R 1811 Buchanan, VA Minutes of Council Work Session Meeting October 10, 2024 Present: Mayor Harris Vice Mayor James Manspile absent Councilmember James Eubank Councilmember Rose. Jeter Councilmember Marty Rickman Mayor Harris called the October 10, 2024, work session to order at 7:00 p.m. This meeting was heldi in the Council Room. Town Clerk Claudine! Stump took roll call. With four members of the Council present, a quorum was established. The firsti item for discussion was the Board of Zoning Appeals (BZA) Appointments Mayor Harris explained the need for al BZA and howi it was brought to his attention. He Council discussed how they wanted to approach nominating people for the BZA. Council directed Town Manager Lawrence to advertise the BZA positions on Façebook and the explained the parametersi for a person serving on1 the BZA. Web Site. The next item for discussion was the COMCAST franchise agreement. Mayor Harris explained thei franchise agreement. Town Attorney Puvak has reviewed and revised thet franchise agreement andi iti is int the work Mayor Harris explained the process for accepting thet franchise agreement. Mr. Banks of COMCAST was telecommuting by phone for any questions. Council discussed thei franchise agreement and asked Mr. Banks questions. The next item for discussion was the Personal Property Tax Relief Act (PPTRA). session packet. Mayor Harris stated1 the reason for the PPTRA and howi iti is applied. He explained the reimbursement by the state fort the PPTRA. Council discussed the PPTRA. Council Meeting Agenda. Mayor Harris directed Town Manager Lawrence to include the resolution for the PPTRA on the The next item for discussion was the Christmas Lights. 9 Mayor Harris explained how the Festival of Lights were done in 2023. What has been decided for 2024 up to this point, and what needs to be done. The volunteers would like to know what Council discussed the budget for Christmas and howi the moneys will be delegated. The volunteers presented what they want to do for 2024. Council discussed the potential budget fort the Festival of Lights. The company that put up Lights for the Festival of Lights in 2023 answered questions and Council discussed what the goali is fort the future of the Festival of Lights. Council discussed having donation collections at the Festival of Lights. Town Manager Lawrence asked for clarification of the different events. the budget willl bet fort thel lights. discussed issues from 2023. Council clarified the different events. needed ventilation and shelving. Town Manager Lawrence stated that the building for storage of the Christmas Decorations Councilmember Jeter suggested: a competition for businesses store fronts with some type of Council directed Town Manager Lawrence to have a resolution for $4636.481 for vote at the prize. Monday Council Meeting. The next item for discussion was the electrical infrastructure at Town Park. Mayor Harris explained the need for electrical outlets at the Town Park. Town Manager Lawrence explained what Public' Works and she had been checking at the Park. Mayor Harris stated: short term Town should price out what it will take to add readily available plug and play at the light poles with the breaker boxes. Long term major infrastructure upgrade Town Manager Lawrence stated that an electrician is coming and willl be asked what can be will go along with the Master Plan and the RERC grant. done for the short term. The next item for discussion was the event calendar. Town Clerk Claudine Stump brought up an issue with the Christmas Parade and potential Mayor Harris asked that the high school marching bands be contacted to see when they are Council decided to put the event calendar on hold until more information from outside vendors solutions. available before making a decision. Council discussed the event calendar. isobtained. Councilmember Jeter asked about the Charter Changes. Mayor Harris stated hel had turned in the Charter changes to Delegate Austin's office to be sent tol Legislative services for review. Mayor Harris stated the next steps fort the Charter change. Councilmember Jeter asked what the guidelines are for giving awards? 10 Town Manager Lawrence explained what the proclamation process is. Councilmember Eubank and Mayor Harris explained howi it had been done ini the past. Councilmember. Jeter explained her reason for asking how the awards are chosen and given. Councilmember Eubank asked when the changes fort the Carnival would be discussed for next year. Sissy Austin stated the! 501c3's need tol be contacted to see if they will be doingt the games for Mayor Harris made a motion to adjourn with as second from Councilmember Eubank. With no further 2025. discussion, the motion was carried out with av vote of4-0. Adjournment was at 8:39pm. Respertulysubmttes, Claudine Stump, Clerk Tristan Harris, Mayor 11