MEETING MINUTES OF THE BROADWAYTOWN COUNCIL WORKSHOP MEETING Thursday, May 15, 2025 6:00 p.m. The Broadway Town Council met in a workshop meeting on Thursday, May 15, 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, Travis M. Driver, Richard E. Fulk, Douglas W. Harpine, and Joan H. Shifflett. The following staff members were present: Town Manager, Tracey Shiflett, Town Clerk, Donna Lohr and Chief of Police, J.D. Weaver. 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 Council Workshop meeting agenda to add a section, "Comments from Plains Area Daycare Representatives" as Item II, and remove "Monthly Departmental Report" as. Item II. Mr. Douglas W. Harpineseconded the motion which carried on the following recorded roll call vote: Joan H. Shifflett 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 Comments from Plains Area Daycare Representatives : Ms. Heather Harris, ai resident on Daphna Road, al Plains Area Daycare Board Member, the current Interim- President, and the parent of a child who has utilized the daycare, spoke on behalf of the Plains Area Daycare. On behalf oft the families who have children who attend the daycare center, Ms. Harris thanked Town Council for allowing the daycare center to utilize the Community Center. Ms. Melissa Britt did a lot ofwork in the Spring of2023 to respond to a community need for both summer care children and after-care. Ms. Harris advised that the daycare is grateful for being able to utilize the center rent-free for the past two years at the community center site SO that they could respond to a community need as well as be financially sustained and not take funds from thei main center. The Board ofDirectors appreciated that and understands that was not going to continue indefinitely without paying rent or having a lease. The Board would like to make three requests regarding a lease agreement fort the community center site. The first request is in regard to cost. Ms. Harris advised that the first year, the daycare center had twenty kids at that site, and approximately eighteen kids the second year. In order to keep costs low for the families, the Board is requesting that the lease agreement be for $400 a month, or $500 at the most. The next request is if signs could be posted on the building stating that the restrooms at the community center are not for public use while the daycare center is in operation. This would prevent members ofthe public walking in and out of the daycare facility. The Board is also requesting that signs be posted on the playground that states "no dogs or high school students on the playground facility while in use by the daycare center". The last question from the Board is ifthe lease would be an annual lease, and what is the daycare center's S obligation to cover costs for repairs at the center. Ms. Harris then fielded questions from the Town Council, Ms. Beverly L. London asked how many ofthe children are Town residents. Ms. Harris advised that the kids are from John C. Myers Elementary and J. Frank Hillyard Middle School but she was uncertain how many are Town residents and how many live in Rockingham County. She advised that she would find out the answer to the question. A brief discussion ensued regarding signage. Mayor Jordan asked the timeframe that the daycare center is in operation at the community center. Ms. Harris advised that the daycare center is in operation after school from 3:00 p.m. - 5:30 p.m., and during summer hours from 7:30 a.m. 5:30 p.m. Mr. Douglas W.J Harpine then asked Ms. Harris iftheywant to continue the program indefinitely. He: stated MEETING MINUTES OF THE BROADWAY TOWN COUNCIL WORKSHOP MEETING Thursday, May 15, 2025 6:00 p.m. that the Town does not want to do al lot ofwork to the facility or get the attorneys involved in drawing up a lease ifthe daycare does not intend to continue using the facility. Ms. Harris responded that they would like to operate on a year-to-year lease/basis and advised again that they are unable to pay more than $500/month for use of the facility. Mr. Harpine answered that the Town wants to continue with the daycare program, but the Town pays fort the utilities for the building which are sometimes close to $500 a month. The rent that would be paid by the daycare would barely cover the cost ofutilities during some months, sO Mr. Harpine believed that thei rental price of $500/month is a good price. Ms. Harris advised that the daycare understands why the Town needs to have a lease and collect rent. A brief discussion ensued regarding utilities at the daycare facility. The general consensus of council members was that the operating expenses for the daycare facility need to be determined as well as the financial impact to the Town. Mayor Jordan thanked Ms. Harris for addressing the Council. He advised that Council and staff would do some research to determine what the financial impact would be to the Town. He advised that the Town would get back in touch with Ms. Harris or Ms. Britt. Ms. Shifflett asked if the daycare program is a low-income program. Ms. Harris responded that the main center is forl low-income families, but the after-care program is a flat fee for anyone utilizing it. She then explained that the main daycare center is for infants through twelve-year olds, There is a large room where the school age kids are, and then separate areas for preschoolers that are part ofai thej pre-K program, two-year olds, and infants. The main facility has approximately eighty children when full. The majority of those children are there for the entirety. USDA supplies food and meals for them. There is a sliding scale for those with a need for assistance with payment. The mixed-delivery grant is available for the center. This has helped the center to be able to increase the wages of the teachers. Mr. Harpine asked ifany ofthose grants and assistance programs will be affected by the governmental cuts that are going on currently. Ms. Harris responded that they will not know until June. Cuts to these grants would significantly change the operating costs of the center. Mayor Jordan conveyed his appreciation for the daycare facility and the service they provide to the community. Ms. Shifflett advised that she does not question the quality of service provided by the daycare center, but advised that the Town has a fiduciary responsibility. Ms. Harris noted that by utilizing the community center, they were able to move the after-care program to that facility and they were also able to use that facility during the summer which provided more space with post-COVID changes. They are also able to provide service for child-care when schools are closed. By using the community center facility, they are able to provide child-care service for more parents and are not crowding all oft the children into the main facility. Ms. Shifflett asked ifthey are currently growing the program. Ms. Harris advised that they would like to grow the program, and would like to contact the schools to hand out information to let parents know of the day-care option, but they do not want to do that ifthey will not have the space at the community center. Mr. Richard Fulk asked what kind of: information the daycare center is required to provide for "the great community give". Ms. Harris advised that Ms. Britt generally fills out grant applications. They generally ask questions about how many children are served and what the funds would go towards. With no additional questions, Mayor Jordan thanked Ms. Harris for the information. Monthly Financial Update : Mayor. Jordan presented the financial update summary page. He advised that, as of April 30, 2025, the Town's checking account balance was $1,363,760. Council members requested that the loan term end gates beincluded again on the financial update page MEETING MINUTES OF THE BROADWAYTOWN COUNCIL WORKSHOP MEETING Thursday, May 15, 2025 6:00 p.m. as part of the loan payment schedule. Council members discussed the term end dates which were provided by Mr. Travis Driver who had pulled up a previous council packet on his laptop. Mayor Jordan directed Mr. Tracey Shiflett to ask the Finance Director to put the term end dates back on the financial update page. Council members then reviewed the budget versus actuals report. Ms. Joan Shifflett asked about the police overtime line item. Mr. Travis M. Driver advised that as of the end of December, the overtime percentage was eighty percent. At the end of] January, police overtime was at 120%. Chief Weaver came on at the end of January. Mr. Driver advised that since that time, the police overtime has only increased by 24%. This increase also includes the DMV overtime. This money is recouped through the DMV grant, but on the budget versus actual report, there is no way to see the revenue versus the expenditure for DMV overtime. Chief Weaver explained that the DMV overtime grant is one the police department applies for. Funds are given for traffic enforcement. The funds are paid quarterly. The funds are reimbursed when officers work overtime for traffic enforcment, but it is reimbursed quarterly, not monthly. Chief Weaver advised that if possible, he would like to see a line item that shows where funds are received from the DMV Overtime Grant. Mr. Richard E. Fulk agreed that he would like to see the DMV overtime grant funds shown as revenue, as well as an expenditure. Mr. Douglas W. Harpine requested that an informational sheet be included on items such as the DMV grant funds. Mr. Tracey Shiflett explained that he would like to have packets that have more explanation SO that the public can understand as well. He would like explanations on why there are variances, or why some budget line items aren'tl lining up. He hopes the packets will have the raw data, but will also be backed up with commentary or explanations. Ms. Beverly L. London asked if we ever got a refund from Amerigas for overpayment. Ms. Lohr answered in the affirmative. Council Members proceeded to review and discuss the monthly check listing. Mr. Fulk asked about the spraying of mosquitoes on Rayann Lane. Mr. Comer advised that there are multiple locations in town where the Town sprays for mosquitoes, generally in low-lying areas or retention ponds. Ms. Shifflett asked, on behalf of a resident, what JTW Consulting was. Ms. Lohr responded that it is for consulting services for zoning-related items. Ms. Shifflett then asked what LDW technologies is. Ms. Lohr advised that it is for glycerin for the Wastewater Plant. Mr. Comer advised that residents are welcome to contact the Town Office if they have questions regarding what is in the council packet. Ms. Shiflett responded that if she is asked, she will ask questions on their behalf. ChiefWeaver was asked what Investigative Concepts, LLCis. Chief Weaver advised it was for a class attended by Officer Frey. Mr. Travis M. Driver advised that he would like to see the Town investigate if there would be a cost savings by having all ofits fuel needs serviced by one company, to include tank filling, fuel cards, and any other gas/propane needs. Mayor Jordan asked: ifthere are cameras at the police department and at the town office. ChiefWeaver advised that cameras need to be installed at the Town office next. With no other questions or comments on the check listing, Mayor Jordan proceeded to the next item on the agenda which was Old Business. 4 MEETING MINUTES OF THE BROADWAY TOWN COUNCIL WORKSHOP MEETING Thursday, May 15, 2025 6:00 p.m. Old Business Mr. Chad L. Comer advised that Mr. Chad Dellinger has secured (wo different bids for the paving of Elm Street and for a section of roadway in Wainut Ridge. Mr. Comer advised that the low bid that came in was for $175,000 for both projects, but there is also some concrete work that needs to be done in Walnut Ridge. The concrete work costs between $7,000 - $9,000 and will be done by Blue Line Concrete. Ms. Beverly L. London asked if the town would need to supply the concrete. Ms. Lohr advised that the quote states "the price includes concrete forming, finishing, and providing all necessary materials with the exception oft the concrete removal and stone base which would be placed and compacted by Public Works". Mr. Chad L. Comerthen made a motion to authorize Town Manager, Tracey Shiflett, to sign the contract with Rhodes Excavating for the paving of Elm Street and a section of Walnut Ridge, to be completed in the current Fiscal Year 2024-2025. Ms. Joan H. Shiflett asked how much the quote is for and what the project is. Ms. Lohr responded that Rhodes would be milling and paving Elm Street, for a cost of$154,961, and they would also be doing a portion of Dogwood, in Walnut Ridge, costing $19,217. There is some additional concrete work that needs to be done in Walnut Ridge, which will be done by Blue Line Concrete, costing between $8,700 and $9,000. The total cost ofthe paving projects and concrete work is approximately $184,000. The quote from Adams Excavating totaled $200,686, not counting the concrete work. Ms. Beverly L. London then seconded the motion, which passed on the following recorded roll call vote: Joan H. Shifflett 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 Mr. Chad L. Comer advised that the money forthe project would come out ofHighway Funds. To date, only 50% has been spent out of this line item, and the majority of what has been spent was for the purchase of a new truck. Ms. Shifflett asked when the paving projects would be done. Mr. Comer advised that the concrete work would be done first on Dogwood Drive and then aj portion of the road would be repaired. After that the paving of Elm Street will be done. Ms. Shifflett asked if there are plans to pave the rest of that subdivision. Mr. Comer advised that Mr. Shiflett, Mr. Dellinger, and the Council need to determine priorities for future paving and sidewalk projects. Ms. Beverly L. London then reported that on April 29, 2025, ChiefWeaver held a public safety meeting at Sunset Drive United Methodist Church. About three dozen people attended and there was a lot of feedback during the meeting. The Chief has been asked to hold another public safety meeting. Ms. London advised that she thinks it would be a good idea to have a meeting before the kids start back to school in the fall. Ms. London mentioned to Chief Weaver that an "elderly and alone" list needs to be created. Chief Weaver agreed. Mayor Jordan asked Ms. Lohr if the Town has the details finalized for the Fireworks event scheduled for June 21, 2025. Ms. Lohr advised that she would check with the Fire Marshall on thej permit, and the High School to verify permission to use their location. 5 MEETING MINUTES OF THE BROADWAY TOWN COUNCIL WORKSHOP MEETING Thursday, May 15, 2025 6:00 p.m. New Business Mayor Jordan proceeded to the first item under New Business which was the discussion and consideration of a donation to the Village Library for FY 24-25. Council Members discussed the contract. Mr. Douglas W. Harpine asked what the line means that states, "the aggregate of such costs exceeds $3,191.00 per. year". Mr. Harpine asked ifthat means that the Town pays ifsomething exceeds that amount. Mr. Driver advised that he understands it to mean that the Town will pay for anything over $3,191.00. Mr. Driver advised that the Town should only reimburse the library if the utility expenses go overthat amount. Mr. Fulk stated that he doesn'tb believe we've ever reimbursed them for anything other than the $2,000.00 donation. Mr. Driver responded that is because the Town has paid all thel bills. Ms. London asked ifthe Town received the current police station for the library contract, and if that was part of the deal. Mr. Comer remarked that he does not have an issue giving to the library, but he has an issue with the contract and believes the attorney should review the contract and come up with a new year-to-year lease. Ms. Shifflett agreed that the contract definitely needs to be reviewed. Council members advised that Mr. Shiflett needs to be provided with a copy oft the Library's lease and Memorandum ofUnderstanding. Ms. Shifflett asked Mr. Shiflett to explain what he knows about Memorandums ofUnderstanding and whether it is a legal, contractual document, or ifit can be broken. Mr. Shiflett responded that a Memorandum ofUnderstanding lays out what both parties agree to do. He advised that iti is not a contract, but iti is still binding, however, itis not normally binding for ninety-nine years. Mr. Shifflett advised that he would discuss the contract with the Town Attorney. Ms. Joan H. Shiflett asked ifthe Memorandum ofUnderstanding (MOU) is normally associated with a contract. Mr. Shifflett responded that it can be. He advised that the MOU lays out the issue and the contract is the legal document. Mr. Chad L. Comer advised that none ofthe Council members were aware oft the contract until it was brought up at the budget workshop meeting. Mayor Jordan asked what the Town owes for the Police Station. Ms. Beverly L. London responded that the Town does not owe anything for that building. Mr. Travis M. Driver advised that what the Town is currently paying fori is the building on Main Street. Mr. Richard E. Fulk advised that the library had received a check in June of 2024 and the question was ifthat check was for FY: 23-24, or was it paid early for FY 24-25. He advised that the Town has paid a check every year since 2012. It has been an annual contribution every year since 2012. Ms. Lohr advised that during the discussions last year about the proposed budget, the contribution to the Library had been eliminated for fiscal year 24-25, because no one was aware of the library lease agreement and the MOU. Council members discussed the timeframe in which donations are paid by the Town to the various organizations. Ms. Lohr clarified that a check for the donation to the library would need to be cut before June 30, 2025 in order for it to be a part ofthe current fiscal year. Council has already agreed to put the donation for the library in to thej proposed budget for Fiscal Year 2025-2026, and that check would be cut after July 1, 2025. Ms. Shifflett asked if the Town is contractually or legally bound to the MOU. Mr. Shiflett advised that the attorney would have to look at it and make that determination. He stated that he would review the contract and discuss it with the attorney. Ms. Shiflett stated that at the last meeting she was opposed to giving donations to the Fire Department and Rescue Squad because the Town has ai fiduciary responsibility to the residents. The town is ai non- profit just like those organizations. The town geeds to build up its reserves and take care of MEETING MINUTES OF THE BROADWAY TOWN COUNCIL WORKSHOP MEETING Thursday, May 15, 2025 6:00 p.m. infrastructure or anything that is critical for the residents of the Town. Mayor Jordan instructed Mr. Shiflett to review the contract, discuss it with the attorney, and find out if the Town is obligated to make a contribution to the Library in this fiscal year (24-25) and if so, a motion can be made at the Town Council meeting on Tuesday evening. Council members discussed ifit needs to be done at the upcoming meeting or at the meeting in June. Ms. Shifflett stated that the Library would want to knowi ifthey will be receiving those funds since itis in their budget too. Ms. Shifflett remarked that the contract needs to be reviewed and a determination made whether to extend the contract another year. Ms. Shifflett asked Mr. Shiflett to research what the "aggregate of$3,191.00" refers to. She assumes it means that the town is responsible for paying over that amount. Other Business Under other business, Mr. Travis M. Driver advised that he was contacted by a vendor from a solid waste removal company. They process it into energy. Mr. Driver advised that he had the gentleman's contact information ifthe Town wants to look into this as an option for waste removal. Ms. London advised Mr. Driver to provide the vendor's business card to Mr. Coffman, Wastewater Superintendent. Mr. Drivert then reported that a Bike-a-Thon and Bike Rodeo: is scheduled for Saturday, May 31, 2025, from 2:00 pm - 4:00 pm at Heritage Park. This event is sponsored by Dean Brothers who gave a donation of$2,000 towards the event. Mr. Chad L. Comer announced that May 30, 2025, is movie night in the park, sponsored by United Bank and the Broadway Lions Club. Mr. Comer added that this Saturday at Heritage Park is the "Rotary Rocks" event. Mayor Jordan announced that there will be a dedication of the Peace Pole in Heritage Park on June 7, 2025. Ms. Shifflett advised that Council was. invited to the Habitat for Humanity ground-breaking ceremony on Sunday, May 18, 2025, at 3:00 p.m. at 463 South Main Street. Ms. Shifflett then stated that Kenny McKenzie, from Trans Tech, had mentioned to her his concern for the safety ofcitizens at Town Events. He suggested thej possible use ofjersey rails to block offvehicles from driving into the crowds at these events. He advised that Trans Tech would assist with the cost and the placement and removal oft the jersey rails. Chief Weaver advised there is the issue of time lapse to be considered as the jersey rails are not easily installed or removed. He advised that quite a few jersey rails would be needed. Several council members asked if the full cost ofthe jersey rails, their installation and removal would be covered. Ms. Shifflett asked ifshe could have Mr. McKenzie get in touch with ChiefWeaver to discuss the issue. Mr. Chad L. Comer encouraged business owners and residents to attend the events and see how events arel run and what is needed. He advised thatj jersey rails would be more cumbersome than helpful at the events. Ms. Shifflett advised that she was. just finding out Council's thoughts on this. Mr. Driver advised that he would defer to what the ChiefofPolice believes is necessary, but he believes more information is needed. Mr. Chad L. Comer noted that the streetlight at Trumbo Electric has been fixed. Council members then reviewed a draft of the agenda for the Town Council meeting scheduled for Tuesday, May 20, 2025. Mayor Jordan provided a brief synopsis of the schedule for the meeting and how the joint public hearing and the Planning Commission meeting fitnto it as well as the presentation on the proposed MEETING MINUTES OF THE BROADWAY TOWN COUNCIL WORKSHOP MEETING Thursday, May 15, 2025 6:00 p.m. budget and the public hearing on the proposed budget. Mr. Chad L. Comer reminded everyone ofthe "meet and greet" fort the new Town Manager, scheduled from 5:00 p.m. 6:45 p.m. at the Town office, prior to the Council meeting on Tuesday. Mr. Chad L. Comer asked Mr. Shiflett ifhe had any comments to make regarding his first few weeks. Mr. Shiflett responded that it had been a challenging learning experience SO far, but he has enjoyed it. He has met a few citizens and discussed some issues with them. He advised that Ms. Lohr and Ms. Smith had been helpful in supplying information. Mr. Shiflett is meeting with department heads and visiting the facilities SO that he can understand how things operate and what the needs of each department are. Mayor Jordan then advised Council Members that Mr. Andy Sherman, Water Superintendent, will be rescheduled to attend the Council Workshop meeting in June to provide his departmental update. Ms. Lohr remarked that Mr. Sherman wanted Council Members to know that the community pool is still being filled for the season and the pumps and chemicals will start on Monday. Ms. Beverly L. London asked ifMs. Smith would bei making the budget presentation at the upcoming Council Members. Ms. Lohr answered in the affirmative. Mr. Chad L. Comer advised that they are still working on the church on Central Street. Mr. Shiflett advised that hel had met with Corporal Ritchie and a representative from the bishop at the church on Tuesday. They want to repair the roof and fix up the church and then sell it. Mr. Shiflett advised that it was in far better shape inside than he had expected. With no further business to discuss, at 7:41 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 . - DuAs - 1201 Mayor David L. Jordan Town Clerk Ooe doh Donna Lohr 8