MEETING MINUTES OF THE Thursday, August 1, 2024 6:00 p.m.  BROADWAYTOWN COUNCIL WORKSHOP MEETING  Thel Broadway Town Council meti in av workshop meeting on' Thursday, August 1,2024, int the Council Chambers ofthel Broadway Town Hall. The following members werej present: MayorDavidL.Jordmn. and Council Members Chad L. Comer, Travis M. Driver, Elizabeth M. Fawley, Richard E. Fulk, and Beverly L.London. The following staff members were present: Town Manager, Stefanie McAlister, Town Clerk, Donna Lohr, Finance Director, Susan Smith and Wastewater Superintendent, John Mayor Jordan welcomed everyone to the workshop meeting. He then called the meeting to order at Mayor Jordan advised that the first item on the agenda is a monthly staff update from Mr. John  Coffman. 6:00 p.m.  Coffman, Wastewater Superintendent.  Monthly StaffUpdate- - Mr. John Coffman, atatrSuperintanket  Mr. Coffman provided a brief history of the Town of Broadway's Regional Wastewater Plant. He stated that the Town of Broadway bought the Schaeffer plant out of bankruptcy. The plant was upgraded to a nutrient removal plant and the Town contracted with four customers. The plant underwent a second upgrade and added a fifth customer at that time. A third upgrade was made in 2017, and the plant became a five-stage nutrient removal plant, handling removal of nitrogen and phosphorous from wastewater. Mr. Coffman then explained the nutrient removal process. He also stated that the acquirement oft the wastewater plant has generated aj profit for the Town of Broadway. Broadway is able to subsidize the other departments int the Town, as well as keep water, sewer andi tax rates lowi through income generated from the Wastewater Plant. The' Town'sp plant hasi increased from handling two million gallons a day of wastewater to three million gallons per day. The Wastewater Department is currently working on updating all their permits. Currently, thej plant needs three outdated blowers to bei replaced. The cost to: replace all three blowers ranges: from $3.51 million to $4.01 million. Mr. Coffman explained that there are ways to replace some parts in each blower which would extend the life ofthel blowers, allowing the Town some time to: save some: money for future replacement ofthe blowers. Mr. Coffman explained thei function ofthe lagoon and howi itj provides some flexibility for the plant. Hes also explained thei irrigation process and stated that the Town irrigates 550 acres ofland, and the Town is on schedule to irrigate approximately 130 million gallons this year, There are four wastewater operators who operate the plant 24/7, including weekends and holidays. When asked about recommendations for the future, Mr. Coffman advised that the blowers should be addressed first. He advisedi that plastics may havet tol bet treated in wastewaterint the future: SO additional sampling and monitoring may need tol be done sO customers may have to cover the cost ofupgrades in Ms. Stefanie McAlister added that the Town needs to begin planning for additional staff at the wastewater plant, with ai focus on succession planning ofthe wastewaters superintendent who is nearing the possibility of retirement. She also mentioned that she and Mr. Coffman would be reviewing and  Mr. Coffman fielded a few questions from Council members.  order to manage this stipulation ifit becomes ai requirement. Mr. Coffman thanked the Council for letting him speak this evening.  discussing the wastewater contracts over the next twelve months.  Monthly Financial Update =  Mayor Jordan moved to the next item on the agenda which was the Monthly Financial Update. Ms. McAlister, Town Manager, provided al briefsummary ofthe finances. Shereported that the department heads have done a great job of decreasing expenditures. She further stated that it is necessary to    MEETING MINUTES OF THE Thursday, August 1,2024 6:00 p.m.  BROADWAYTOWN COUNCIL WORKSHOP MEETING  complete this full budget year to gain ai more accurate idea ofwhat thei revenues and expenses truly are. It will take some time to determine what the Town will see in savings from this budget year and how much, ifany, can be contributed to the Town'si investments. Also, over this year, Town staff willl be preparing a Capital Improvement: Plant to determine projects that will need tol bei funded going forward. This will help with budgeting in the upcoming years. Iti is likely that it will take quite some time to be able to do some of the projects that need to be done. The Town has a debt to the Virginia Resource Ms. McAlister stated that the financial policies that were instituted in the months before she came to Broadway are still inj place. Thej purchase order system iss still in place. Towns staffis workingtowardsa morei formalized purchase order and financial policy sot that all oft the department heads understand the procedure. Ms. McAlistera added that staffneeds to gett to apoint wherei the department heads have the autonomy toj purchase the items necessary to complete ajoborproject, without first seeking approval or notifying office staff, when those purchases are under a "to be established" dollar amount. Ms. McAlister stated that another procedurei thati isi newist that thel Mayor comes in once a week and reviews the checks for the bills that arel being paid. Ms. McAlister added that she, Kim, and Susan also review the checks and invoices sO there are a lot of people involved: ini the review process for the bills that are Ms. McAlister stated that currently in the Town's checking account, there is $878,576. This is more than has been in the account than in the past, but iti is not yet at a comfortable level where staff feels they can transfer funds to the investments and leave them there. That amount is approximately what should stay in there for the ebb and flow ofdaily operating costs within the Town. Ms. McAlister then advised that town staffwould' be working to move reserve: funds from thel Loomis investments account into thel LGIPinvestment account. The VRA loan: requires that $274,794 bel kepti ina arestricted: fund and the LGIP investment account qualifies as ai restricted account. Ms. McAlister advised that the Town currently has $58,450 in reserve funds, which is not optimal, but is slowly increasing. Ms. McAlister then explained thel budget V. actual report, whichi indicates revenues: and expenditures for Mr. Chad Comer requested that Ms. McAlister provide the: numbers from the financial summary page Ms. McAlister answered a few questions from Council members regarding the financial reports, pool profit and losses, vehicle and equipment inventory and invoices relating to those items, and thei invoices Council members had a brief discussion regarding security cameras at the pool. Ms. Susan Smith advised that it is projected that security cameras could be re-installed at the pool/park ini the spring of  Authority which. must be paid by 2049.  being paid. Thisi is more of a check and balance system than previously existed.  the: month and year-to-date.  during the regular Town Council meeting. Ms. McAlister agreed to do that.  paid this month.  2025, prior to next pool season.  Council members completed their review of the invoices paid.  A copy ofthe financial reports and the list of paid bills is included with the minutes.  Town Manager's Report  The next item on the agenda was the Town Manager's Report.  Ms. McAlister stated that a copy ofherr report wasi included with thej packet. She advised that thei items ini the report indicate ifthey arei informational or may become action items on Council'sagenda at some 1) The first item on the list was the Meals Tax & Business License rates. Ms. McAlister stated that Council had desired to increase thei meals taxi rate from 4.5%-5%1 in the current: fiscal year. In order for that to occur, a public hearing must bel held, an ordinance adopted indicating that tax rate will increase, and then the rates and fees schedule must be amended to include the increased rate. The public hearing for the increased: meals tax rate will be at Council'smeeting  point.    MEETING: MINUTES OF THE Thursday, August 1, 2024 6:00 p.m.  BROADWAY TOWN COUNCIL WORKSHOP MEETING  on' Tuesday, August 6,2024, and then the increased rate can be considered as an action item on Council's agenda at the September 3, 2024, meeting. Ifthei increased meals taxi rate is passed, town staffwill: send out al letter to all restaurants notifying them oftheincreasedi rate, which will Regarding business license fees and rates, Ms. McAlister advised that at thel March 2024 work session, council had discussed the current rates and proposed: increases to the rates. Since that meeting, the Town Attorney has reviewed the rates and has advised that there is a state code section that sets limits on what those rates can be. He isi reviewing state code currently toi make sure that the proposed rate increases are allowable by state code. Ms. McAlister advised that the goal ist tol have those rates reviewed and established by November sO that notices can bes sent out to businesses. Renewal applications for business licenses are sent out in. January and are due March 1st. Ms. McAlister stated that the budget revenue projections are based on the proposed: increases for meals tax and business license. There may bes al bit ofadifference int the budget, due to the fact that the meals tax rate increase is occurring two months later in the Council members werei in agreement that they thought these increases had already occurred with 2) Ms. McAlister proceeded to the next item on her report which was Shentel/Glo-Fiber installations. Ms. McAlistermentioned thati it appears thati in May 2021,Council decided toj put an ordinance in place allowing the town to enter into a franchise agreement with a fiber provider. Thatordinance was adopted; however, a franchise agreement was never entered into. At that time, Shentel was advised they could do: fiber installations int town, and they have been doing that. Ms. McAlister spoke with a Shentel representative last week and advised him that she is not comfortable with their continuance of work until a signed franchise agreement: isi in place. The franchise agreement provides stipulations regarding what they are allowed to do, where they are allowed to work, and stipulations on what they need to do when work is completed to: return the worksite toi its previous state. The Shentel representative agreed that a franchise agreement should be inj place, and they will cease further additional work until that can be accomplished. They will complete work at two locations where they are currently working but will not start anything further until a franchise agreement is in place. Ms. McAlister anticipates that a franchise agreement can be signed and in place by November. Shentel will likely not start work again in town until January 2025. Further plan review will also be done with Shentel in order to figure out where lines have currently been installed and where they plan toi install linesi in the future. Ms. McAlister further stated that thei newi franchise agreement that will be in place will be for both data fiberoptics and cable television services. The: tom/srecommendation is toj put ar new ordinance inj place, advertise for bids, determine 3) Ms. McAlister proceeded tot thet third item onl her report which wast the Coyote Run Subdivision. The developers ofthis subdivision arei ready to move on with Phase 6, however there are some items in] Phase 51 that still need tol be addressed. Repairs to the curbs, gutters, and: roads need to bei fixed. An onsite meeting with the contractor/developer was held to show them what needed to be repaired. They have agreed to make those repairs. The Town does have a bond for section 6. D.R. Horton ist the developer, landowner, and builder for this phase. Ms. McAlister has advised them that they can move forward with section 6, since the Town has a bond in place, however they are only permitted toi install thei road and thei infrastructure. Noj permits for constructing houses will bei issued until all the repairs are completed inj phase 5. 4) Thei next item on Ms. McAlister's reporti is the Springbrook Road Sewer Line Extension. Ms. McAlister explained that there are three lots on Springbrook Road that have a distance issue  be effective, October 1, 2024.  budget year. the new budget year.  ac contractor, and sign a franchise agreement with that company.    MEETING MINUTES OF THE Thursday, August 1, 2024 6:00 p.m.  BROADWAY TOWN COUNCIL WORKSHOP MEETING  from the nearest available sewer main. The closest lot to the sewer main is at least 150 feet away. There is some. language in the Town's code that discusses extending sewer lines and it states that the' Town will extend it 501 feet and aftert that iti ist thel landowner's: responsibility. Ms. McAlister stated thatl her understanding ist that in the past, when the' Town has been approached about whether seweri is available tot these properties and ifthey can be developed, the response has been that seweri is not available to those properties. Ms. McAlister advised that because of the distance that thej properties are: from thes sewer) line, the Town isi not required to extend: sewer toi those properties. As ai result, those properties are: not developable unless the landowner puts int the sewer, and in the past people have not wanted toj pay the cost to do that. Ms. Mc Alister advised that the interim town manager had discussions with the landowners regarding the landowners paying for a portion ofthe: sewer and thei town paying aj portion to extend the sewer. Ms. McAlister advised that it is unknown how much of the length oft the sewer extension the Town should bei installing. Should it be 50: feet or 150: feet sincei it's three different properties? But even ift the Town puts in 150 feet, it still will: not reach the properties. She further advised that ifthe Town agrees to install a portion oft the sewer line, the property owners will need to install the remainingp portion. Ms. McAlister stated that she was unsurei ifthis had been brought before Council previously. Council members advised that this issue had not been brought before them. Ms. McAlister stated that after discussions with the Public Works Director, itis estimated that thej project will cost over $30,000 fort the Town's! portion ofinstalling the sewer line, which the Town may need to do since it is in the Town's ordinances. This is an Mayor Jordan advised that hel hadi met with thel landowner and gavel him the scope ofthe project and requested that the landowner get a quote for the total cost oft the project. Ms. McAlister advised that Council may want to consider amending the utilities chapter of Town Code to address the installation ofs sewer lines outside ofar major or minor subdivision sO that the Town is not responsible for paying to extend sewer lines toj properties. The general consensus ofTown Council ist to amend the utilities chapter SO1 that the' Townisnot 5) The next item onl Ms. McAlister's1 report wasi information on paving projects. She advised that Elm Street needs as sewer repair prior toj paving occurring. Thej public works department willl be able to complete that sewer: repairi inl house. Mr. Dellinger, Public Works Director, has advised that he has been notified: recently by Columbia Gas that they are planning to do work on. East Council asked for documentation regarding Columbia Gas' planned work on East Avenue. Ms. McAlisteradvised that the Town does receive approximately $157,000 quarterly from the State for highway projects, such as paving. The Town has not received the funds to cover the cost oft this paving project, which is expected tol be $203,000: for East Avenue and Elm Street. Council members and Ms. Smith discussed whether the payment received in June was carried over or spent in the previous budget year. Ms. McAlister advised that the street maintenance Mr. Comer asked howi much it would cost toj pave only Elm Street. Ms. McAlister advisedi that the cost to do just Elm Street is approximately $120,000. She further advised that the Town Mr. Comer requested a new quote for paving Elm Street solely. He further stated that in the Council members agreed they would like tol have Elm Street paved nowa and go through thel bid process to acquire quotes for paving East Avenue in the Spring, allowing for more highway  unbudgeted expense.  responsible for paying to extend sewer to properties.  Avenue within the next 61 months and will be tearing up part of the road.  line-item amount that was budgeted was also spent in fiscal year 23-24.  should do a bid process to acquire aj paving company.  future the town should proceed with the bid process: for paving projects.  funds to be received by the Town.    MEETING MINUTES OF THE Thursday, August 1, 2024 6:00 p.m.  BROADWAYTOWN COUNCIL WORKSHOP MEETING  6) The next item on the Town Manager's report was the Heritage Park Bathroom Facility and Pickleball Courts. Ms. McAlister: advised that Dominion Energy did gett their easement tol bring inj power. An electrician will be coming to install wiring at the bathrooms. The Public Works Department will complete additional grading around the building, and they will install Mr. Chad Comer advised that he will donate plants and mulch tol bej placed around the sidesand Ms. McAlister stated thati iti isa anticipated that the work will be completed in the coming month. She then stated that the lights are installed and functional at the pickleball courts. The lights were paid for by a donation. The lights have a switch and are on a1 timer as well. 7) The next item on the Town Manager's report was the Draft Comprehensive Plan - 2045. Council has received a draft oft the comprehensive plan to review. Any edits to the document should be sent to the Clerk by August 7th, 2024. A joint public hearing is scheduled for September 3rd, 2024. The Planning Commission may make aj recommendation to Council for adoption ofthe Comprehensive Plan that evening. Town Council may acti to adopt the plani the 8) Ms. McAlister then discussed surplus items to sell. She advised Council members that department heads have been asked to go through theirinventories to determine ift there are any items of value that are no longer useful to the department and that may be sold. Photos and descriptions ofthei items will bej posted on a government surplus website. Profits from the sale ofitems will be returned to the fund ofthe department from which it came. Ms. McAlister advised Council members that there is an electric oven at the pool which is currently not being used. Thej purchase price oft the item was $12,038.59. A reserve of$8,000 will be put on the item SO that the Town will not take less than that amount for it. Ms. McAlister asked Council if they'd like to move forward with the sale of that item. Council consensus was to proceed with the sale oft the electric oven and she will acquire a list from the Ms. McAlister also asked Council to consider the sale of any real estate that the Town is 9) The next item on Ms. McAlister's report is a 3.2% Cost ofLiving (COLA) increase for Part- Time employees. She advised thati included in the budget was a 3.2% COLA increase for: full- time employees. An increase forj part-time employees wasi noti includedi int theb budgeted number. There has been some confusion regarding whether the part-time employees were supposed to receive the 3.2% increase. After speaking individually with council members, Ms. McAlister has learned that somei members thought the increase was forj part-time employees also and some council members thought that the increase wasi fori full-time employeesonly. Becauset there was some. lack ofcommunication and some confusion, Ms. McAlisteris recommending that Council extend the 3.2% COLA increase to the three part-time employees, retroactively effective. July 1, 2024. The maximum increase for the year will be approximately $3,200 for all three employees. This will be an action item on the agenda for Council's regular monthly meeting 10)Ms. McAlister then discussed the Administration and Finance Staffing Structure. Ms. McAlister advised that she had not found defined job descriptions or task lists forj personneli in the administration department. There are: five employees int the office currently. Therel hasl been some confusion over what thel best functionality is for the current staff. Ms. McAlister advised that the structure ofthe employeesint the office needs tol bei reviewed and the employeesi need to be instructed on their roles and job duties. Because the Town no longer has a Deputy Town Manager and Ms. Shifflett isi retiring, there isi money int thel budget tol hire an administrative and  sidewalks. back oft the building.  same evening.  departments of other items to sell. currently holding.  scheduled for August 6, 2024.    MEETING MINUTES OF THE Thursday, August 1, 2024 6:00 p.m.  BROADWAYTOWN COUNCIL WORKSHOP MEETING  finance assistance. This person would handle customers at the front window, answer phone calls, take payments, and handle the website and social media. Ms. McAlister does have aj job description created for Council to review ift they wish. There is money in the budget for this position and Ms. McAlister advised that she would like toj proceed with advertising for thej job. She further advised that by the end oft the year, she would have complete job descriptions, to include pay scales, for the other positions in the Administrative Department. Mayor Jordan asked Ms. McAlister to email the job description to Council Members. 11) Ms. McAlister then advised that all Council members have been set up with town email addresses for their use for town business. It is a minimal extra expense each month for licensing for the extra emails. Instructions fora accessing emails have been provided to council 12) The last item on Ms. McAlister's report is Town Events Planning. Ms. Cari Orebaugh has presented aj proposal to coordinate the remaining events in 2024. Her requested feei is $2,000 for approximately 74 hours of workload for six events. Ms. McAlister asked Council ift they wish to enteri into a contract with Ms. Orebaught to coordinate the remaining six events in 2024. Council agreed to execute the contract with Ms. Orebaugh for the remaining events in 2024.  members.  Acopy oft the Town Manager's report is on file with the minutes.  Old Business status. meeting.  Mr. Comer, speaking on behalfofMr. Doug Harpine who was not] present at the meeting, asked about the status of the Rt. 259 bridge re-naming. Staff advised they would contact VDOT to find out the Mr. Comer then asked ift the public comment section oft the agenda would be moved to the start oft the Ms. McAlister advised that she will review the Administrative part ofTown Code and see ifit can be moved. Ifit can then, it willl be moved for Tuesday's 's meeting to the beginning oft the agenda. It can also be discussed at Council'si meeting on Tuesday and ifCouncil agrees, the public comment section Mr. Travis Driver then asked about the police pact. There had previously been a question about insurance. Ms. McAlister advised that she had spoken with VRSA, and Towns who are utilizing officers from otherj jurisdictions must pay the town that the officers are normally employed with, and Also under old business, Ms. McAlister stated that department heads had been asked to speak at council's workshop meetings onarotating basis. Ms. McAlister stated that ChiefMillerand: Ms. Susan Smith aret thei remaining department! heads to speak at future meetings. Ms. McAlister asked Councilif they'dl like ChiefMiller to speak at the August 29th, work session. Ms. Smith willl bes scheduled tos speak at the September workshop meeting, after the audit is completed. Council members agreed with that Ms. McAlister then asked Council members to consider moving the night oft the workshop meeting to the same night as council meeting, and have both meetings scheduled for the second or third week of the month on whatever day oft the week is convenient for Council members. The workshop meeting would be held from 6:00pm - 7:00pm and Council meeting would bel held from 7:00 pm 8:00 pm. There is a section in the administrative part of the town Code that sets the meeting dates sO the ordinance would) havet to be amended. Ms. McAlisteri is requesting that Council members consider this Mayor Dave. Jordan advised that] he would like toj put the GolfCart Ordinance back on the schedule for  can be moved to the beginning oft the meeting permanently.  not pay the officers directly for their time.  Mr. Driver stated that he would like to proceed with the pact.  schedule.  option.    MEETING MINUTES OF THE Thursday, August 1, 2024 6:00 p.m.  BROADWAY TOWN COUNCIL WORKSHOP MEETING  the next work session, to be voted on at the September Council meeting.  Mayor Jordan asked Ms. McAlister her opinion of golf carts in Broadway, since she had previous experience working for a town that allowed golf carts. Ms. McAlister advised that the Town of Grottoes lent itselfbetter topographically for the use of golfcarts in town. The police department did inspections of golf carts, and decals were administered for a fee for those golf carts that had been Mr. Richard Fulk asked about the expense for signage and what the signage requirements were. Ms. McAlister advised that she would have to research cost and requirements for signage. Ms. Fawley stated that shel had visited localities where golfcarts are allowed and those localities] hadi no Mayor Jordan re-stated that this item would be on the agenda at Council's next workshop: meeting for  inspected and were cleared for use in town.  issues with golf carts in the towns.  discussion. New Business  Under new business, Ms. London remarked that the Off-Broadway Players have formed two committees. Onei is to work on aj progression ofthings that can be done tot thel building next doort tot the Town Office overtime. They have someone who is actively researching possible grant money as well asi fund raising forrenovationsi to that building. They hadj previously been told they could: nots seek grant money. The Off-Broadway Players would like to come talk to Council members at a meeting once Also under new business, Mayor Jordan mentioned that the Planning Commission is currently one member short since. Ms. Fawley isi now on Council. Mayor. Jordan asked for Council input on when to fill the planning commission position. After some discussion, the consensus ofCouncil ist to wait until  their performances are over.  after the election. Other Business  Mayor Jordan asked council members ift they had any other business to discuss. Ms. London asked Ms. McAlister to research ifmembers ofthel Board ofZoning Appeals are required to bej property owners in the Town. Ms. McAlister advised she would research the matter. Ms. Liz) Fawley mentioned that with school starting soon, and with school buses traveling down' Turner Avenue to Main Street, shel has been advised that therei is a site distance issue due to the trees growing out over thei roadway. She also mentioned that there are site distancei issues at thei intersection ofTurner Avenue and Sunset Drive as well. Mr. Chad Comer advised that he would trim the trees at Turner Avenue and Main Street. Public Works staff will review the site distance issue at Turner Avenue and Ms. Fawley alsor mentioned that shel had spoken with citizens who live on1 thei north: side ofSunset] Drive and they had said their water pressure is low and there is sediment ini their lines. Ms. Fawley advised she could provide the addresses oft the locations to town staff. Ms. McAlister advised that she would Mr. Chad Comer mentioned that hel had: received numerous complaints about the old church on Central Street, which isi in disrepair. There is a church board that governs it. Ms. McAlister stated she would  Sunset Drive.  ask public works stafft tol look into the issues.  review the Town's blight ordinance to determine a course ofaction.  Adjournment call vote:  At 8:30 p.m., with no futher business to discuss, Ms. Liz Fawley made a motion to adjourn the meeting. Mr. Travis Driver seconded the motion which passed on the following recorded roll-    MEETING MINUTES OF THE Thursday, August 1,2024 6:00 p.m.  BROADWAY TOWN COUNCIL WORKSHOP MEETING  Elizabeth Fawley Travis M. Driver Beverly L. London Douglas W. Harpine Q2ba David L. Jordan Donn hhehe Donna Lohr  Aye Aye Aye Aye Mayor  Richard E. Fulk Chad L. Comer David L. Jordan  Aye Aye Aye  Town Clerk