THE  1811 Buchanan, VA  Minutes of Council' Work Session Meeting  August 8, 2024 Present:  Mayor Harris Vice Mayor. James Manspile Councilmember. James Eubank Councilmember Rose. Jeter Councilmember Marty Rickman  Mayor Harris called the August 8, 2024, work session to order at 7:01 p.m. This meeting was held in the Council Room. Town Clerk Claudine Stump took roll call. With five members of the Council present, a The first item for discussion was the Memorial Park Presentation by Bill Price of Sirens & Salutes. Mayor Harris stated that Mr. Price is not present SO we will move forward on the agenda. Sheriff Matt' Ward stated that Town is still paying $2,900.00 monthly for a contract for police services that the Town no longer needs. The Town still gets the same amounts of services without the contract. The Town needs to work out a way to stop paying for the services that fulfills the needs of the charter. The money being sent to the county could be set aside for public safety. With the! 5991 funding of $39,000.00, the Council and Sheriff's office as a group needs to figure out how to utilize this funding for the public safety of the Town. Sheriff Ward: suggested a message board for the Town. Councilmember Jeter asked for some clarification of the! 599 fund. isno longeri in existence to stop the payments. or needs to be appropriated through the county. Council and Sheriff Ward discussed the security of events. Council suggested making a wish list for the! 599 funds.  quorum was established.  The next item for discussion was the! 5991 DCJS fund Usage in Town.  Sheriff Ward stated that Town needs some correspondence from the County: saying the contract Town Manager Mathers stated these are 2 separate issues. Council needs to discuss what needs to be done for the 599 DCJS funding. Council needs to find out if the money stays with the Town Sheriff Ward stated what the suggested message board can do and the cost is around  $18,000.00.  Vice Mayor Manspile stated with this funding, Town needs to help the Sheriff's department with  the growing drug problem.  1    Sheriff Ward explained some of the things his office has tried to put into place regarding the Council and Sheriff Ward discussed any best practices to work with the Sheriff's office to engage Sheriff Ward suggested the cameras at the park and the message board for the 5991 funds, have the Attorney work up something without monetary amounts for the Police Services, figure out the appropriations fori the 5991 funds, andi figure out the $2,900.00 payments toi the county. Council and Sheriff Ward discussed how to terminate the contract for Police Services. Town Treasurer Shannon asked Council to think about what they want to do with the monies in Council recommended reaching out to the County about the Police Services contract and determine ift the! 5991 DCJS funds are appropriated through the county or come straight to Town. Treasurer Shannon stated she would have the information by the Monday Council meeting. Councilmember. Jeter stated that she has been working with Town Manager Mathers on 2 grants fori the Town Park one is for $25,000.00 for cultural events, one is for $100,000.00 for the Town Park. The grant  drug issues.  and work with at risk youth.  the beautification fund.  Council discussed possibilities for the funds.  Councilmember Eubank asked if wel have final numbers for Carnival and Reggae.  paperwork is due October 21, 2024.  The next item for discussion was water deposit procedures.  Town Clerk Claudine Stump stated the issues with water deposits and the lack of procedure. Mayor Harris asked for clarification of what Towni is doing. Town Clerk Stump explained the Vice Mayor Manspile asked if Town could get a copy oft the Western Virginia Water Authority's Council directed Town Clerk Stump to work with the Attorney and research other Municipality  current process. policy.  Council discussed the issue. owned utilities for their procedures.  Councilmember Jeter asked if anyone has heard from Mr. Price.  Vice Mayor Manspile explained what Mr. Price wants to do and who he needs to contact to get  the project going.  The next item for discussion was the sewer project for Rossi Property on Pattonsburg Lane.  Vice Mayor Manspile explained what the project entails and what the Town needs to do. Council directed the Town Manager to get a copy oft the engineering or blueprints of the system before sending an email stating that the Sewer Project is part of the Town sewer: system. Councilmember Eubank asked if Council was going forward with the mobile stage purchase, or waiting  Council discussed the project and what Town needs to do.  until the new Town Manager is hired.  2    Mayor Harris directed Town Manager Mathers to check ift the purchase for the stage is a line  item in the budget.  Council discussed the pros/cons of the stage. Council discussed the potential rain date. potential event manager for Mountain Magic.  The next item for discussion was event management and rain date for Mountain Magic.  Council decided on no rain date. Mountain Magic would be rain or shine.  Town Manager Mathers discussed the issues with finding event management services and a Town Manager Mathers stated that current staff should not have to do event management as Council directed Town Manager Mathers to contact Kitty Edwards for managing Mountain Councilmember Rickman stated that the left-over potatoes are being taken to the food pantries.  well.  Magic, but make the parameters very clear. Council discussed left over Carnival Food.  Council discussed the previous freezer issue and getting at temperature alarm.  The next item for discussion was the potential charter changes.  Mayor Harris explained the possible changes to the charter. Changing the Council terms from 2 to 4y years, cleaning up the language, changing the requirements for Town Manager residency, bonding oft the Treasurer, changing redevelopment and housing authority to Planning and Council discussed those changes and the process for making the changes. Council discussed potential for closed session once the Town Manager is hired. further discussion, the motion was carried out with a vote of 5-0.  Zoning Commission.  Vice Mayor Manspile made a motion to adjourn with a second from Councilmember. Jeter. With no  Adjournment was at 9:26pm. epectiulysubmite.,  Claudine Slump,  Claudine Stump, Clerk  Tristan Harris, Mayor  -  3