MBETING MINUTES OF THE Thursday, August 29, 2024  BROADWAYTOWN COUNCIL WORKSHOP MEETING  6:00 p.m.  Thel Broadway" Town Council meti in a workshop meeting on' Thursday, August 29, 2024, int the Council Chambers ofthel Broadway Town Hall. The following members were present: Mayor DavidL.Jordan, Vice-Mayor BeverlyL.London, and Councill Members ChadL. Comer,' Travis] M. Driver, Elizabethl M. Fawley, Richard E. Fulk, and Douglas W. Harpine. The following staffi members were present: Town Manager, Stefanie McAlister, Town Clerk, Donna Lohr, Chiefo of Police, Doug Miller, Sergeant Joe Ritchie, Officer. Jason Fulk, Officer Kolby Walters, Officer Carson Frey, and Public Works Director, Mayor Jordan welçomed 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 Chief Doug  Chad Dellinger. 6:00 p.m. Miller.  Monthly, Staff Update = ChiefofPolice, Doug Miller  ChiefMiller began his update by mentioning that they havel had two openings since April 2024, one of which has been filled by Officer Carson Frey. There is still one opening in the police department. Chief Miller advised that other local agencies have openings as well and are experiencing the same difficulties ini fillingi those openings. ChiefMiller mentioned that they havel had ai fewapplicants fort the open position but those applicants would not have been a good fit for the Town of] Broadway. Heis currently trying toi find ways toi recruit and incentivize peoplet to apply for aj position as ap police officer. ChiefMillermentioned that despitel his department being short-staffed, the members ofhis department National Night out was al huge success. The police department partnered with the 4H Club to work on this event. ChiefMiller mentioned several training courses that his officers had attended recently, as ChiefMiller then asked to discuss' The Southern States Police Benevolence Association (SSPBA)Fund with Council Members. He stated that hei recently was advised that Council had decided not toj pay for the police officers dues to' The Southern States Police Benevolence Fund, even though this item was included in thel budget forFY24-25. ChiefMillerasked: for explanation: regarding this. Hea advised this is a good benefit for recruitment of new officers. Chief Miller asked why Council decided to discontinue paying for this and why they did: not talk to ChiefMiller about it. Mayor Jordan remarked that Council Members were advised that the purpose of the SSPBA was to provide an attorney for an officer for legal action against the' Town, Mayor Jordan asked ChiefMiller to offer an explanation to Council ofv what the SSPBA is and what their function is. Chief] Miller explained that if an officer is involved in a shooting or if someone brings legal action against an officer civilly or criminally for an action performed during the line of duty, the SSPBA Discussion ensued regarding whether an officer can uset the SSPBAattorneys: to defend them int the case ofthe' Town bringing disciplinary action against an officer. ChiefMiller advised that officers can: not use those attorneys in defending themselves ift the Town has a grievance with an officer. He further advised that payment fort these dues was budgeted, andi itis a very good recruitment tool when trying to Mr. Doug Harpine asked ChiefMillerto provide information in writing stating that officers cannot use the attorneys from the SSPBA ini the case ofag grievance with the' Town. Chief Miller advised that he Mayor. Jordan asked the ChiefofPolice and the poliçe officers present int the audience theirt thoughtson  have been working hard to: make sure shifts are covered as: much as possible.  well as some upcoming trainings.  provides an attorney for that officerifneeded.  hire new officers: will do that.    MEETING MINUTES OF THE Thursday, August 29, 2024 6:00 p.m.  BROADWAY TOWN COUNCIL WORKSHOP MEETING  what improvements can be made in their department. Mayor Jordan advised the officers that their visibility int the community makesa a great impact to thej public. Hei thanked the officers for thejob they Ms. McAlister: advised that shel has had discussions with the Chiefregarding thel best way to achieve as close to twenty-fourhour coverage as possible, with ai focus on making sure thel hours ofs school drop- offa and pick-uparecovered, and without addinga galotofovertime or creating overloaded schedules for Abriefdiscussione ensued regarding ECO/TDO procedures and the demand itj places on policeofficers' Chief Miller responded to Mayor Jordan's question about what can be improved. He stated that Council members and ChiefMiller then proceeded to discuss the Police Pact. Chief.Milleradvised that Council members had not asked Chief Miller his thoughts on the Police Pact that originated in Bridgewater. ChiefMiller: stated that hel had: reviewed thej pacti in February. He explained that therei is already an agreement with. Rockingham County Sheriff's Office, and he does not believe this pact is necessary since an agreement with Rockingham County is already inj place. ChiefMiller explainedi that the other localities have signed thej pact with the exception ofRockingham County,J JMU, and the Town ofBroadway. ChiefMiller stated that he isnoti ini favor ofs signing the police pact. He does notl believeit Discussion ensued regarding whether or not the Town ofBroadway would need additional officers for events or parades. ChiefMiller advised they also have the option of calling the Sheriff's office or the ChiefMillerand Council members discussed the politics involved with thej pact. They also discussed communication issues between staff, Council and the police department regarding this pact. Both parties agreed they should have been made fully aware of the pact as an option and had discussions Council members and ChiefMiller discussed thel lack ofcommunication that had been on-going for the Ms. McAlister advised that she would like tol have a written report from each department: for inclusion in Council's workshopmeeting packet. This would provide another opportunity for department. heads tocommunicatei importanti information from theirrespective departments directlyt to Councili members Chief Miller advised that any decisions that he made were made with authorization from the Town Chief Miller requested that Council Members call him any time they have a question regarding the operations ofthe police department. He stated he does not understand why council members have not been communicating with him or asking questions ofhim when they hear rumors about him. Ms. London advised that it was necessary to verify that thei rumors werei incorrect regarding the police Discussion ensued regarding thej police department schedule and thei fact that it changes at any time due ChiefMiller then stated that he and Ms. Fawley had: met and discussed thej proposed goffcartordinance ChiefMiller then discussedi the requests from citizens that had come ups at Council meetings for signs to be installed prohibiting tractor trailers from using brake retarders (jake brakes) on certain roads in Broadway. ChiefMilleradvised that VDOThadi issued lamemorandum, in 2016stating thatt they would not regulate the use of brake retarders. They removed any signage prohibiting jake brakes, due to liability issues and they will no longer post signs prohibiting the use of jake brakes. ChiefMiller advised that the decision to post signs prohibitingjake brakes is up to Council, but there could be  are doing in helping the community and in keeping the citizens safe.  the officers. time.  communication is what can be improved.  is necessary. State Police.  regarding the pact, prior to a decision being made regarding it.  past several months.  Manager or Deputy Town Manager.  chief's vehicle being in a wreck.  to vacations or occasions where officers are sick. and the meeting was very productive.    MEETING MINUTES OF THE Thursday, August 29, 2024  BROADWAYTOWA COUNCIL WORKSHOP MEETING  6:00 p.m.  liability issues ifthere's an accident in those locations.  Ms. McAlister advised that the Town's noise ordinance does not have anything that addresses jake brakes. She advised that the attorney can be consulted regarding whether this could bei included in the ChiefMiller then addressed the rumor that the reason Broadway is unable to hire another officer is because ofhim. Hes stated that he advised Ms. McAlistert to talk individually toi the other officers inl his department to find out if there is an issue in his department. He stated that he is over the rumors. Officer Joe Ritchie asked Council to consider offering some other incentives in order to hire a new officer. He: suggests offering thei incentive that thel health insurance family plan bej paid for, oraj portion ofi it be paid for by the Town. He advised that membership in the SSPBA was a benefit that was previously offered as well as paid gymi membership, and both ofthosei itemsl have now been eliminated. Officer Ritchie advised that the pay that is offered. inl Broadway has nowi fallen behind other localities Mr. Douglas Harpine advised that the Town currently has a shortfall of funds, sO iti is very difficult to find money toi incentivize officers to work for Broadway, either through their salary or benefits. Mayor Jordan moved to the next item on the agenda which was the Monthly Financial Update. Ms. McAlister, Town Manager stated that the reserve figures aret the same as. last month's because iti isnot yet the end of the month and we do not have the new: statements. Iti is possible she willl have updated Mayor Jordan asked about the three properties on West Springbrook Road that were asking for sewer connections. Ms. McAlister: advised that Mr. Reeves, one ofthej property owners, isa acquiring costs for Ms. McAlister then noted that page 14 oft the check listing indicates where payment had been made to Mr. Douglas Harpine and Mr. Chad Dellinger rhad al briefdiscussion: regarding thej pool motor and pool filter room. These are items that will need to be repaired or replaced before next season. There are numerous issues with the pool motor being in the same room as the chemicals. Mr. Douglas Harpine advised that the costs for repairs need to bej provided by January 2025 for budget planning purposes. Council members then discussed the optiono ofusing fuel cards for employees. Council members agreed that requests for bids for filling fuel tanks and providing fuel cards should be made in the future. A copy ofthe financial reports and the list of paid bills is included with the minutes.  noise ordinance.  and agencies.  Monthly Financial Update -  figures by the Town Council meeting on Tuesday, September 3, 2024. Council members reviewed the financial statements and the list ofbills paid.  their portion oft the sewer line extension. Virginia Resources Authority for a loan payment.  Town Manager's. Report  The next item on the agenda was the Town Manager's Report. Ms. McAlister stated that a copy ofh her report was included with the packet.  The first item on Ms. McAlister's report was the personal property tax relief rate. Ms. McAlister advised that Rockingham County establishes: aj personal property tax reliefrate annually. This) year the rate iss set at: 34%. Ms. McAlister asked Council ifthey would liket to adopt the samei rate, whichi is what has been done int the past. Afterabriefdiseussion, Town Council agreed they wish tos set thes samei rate. Ms. McAlister advised that this would be an action item on their regular Council meeting agenda for Ms. McAlister proceeded tot the next item on her report which wasi regarding the rental potential ofthe town-owned building located at 131 Main Street. Ms. McAlister advised that she had received an inquiry from someone who would like to rent out the office space on the downstairs portion of the building. Ms. McAlister asked Council ifthere wgppallyrgamingrmting this buildingandifthere  Tuesday evening'sn meeting.    MEETING MINUTES OF THE Thursday, August 29, 2024 6:00j p.m.  BROADWAYTOWN COUNCIL WORKSHOP MEETING  was a copy ofal lease anywhere. Council members advised that no one had beeni in thel building since the dog groomer left in January. Mr. Chad Dellinger advised that there was considerable expense: for propane to heat the location, due tot thel high ceilings and the tenant could no longer afford tol heat the Ms. McAlister then asked Council members to: review thei rest ofhers staffreport and she would answer Ms. Beverly London asked ift the Wenger Property included the lot next to the house as well as the property that has thel house onit. Ms. McAlister: advised that she would check with thet town attorney to make sure both properties are included. Thejudge's decision on the property iss scheduled to be made Ms. McAlister reported that the bridge inspection reports will be turned in to VDOT this week. Mr. Chad Comer asked how many days until thel bathrooms atl Heritage Park are completed. He advised that it had been 43 days since the bathrooms had been delivered. Mr. Chad Dellinger responded that currently the Town is waiting onl Dominion to complete their work. He also stated that Smith-Midland had just spent two days completing some items that had not been done at the time of the restroom installation. Mr. Dellinger advised that there are: some additional plumbing items that thej public works department will complete. Hel believes thel bathrooms should' be completed within thei next two weeks. He will do ai final list ofitems that need to be completed by Smith-Midland, but those items will not Mr. Comer and Mr. Dellinger then discussed issues with curb and guttering and the road in Walnut Ridge. Mr. Dellinger advised that there is approximately 150 feet of curb that needs to be replaced. The roadway also will need to be excavated for approximately 140 feet. Mr. Dellinger will work on Ms. McAlister advised that a meeting will be held on Friday to discuss the available money in the budget and what projects need tol be done this year, if possible, and next year, as well. Mr. Travis Driver asked if the water sewer connection fee request needs to be in writing from the Ms. McAlister advised that a written request needs to bei made soi it can be presented to' Town Council Mr. Driver advised that as part ofthe agreement for an easement for Southern States tol haves sewer run under thei road from the Southern States down, thel Runion'sr requested water ands sewer connection fees. They were advised that a combination of Alger's and Lantz Construction will pay to run the line, but Mr. Travis Driver then asked Mr. Dellinger about running a larger (8") water line across Rt. 259. Ms. Fawley askedi ifthel line on Sunset Drive had been flushed. Mr. Dellinger explained that thei issues Mr. Comer stated that hel had received ai request forapolice presence ati the elementary school and the middle: school at drop offint the morning and pickupi ini the afternoon for about al halfhour, ChiefMiller advised that thet trafficl back upi is only about teni minutes. ChiefMiller asked: for suggestions onl howto Ms. McAlister stated that either the police department or Town staff could reach out to the school Mr. Comer asked if there was any update regarding the church on Central Street. Ms. McAlister Mr. Richard Fulk askedi ifthe' Town is obligated to do anything regarding the bridge inspection report,  location. The heat is currently still on at the location but at a low temperature.  any questions they might have.  in September.  prevent the restrooms from being opened by the end of September.  pricing for repairs to this road, curb and gutter.  Runions since. it is an out-of-town connection.  at their meeting.  the Runion'sl have to pay the connection fees. There is no cost to the Town. Mr. Dellinger advised that two connection fees will need to be paid. Ms. McAlister advised that the Town does not really need that.  had been addressed by his department.  streamline this, particularly at the intersection of Hartz and Spar Mine on Rt. 259. transportation department and discuss solutions to the traffic issues.  advised she had no update at this time,  particularly those bridges that were rated "fair" or5poor".    MEETING MINUTES OF THE Thursday, August 29, 2024 6:00 p.m.  BROADWAYTOWN COUNCIL WORKSHOP MEETING  Ms. McAlister advised that she had asked VDOT that same question, and at what point isi ita a critical problem that the' Town needs to: fix. Ms. McAlistera advised that' Town staffwill do as much as they can to address any issues but she has also reached out to VDOT to find out if they do anything orl help the Mr. Dellinger advised thati replacement ofthel bridges willl bet the Town'sresponsibility, when thei time  town with any bridge related issues.  comes for that. Old Business  Acopy oft the Town Manager's report is on: file with the minutes.  Mayor Dave. Jordan advised that the: first item under old business was the discussion and consideration ofa Community Golfo Cart Ordinance. He advised that this item had' been discussed last year and the ordinance had been voted down. When asked a few months ago, the attorney had advised that the proposed ordinance could: not bel brought back up unless it was brought upl bytheindividualsy who voted against it. However, with two new members on Town Council, the ordinance can be reviewed and discussed again. Mr. Richard Fulk advised that his concern regarding this ordinance is the possible Ms. Liz) Fawley stated that she had visited the towns ofGrottoes, Bridgewater, Elkton and Dayton this past week to inquire about their golf cart ordinançes. She advised that the average cost per sign is Ms. Fawley advised that each town has different wording in their ordinances. She stated that the ordinance restrictions can be determined by Town Staff, Council and the Police Department. 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 fort 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 Ms. Fawley gave a briefs summary oft the differences in ordinances among the towns she visited. Ms. Fawley advised that some towns: require inspections. Some towns require stickers on golfcarts. Other towns: require that forms bei filed att thet omoclieapofofinsume recorded, and stickerspurchased. Ms. Fawley stated that Chief Miller had been very helpful in gathering information from the other Mr. Douglas Harpine stated that on two prior occasions, when asked, ChiefMiller) had advised that he was against the golfcartordinance. He asked ChiefMilleri ifhei isi nowi fort the ordinance, ori ifhei iss still Ms. Fawley advised that ChiefMiller) had told her he was against the ordinance but that the additional Ms. Beverly London advised that there are over 2,000 school age children int the town, andi the: streets in Mr. Richard Fulk advised that there will be numerous places in town where the speed limits change and where the Town willl have toj post signage restricting golfcarts. He: stated that researchi needs tol be done regarding the number ofl locations for] placement of signs, the cost of signs, and the installation costs. He also advised that the cost for posts for those signs needs tol bei included as well. Thosenumbers. have Mr. Douglas Harpine asked Chief Miller agair if he and his department, which is currently  escalating costs for signage that would need to be placed ont the streets.  $25.00.  inspected and were cleared for use in town.  issues with golf carts ini the towns.  towns and in helping her sort through the information.  against it.  information that they had collected was helpful, Broadway are not conducive to golf carts.  not yet been provided to council members.    MEETING MINUTES OF THE Thursday, August 29, 2024  BROADWAYTOWN COUNCIL WORKSHOP MEETING  6:00 p.m.  understaffed, want to handle enforcement of a golf cart ordinance in Town.  ChiefMiller stated no, he would personally rather not.  Ms. McAlister advised that if Council wants to pursue a community golf cart ordinance, perhaps a committee could bei formedtor research: it and provide furtherinformationt tos staffand council att the next meeting. A more refined and complete ordinance could then be formed, based on the collected A committee was formed to do research and gather information regarding the community golf cart ordinance as well as what state codes says,ifanything, regarding signage for golfc carts, how many signs would be needed, where they would be needed, and the cost for installation of signs and poles and maintenance ofthose signs. The committee consists ofChiefMiller: and Council Members Liz Fawley A copy ofthe ordinances from the other localities that Ms. Fawley visited is on file with the minutes. The next item under old business was the discussion of the Administration and Finance Staffing Ms. McAlister advised that at the last workshop meeting, there had been discussion regarding administrative staffing and the lack of position descriptions and responsibilities. Ms. McAlister has provided the administrative staff's job titles and descriptions. The Administrative and Finance Assistant job is the person who handles the: front counter and phones. The Account Technician/Clerk handles the utility billing(s) and all related work and all of the Town Clerk functions. The Deputy Treasurer position is assistant to the Treasurer/Finance Director position. The Finance Director manages the general accounting functions ofthe' Town. The Town Manager position is also! partofthe administrative staffandi is manager ofall town departments and oversees all ofthe Town'soperations. Ms. McAlister. advised that Ms. Shifflett has been thei front counter/phones person, and: sheisretiringa at the end of September, sO staffneeds tol hire areplacement. Hiringareplacement for Ms. Shifflett does Discussion ensued: regarding what the salary range should be for this position and what qualifications are required. Ms. McAlister advised that with the changes to the staffing structure and thel hiring ofa new Finance. Assistant at $55,000, the' Town should save approximately $50,000int the salary line item for the year. Council members discussed the need to set salary ranges and job descriptions for all positions in the Town. They then discussed the proposed salary for the Administrative and Finance Council members advised Ms. McAlister toj proceed with thel hiring of an Administrative and Finance Also under other business, Mr. Chad Comer advised that he felt that the way Chief Miller had approached Council at this evening' sI meeting with his questions and comments, felt like an attack. Mr. Comer felt like: some ofwhat was asked and said: should have been done during a Closed Session. Mr. Comer further advised that he felt that Chief Miller's questions and comments were an aggressive attack on Council, and his behavior wasi inappropriate. Mr. Comer advised that ChiefMillerhad every right to say what he wanted to say, but none of the other Department Heads that have attended the meetings and had opportunity to speak for their departments have behaved the same way as Chief Millerdidi this evening. Mr. Comer advised thati it shows that ChiefMiller does not respect the Council Members. Mr. Comer further stated that there is a way to talk to the Town Council, and they could have gone into Closed Session. Het then re-stated that the way ChiefMiller talked to Council Members this evening was inappropriate. Ms. Beverly London and Mr. Doug Harpine agreed with Mr. Chad Ms. McAlister advised that ifthe Council has concerns regarding this, then they may go into Closed Session to address those concerns as a personnel performance matter. Ms. McAlister advised they  information, and the preferences of staffa and council.  and Richard Fulk. Structure.  not exceed what is currently budgeted for salaries.  Assistant Position.  Assistant Position, pay to be commensurate with experience.  Comer's statements.  should create al list of their concerns and address them in a Closed Session.    MEETING MINUTES OF THE Thursday, August 29, 2024  BROADWAYTOWA COUNCIL WORKSHOP MEETING  6:00 p.m.  Mr. Comer then asked Mayor Jordan to appoint a Council Member as representative for Police and Personnel before the next meeting, since no one had been appointed with the vacancy of Council Mr. Douglas Harpine then asked what council members wanti thej plaque for thel Heritage Park restrooms tos say. Mr. Chad Comerr responded thati its should say "Thank yout to our donors: Rockingham County, Farmers & Merchants Bank, & Broadway Hometown Partnership". Mr. Comer advised that Rockingham County donated $50,000, Farmers & Merchants Bank donated $10,000, and Broadway Hometown Partnership donated $10,000. This canj just be al bronze plaque that will: screwi into the side Mr. Douglas Harpine then discussed the little league fields at the park. He advised that clean upi isnot being done by the little league or the tournament host after their baseball tournaments. Mr. Harpine thought the town was invoicing these entities ift they do not clean up. Other council members stated they thought the Town was gettingad deposit from all the entities holding tournaments att thej park. Town Mr. Harpine advised that these arel LittleLeague: fields, andi it was determined al long time ago that they get first shot. Any tournaments that someone is making money on ought to be coming to the Town. Discussion ensued regarding the concessions at the community park that are sold during little league  Member Leslie Fulk.  ofthe restrooms.  staff advised that tournaments are run through the Broadway Little League.  games and tournaments. New Business  Mayor. Jordan stated that the only item undernewl business wasar review ofthe agenda fort the upcoming Council: meeting. Al briefdiscussion was held regarding the public hearing on thej proposed ordinance  increasing the Town's business license fees.  Other Business  Ms. Fawley then stated that she had: received requests from citizens for additional benches at thej park.  Council members agreed that there is ai need for additional benches.  Adjournment roll-call vote:  At9:22 p.m., with no futher business to discuss, Mr. Richard Fulk made a motion to adjourn the meeting. Mr. Travis Driver seconded the motion which passed on the following recorded  Elizabeth M. Fawley Travis M. Driver Beverly L. London Douglas W. Harpine 92  Aye Aye Aye Aye Mayor  Richard E. Fulk Chad L. Comer David L. Jordan  Aye Aye Aye  DavidL.Jordan Aoue doha Donna Lohr  Town Clerk  8