HR  1811 Buchanan, VA  Minutes of Council Work Session Meeting  March 7, 2024 Present:  Mayor Tristan Harris Vice Mayor. James Manspile Councilmember. James Eubank Councilmember Rose. Jeter Councilmember Marty Rickman  Mayor Harris called the March 7,2024, work: session to order at 7:05 p.m. This meeting was heldi in the Council Room. Town Clerk Claudine Stump took roll call. With five members oft the Council present, a Mayor Harris made a motion to change the order of the agenda sO that B, C, and D will be between G and H with as second from Councilmember Eubank. Councimember Jeter asked ift the reason' was because what would be discussed in closed session. Mayor Harris affirmed that was the reason.  quorum was established.  Amending the agenda was approved witha avote of5-0. The first item for discussion was the budget schedule.  Town Manager Peck stated the tentative schedule for discussing the budget, creating the budget, publishing the budget for public hearing, and adopting the budget. Town Manager Peck stated that with the: software conversion going on, the Town office may be closed, and the  budget may be delayed.  The next item for discussion was the Charter change.  Town Attorney Puvak explained the process fora a Charter Change, when it would need to be Councilmember. Jeter: asked who was going to work on this? Will there be a committee? Mayor Harris suggested Council read the Charter and at the next work session discuss potential Vice Mayor Manspile stated the charter is not clear on what the Town Managersresponibltes Councilmember. Jetera asked that someone take notes for action items for next Council meeting.  sent to General Assembly, and the last time the Charter was changed.  changes. are.  Mayor Harris stated he would head up this project.  1    The next action item was the water and sewer for the Factory Flats project.  Town Manager Peck gave Council copies of the code. Town Manager Peck explained thei fees for the project. He also stated the Town hook-up fees are way lowert than the: state average. Town Manager Pecks stated thei issue oft the project putting in one hook-up instead of individual Howard Mallory of 931 Williams Lane discussed his issues with Factory Flats and the easement for Councilmember Manspile stated the upgrades to the water and sewer for Williams Lane. Councilmember. Jeter suggested that Mr. Mallory speak to Councilmember Manspile after the Mayor Harris stated that the developer is aware of the problem with code stating each apartment has to have its own meter. They didn't do that. The developer has stated fixing that would put them behind schedule and the cost would be prohibitive. The developer suggests paying for the 22 hook-ups, then on a monthly basis, pay for 22 separate accounts. Mayor Harris stated het told the developer he would have to take it to Council. Councilmember Manspile stated that needed to be put in writing. Councilmember. Jeter asked for clarification of the two issues. Town Manager Peck: stated that the rules and codes can be changed, but it will take time to change the Ordinance. Town Attorney Puvak made: suggestions for changing the Ordinance. Council discussed potential changes and potential problems with changing the code.  hook-upsi for the water and sewer for the Factory Flatts project.  Williams Lane. meeting.  Town Manager Peck stated more potential issues. The next item for discussion was the Easter Egg Hunt.  Crystal Eubank gave an update fori the Easter Egg hunt activities. She asked Council what the procedure is for purchasing supplies and what the limit for purchasing is? There was discussion Mr. Burton suggested everyone involved with all the events share thei information they have for Council suggested that Mrs. Eubank go get the: supplies, bring back the itemized receipts, and be Ms. Edwards asked that Council be available at the Easter Egg Hunt for crafting projects. Councilmember Jeter stated the only issue that she has about the breakfast is there are: several groups that may want to do the breakfast and only allowing one group would not be fair. Councilmember Jeter asked that thei issue with the gambling license be put on the agenda for Town Treasurer Eva Shannon explained some oft the new laws required for gaming licenses to Councilmember Eubank: stated the Carnival Committee will be held March: 12.  as to what needs to be purchased.  Kitty Edwards asked about using the food stand for breakfast.  each event. reimbursed.  discussion.  play the games of chance at Carnival.  The next item for discussion is the FOIA/COIA training.  Town Attorney Puvak explained the Freedom of Information Act and the Conflict of Interest Act.  2    Town Attorney Puvak explained the Disclosure Statement, who needs to filli it out, and who can  see the information.  Town Attorney Puvak explained Immunity Rights fori the Council. Town Attorney Puvak discussed the Town Social Media Policy.  The next item on the Agenda was a closed session.  Mayor Harris made a motion to goi into closed session to discuss items exempted from the Freedom of Information. Act Section 2.2-3711-1 Personnel matters and 2.2-3711-A7 consultation with legal council with as second from' Vice Mayor Manspile. The motion was approved by a roll call vote: Mayor Harris -Yes, Vice Mayor Manspile - Yes, Councimember Eubank-Yes,  Councilmember. Jeter - No, Councilmember Rickman-Ves.  Closed Session started at 8:55 pm. Closed Session ended at 10:20 pm.  Mayor Harris certified the closed session with a roll call vote as follows: Councilmember Eubank-) Yes; Vice Mayor Manspile - Yes; Mayor Harris - Yes; Councilmember Rickman-) Yes; Councilmember Jeter- -  Yes.  The last item for discussion was the new positions/contract services.  Mayor Harris directed Town Manager Peck to contact the Berkley Group to investigate filling Mayor Harris stated he would contact Darlene Bertram fori the Town Manager Position. Her Mayor Harris directed Town Manager Peck toi initiate the process for al Public' Works Director/ Vice Mayor Manspile stated that Town is behind on pay rate across all positions. Mayor Harris asked Councilmember. Jeter about bringing in a marketing company. Councilmember Jeter stated that the estimated cost would be $20,000.00 to $30,000.00 Mayor Harris directed Town Manager Peck to add finding a marketing company to the Council Mayor Harris stated the other position that is in dire need to bei filled is the event coordinator. Councilmember Jeter asked if there are event coordinators out there? Could this bea  positions for the Town.  name was given by the Berkley Group at no charge.  Supervisor position.  depending on what' Town would want them to do.  Meeting agenda. temporary position?  Town Manager Peck suggested standardizing job descriptions. Council discussed how to handle upcoming events.  Council and Town Manager Peck discussed closing the office for accounting system upgrades. Mayor Harris suggested closing the Town Hall Office one day a week for staff to catch up and get  training on the new softwares that are being implemented. further discussion, the motion was carried out with a vote of5-0.  Vice Mayor Manspile made a motion to adjourn with as second from Councilmember Eubank. With no  Adjournment was at 10:39 pm.  3    Respectfulysubmitted,  Plaudiulmp  Claudine Stump, Clerk  -  Tristan Harris, Mayor  4