PTH  1811 Minutes of Council Meeting Buchanan, VA  June 24, 2024 Present:  Mayor Tristan Harris Vice Mayor. James Manspile - Absent Councilmember James Eubank Councilmember Rose. Jeter Councilmember Marlon Rickman  Mayor Harris called the June 24, 2024, Council Meeting to order at 7:00 pm. This meeting was held in the Town Hall. Town Clerk Claudine Stump took roll call. Withi four members of the Council present, a quorum was established. A moment of silence was held, and the Pledge of Allegiance was recited.  The next item on the agenda was New Business/Action Items/Public Hearings  The first action item was Resolution R24-0624-07: AI Resolution Approving the FY: 2024-2025 Fiscal  Plan.  Mayor Harris readi the resolution.  Councilmember Rickman made a motion to approve the resolution with a second from Councilmember Eubank. Mayor Harris asked for further discussion. With no further  discussion, the resolution was approved with a vote of 4-0.  The next action item was Resolution R24-0624-08: AI Resolution Approving the FY2024-2025  Expenditure Budget.  Mayor Harris read the resolution.  Councilmember Rickman made a motion to approve with a second from Councilmember Eubank. Mayor Harris asked for further discussion. With no further discussion, the  resolution was approved with a vote of4 4-0. Mayor Harris read the Ordinance.  The next action item was Ordinance 024-0624-02 to amend Meals and Transient Occupancy Taxes.  Councilmember Eubank made a motion to approve with a second from Mayor Harris. Mayor Harris asked for further discussion. Mayor Harris stated that since this is aimed more for people from out-of-town, iti isa appropriate. With no further discussion, the  motion was approved with a vote of4-0.  1    Councilmember Jeter made a motioni to adjourn the meeting with a second from Councilmember Eubank. Mayor Harris asked fort further discussion. With no further discussion, the meeting was  adjourned with a vote of4-0. Adjournment was at 7:09pm. Respectulysupmite.,  Claudime Slmp Claudine Stump, Clerk    Tristan Harris,Mayor  2    RESOLUTION R24-0617-07  ORI BUCA  R  1811  At a regular meeting oft the' Town Council oft the' Town of] Buchanan held at the Buchanan Town  Hall on the 24th day ofJune,2024 beginning at 7:00 p.m.:  MEMBERS: Tristan Harris, Mayor James Manspile, Vice-Mayor James Eubank Rose. Jeter Marlon Rickman  VOTE: YES ABSENT YES YES YES  On motion ofCouncilmember. Rickman, which carried by a vote of4-0, the following was  adopted:  Al Resolution  Approving the FY 2024-2025 Fiscal Plan  WHEREAS, THE TOWN COUNCIL OF BUCHANAN, VIRGINIA, HAS RECEIVED BUDGET REQUESTS FROM THE TOWNS' OFFICERS, HEADS OF DEPARTMENTS, OFFICES, BOARDS, COMMISSIONS,ANDAGENCIES FORPREPARATIONOFTHEBUDGET WHEREAS THE COUNCIL HAS PUBLISHED NOTICE OF THE. PROPOSED BUDGET BASED ON SUCH REQUESTS, HELD A PUBLIC HEARING ON THE PROPOSAL, AND CONSIDERED THE PROPOSED BUDGET INTERMS OF THE PUBLIC HEALTH, SAFETY, WHEREAS THE COUNCIL HAS HERETOFORE PREPARED A BUDGET FOR FISCAL YEAR 2024-2025 FOR INFORMATIONANDFISCALPLANNNANNINGONLY,AND, WHEREAS THE COUNCIL IS NOT OBLIGATED TO APPROPRIATE OR COMMIT ALL FUNDS FOR ANY TEMSINCLUDEDIN THE: PROPOSED BUDGET. AND: NO FUNDS MAY BE DISBURSEDWITHOUTANAPPROPRIATIONBYTHETOWNCOUNCILOFBUCHANAN.  FORI FISCALYEAR: 2024-2025.  ANDWELFARE.  1    RESOLUTION R24-0617-07  GeneralF Fund $297,950 $102,000. $65,610 $36,000 $55,788. $173,453 $903,351 WaterFund $424,300 $250,000 $674,300 SewerFund $252,500 $252,500 Event Fund $214,850 $214,850 Taxes and Rates  Revenues: Real& &F Personal Propertyl Taxes $172,550. Other LocalT Taxes Garbage Fees From Commonwealth Use of Money&P Property Transfert fromE EventFund Drawdown ofFund Balance Total Revenues: Chargesf for Service Restricted Grant Total Revenues: Chargest for Service Total Revenues: Proceedsf from Events Total Propertyl Tax Personal Property Meals Tax Transient Occupancyl Tax Trash Fee- Residential Trash Fee- Commercial Sewer Rate Water Rate- Base Residential (upt to4 4000 gallons)  Expenditures: Adminstration Publics Safety Public Works Trash  $470,719 $53,000 $287,632 $92,000 $903,351 $152,682 $31,700 $250,000 $0 $187,676 $622,058 $234,730 $0 $234,730 $159,062 $55,788 $214,850 $0.143/$100 $0.32/$100 6% 6% $19.50/mo $33.00/mo $38.25/mo $48.25  Expenditures: Operations Water Plant Restriçted Grant Water Project DebtService Expenditures: CostofOperation Sewer Projects Expenditures: Event Expenses Transfer to GeneralF Fund  NOW, THEREFORE, BEI ITRESOLVED, THATTHESCALYEAR202 2025 A REVENUE BUDGET OF $2,045.001 AND EXPENDITURE BUDGET OF $1,974989 ARE ADOPTED FOR THE FISCAL YEAR BEGINNING JULY 1, 2024, AND EXTENDING TO JUNE 30, 2025, FOR THE FUNCTIONS AND  PURPOSES! INDICATEDHEREAFTER.  BEI ITI FURTHER RESOLVED THAT THE. APPROVAL OF THIS BUDGET: SHALLI NOT  CONSTITUTE. AN APPROPRIATION OF FUNDS.  ORDERED THIS THE 24th DAY OF. JUNE 2024.  THE FOREGOING RESOLUTION WAS DULY ADOPTED! BY THEFOLLOWING  2    RESOLUTION R24-0617-07  AYES: NAYS: ABSTAIN:  4 0  APPROVED:  - Tristan Harris, Mayor ATTEST:  Claudine Stump,  fuddearp  3    RESOLUTION R24-0617-08  OF BUCA  1811  Atar regular meeting of the Town Council oft the Town of Buchanan held at thel Buchanan Town On motion ofCouncilmember Rickman, which carried by a vote of4-0 0, the following was  Hall on the 24th day of. June,2024 beginning at' 7:00 p.m.:  adopted:  A Resolution Fiscal Year 2024-2025  For the Town of Buchanan Appropriation of the. Adopted Town Expenditure Budget for  ITISH HEREBY RESOLVED BYTHE TOWN COUNCIL OF BUCHANAN, VIRGINIA, THATTHE: FOLLOWING ANNUAL APPROPRIATIONS OF FUNDS. AREI MADEI FOR THEI FISCAL YEAR BEGINNING JULY1, 2024, AND: ENDING. JUNE 30, 2025, FOR THE FUNCTIONS AND  PURPOSES INDICATED HEREAFTER  1    RESOLUTION R24-0617-08  General Fund  Town Council  Salaries Advertising Convention & Education Mileage Reimbursement Miscellaneous Expense Dues and Memberships Transition Cost Legal Services IndependentAuditor Salaries Overtime FICA/Medicare Tax VRS- Retirement VRS Hybrid Disabilty Ins VRS- Group Life Health Insurance Worker's Compensation Unemployment Insurance Bonuses Accounting Services Advertising Bank Service Charges CivicF Plus' Website Copy Machine Rental Dues andl Memberships iWorQF Permiting/Code Enforcement iWorQSet-up Mileage Reimbursement Miscellaneous Expense MuniCode Agendal MMGT MuniCode Town Code Office Supplies Postal Services Printing and Binding Telecommunications  $5,050 $2,250 $250 $250 $250 $2,500 $75,000 $25,000 $13,350 $105,000 $0 $92,000 $7,038 $1,086 $19,740 $6,256 $681 $245 $0 $15,000 $500 $700 $3,188 $3,000 $900 $2,600 $1,700 $400 $1,000 $2,184 $2,620 $6,000 $3,250 $5,000 $45,000  General & Financial Administration  GHATesuerAmAtton  2    RESOLUTION R24-0617-08  Town Manager- Administration  Salaries Fica/Medicare Tax VRS-Retirement VRS-Group! Life VRS Hybrid Disabilty Ins Healthl Insurance Worker's Compensation Unemployment Insurance Bonus Dues andI Memberships Mileage Reimbursement Miscellaneous Expense Fv755alayAdjustments: Police Department Fire! Dept building maint. Grant (Firefighter) Purchase for Fire! Dept Brush Grinding Trash Pickup Salaries & Wages Overtime Bonus FICA/Medicare Tax VRS VRS Hybrid Disabilty Insurance Healthl Insurance Worker's Compensation Unemployment Insurance Capital Outlay Electricity Streetlights Electricity Town Hall General Liability Insur HeatingFuel Janitorial: Services Repair & Maint Services Repair & Maint Supplies Street Repair-Snow Removal Telecommunications Uniforms & Safety Clothing Vehicle & Equip Fuels Misc. Expenses Park/Building improvements Playground Community Develop Grant Covid &A ARPA Bank of Botetourt Total General Fund Expenses  $100,000 $80,000 $6,120 $9,024 $944 $11,300 $592 $112 $0 $1,000 $500 $500 $20,000 $38,000 $5,000 $10,000 $o $9,000 $83,000 $84,000 $2,000 $o $0 $4,590 $708 $4,080 $592 $0 $8,000 $18,000 $5,000 $20,000 $5,000 $4,800 $20,000 $6,000 $1,000 $3,800 $2,500 $4,000 $10,000 $80,000 $o $o $o $9,752 $811,351  Law Enforcement Fire & Rescue Services Trash Department Public Works General Properties  Capital Projects eral Improvements  DebtService    RESOLUTION R24-0617-08  Water Fund  Water Operations  Salaries & Wages Overtime FICA/Medicare Prof Svcs &N Miss Utility Operating Contract ARPAI WaterE Expenditures Repairs & Maint Postal Service Permits Utilities Dues andl Memberships Repair & Maint Supplies Vehicle &E Equip Supplies Operating Supplies Machinery & Equipment Cost Lead Service Line Grant Repairs & Maint Contract Utilities Telecommunications Operating Supplies Machinery & Equipment Cost VRAI Loan USDAL Loan Total Water Fund Expenses Sewer Fund Expenses Salaries & Wages Overtime FICA/Medicare Virginia Unemployment Tax Lease/Rent of Equipment Machinery & Equipment Cost Operating Contract Operating: Supplies Permits Prof Svcs & Miss Utility Repair & Maint Supplies Repairs & Maint Contract Sludge Disposal Utilities Vehicle & Equip Supplies ARPAS Sewer Expenditures Sewer Misc. Expenses Telecommunications WWTPI improvements Pumps for Lift Station SER Cap Grant Contingencies Sewer Fund Total Expenses  $12,000 $1,000 $250 $250 $100,000 $0 $30,000 $500 $3,000 $16,000 $500 $15,000 $5,000 $8,500 $5,000 $250,000 $13,000 $10,000 $500 $2,200 $6,000 $41,312 $146,364 $666,376 $7,000 $500 $900 $80 $2,000 $3,000 $110,000 $7,000 $1,500 $250 $9,000 $7,000 $5,500 $30,000 $250 $0 $o $750 $50,000 $0 $234,730  ater Filtration Plant  Debt Service  Sewer Operations  Capital Projects  4    RESOLUTION R24-0617-08  Event Fund  Coordination Events  Event Planner Christmas Market Arbor Day Celebration Easter Egg Hunt Civil War History' Weekend Buchanan Garden Festival LEU Police Bicycle Tour Bo Co' Wild Reggae by the River Pork by the. James Botetourt Co. Fair Mountain Magic Christmas Parade Christmas Eve Luminaries Misc. Event Supplies Advertising Town Events Recreation Supplies Parks & Recreation-Other Repairs & Maint Contract Utilities Carnival Operations Remittance to Botetourt Co. Total Event Fund Expenses  $50,000 $5,100 $3,000 $500 $2,500 $3,000 $50 $75 $18,000 $0 $100 $5,000 $500 $350 $0 $8,000 $1,200 $100 $0 $4,165 $5,000 $20,000 $10,000 $136,640  Carnival  Now, THEREFORE, BEl IT FURTHER RESOLVED BYTHE: TOWN COUNCILOF BUCHANAN,VIRGINIA, THATTHE. APPROPRIATIONS FOR FISCAL YEAR 2024-2025, BEGINNING JULY1,2024, ANDI ENDING JUNE 30, 2025, BE MADE AS FOLLOWS:  1. ALL APPROPRIATIONS ARE DECLARED TO BE MAXIMUM, CONDITIONAL, AND APPROPRIATE APPROPRIATIONS, THE PURPOSE BEING TO MAKE THE APPROPRIATIONS PAYABLE IN FULL IN THE AMOUNTS NAMED HEREIN, IF NECESSARY, AND THEN ONLY IN THE EVENT THE REVENUES COLLECTED AND OTHER RESOURCES AVAILABLE DURING THE YEAR ENDED. JUNE 30, 2025, FOR WHICHTHE. APPROPRIATIONS. ARE MADE, ARE: SUFFICIENTTOI PAY ALL THE APPROPRIATIONS IN FULL; OTHERWISE, THE SAID APPROPRIATIONS SHALL BE DEEMED TO BE PAYABLE IN SUCH PROPORTION. ASTHE SUM OF ALL REALIZED REVENUE ISTOT THETOTALAMOUNT OFT THE REVENUES ESTIMATED BY THE TOWN COUNCIL OF BUCHANAN TO BE AVAILABLE FOR APPROPRIATION IN  THE YEARI ENDING. JUNE 30,2025.  5    RESOLUTION R24-0617-08  2, THE TOWN COUNCIL OF BUCHANAN RESERVES THE RIGHT TO CHANGE DURING ANY TIME DURING SAIDF FISCALYEART THE COMPENSATION SO PROVIDEDTO ANY OFFICER ORE EMPLOYEE OR TO ABOLISH ANY OFFICE OR POSITION EXCEPTING SUCH OFFICE OR POSITION AS IT MAY BE 3. FURTHER, THE TOWNI MANAGERISAUTHORZEDTOMAKE: SUCHREARBANGEMENISA OFF POSITIONS ANDAPPROPRIATIONS WITH THE SEVERAL DEPARTMENTS UNDER THE CONTROL OF THE TOWN COUNCILTHAT MAY BEST MEET THE NEEDS AND INTERESTS OF BUCHANAN, VIRGINIA; AND THE TOWN MANAGER IS AUTHORIZED TO MAKE TRANSFERS OF FUNDS FROM ONE LINE ITEM TO 4. THE TOWN MANAGER MAY INCREASE APPROPRIATIONS FOR THE FOLLOWING ITEMS OF NON- BUDGETED REVENUE THAT MAY OCCUR DURING THE FISCAL YEAR: A. INSURANCE RECOVERIES RECEIVED FOR DAMAGE' TOTOWN' VEHICLES OR OTHER PROPERTY FOR WHICHTOWNI FUNDS HAS BEENEXPENDED TO MAKE REPAIRS. B. REFUNDS OR REIMBURSEMENTS MADE TO THE TOWNI FOR WHICH THE TOWN HAS EXPENDED FUNDS DIRECTLY RELATED TO THAT REFUND OR REIMBURSEMENT. C. ADDITIONAL, UNBUDGETED GRANTS RECEIVED DURING THE FISCAL YEAR 5. THE TOWN MANAGER MAY APPROPRIATE BOTH REVENUE AND EXPENDITURES FOR DONATIONS BY CITIZENS OR CITIZEN GROUPS IN SUPPORT OF TOWN PROGRAMS. ANY REMAINING UNENCUMBERED BALANCE OFARESTRICTEDI DONATIONAT THE END OF THE FISCAL YEARWILLBE BEITI FURTHER RESOLVED THAT THE TOWNI MANAGER IS. AUTHORIZED TOI PRE- APPROVE ACCOUNTS PAYABLES INVOICES FOR PAYMENT AROUND THE 15TH AND AROUND THE END OF EACH MONTH! PRIOR TO1 FORMAL APPROVAL BY TOWN COUNCIL OF BUCHANAN. FORMAL. APPROVAL BY THE TOWN COUNCIL OF BUCHANAN WILL BE MADE: DURING THE. MEETING OF THEI MONTH FOLLOWING THE. ACTUAL PAYMENT OF THE BILLS. THIS PROCEDURE WILL ENABLE THE TOWN TO AVOID PAYING PENALTY  PROHIBITED BY LAW FROMABOLISHING.  ANOTHERI WITHINAND BETWEEN. ANY APPROPRIATION.  FOR WHICH THERE IS SUFFICIENT REVENUES TO DEFRAY EXPENDITURES.  REAPPROPRIATED INTO THE SUBSEQUENT FISCAL YEAR.  ANDI INTERESTCHARGES FOR THE LATE PAYMENT OF INVOICES.  ORDERED THIS THE 24th DAY OF. JUNE 2024.  THE FOREGOING RESOLUTION WAS DULY ADOPTEDI BYTHE FOLLOWING  MEMBERS: Tristan Harris, Mayor James Manspile, Vice-Mayor Rose. Jeter Marlon Rickman James Eubank  VOTE: YES ABSENT YES YES YES  6    RESOLUTION R24-0617-08  APPROVED:  - - Tristan Harris,Mayor ATTEST: Claudine Paudi  Stump,  mp  7