MEETING MINUTES OF THE BROADWAY TOWN COUNCIL WORKSHOP MEETING Thursday, March 13, 2025 6:00 p.m. The Broadway Town Council met in a workshop meeting on Thursday, March 13, 2025, in the Council Chambers oft the Broadway Town Hall. The following members were present: Mayor David L. Jordan, Vice-Mayor, Beverly L. London and Council Members Chad L. Comer, Richard E. Fulk, Douglas W. Harpine, and Joan H. Shifflett. Council Member Travis M. Driver was absent. The following staffmembers were present: Town Clerk, Donna Lohr, Chief of Police, J.D. Weaver, and Public Works Director, Chad Dellinger. Mayor Jordan welcomed everyone to the workshop meeting. He then called the meeting to order at 6:00 p.m, Mayor Jordan then made a motion to amend the agenda to add a monthly departmental update after Item II, the Monthly Financial Update; and to add a Closed Session pursuant to the provisions of Virginia Code 2.2-3711 (A)(1) for the discussion, consideration, or interviews of prospective candidates for employment, namely the Town Manager position, prior to adjournment ofthe meeting. Mr. Chad L. Comer seconded the motion which passed on the following recorded roll call vote: Joan H. Shifflett Aye Richad E. Fulk Aye Beverly L. London Aye Chad L. Comer Aye Douglas W. Harpine Aye David L. Jordan Aye Monthly Financial Update : Mayor Jordan presented the financial update summary page. He advised that, as ofMarch 12, 2025, the Town's checking account balance was $966,604.40. There was $174,183 in outstanding checks. Council members reviewed and discussed the financial update page. Mayor Jordan advised that although the bank account looks good today, there are still multiple loan payments that will need to be paid in the current calendar year. Council members then reviewed the budget versus actuals report. Ms. Joan Shifflett asked about the Parks Capital Outlay line item on page 66 ofthe packet on the budget versus actuals report. She advised the amount listed of $192,735 does not appear in the current fiscal year budget under Parks Capital Outlay. Council Members responded that amount was for the purchase of the restrooms at Heritage Park. Ms. London advised that the restrooms were ordered in October 2023, a deposit was paid in January 2024, and then al budget adjustment was done at the end ofthat fiscal year as a carry-over since the bathrooms had not yet been received. Mr. Comer advised that a budget adjustment will need to be done at the end oft the current fisçal year to reflect the purchase oft the restrooms in fiscal year 24-25. Mayor. Jordan advised therei is still an outstanding amount of approximately $2,500: for thei restrooms as the Town had short-paid the initial invoice due to items that were not functional at the time of installation and which were repaired by the Town's Public Works Department. The company did not agree with the amount that was short paid and has advised that the Town still owes $2,500. Council Members proceeded to review the monthly check listing. Council members discussed with! Mr. Dellinger the electric bill fort the concession stand at the community park. Mr. Dellinger explained that therei is a lot ofequipment running in the concession stand. Council Members discussed the possibility ofwinterizing the concession stand in the future and turning offthe freezers, refrigerators, and Slushee machine as well as possibly installing insulation in the ceiling. Ms. Shifflett asked Ms. Lohr why the U.S. Bank payment was only for $3,776 rather than the expected $90,526 payment. Ms. Lohr advised that she would research it and find out. Ms. London asked about the payment to D.R. Horton, stating that she believed the amount had already been paid to them. Ms. Lohr advised she would research that and find out ifit had already been paid. 2 MEETING MINUTES OF THE BROADWAY TOWN COUNCIL WORKSHOP MEETING Thursday, March 13, 2025 6:00 p.m. With further items to discuss, Mayor Jordan proceeded to the next agenda item which was the monthly departmental update. Monthly Departmental Update Mr. Chad Dellinger asked if there were any questions for him to begin. Mr. Harpine asked if Mr. Dellinger was ready to proceed with replacement of the Hartz valve. Mr. Dellinger advised he was waiting on notice to proceed from Council. Ms. London asked what the cost for the Town's sj portion of the project would be. Mr. Dellinger advised the cost: for the valveis $12,000, but there would be a cost for stone, concrete and the in-house cost of public works' labor. Mr. Dellinger explained the scope of work for the Hartz valve project, which includes excavation of a 6' X 8'hole, installation of a valve body, disassembling ofs some old parts, and then setting ofa drill rig. Mr. Harpine asked what the entire cost ofthe project would be. Mr. Dellinger estimated $15,000, but he believed the estimate is on the high end. Ms. Shifflett asked Mr. Dellinger to explain the problem. Mr. Dellinger stated the Zone lwater tank provides pressure to everything in the downtown area. The feed mill is also on the Zone 1 water tank as well as everything coming north and south on Main Street to Turner Avenue, up Turner Avenue, Holly Hill Street, Rt. 259, Broadway Avenue, Miller Street, Linden. Avenue, and Skymont. Mr. Dellinger advised that if pressure drops in that tank the first people to be affected are on Skymont Drive. There is an 8" fire line that feeds the tank and the valve assembly is directly underneath the couple hundred thousand tank. The valve assembly is the original valve assembly from 1959, and it needs to be replaced. It is in a confined space and is an unsafe area for personnel to work. By placing the valve on the top side, rather than underneath, the issue is resolved. This is the best remedy for the situation. Mr. Harpine asked Mr. Dellinger about a safety issue in a vault at the high school. Mr. Dellinger advised that is a pressure-reducing valve (PRV) station which feeds Zone 2, located at the high school. This is another unsafe situation for personnel to work in as it is also a confined space. Work will need to be done at this location eventually also to make a safer work environment. Mayor Jordan and Mr. Harpine asked Mr. Dellingerto get a quote for the PRV valvej project at thel high school. Mr. Dellinger then discussed the on-going vandalism issue at the restrooms at Heritage Park. He advised that a report had been sent to the Chief ofPolice this week. The report noted the instances of vandalism, and the damage incurred. The Police Department had identified two of the vandals this week. Mr. Dellinger suggested a camera system be installed that could be mounted on the front ofthe restrooms. Mayor Jordan advised that he had signed a grant application that was being submitted for $47,000. Those grant funds, if received, would go towards cameras at Heritage Park and the Town office. Mayor Jordan advised that his truck had recently been vandalized outside the town office. A briefdiscussion ensued regarding how cameras could be installed at the park and theinternet access that is required for cameras to be utilized. Chief Weaver advised that the priority for cameras is at the Town office and then at Heritage Park. Chief Weaver has been acquiring quotes for installation of security cameras at these locations. Council members discussed the need for cameras and agreed that security cameras need to be installed at Heritage Park, based on the amount of damage that has already been done at that location, and the cost to the Town. Mr. Harpine asked Mr. Dellinger to get a quote for electronic locks on the restroom doors at Heritage Park. He also asked Mr. Dellinger what the labor cost would be to move the heaters at the Heritage Park restrooms SO the heater will not trigger the motion sensor. Chief Weaver asked for clarification on if he should order the cameras for Heritage Park. Council members advised Chief Weaver to proceed with ordering cameras from Proline Technology. Mayor Jordan asked if this is a buildable camera system where more cameras can be added to the system. Chief Weaver advised that multiple cameras can be added to the system at Heritage Park. Mr. Dellinger then discussed an issue with D.R. Horton soliciting people to join a Homeowners Association (HOA) in the Coyote Run subdivision.Mr. Dellinger advised that a citizen had asked Mr. MEETING MINUTES OF THE BROADWAY TOWN COUNCIL WORKSHOP MEETING Thursday, March 13, 2025 6:00 p.m. Dellinger what he should do about it, as he did not wish to be a part of an HOA. D.R. Horton, the builder, has been notifying all citizens in that subdivision that they must join the HOA. Mayor Jordan advised that if there is nothing on a citizen's deed stating that they must be part of an HOA, then it is not required that they be a part ofit and D. R. Horton cannot force them to join. Mayor Jordan then asked Mr. Dellinger about phase 6 of the Coyote Run subdivision. Mr. Dellinger advised that there are multiple items that need to be done before phase 6 can be started. Mr. Dellinger advised that D.R. Horton has been told that they must supply the utility providers with utility site] plans sO that all utilities can be signed off on SO that the various utilities are not being encroached upon by other utilities. Mr. Dellinger advised that nothing will be started at that location until a site plan is acquired and all utility providers agree on the plan. Priort to that being done for Phase 6, the sewer line on Acme Company Street must be pressure tested and accepted by the Town. In addition, the road on Mesa Court East must be completely redone. Mr. Dellinger then remarked that he has been receiving a lot of phone calls from Glo-Fiber. He has advised them that once a franchise agreement is inj place, Glo-Fiber can proceed with their work, but the Town is still working on getting a franchise agreement inj place. Mr. Dellinger asked Council members how they would like to communicate with Glo-fiber, ifGlo-fiber requests to meet with them. Council members advised that a representative from Glo-Fiber could come to a workshop meeting to discuss their plans for work in Town. Council members advised that they would like to review the proposed franchise agreement before they meet with representatives from Glo-Fiber. Ms. Lohr advised that the proposed franchise agreement for Shentel/Glo-fiber and Dominion Electric have both been provided to the attorney and he is in the process of reviewing these documents. Mr. Dellinger suggested that the Town should also review its franchise agreement with Columbia Gas. Mayor Jordan advised that he would reach out to the attorney to find out the status ofthe franchise agreements. Mr. Dellinger then advised that the public works department had started pumping out the pool this week. They will clean out the pool and then hopefully fill it in the next few weeks. Mr. Dellinger also advised that the pool pump has been pulled out and maintenance work is being done to it. Once it is returned, public works will re-install it and the pool should be ready for the 2025 season. Mr. Dellinger then reported that Pump #2, which is the distribution pump on E. Lee Street, has a check valve that has been staying open. Repairs will be made in the next week. Service will be interrupted briefly to several houses on E. Lee Street between Park Avenue and Gap Place. Those customers will be notified ofthe likely interruption to their service. Mr. Dellinger then reported on the Elm Street paving project. He advised that he. has talked to a couple contractors regarding this project. Mr. Dellinger is awaiting a quote from Smiths paving for this project. A quote had already been received from Adams, but it is missing a portion of the road that needs to be repaired where the sub-grade is compromised. Mr. Dellinger advised that Adams can start the project within a few weeks ofr receiving notification from the Town to proceed. Council members advised that Mr. Dellinger should proceed with getting that road paved, to include the repairs that need to be made to the portion of that road as previously mentioned. Mr. Dellinger advised that he is trying to get lifts in to take down the Christmas Tree in Heritage Park, but it will be a few weeks before lifts are available. Ms. London suggested that Mr. Dellinger call Rent- Equip, and she provided Mr. Dellinger with the number to call. Ms. Shifflett asked Mr. Dellinger if the flagpole at the community park had been repaired. Mr. Dellinger advised that he had been waiting for the ground to dry out, but that itis likely dry enough now and he will contact Mr. Joiner with Eddie Edwards Signs to come make the repairs to the flagpole line. Ms. Shifflett then asked about the bump-outs and ift they were being removed. Mr. Dellinger advised that they were not being removed, but that one had been hit with a snowplow. Mr. Comer advised that the bump-outs are the Towns, but in order to get them removed, the Town would have to schedule their removal at a time whgn VDOT was paving that road, as the road would MEETING MINUTES OF THE BROADWAY TOWN COUNCIL WORKSHOP MEETING Thursday, March 13, 2025 6:00 p.m. have to be repaved once the bump-outs are removed. Mr. Comer asked if Mr. Dellinger was still planning to make repairs to one driveway entrance on Dogwood Drive in Walnut Ridge. Mr. Dellinger answered in the affirmative. Mr. Dellinger remarked that he has been in conversation with a concrete company and the plan is for Mr. Dellinger to print offa site-plan ofthat subdivision and then the concrete company will provide quotes for concrete work to be done by sections. Mr. Dellinger hopes to meet with the concrete company next week. Mayor Jordan asked Mr. Dellinger to contact VDOT to notify them that the bump-out was damaged. Mayor Jordan then asked Mr. Dellinger if the new truck was in service in his department yet. Mr. Dellinger advised that it had been picked up today. Mr. Dellinger thanked Council members for approving the purchase of this new vehicle for his department. Mayor Jordan and Council members thanked Mr. Dellinger and the public works department for the great job that they do. Old Business Mayor Jordan then moved on to the next item on the agenda which was Old Business. Ms. Shifflett advised that she was unaware that Town Council had approved the purchase ofthe truck. She asked when it had been decided that the truck could be purchased. Mr. Comer advised that Ms. Lohr) had asked Council members to let her knowi ifthe truck could be purchased and council members had provided Ms. Lohr with a response. Ms. Shifflett remarked that it would be good for her to be kept informed when big purchases are made. Mr. Comer remarked that he figured everyone knew because everyone had responded. New Business Mayor Jordan proceeded to the first item under New Business which was the discussion ofai resolution to adopt the police assistance pact. Council Members thanked ChiefWeaver fori the information that he had provided to them regarding the pact. Mayor Jordan asked about the expired date ofthe pact and if it was a concern for the other localities ifthe town were to sign on after the expired date. Chief Weaver responded this was not a concern for the other Towns and that they do in fact want the Town of Broadway to join the pact. Chief Weaver advised that all the towns train together and communicate well with each other. The pact is just a tool that would be in place ift the Town needs it. The Town: is not obliged to use it and can leave the pact at any time. Mr. Doug Harpine asked if there is a cost associated with the pact. ChiefWeaver advised that there is no cost associated with it, unless there are circumstances in which an officer gets hurt while performing duties under the pact which would fall under Workmen's Compensation. ChiefWeaver advised that thisis a good thing to haveifitis utilized in the proper way, which takes good leadership and good communication. It provides the Town with more resources and more options. Mr. Comer thanked Chief Weaver for the job he's doing and he advised that many residents have advised Council Member Comer that they really like the change in the police force. Ms. Joan Shifflett asked ifthe attorney would be reviewing the police pact. She advised that there does not seem to be any provisions in the pact for officer misconduct, either in our jurisdiction by another officer or by one of our officers in anotherj jurisdiction, as far as liability goes. She also remarked that there is no verbiage in the pact stating the need for periodic review and updates to the pact. She inquired how changes to the pact would be handled. Ms. Shifflet then asked what "assistance only" protocols are. Chief Weaver advised that means that assisting officers would not come into the Town and take over, they would only be providing assistance. Council Members advised Ms. Lohr to include the police pact as an agenda item for discussion and consideration on the Town Council Meeting agenda for the Tuesday meeting. Mayor Jordan advised that the next item on the agerdat under new business, which was a discussion of MEETING MINUTES OF THE BROADWAY TOWN COUNCIL WORKSHOP MEETING Thursday, March 13, 2025 6:00 p.m. security cameras at Heritage Park, had been discussed earlier in the meeting. Other Business Council members then reviewed the draft of the agenda for the upcoming regular council meeting scheduled for Tuesday, March 18, 2025. Mayor Jordan advised that an tem would be added under new business for a motion to appropriate funds donated by Broadway Hometown Partnership. He further advised that an item would be included for the discussion of a draft resolution initiating the process of a zoning text amendment. Ms. Beverly London explained that back in January a complaint had been received regarding al modular home that had been placed on West Springbrook. Ms. London had reviewed all the permits both from the Town and the County regarding the modular home. She also discovered that a home of the same type had been placed on North Sunset in 2011. Ms. London stated that County officials recommended making a zoning amendment sO that the Town would no longer allow. homes with 3 % 12roof! pitches. Ms. London advised that this would not only help with aesthetics but it would aid in meeting the new international code requirements fori insulation because homes with 34:12 roof! pitches would not be able to meet those requirements. She advised that this could be passed for all ofthet towns residential zoning districts. She also advised that the planning commission would need to meet and then make a recommendation to the Council regarding this issue. Ms. London advised that in a subdivision, therei is an architectural review board, but when it is just a scattered lot, there is little control over the type of home built or placed at the location. Mayor Jordan advised that Council could vote to adopt the: resolution at their meeting on Tuesday, then the Planning Commission can meet to discuss the text resolution. A joint public hearing would then need to be held at the April 15, 2025 Town Council Meeting, before Council could vote to adopt the text amendment. Ms. London advised that she would be willing to come to the Planning Commission meeting to explain the possible zoning text amendment. With no further business to discuss, at 7:41 p.m., Mayor Jordan called a brief reçess prior to Council heading into a Closed Session. Closed Session = Discussion and consideration ofprospective candidates for employment Mayor Jordan advised that Mr. Travis M. Driver would be joining the meeting for the Closed Session portion by phone. At 7:52 p.m., Beverly L. London moved, seconded by Joan H. Shifflet that the Town Council convene in closed session pursuant to the provisions of Virginia Code 2.2-3711(A)(I) for the discussion, consideration, ori interviews of prospective candidates for employment, namely, for the Town Manager's position. The motion was approved with the following recorded roll call vote: Joan H. Shifflett Aye Chad L. Comer Aye Beverly L. London Aye Travis M. Driver Aye Douglas W. Harpine Aye David L. Jordan Aye Richard E. Fulk Aye At 8:53 p.m., Beverly L. London moved, seconded by Joan H. Shifflett to certify that to the best of each member's knowledge (i) only public business matters lawfully exempted from open meeting requirements under this chapter and (ii) only such public business matters as were identified in the motion by which the closed meeting was convened were heard, discussed or considered in the meeting by the public body. 6 MEETING MINUTES OF THE BROADWAY TOWN COUNCIL WORKSHOP MEETING Thursday, March 13, 2025 6:00 p.m. Ifany member ofthe public body who believes that there was a departure from the requirements of clauses (i) and (ii), shall SO state prior to the vote, indicating the substance of the departure that, in his judgment, has taken place. The motion was approved with the following recorded roll call vote: Joan H. Shifflett Aye Chad L. Comer Aye Beverly L. London Aye Travis M. Driver Aye Douglas W. Harpine Aye David L. Jordan Aye Richard E. Fulk Aye With no further business to discuss, at 8:54 p.m., Mr. Richard E. Fulk made a motion to adjourn the meeting. Ms. Beverly L. London seconded the motion which passed on the following recorded roll call vote: Joan H. Shifflett Aye Chad L. Comer Aye Beverly L. London Aye Travis M. Driver Aye Douglas W. Harpine Aye David L. Jordan Aye Richard E. Fulk Aye Mayor alah David L.Jordan Domne dohu Town Clerk Donna Lohr 7