PTHP  1811 Minutes of Council Meeting Buchanan, VA  April8 8, 2024 Present:  Mayor Tristan Harris Vice Mayor. James Manspile Absent Councilmember. James Eubank Councilmember Rose. Jeter Councilmember Marlon Rickman  Mayor Harris called the April 8, 2024, Council Meeting to order at7:01 pm. This meeting was held in the Town Hall. Town Clerk Claudine Stump took roll call. Withi five members oft the Council present, a quorum was established. AI moment of silence was held, and the Pledge of Allegiance was recited. Thei first item on the agenda was approval of the consent agenda which included the approval of financials through January 2024, the minutes of the February 11, 2024 Regular Council Meeting, and the  March 11, 2024, Council Meeting.  Councilmember Rickman made a motion to approve the consent agenda with a second from Councilmember Eubank. Councilmember Jeter stated there is at typo on the March11, 2024 minutes that needs to be corrected. Mayor Harris asked fori further discussion. With no further discussion, Mayor Harris made ar motion to approve the consent agenda with the corrections with as second from Councilmember Eubank. The consent agenda was approved with a vote of4  -0.  The next item on the agenda was awards and recognitions.  Town Manager Peck recognized Town Clerk Claudine Stump forl heri initiative in saving the Town $1080.00 yearly in shipping by changing where Town purchases Algaecide for the Water/Sewer  systems.  The next item on the agenda was citizen comments and petitions regarding agenda items. The next item on the agenda was New Business/Action Items/Public Hearings  There was no one signed up to speak.  The first action item was the Social Media Quotes  1    Councilmember. Jeter explained what the quotes were for and how they would be used. She made a recommendation based on her experience and what shet thinks the Town Councilmember. Jeter made ar motion to go forward with Lead Point taking over the Town's digital content with a second from Mayor Harris. With no further discussion, the  needs.  Council discussed the options.  motion was carried witha a vote of4-0.  The next action item was the Buchanan Reggae by the River 2024  Councilmember Jeter explained the proposal brought to her by the bands that perform Councilmember Eubank made a motion to accept the proposal with a second from Councilmember Jeter. Mayor Harris asked fori further discussion. With no further  at Reggae byt the River. Council discussed the proposal.  discussion, the proposal was approved with a vote of4-0.  The next action item was the Flood Resilience Plan.  Town Manager Peck discussed what his next steps would bet for the project, his concerns about the project, and that he recommends this be put on hold for more Mayor Harris stated that the consensus of Council is to table the Flood Resilience Plan until Town Manager Peck has discussed the project withi the consultants and created a  follow up from the stakeholders in the project.  plan to move forward.  The next action item was the Arbor Day Proclamation.  Mayor Harris read the official Arbor Day Proclamation.  Mayor Harris made a motion to accept the Proclamation with a second from Councilmember Eubank. With no further discussion, the Proclamation was accepted  withav voted of4-0.  The next action item was the Charter Change Town Hall meeting.  Mayor Harris and Town Manager Peck explained the reason for the proposed Charter Councilmember. Jeter asked if the Consulting group Town is working with had provided anyi information on other Municipalities and their policies as had been requestedi in an Town Manager Peck stated that the information had not been provided yet. He suggested having al local realtor at the Town Hall to provide information on thel housing Council discussed what needs to be done to proceed with this project. Council set at tentative date for the meeting of May 16, 20241 for the Town Hall Meeting  Changes and the process any Charter Changes require.  earlier Council Work Session. market in the area as well.  at the Buchanan Elementary School.  2    Council requested Town Manager Peck to gather the information and Staff will contact the school. Mayor Harris stated he would put the information together for the  presentation.  The next action item was to Publish Proposed Ordinance - Water Metering of Multiunit Complexes.  Town Manager Peck stated the proposal from Factory Flats since the project was not constructed to have 22 individual meters, but one bulk meter. Town Manager Peck stated the Council's direction to change the Ordinance to grant the waiver for the Factory Flats project and what steps need to bei taken. Mayor Harris made a motion to have Town Manager Peck publish a proposed Ordinance for the text change of the Ordinance for water metering of multiunit complexes witha a second from Councilmember Rickman. With no further discussion, the motion was  carried with a vote of4-0.  The next action item was the quote from Lee Hartman & Sons quote for the PA: system & Park' WIFI.  Council discussed the difference between the quotes from Lee Hartman and Security Council and people int the audience from Botetourt County Fair discussed what other Mayor Harris made a motion to go back to Lee Hartman & Sons for a more specific quote with a second from Councilmember Rickman. Councilmember Jeter asked to amend the quote so that Town Manager Peck could make the final decision, but Town Manager Peck declined. With no further discussion, the Motion carried with a vote of4 Town Manager Peck stated the mayor is the Town's purchasing officer.  Solutions.  entities use at the park.  -0.  The next action item was Town Council communications.  Town Manager Peck requested Mayor Harris read highlighted parts ofa report from an Town Manager Peck stated the reason for why this is being brought to the Council's attention. The problem is ongoing, and it will be an issue when Town starts recruiting Town Manager Peck requested Council do ani independent investigation and decide on anappropriate course of action and discipline up to and including public censure. Town Manager Peck stated due to these issues, he will not be staying until the transition toa ar new Town Manager. Town Manager Peck stated: some of the issues that the new Town Manager will bet facing. He will bel leaving ati the end of May. Councilmember Rickman made a statement about the good that the Councilmember Am member of the audience gave their opinion on a contract employee questioning an  outside company hired by Council in August of 2022.  for Town Manager.  has done for the Town. elected official.  Members of the audience spoke their opinions.  3    Mayor Harris made a motion for Council to start an investigation to see if and what actions are warranted with a second from Councilmember Rickman. With no further Mayor Harris stated he would start the investigation and bring his findings to Council for  discussion, the motion carried with a vote of4-0.  adecision.  The next item on1 the agenda was the Staff Monthly Reports  Town Manager Peck discussed things that are being worked on: the Berkley Group for Manager Recruitment, the Agenda Management system, continuing to close the office on' Wednesdays for training, the Factory Flats project, the Flood plan, and records management. A part-time Town Manager Peck: statedi that with the new web page and agenda management system Town can put cameras in the Town Hall and the meetings live on yout tube and linked to the web: site. Councilmember Jeter made a motion to add the gaming permit proposal and al Recreation Committee Report to the agenda after staff reports with a second from Councilmember Eubank. With no further  seasonal employee has been hired for Public Works.  discussion, the motion was carried with a vote of4-0.  Councilmember. Jeter gave out a typed proposal for the gaming permit and explained the reasons fori the proposal. There has been no input from Council other than Councilmember Councilmember. Jeter stated the parameters required for the 501c3s to participate in the Councilmember. Jeter asked fori input or any other proposal to solve this issue.  Rickman. games.  There were questions and input from the audience. There was discussion of why this has become such an issue. There was discussion of disbanding the Town. back to 7 days of prizes instead of9.  Councilmember Eubank asked if2 days oft the raffle tickets could be moved sO that there are only 7 days of prizes. It was determined that the! 501c3 should determine whether it will scale Councilmember Eubank stated he and Councilmember Rickman would go to all the entities that have donated for the raffle tickets and explain the situation. Councilmember, Jeter asked Councilmember Rickman for his solution. Councilmember Rickman stated Town should runi it asi it hasi int the past and change it next year. Mayor Harris made ar motion to go with option 1 as written. Keep the games operating within the law while partnering with the! 501c3 entities with a second from Councilmember Eubank. With no further discussion, the motion was approved with a vote of4-0. Councilmember Jeter discussed the meetings that have been held.  Councilmember. Jeter gave a report on the Recreation Committee.  Councilmember Jeter stated the Committee would like to move forward with the Town Park Master Plan with the blessing of the Town Council. Town is missing al lot of grant opportunities.  4    Councilmember Jeter made a motion for the Recreation Committee to movet forward with seeking ag grant for planning the Town Park Master Plan with a second from Councilmember Eubank. With no further discussion, the motion was carried with a vote of4-0. Councilmember Eubank stated that in answer to where the Carnival proceeds go, there are 3 new buildings currently being constructed for the Town Park. Mayor Harris stated whyi it is SO difficult to account for the Carnival proceeds. Town Manager Peck stated it can be changed. The chart ofa accounts will need to be changed in  Southern Software.  The next item ont the agenda was citizen comments and petitions on non-agenda items.  Thei first person to speak was Chris Witt of 19418 Main St. Mr. Witt asked where the rewrite and change oft the codes are currently? It has been 13 months since that project has been started. Who is enforcing the codes and zoning ordinances that are inj place? The systems are broken, the government entity andi infrastructure are broken. What does this government do Town Manager Peck gave options for helping with the zoning and ordinance issues. Mr. Witt stated that he feels there are 2 options. One is to focus and restructure the organization on the citizens and businesses instead of utilities, or, why have the government at Mayor Harris stated that the final document has not been found. The Planning Commission has found a copy and is going through it to make sure it is the correct document. Town Manager Peck: stated that part oft the problem is the management here. He cannot find the approved documents in this system. There is no structure in place. The Council has the perfect opportunity to restructure since there is no staff. The new Town Manager will be able to hire staff fori the direction the Council and Citizens want the Towni to go. Mr. Witt stated that a new Comprehensive Plan needs to be done. Iti is supposed to be done every7 7 years, it has been! 5 years since the plan was done last time. Town Manager Peck made some suggestions for hiring a group to create the Comprehensive Councilmember Jeter asked that Mr. Gary Manspile repeat what he said to her while Mr. Witt was speaking. Mr. Manspile explained his questions and comments. Mr. Mark Lindsey stated that the exception for Factory Flats may be an issue. Hei finds it hard to believe that the owners did not have the lawyers to check what the codes were.  for the citizens, businesses and tax payers?  all.  Mr. Witt explained the issues when he sat on Council.  plan.  The next item on the agenda was upcoming events. Mayor Harris announced the upcoming events.  Councilmember Jeter made a motion to adjourn the meeting with a second from Mayor Harris. Mayor Harris asked fori further discussion. With no further discussion, the meeting was adjourned with avote  of4-0.  Adjournment was at 9:33pm.  5    Respectfully: submitted,  Claudin Sump  Claudine Stump, Clerk  - Tristan Harris, Mayor  6