FHR  1811 Buchanan, VA  Minutes of Council' Work Session Meeting  June 6, 2024 Present:  Mayor Harris Vice Mayor. James Manspile Councilmember. James Eubank Councilmember Rose. Jeter Councilmember Marty Rickman  Mayor Harris called the. June 6, 2024, work session to order at 7:00 p.m. This meeting was held ini the Council Room. Town Clerk Claudine Stump took roll call. With five members of the Council present, a Mayor Harris made a motion to amend the agenda to discuss the email received by Chris' Vail pertaining to the invoice for the water and sewer hookups with a second from Vice Mayor Manspile. Mayor Harris asked fori further discussion. With no further discussion, the agenda was amended with a vote of5 5-0.  quorum was established.  This willl be added after the Reggae Festival.  Thei first item for discussion was the Façade Grant Applications.  The first façade grant was for Sycamore Place. Mayor Harris stated the Façade Grant Committee had recommended. approval of this grant. Mayor Harris made a motion to approve the façade grant with a second from' Vice Mayor Manspile. Mayor Harris stated that the approval willl be The Second and Third grants were fori the Wilson' Warehouse. The first was for the point and tuck oft the brick, the second was for the lighting that was pulling away from the building. The façade grant committee did approve both of the grants. Mayor Harris stated that both oft the  done at the. June 17 Council Meeting.  projects together fall under the $5000.00 limit.  Council discussed the need for updating the verbiage of the grant. Council directed Town Clerk to update the verbiage oft the grant.  Council requested a revised application page combining both grants since each entity is allowed Council recommended approval at the. June 17th Council Meeting for the combined grants.  one grant per year.  The next item for discussion was the lead service line program.  Town Manager Earl Mathers explained the lead service line program and whyi it is required. The bidding process thus far, and the amount of time wel have to complete the project.  Mayor Harris asked what is required from Council.  1    Town Manager Mathers stated he would make his recommendation for the company to conduct Vice Mayor Manspile stated thati ift there is anything left from the lead service program, there is asection of water line that serves approximately 4 homes that uses galvanized pipe. That will  the lead service line program at the. June 17:2024 Council Meeting.  need to be addressed.  The next item for discussion was the Community Carnival.  Sissy Austin stated what has been done to prepare for the Community Carnival. Vice Mayor Manspile stated the Effinger Volunteer Fire Department willl be selling chicken Councilmember Rickman stated what still needed to be done before the Carnival. Mayor Harris stated that we could do games of skill like ring toss or ping-pong ball toss instead Councilmember Eubank explained why Crystal Eubank could not get approval for her non-profit Vice Mayor Manspile suggested ift there is an opening left, Coles Rides may have a game to fill Council discussed water purchasing since it would not be donated by Kroger this year. Sissy Austin gave a report on the security that had been lined up through the Sheriff's Pat. Jasper of the Lion's Club asked about the new BINGO boards. Vice Mayor Manspile asked if there would be an issue providing the equipment since Town cannot be part of the games of Council discussed having the Town Attorney summarize a document: stating what can and can't Councilmember Eubank asked for Treasurer Shannon to looki into purchasing the BINGO Vice Mayor Manspile stated the speaker system willl bei installed before the Carnival. Ifsomeone can be available, Security Solutions will need to do at test run before Carnival. Councimembers discussed purchasing other equipment for the BINGO stand.  dinners on the 4th ofJ July at 12:00 as at fundraiser.  ofg games of chance. tor run the Crazy Ball game. the spot. Department.  chance. Mayor Harris stated it would be part oft the leasing agreement. bec done regarding the non-profit organizations and the Town.  equipment she had researched.  The next item for discussion was the Reggae Festival.  Town Manager Mathers stated that thei festival is coming together and a lot of the questions have been answered. There are some issues still to be resolved, buti iti is coming together. Town Manager Mathers stated that the community involvement to make these events happen int this Town is amazing. He has never seen the amount of participation anywhere else he has Council discussed getting a generator to support the freezer and cooler int the warehouse. Council discussed using a card system such as Clover at the gate for ticket sales. Vice Mayor Manspile asked ift there were any numbers available for pre-sale tickets.  worked.  Councilmember Jeter stated that there was not.  The next item for discussion was the email from Chris Vail of Sycamore Development.  2    Mayor Harris read the email from Chris Vail and explained that Town sent an invoice to Sycamore Development for the water/sewer hook-ups. Mr. Vail was disputing the agreement. Mayor Harris stated that the original verbal agreement and original emails stated Sycamore Development would pay for the 21 apartments and the brewpub's water and sewer hookups. Mayor Harris stated that the minutes would be checked and the Town Attorney' final document The invoice that was sent is incorrect. Instead of charging them the multi-family hook upt fee of $3,300.00, they were charged the single-family hookup fee of $2,200.00. They will owe more. Mayor Harris stated the one concession that can be made would be on the sewer connections. There are supposed to be separate water connections, but there can be 2 sewer connections. Council stated they need to see the document Town Attorney Puvak was directed to create as Councilmember Jeter asked about the agenda for the Town Hall Meeting on Thursday, June 13, 2024 Mayor Harris stated he would make a power point presentation over the weekend. Town Manager Mathers gave his recommendations for the changes. Council discussed options and timetablesto get things done. Vice Mayor Manspile gave an update on the generators at the Water' Wells.  to Sycamore Development are being checked.  This would change the bill to $76,500.001 instead of $103,000.00. ana agreement between the Town and Sycamore Development.  Council discussed the Town's options.  Mr. Lindsey of 19602 Main St. asked ifa anyone had persued giving some type of award to the people Mayor Harris made a motion for the Town Council to go into closed session for the purpose of discussing matters exempted from the Freedom of Information Act of the Code of Virginia section 2.2-3711-1  who put on the Civil War' Weekend.  personnel matters. The motion passed with a roll call vote of5-0.  Closed Session started at 8:27pm. Council returned from closed session at 9:02pm. certification with a roll call vote.  Mayor Harris stated the certification for the closed session with all 5 Council members affirming the Vice Mayor Manspile made a motion to adjourn with a second from Councilmember Eubank. With no  further discussion, the motion was carried out with a vote of5-0.  Adjournment was at 9:04pm.  3    Respertfulysubmitted, Caudin Claudine  dimpi  Stump, Clerk  -  Tristan Harris, Mayor  4