MEETING MINUTES OF THE BROADWAY TOWN COUNCIL WORKSHOP MEETING Thursday, April 10, 2025 6:00 p.m. The Broadway Town Council met in a workshop meeting on Thursday, April 10, 2025, in the Council Chambers of the Broadway Town Hall. The following members were present: Mayor David L. Jordan, Vice-Mayor, Beverly L. London and Council Members Chad L. Comer, Travis M. Driver, Richard E. Fulk, Douglas W. Harpine, and. Joan H. Shifflett. The following staff members were present: Town Clerk, Donna Lohr, Chief of Police, J.D. Weaver, Public Works Director, Chad Dellinger, and Wastewater Superintendent, John Coffman. 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 change the Closed Session to the following: A Closed Session pursuant to the provisions of Virginia Code 2.2-3711 (A)(1) for the discussion and consideration of prospective candidates for employment, namely the Town Manager position; And for the discussion of assignment and performance ofs specific public officers, appointees, or employees. Mr. Richard E. Fulk seconded the motion which carried on the following recorded roll call vote: Joan H. Shifilett Aye Richad E. Fulk Aye Travis M. Driver Aye Chad L. Comer Aye Beverly L. London Aye David L. Jordan Aye Douglas W. Harpine Aye Monthly Departmental Update = Mr. John Coffman, Wastewater Superintendent gave a brief update for the Wastewater Department. Mr. Coffman advised that the last two months have been challenging, The eighteen-year-old conveyor for the bio-solids process went down. The cost for parts was $12,000 but because the labor for repairs was able to be done in-house, there was a great cost savings. The cost for parts and labor willl be recovered through bio- solids invoicing. Repairs and maintenance have begun on the irrigation rigs for the upcoming year. The department will begin land applications on April 15, 2025. Mr. Coffman then noted that in February one of the recycling pumps went down. A diver was. hired to come in to recover the pump which had broken loose from its mooring. The cost for the diver was $3,000. The pump was ablei to be repaired and was put back in service. Mr. Coffman then reported that last fall, in order to cut costs, water from the storage pond was held, Last month the wastewater treatment plant customers sent over 47,000,000 gallons of wastewater through the plant. Over 61,000,000 was discharged. This means that over 14,000 million was pulled out of the storage lagoon last month. It did not cost anything extra to do that. Mr. Coffman reported that the wastewater plant has a 99.1%r removal on nitrogen, phosphorous, and BOD, meaning thatt the plant removes 99.1% or more ofp pollutants. Bio-solid costs were up this winter due to biosolids having to be taken to the landfill. The plant is back to distributing bio-solids to hay fields sO those costs should come back down. Mr. Coffman advised that he is considering plans for his future retirement and a succession plan. Mr. Coffman advised that tariffs may increase the cost ofchemicals in thei up-coming year, but currently a profit is still being generated by the plant. It is important to start planning for replacement ofinfrastructure at the wastewater plant. Mr. Coffman then reported that there is a firm looking to put in a solids and a food waste handling facility between New Market & Timberville. It is possible that they may take the wastewater plant' s bio-solids. There would be a cost for that, but it may be a cheaper option than land application. Mr. Coffman then stated that he was very: proud ofhis department forl handling the maintenance ofthe conveyor when it broke down. Mr. Wes Estep handles maintenance for the department and Mr, Lee Grieco submits the annual permits, which have been approved. The department also passed the yearly DEQ inspection and the pre-treatment program inspection. Mr. Coffmanghen fielded a few questions from council members MEETING MINUTES OF THE BROADWAY TOWN COUNCIL WORKSHOP MEETING Thursday, April 10, 2025 6:00 p.m. regarding processing at the plant, the possible increase to costs oft treatment due to tariffs, the certifications of his operators, and what his plans for retirement are. Council Members thanked Mr. Coffman for his report. Monthly Financial Update : Mayor Jordan presented the financial update summary page. He advised that, as ofMarch 31,2025, the Town's checking account balance was $1,411,696. Council members reviewed and discussed the financial update page. Council members then reviewed the budget versus actuals report. Ms. Joan Shifflett asked about the Sewer Professional Fees line item on page 9 of the packet on the budget versus actuals report. She asked how the year-to-date total is $31,225, when the amount spent this month is $17,500, and in February the amount spent was zero. Ms. Lohr advised she would research the question and let Ms. Shifflett know. Ms. Shifflett also asked about the police overtime line item and suggested the amount allotted be increased for the next fiscal year. Council Members proceeded to review the monthly check listing. Ms. London commented that the Amerigas payment is a duplicate payment. Ms, Shifflett asked about thei invoice for craft show proceeds. Mr. Comere explained that the profit from last year's craft show was to be used towards costs for this year's craft show. A check was cut to the Lions Club since they are. handling the events for this year and those funds will be used for the craft show. Ms. London asked what the check for boom rental to Carter Machinery was: for. Mr. Dellinger advised that an asphalt roller was used in March but he was not aware of a boom rental. Ms. Lohr advised that she would research it and let Ms. London know. With no additional questions and no further items to discuss, Mayor Jordan proceeded to the next item on the agenda which was Old Business. Old Business Ms. Shifflett advised that she had received a call from a resident who was at a town council meeting who had stated it might be more appropriate if council members responded to citizen comments at council meetings with a comment such as "we will take it under advisement", rather than just a "thank you" in response to comments made by the public. Ms. Shifflett then remarked that Ms. Fawley had made a suggestion ofhaving ai newsletter for citizens to keep up with the Town's updates. Ms. Shifflett advised that she is aware there are things to consider such as cost, but that it might be worthwhile to create a working group to determine what might go into the creation of a newsletter such as cost for postage and materials, as well as stafftime. Ms. Shifflett asked Council's opinion ofthe creation of a working group to do the research for a newsletter. Mr. Comer advised that he had spoken with Ms. Lohr who had handled the newsletter at one time while working for the Town ofNew Market. He advised that he had also spoken with others who had worked on the newsletter in New Market and all had advised him that the majority of the printed newsletters that were mailed were thrown in the trash at the post office by those residents with P. O. Boxes. Council members debated the benefits of creating a workgroup to research the feasibility ofcreating a newsletter. They discussed the benefits of E-newsletters and text alerts. Ms. London advised that a newsletter was done at one time but it had been stopped about eight years ago. Ms. Shifflett asked if Council wanted to research this. Ms. London advised that there is too much on the staff's plate right now and the staff would be overburdened as the working group would have to consult with staffi in order to get answers to many of their questions to include costs, content, and procedure. Ms. Shifflett then mentioned that a resident at the last meeting had suggested that the Finance Director be asked to attend the workshop meetings, as well ast the other department heads. Ms. Shifflett advised MEETING MINUTES OF THE BROADWAY TOWN COUNCIL WORKSHOP MEETING Thursday, April 10, 2025 6:00 p.m. that she believed that once the new Town Manager is in place, they would have a better handle on questions relating to the Town's finances, but she wanted to know the Council's opinion on whether the department heads should be required to come to all workshop meetings. Ms. London advised that department heads would need to be paid for meetings sifall were required to attend every: meeting. That extra cost would need to be taken into account, Mr. Travis M. Driver asked when Smith's would be coming out to give a quote for Elm Street. Mr. Dellinger advised they would be coming out next week. Mr. Dellinger also asked councilifitwouldbe alright for him to ask Viola engineering to core drill in Walnut Ridge in order to determine the condition oft the road prior to any work being done at that location. Council's s consensus was that Mr. Dellinger should contact Viola engineering to core drill. Mr. Comer asked Mr. Dellinger to create a list of paving projects, street, and sidewalk repairs that are priority and should be done in the next few years. Mr. Dellinger then provided a brief update on the stains on the pool floor as well as some plaster damage. A few repairs will be made in-house. Mr. Travis M. Drivér then provided a brief update on the tractor trailer issue on Jewelry Drive. He advised that Council would discuss the item at their next meeting. Ms. Joan Shifflett then asked for an update from Chief Weaver on Code violations. Chief Weaver advised that certified letters will be sent. He has also contacted some homeowners regarding their properties. Ms. Shifflett advised that the streetlights on Timber Way had been fixed. Ms. Shifflett then asked Chief Weaver what the status is on the rifles that he had requested be purchased. Chief Weaver advised that the rifles had been purchased. He also advised that a grant had been submitted for AED's and some other items. New Business Mayor Jordan proceeded to the first item under New Business which was the discussion ofcommunity center roof repairs. Mr. Douglas Harpine advised that the Town has received a quote from Skyline roofing for $33,000 for a ballast shift roof repair. The Town also received a quote from the same company for $37,000 to remove the stone and repair the roof. The Town received a quote from Baker roofing for $42,000 to remove everything and inspect the wood and sheeting. Council members discussed the quotes, the possible additional costs as a contingency for unexpected repairs. Council members preferred the quote from Baker Roofing fort the roof repairs. Council members then discussed whether the daycare is paying rent for the building. Mr. Harpine advised that he had discussed the possibility ofthe daycare paying rent with the daycare director. At thist time, she is uncertainiffunding will continue to be granted to the daycare, and they may not be operating ini thei next year. Mr. Harpine advised that he would like to charge $500 a month rent, at a minimum, to the daycare. Council advised they would like to charge rent fort the daycare to use the facility. A contract will need to be drawn upby the attorney. Council members and Mr. Dellinger then briefly discussed the need for security cameras to be working at the community center and at the pool. Mr. Dellinger advised that there is internet service already inj place at the community center and there are cameras there as well. A quote had been provided in 2023 to repair the 8 cameras that were no longer working. Itwould be an inexpensive fix to have those cameras repaired. Mr. Dellinger offered to get an updated quote for repairs for those 8 cameras. He further advised that he has a quote for five additional cameras and an 8-channel DVR for coverage at the pool. Internet service is already in place at this location. Mayor Jordan advised that he had signed a grant for security cameras a month ago. Council members did not take any action or provide staff with direction regarding security cameras at the daycare center or at the pool. Mayor Jordan requested that Ms. Lohr add the community center roof as an item for discussion for Council's upcoming meeting on Tuesday, under Pagks and Recreation departmental reports. MEETING MINUTES OF THE BROADWAY TOWN COUNCIL WORKSHOP MEETING Thursday, April 10, 2025 6:00 p.m. Council members then had al briefdiscussion about the parks being designated as "tobacco free": zones. They agreed that it would be difficult to enforce. Council members then had a brief discussion regarding parking in the community park. Mr. Dellinger suggested that split rail fences be placed at the end of each parking lot to prevent visitors from driving on the grass in the center of the park. Mr. Harpine advised that a resident had asked for more police presence in the parks to help prevent people from parking in areas that are designated as no parking zones. Mr. Douglas W.I Harpine then discussed the pool project that will be included in the budget for FY: 25- 26. He explained that a meeting was held on-site at the pool pump room. There is a storage area currently included in the quote for the project. Mr. Harpine has asked for another quote which would eliminate the costs to include the pool storage area. Mr. Harpine advised that after the pool closes for the 2025 season, the project to renovate the pool pump room needs to commence immediately. The current estimate for the project is $225,000. Ms. London then mentioned an email she had received from Valley Engineering concerning asection at Coyote Run. They advised that in the final plat that they area presenting, not all of the lots meet the minimum lot size requirements. Not all of the lots meet the minimum lot widths. They claim that they received a staff decision prior that the lot sizes would be okay. Ms. London then advised that they had sent another email which included the Council minutes from August 2022 that states that "the Town Manager advised that the members have been provided a copy ofthe final plat ofCoyote Run", > which is not what they are presenting at this time because now it's a different engineer. At that point in time hei reminded us that the preliminary plat ofthe entire subdivision was approved in 2011 bythe Planning Commission and Town Council. When subsequent phases area. ready for final plat, it requires council action. At that time, he said that all land development regulations pertaining to this request have been met. And then they turned around, and in today's email, they said that Stefanie said that it would be okay, however Ms. London advised that nothing had been put in writing to state that. Ms. London further advised that she is not ready to approve lot sizes that do not meet the Town'srequirements. Ms. London just wanted to advise Council that this email had come in. She advised that she would send a response to the engineer advising them that Council would need to review the new plat. Other Business Council members then reviewed the draft of the agenda for the upcoming regular council meeting scheduled for Tuesday, April 15, 2025. With no further business to discuss, at 7:41 p.m., Mayor Jordan called a brief recess prior to Council convening in Closed Session. Closed Session = Discussion and consideration ofprospective candidates for employment At' 7:47 p.m., Ms. Beverly L. London moved, seconded by Mr. Douglas W.I Harpine that the Town Council convene in a Closed Session pursuant to the provisions of Virginia Code 2.2-3711 (A)(1) for the discussion and consideration of prospective candidates for employment, namely the Town Manager position; And for the discussion of: assignment and performance ofspecific public officers, appointees, or employees. 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 9:30 p.m., Ms. Beverly L. London moved, segonded by Mr. Travis M. Driver to certify that MEETING MINUTES OF THE BROADWAY TOWN COUNCIL WORKSHOP MEETING Thursday, April 10, 2025 6:00 p.m. 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. Ifany membero ofthe public body who believes that there was a departure from the requirements of clauses () 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 9:32 p.m., Mr. Douglas W. Harpine 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 S201 David L. Jordan Soh Dmne Town Clerk Donna Lohr 7