MEETING MINUTES OF THE Thursday, November 7,2 2024  BROADWAYTOWN COUNCIL WORKSHOP MEETING  6:00j p.m.  Thel Broadway Town Council met in a workshop meeting on' Thursday, November 7, 2024, in the Council Chambers ofthe Broadway Townl Hall. The following members were) present: Mayor] DavidL.J Jordan and Council Members ChadL. Comer, Travisl M. Driver, Liz] E.] Fawley, Richard! E. Fulk, Douglas W.Harpine, and BeverlyL.London. The following staffmembers were present: Town Manager, Stefaniel McAlister, Mayor Jordan welcomed everyone to the workshop meeting. He then called the meeting to order at 6:00  Town Clerk Donna Lohr, and Interim Police Chief, Joel Ritchie.  p.m.  Monthly Financial Update-  Ms. Stefanie McAlister advised that the Monthly Financial update was prepared for the packet on November 7, 2024. The paid supply list and bank account balances were through October 31,2024. Council members reviewed thel bills paid for the month. The Town's checking account balance, asof The reserve accounts have not changed much from the previous month and show ai total of$60, 334. Ms. McAlister advised that October is al lean revenue/high expense: month for the' Town. Bi-monthly utility bill collection does not happen in October and al loan payment of $405,000 is due. Utility bills were mailed out at the end ofOctober (November 20241 bill). Total billed out forl November bills was $236,537, due by November 25, 2024. Wastewater customers have been invoiced as of October 20, 2024. Total billed out was $263,598. Bio-solids invoiced for October was $46,967. Both are due by November 20, 2024. There were no wastewater exceedance fines billed in October. Ms. McAlister advised that the' Town has received thei information: from the County forl Real Estate and Personal Property tax bills. Town staffis currently printing those bills. Thel bills should be mailed out Ms. McAlister advised that the Ioan payments and their terms are listed at the bottom oft the Financial Update. Also listed is what the loan payments are: for. Ms. McAlister stated that in about two and a halfyears, when the 20271 loans arej paid off, the Town willl bej paying $587,0001 less than what the' Town iscurrently paying. The Towni is currently paying approximately $1.21 million dollars aj year. Thetotal Mr. Travis Driver stated that he had thought the library building loan had been paid off. Council members were in agreement that they were under the impression that the loan for thel library building had been paid off several years ago. Thej previous administration had been directed by Council to pay off thel loan fort thel Library building and Council assumed that had been done. Mr. Richard Fulk asked Ms. McAlister to: find out what the payoff amount would be on the loan for the Library. Council members discussed the possible sale of any unused properties owned by the Town. Mr. Richard Fulk commented that the amount paid for bills this month was $539, 168.16. He advised staff and Council members that the amount paid for bills in October of 2022 was $775,639.92. Mr. Fulk remarked that is a difference of $236,471.76. Mr. Comer stated that town staffhas been working Council members then reviewed the budget versus actual report as well as the paid checks list. Ms. McAlister fielded a few questions regarding the paid invoices and a few regarding the elevated Council members asked! Ms. McAlister to explain why the sewer repairs and maintenance percentage Ms. McAlisteradvised that Ms. Clark has been keeping al listing ofall thel billsr relatedt tot theunexpected  October 31, 2024, was $594,053 and outstanding checks totaled $14,192.  Bills still owed for October total $208,024.  within the next week and al half and will be due December 5, 2024.  outstanding debti is $18,400,000.  Ms. McAlister advised that she would find out what that amount is.  hard to control spending and to save money wherever possible.  percentages on the budget versus actual report. was high on the budget versus actual report.  2    MEETING MINUTES OF THE Thursday, November 7, 2024  BROADWAY1 TOWN COUNCIL WORKSHOP MEETING  6:00 p.m.  and unbudgeted: sewer! line repair that occurred last month. Itemsi include electrical work fort thej pumps, bypass line equipment that had to be rented, clamps and other materials. Currently, the Town has not received al bill from Alger'se excavation or from the company that handled traffic control. To date, the bills that have come ini relating tot thes sewerl line repair total $78,000. Thet traffic control: ise expected to be an additional $25,000 and iti is unknown what. Alger'si invoice will be. Ms. McAlister advised that Mr. Douglas Harpine commented that the sewer budget line item for repairs and maintenance will exceed what was budgeted for the year, as it is already at 61% for less than the first half oft the year. Ms. London mentioned that the Town needs a Capital Improvement Plan created SO that staff and Council members are! less likely tol be caught off guard by unbudgeted expenses and repairs. Ms. LizFawley asked how much the Townreceived in donations towards the Heritage Parki restrooms. Ms. McAlister responded that the Town received a donation of $50,000 from Rockingham County, $10,000 from Broadway Hometown Partnership, and $10,000 from F&M Bank. Ms. Fawley asked where donations reçeived or grant funds received are reflected in the financial reports. She asked where: iti is shown that the: fundsr received towards the heritage park restrooms were applied to the heritage park restroom expenses. Mr. Chad Comer: responded that the monies donated towards the restrooms were given in previous years SO they are not reflected in this budget year's Ms. McAlister advised that iti is difficult, since the Towni iss sO lean in cash: flow, to ensure that monies brought in are put towards exactly that for which they were designated. Staffcontinues to work towards improving tracking of donations and designating them specifically for that which they were donated. Ms. McAlister advised that she is currently trying to work with Smith-Midland to get credit for some items fixed at the restrooms that were not functioning following installation and which the Town's Public Works Department. had to repair, Smith-Midland currently wants to be paid for the restrooms and is not receptive towards any sort ofp payment plan. They want tol be paid in full for the restrooms. Ms. McAlisteri is going totry to get a credit from them again within thei next two days buti ifthey arei not Ms. McAlister went on to state that the restrooms have been vandalized more than once since their installation. Thej police department is currently pursuing one case of vandalism that was caught on a trail camera that hadi beeni installed by thel Public Works] Department. The Town may be abletoreceive Ms. McAlister also advised that the' Town had receiveda laquote from First Witness Security for security cameras at the parks, the Town Office and the Police Department. Staff is currently working to determinet the extent ofcamera coverage thati isi needed: in order to cut down on1 the cost ofthe estimates. The total estimated cost for cameras at all four locations is approximately $50,000. Ms. McAlister advised that staff will determine the best places for cameras and see what the finances are at the beginning of the year and the possibility of camera installation will be re-visited at that time. Mr. Doug Harpine asked ifthe bathrooms are currently being locked. Ms. McAlister: responded that she Ms. McAlister fielded a few other questions regarding thel bills paid for the month. Mr. Harpine asked for a status update on the Rt. 259 bridge re-naming.  she will keep Council members updated on1 the expenses for the sewer line repair.  revenues.  receptive, she is going to mail the check to them and be done with that project.  some payment for the door that was damaged.  believed they are being locked at night.  Old Business  Ms. Lohr, Town Clerk, stated that VDOTI had advised that the sign has been manufactured and isi ready fori installation however, VDOT is not currently doing any public events, due to the recent hurricane Ms. McAlister advised that staff will follow up with VDOT to see if they have a time-frame for  damage in various locations ini the state.  restarting public events sO that the Town can planga bridge re-naming ceremony.    MEETING MINUTES OF THE Thursday, November 7, 2024  BROADWAYTOWN COUNCIL WORKSHOP MEETING  6:00 p.m.  Mr. Harpine then stated that the pickleball organization has been raising money and the Town was originally going toi match their funds, but Mr. Harpine: stated that since finances are: SO tight he doesnot believe the' Town! has thei money toi match thej Pakrehalogminoktima, sol he wants toknow what Council members advised the' Town is supposed toi match funds for painting the courts andi installation Council members agreed that the pickleball organization will have to hold on to their money. Mr. Harpine advised that hel hast toldt the pickleball organization that thisi item can bei re-visited in thes spring. Mr. Harpine is hoping that all thei money to complete this project canl bepaid fort throughdonated: funds. Mr. Comer stated that the Elm Street paving project has been pushed out until Spring. The Public Works Department will also repair a few driveways in the Walnut Ridge subdivision ini the spring as Mr. Harpine asked when the' Towni is ordering salt for the winter season. Ms. McAlister advised that the public works directorhas already beeni instructed to orders salt. She stated that she would follow up Council members then discussed whether or noti the' Town should put off fireworks this year at the end ofJune asi ist traditionally done. Ms. McAlister advised that Ms. Clark is acquiring quotes from several companies in addition to the company the Town normally contracts with. Ms. McAlister asked for council's direction on this. Council members advised that they want to know costs in order to  to tell the pickleball organization. ofi permanent nets and fencing.  Ms. McAlister asked whati the Town is supposed to match funds for.  well.  with him to make sure the salt gets ordered ifit hasn't already been.  determine whether they wish to set off fireworks in June 2025.  New Business  Mr. Travis Driver advised that aj police chief from another jurisdiction reached out and offered his assistance to the Town in the hiring process for a new chief of police. Mr. Driver asked council members if they would be ok with Mr. Driver utilizing the help of the police chief in reviewing applicationsand offering an explanation ofcredentials to] Mr. Driver and the olhermembesofcomel. who! plan tointerviewi the applicants. Thej police chiefwho has offered! his helpi is willing tos signa anon- disclosure agreement. Council members werei inagreement that Mr. Driver could utilize thel helpofthe police chiefini reviewing the applications and explaining their qualifications. Ms. McAlister advised that she would contact the' Town. Attorney to acquireamon-disclosur. agreement fort thej police chiefto Mr. Harpine asked for a status update on the latest FOIA request, particularly ini regard to the Town's Ms. McAlister advised that the request was received on October 31, 2024 and the Town has five business days to respond to that request. As of tomorrow, a response will be sent. Ms. McAlister created ai response and sent] her response tot the attorney forreview. The attorney added some language toit. There are somei items that willl be easy toj provide because they were] previously: requested inc other FOIA: requests and they are easily released so staffwill proceed with: sending those items. Staffwill ask for ane extension oftime fort the othert requests that arei more detailed and will require moret time to work on. That will also bej part ofthei response that willl bes sent tomorrow. Staffwill then need to determine ifall ofthe remaining requests are: records that the Town even has. Staffwilll have twelve days total to determine ifthe information is obtainable and approximately how much time it will take to gather the requested information. Right now, the estimate if$2,500 -$3,000ofstafftimet toi fulfill the request. An estimate will bei included: int thei information that is sent out by day 12. That amount will need tol bej paid Ms. McAlisteradvised that she does notl have aproblem ehighntmaonifitiaraiy available and ift there is some specificity to it. These extensive4OIA requests are at time drain on staff. They are  sign. attorneys.  before the information is provided.    MEETING MINUTES OF THE Thursday, November 7,2 2024  BROADWAY TOWN COUNCIL WORKSHOP MEETING  6:00 p.m.  difficult to try to work through and they pull staff from the work they have been hired to do. Ms. McAlister advised that ift the cost estimate does not get paid, then after 30 days the request becomes void. The request would have to be resubmitted, and the time periods start over. Ms. McAlister advised that shel has requestedi that the attomeysreviewt thel body camera footage, whether or nott thereis The next item under new business was the discussion ofa Special Use Permit for 132 Skymont Drive. Ms. McAlistera advised that thereisalandowner who would liket toj put an accessory building, in excess of250 square feet, on his property. Mr. Safritt tried to get a: zoning permit for that but was denied becausel he was going to putt the accessory structure on al lot that did: notl have aj primary structure. The permit was also denied because the building was going to be more than 250 square feet. When a building ofthat size isi requested, the property owner must go through the special use permit process. The landowners have vacated their property line sO it is now only one property, allowing for the accessory structure on that parcel. But Mr. Safritti must still get a special usej permit due to1 the size of thel building. Acopy ofthe lot line vacation, Mr. Safritt'sspecial usej permit application, and a drawing ofthe parcel and building location were included with Council's packet. Thej joint public hearing for the special use permit application will be held on Tuesday. Adjoining property owners have been The next item under new business was a discussion oft the Council Workshop Meeting forl December 2024, Ms. McAlister advised that staff is proposing that everything be done at the council meeting. The financial statements and paid supply list will be included with the packet for the regular council meeting. Council members should receive all of their packet information on the Monday before the December council meeting. Council members agreed with by-passing the workshop: meeting and will just have their regular monthly council meeting, which will be held on Tuesday, December 3, 2024. Mr. Comer advised that the Tree Lighting event is scheduled for Wednesday, December 4, 2024. Broadway Hometown Partnership donated $1,000towardsi this event. United Bank is going to servel hot chocolate and cookies at this event. Farmers and Merchants Bank is donating candy canes and other Mayor Jordan: moved to the third item on the agenda under new business which was a: review oft the council meeting agenda for November 12, 2024. Ms. McAlister advised that the third item under new business wasi to designate newa authorized signers on1 thel RBEGand] IDA accounts at' Truist Bank. The current authorized signers are nol longer employed with the Town. Mayor. Jordan suggested having Ms. Kim Clark, Deputy Treasurer, and Ms. Susan Smith, Finance Director, and either the Mayor or Town Manager be the third signer. Council members reviewed and approved the draft agenda for the  any expectation of privacy and whether that footage can be released or not.  notified.  items. This event is completely covered by sponsorships.  November Council meeting. Other Business  Under other business, Ms. McAlister advised that new council member, Ms. Joan Shifflett will take oath tomorrow. She will be a sitting council member at this Tuesday's meeting. Until Ms. Shifflett takes her oath, Ms. Liz Fawley is still on council. Ms. McAlister advised that Ms. Fawley was previously on Planning Commission and that she may be interested in being appointed back to the Planning Commission. Currently there is a vacancy on the Planning Commission. Council may consider who they wish to appoint tot the Planning Commission and ifthey wisht to appoint Ms. Fawley, they may wish to discuss it with her and seei ifs she is interested in being re-appointed to the Planning Commission. Ms. Fawley is currently going through the training for Planning Commissioner's. Mr. Chad Comer asked Ms. Fawleyi ifshe would bei interested in: staying on thel Planning Commission. Ms. Fawley advised that she enjoyed being on the Planning Commission and would be interested in Mayor. Jordan advised that Council could: make ths appointment at their council meeting on Tuesday.  being re-appointed,    MEETING: MINUTES OF THE Thursday, November 7, 2024  BROADWAYTOWN COUNCIL WORKSHOP MEETING  6:00j p.m.  Ms. McAlister then advised that there is now a vacancy on the Board ofZoning Appeals, because Ms. Joan Shifflet was on that board and now that she has been elected to Town Council, her seat on the Board ofZoning Appeals has been vacated. Council will need toi makear recommendationt to1 thec circuit court: for an appointment to the Town's Board ofZoning Appeals. The vacancy will be posted ont the With no further business to discuss, at 7:12 p.m., Mr. Travis Driver made a motion to adjourn the meeting. Ms. Liz Fawley seconded motion which passed on the: following recorded roll call vote:  Town's website and applications will be collected for this board.  Liz M. Fawley Travis M. Driver Beverly L. London Douglas W. Harpine DavidI LJordan uacR4 Bmmdokr Donnal Lohr  Aye Aye Aye Aye  Richard E. Fulk Chad M. Comer David L. Jordan  Aye Aye Aye  Mayor  Town Clerk  6