion to go out of Work Session. Vice Mayor Manspile gave the motion with a second from Councilmember Witt. Mayor Bryant asked for further discussion. With noi further discussion, the work session was closed with a vote of 5-0at 8:21 pm. Next on the Agenda was to Return to Adjourned Regular Meeting. Mayor Bryant made a motion to return to the regular meeting with as second from Councilmember Witt. Mayor Bryant asked fori further discussion. With no further discussion, the regular Council meeting was reopened with a vote of5-0at Next on the Agenda was Additional Items of New Business. Mayor Bryant stated that there were 3 new items of business. First was Marking of the Gauge Dock. Mayor Bryant made a motion to allow the Dock Committee to move forward with the plan of the rice stone project to bring more costi information to the Town. Vice Mayor Manspile stated that he would like ai timeline for the project. Councilmember Witt stated that the Dock Committee cannot give a time line for project completion until the Town completes filling in the area. Vice Mayor Manspile stated that the Town does not have enough material to fill the area. Councilman Rickman stated that the project should be put on hold until the Gauge Dock area is filled. Town Attorney Puvak: stated that there may be issues with what is being used to fill the area. Councilmember Witt reiterated that contractors for the project need tol bel licensed and bonded and there needs to be some type of waiver for volunteers working on the Gauge Dock. Vice Mayor Manspile asked if, once the project is completed, does the Dock Committee expect the Town to maintain the Gauge Dock. Councilmember Witt stated there should be a contract between the Town and the Dock Committee about upkeep and maintenance. Vice Mayor Manspile stated that as long as it can be used for parking, he would sign off oni it. Mayor Bryant stated there was a motion, Councilmember Witt seconded the motion. Mayor Bryant asked fori further discussion. With no further discussion the motion was approved with a vote of 5-0. Next was the Sheriff's Contract Vice Mayor Manspile made a motion to go forward with the Sheriff's contract on a quarterly basis. Councilmember Rickman seconded the motion. Mayor Bryant asked for further discussion. With no further discussion, the motion was approved by a vote of5-0. Next was the purchase of the public works truck. Mayor Bryant requested the price and vendor of the truck. Town Manager McCulloch stated the vendor is  8:22 pm.  8    Magic City Ford, Roanoke VA, and the cost is $44,785.00. Councilmember Witt asked ift that price included all the modifications. Town Manager McCulloch stated that all modifications werei included in that price. Councilmember Witt asked what financing options are available, and what thei interest on the loan will be sO that there is a limit ont the amount that Council is agreeing to payi for the truck. Mayor Bryant stated that the Council is in a position to have the Town Manager go forward with the loan ont the Truck with a caveat that when the loan details are known, the Town Manager reach out to Councilmembers with the information. Then, if there is concern from a councilmember, there can be a public meeting. There must be a 3-day notice on the door for a public meeting. Vice Mayor Manspile requested that Town Manager McCulloch be given authorization toi issue a purchase order for the truck. Mayor Bryant stated that the Town needs the loan before the purchase order is issued. Vice Mayor Manspile stated Magic City Ford needs an answer int the morning, they are holding the truck for the Town. Mayor Bryant stated that the purchase order cannot bei issued without having the funds for the truck secured. Mayor Bryant made a motion giving the Town Manager permission to initiate the loan for the truck. Councilmember Rickman seconded the motion. Mayor Bryant added that once the loan is approved, Town Manager McCulloch can initiate the purchase order. Councilmember Witt asked what is the APR ofinterest the Town Manager is allowed int the purchase. Vice Mayor Manspile stated that the Town should round off the amount to $46,000.00. Councilmember Witt stated he would rather go with $50,000.00 sO that the Town Manager does not have to keep coming back to Council for approval. Mayor Bryant stated that the Town Manager is authorized for an amount upi to $52,000.001 for the purchase of the truck without having to bring the issue back to Council. Councilmember Petty made the motion for the addendum with a second from Councilmember Witt. Mayor Bryant asked fort further discussion. With no further discussion the motion and addendum were approved with a vote of5-0. Next on the Agenda was the Closed Session. Mayor Bryant made a motion to go into Closed Session for the purpose of discussing matters exempted from the Freedom of Information Act. Vice Mayor Manspile seconded the motion. Mayor Bryant asked for further discussion. With no further discussion, the Next on the Agenda was Certification of the Closed Session. Mayor Bryant certified that only matters exempted from the open meetings were heard, discussed, or considered. Vice Mayor Manspile made ther motion with a second from Councilmember Witt. Mayor Bryant asked fori further discussion. With not further discussion, the motion was approved with a vote of5-0at 9:49 pm. Vice Mayor Manspile stated that something needs to be done about Southview. The thunderstorms from last night have made the area much worse. The water line will soon be exposed. Last ont the agenda was Adjournment. Motion to Adjourn was made by' Vice Mayor Manspile witha second made by Councilmember Witt. With no further discussion, the motion was approved 5-0at  motion was approved with a vote of5 5-0at 9:31pm.  9:50 pm.  Respectfully submitted, Claudine Stump, Clerk  9    Craig Bryant, Mayor  10    Resolution R21-0712-1  OFRIC  1811  Atar regular meeting of the Town Council oft the Town of Buchanan held at the Buchanan Town  Hall on the 12th day of July, 2021 beginning at 7:00 p.m.:  MEMBERS: Craig Bryant, Mayor James Manspile, Vice-Mayor Marty Rickman Chris Witt Chris Petty  VOTE:  On motion ofCouncilmember following was adopted:  which carried by a vote of#-# #, the  A Resolution  Approving Corrections to the Fiscal Year 2021 /2022 Real Property Tax Rate Whereas, the advertisement for thel Fiscal Year 2021 /2022 budget for the Town ofl Buchanan advertised ini the Fincastle Herald on April 28, 2021 and May 5,2021 incorrectly listed the Real Whereas, Town Council approved Resolution R21-0614-02 with same Real Estate Tax Rates; Now Be ItTherefore Resolved, that the Town Council of] Buchanan does hereby approve the Real Property Tax Rate for Fiscal Year 2021 /2022 at $0.19/$100 of assessed valuation, showing  Estate Tax Rates as Current $0.32/$100, and Proposed as $0.32/$100; and  and  no change ini the Real Estate Tax Rate.  AYES: NAYS: ABSENT:  1    Resolution R21-0712-1  APPROVED:  Craig Bryant, Mayor ATTEST:  Claudine Stump, Town Clerk  2    Resolution R21-0712-02  OF BUC  1811  At ai regular meeting oft the Town Council oft the Town of Buchanan held at the Buchanan Town  Hall on the 12th day ofJuly 2021 beginning at 7:00 p.m.:  MEMBERS: Craig Bryant, Mayor James Manspile, Vice-Mayor Marty Rickman Chris Petty Chris Witt  VOTE:  On motion ofCouncilmember was adopted:  which carried by a vote of# -# #, the following  A Resolution  Authorizing re-appropriation of fiscal year 2020-2021 unused utility funds  Whereas, the Town ofBuchanan, Virginia has ai need for sewer treatment plant drawdown; and Whereas, the Town ofl Buchanan, Virginia has a need to implement necessary repairs to the sewage treatment plant to remain compliant with state and federal guidelines; and Whereas, the Town of Buchanan, Virginia has ai need to repair sidewalks in Buchanan; and Now, therefore be it resolved; the Town of Buchanan Town Council; hereby authorizing the re- appropriation ofunused utility budget funds from 2020-2021 fiscal year for thej purposes of repairs to the sewage treatment plant and to repair public sidewalks and does hereby authorize  the Town Manager execute such contracts on behalf oft the Town.  AYES; NAYES: ABSENT: APPROVED:  Craig Bryant, Mayor ATTEST: Town Clerk  26432/2/9978827v1