Town of Clintwood Town Council Meeting May 14, 2024 6:00 p.m.  248 Clintwood Main Street- Clintwood' Town Hall  Record ofA Attendance: Council Members: Danny Lambert = Mayor Ron Kendrick - Vice Mayor Doris Rife Talbert Bolling Jim Childress Andy Rose  Other Present: Susan Wood-Town Attorney Judy Steele - Clerk Officer Lester Turner  Citizens: Bobby Garrett, Michelle Bolling, Susan Mullins, Catherine Cummins, Allen Taylor, Parker Taylor, Ryder Taylor, David Brown, CPA-attended meetirg remotely by phone Mayor Lambert called the meeting to order and asked for a momient of silent prayer.  Agenda item - Approval ofr minutes of April 9, 2024 minutes as presented. Motion passed unanimously.  Motion was made by Councilwoman Rife and a second by Councilman Kendrick to approve the  Agenda Additions-  Mayor Lambert asked for any additions to the agenda. Councilwoman Rife said she would like to discuss the Fourth ofJuly. MayorI Lambert said he wanted to addthe bids on the drainage work at the old football field, set a date for a budget workshop, update on the Splash Pad, and tot the Closed Motion was made by Councilman Bolling and a second by Councilwoman Rife to approve the Mayor Lambert said that David Brown could not be present SO he will attend remotely by phone David Brown was called and joined the meeting remotely. The council had been given a copy of the audit report to review as Mr. Brown discussed the report on the audit. Mr. Brown said onj page two is the independent auditor's report and is a report that they give on the audit as a whole which  Meeting add Personnel.  agenda with the additions. Motion passed unanimously,  to present the audit report.    Minutes - Regular Town Council Meeting  May 14, 2024 Page 2  contains the numbers and the footnotes. This report has changed from the previous year. At the top oft the report, you will see opinions and for the year ended June 30, 2022 and, in their opinion, the financial statements in all material respects present fairly the town's financial position. The town received an unmodified opinion which is a good audit report. On page five is the Statement of Net Position and this schedule is the assets and liabilities for a government as a whole. It includes your fixed assets and your debt as a government as a whole. The assets were about Fourteen Million Dollars (14 million) and total liabilities were about One Million Six Hundred Thousand Dollars(1.6 million). The assets are comparable to what they were last year and the liabilities are up a little because under deferred revenue additional ARPA funds were received in the audit year that was deferred to be: spent in the future. The schedule onj page 8 which is changes tot the Statement of Revenues, Expenditures, and Fund Balance ofGovernment Funds. This is the revenues and expenses ofj just the governmental side of operations. The total revenues are about 1.5 million and total expenses are 1.4 million. The town was to the good about One Hundred and Fourteen Thousand Dollars ($114,000) for the year before any other special income came into play. The government side of the operations has a good year. On page 10 is the Statement of Net Positions of the water and sewer funds. This schedule is strictly the assets and liabilities of the water and sewer: funds. The total assets were about Seven Million Dollars ($7,000,000) and total debt was about Seven Hundred Thousand ($700,000). Overall, a very healthy balance sheet. On page 11 is Statement of] Revenues, Expenses, and Changes inl Fund Net Positions for the water and sewer funds. Total Revenues were about 1.4 million and total expenses were about 1.6 million. The expenses exceeded your revenue by about two hundred thousand dollars ($200,00) and this was before any kind of special revenue or special grant funds. When you take that into account you are to the good by about Fifty Thousand Dollars ($50,000). On page 14 are more footnotes that contain a lot of additional information about your policies, fixed assets, debt and gives you more information about the numbers that you have just looked at. On page 22 shows who owes money like from the county and the state. On page 24 gives you more information about your fixed assets in regards as to what was added and deleted. On page 25 is information about your debt and repayment terms. On page 30-34 is a budget comparison and shows what your budget was and what your expenses were. Itis very useful to look at. On page 25 is on the internal controls and compliance. As part oft the audit, they looked at how things flow through our system as far as the controls and procedures and did not find any issues with that. There is one finding which is ai recommendation and is the same one that was mentioned last year. It was about the fire department accounts. Those accounts are maintained by the fire department and not by town treasurer. Their recommendation is that those accounts be bought back in house to be under the  you  control of the same procedures that the town uses.    Minutes - Regular Town Council Meeting  May. 14, 2024 Page 3  Overall, the audit went well, and the information was provided that was needed and no material Mayor Lambert asked Mr. Brown ift the town has a bond rating and he said he was sure the town Motion was made by Councilman Rife and a second by Councilman Kendrick to approve the FY Agenda Item - Donations- Clintwood Lions Club, Clintwood Elementary PTA, And the Lonesome Pine. Arts and Crafts-Trail of the Lonesome Pine Outdoor Drama Motion was made by Councilman Bolling and a second by Councilman Kendrick to give a One Hundred Dollar ($100) donation to each: request. Motion passed unanimously. AgendaItem = Ellen Elmes Request to loan The Birthplace of Country Music Museum the Mayor Lambert said that Ellen Emes has had a request from the Birthplace of Country Music to show the paintings in the Community Center that she has done. This will be for six (6) months in 2025. He: felt like this would be good publicity for the Ralph Stanley Museum. He asked for the council's approval to do this. Everything will be at their expense. Ms. Elmes will wrap and transport to Bristol. Councilman Kendrick asked that a sign be displayed with the painting saying Motion was made by Councilman Bolling and a second by Councilwoman Rife to loan the paintings to the Birthplace of Country Music Museum with a request that signage be displayed saying that it is on loan from the Ralph Stanley Museum. Motion passed unanimously. Agenda Item - Susan Mullins - Historical Society - Naming of the old football  findings and it was a good audit.  would, but he is not sure what it is. The town has very little debt.  22. Audit Report. Motion was passed unanimously.  paintings in the Community Center fors six months in 2025  that this is on loan from the Ralph Stanley Museum.  field and splash pad  Susan Mullins said that they had spoken with Mayor Lambert about putting up a sign at the old football field where the splash pad is located. She gave a handout to each council member with the wording for the proposed sign. Councilwoman Rife said she did not want the name Ralph Cummins taken off and Councilman Childress agreed. Susan said the Historical Society will do the sign and it will be 48 x 30 inches. They will pay for the sign ift the town provides the post and the manpower to put it up. Catherine Cummins said the proposed location for the sign would be  where the old Kiwanis sign is at.    Minutes - Regular Town Council Meeting  May 14, 2024 Page 4  Motion was made by Councilwoman Rife and a second by Councilman Kendrick to name the area the Ralph Cummins Park and Dickenson County Historical Society. Motion passed unanimously.  Agenda Item - Bids on the Drainage work at the old football field  Mayor Lambert said that the bid from Boyd's Construction was Fifty-nine Thousand Eight Hundred and Seventy-Five Dollars ($59,875) and the bid from McFall's was Sixty-one Thousand and Fifty Dollars ($61,050). Councilman Bolling asked if the Pickleball and Basketball Courts have been priced. Mayor Lambert said that McFall had but not on the lighting. Motion was made by Councilman Bolling and a second by Councilwoman Rife to award the contract tol Boyd's Construction to do the drainage work. Motion passed unanimously.  Agenda Item: Date for a Budget Workshop  Mayor Lambert asked the council for a date to set for the budget workshop. 28, 2024. at 61 p.m. for al budget workshop. Motion passed unanimously.  Motion was made by Councilman Bolling and a second by Councilman Kendrick to meet on May  Agenda Item - July Fourth Celebration  Councilwoman Rife said she understands that the band! has been hired for. July Fourth. Itis usually held at the now Ralph Cummins Park. She said that day everyone will be set up at the park where the kids will have the Splash Pad and the activities for the children. She asked ift the plug ins are still working where the vendors used to set up. Mayor Lambert asked how many vendors there will be and she said she wasn'tsure until she puts it oni facebook. Councilman Rose said he knows the power issues is a concern. They had spoken about putting the stage area near where the train iss stored. There is power coming off that building and that might be an easy way to get power for the band. Mayor Lambert said the band has sent some very specific electrical specifications. The date for the July Fourth Celebration is. July 6. Councilwoman Rife said she would check with the man that does the foam party. The following is a list and time oft the activities for that day:  *Kiwanis Pancake Breakfast  *2:00 pm Line up for Parade at the West End oft town  *3:00 pm Parade - Grand Marshall has been selected* Activities for the children directly after the Parade- bouncy houses, games, slip n slide, egg toss, pie eating contest (some old  timey activities) *6-9 pm - Band *Fireworks at dark    Minutes - Regular Town Council Meeting  May 14, 2024 Page 5  Susan Mullins said she would contact the veterans. Cathern Cummins has asked for the flagpole at VFW building since the building has been sold. She said they had been looking at a place at Mayor) Lambert asked Councilman Rose about the activities for the Grand Opening on May 25 of the Splash Pad. He asked that the town send out the official invites for the ribbon cutting which will be at 10:00 am. The Kiwanis will start their children's activities at 11:00 am - 6:00 pm with a variety of activities and free food for the children. They want to make this entire event free for the children. He said they have flyers available and will share them on the town's page. Catherine said this is a joint event with the Clintwood and the Clinchco Kiwanis and everything on the field that day is free. They had over one hundred (100) children that submitted posters for the poster contest and sometime that day they will bej presenting ribbons for first, second, and third place for the elementary, middle, and high school. The posters will also be posted at the library. They will 'be showing the top ten from each group. She said that at the Jeep Jam they had an issue with smoking, and she said the town may want to look into having something for the smokers to put their cigarettes in and have a designated area away from the children. Councilman Rose said that any civic organization may want to look at putting on events for children on a Saturday. He believes the Sheriff's Office and the Prevention Program is also interested in doing an event on the Dates set for budget workshop, public hearing on budget, and approval of budget Discussion was held on having the budget workshop on May 28, public hearing on budget on June 13, and June 25 to approve the budget. Consensus oft the council was to set those dates.  Ralph Cummins Park toj put the flagpole.  weekend.  Old Business:  1. Proposed Landfill - Russell County  Consensus of the council to carry this over until the June agenda.  Citizens Comments- =  Officer Turner gave the council an update on complaints being received about Mr. Boggs burning wood where his house burnt. On the times hel has checked out the complaints, he has been burning Bobby Garret said that Fairground Hollowneeds to be weedeated. Hethinkst! that when the council works on the budget, they may want to consider adding solar to the town hall building. Mayor Lambert said he had some information he had gotten from AEP and said Bobby had a good idea.  clean wood.    Minutes - Regular Town Council Meeting  May 14, 2024 Page 6  Allen Taylor said he thought the new sidewalk at the town hall looks really good. The paving beside the town hall is supposed to be done next week. Councilman Bolling asked if any other areas were going to be paved and Mayor Lambert said this would expend the funds left in the budget for this fiscal year. He asked for any paving suggestions for the next fiscal year. Councilman Childress said the slope at the side of the Jettie Baker Center needs to be paved and Mayor Lambert said they might be able toi include in this year's budget. He said he asked VDOT to look at Fairground Hollow to have it resurfaced but was not sure what plan it would be in. Councilman Bolling said Jackson Street needs to be looked at and Mayor Lambert said he has asked that be included also. He said he has been speaking with someone in the VDOT's Bristol office and there is some sidewalk money available, but not for repairs or entrances to a business. Wave Drive would be an excellent project to put a sidewalk. He asked the council if that is something he wants him to pursue. Council Bolling said the sidewalk in from of where Jarrod Salyers lives needs to be looked at for repairs. Councilman Kendrick said one oft the biggest need for a sidewalk is along Foxtown Road going toward Behavioral Health. Mayor Lambert said he would ask VDOT to look at that. Councilman Childress said there is also a need going down to  thel hospital and nursing home. Reports and Communications:  "p  1. TowrAttorney Susan Wood asked council to give the clerk permission to run the Motor Vehicle Code Ordinance in the paper for a public hearing on. June 11 at the regular town council Motion was made by Councilman Bolling and a second by Councilman Kendrick to authorize the clerk to advertise for a public hearing on June 11 on the Motor Vehicle Code. Motion passed Councilman Rife asked Ms. Wood about the updates for the Planning Commission on the zoning  meeting.  unanimously.  ordinance and she said she was almost done with the changes.  2. Doris Rife - None  Talbert Bolling He expressed his appreciation for all that the town employees do. The people in the community talk about how hard they work and how they take pride in what they do. Ron Kendrick- He seconded what Talbert said. The town has a remarkable workforce and very fortunate to have them. He also feels like they are very fortunate to have the town council that we do. The town budget and audit show the town to be in very good shape and he feels like iti is from al lot of good work and dedication and good responsible spending. The little league has    Minutes - Town ofClintwood Council Meeting  May 14, 2024 Page 7  requested that their trash be picked up more often. Mayor Lambert said that they. just need to give  the town a call and someone will come up to pick it up.  said that  Jim Childress - Can the shed at the Splash Pad be reserved and Mayor Lambert will bel hard to do and we are doing like we do at the Kids Korner Park. Joby is going to put three picnic tables up there and some lighting and plug ins. Council Bolling said another shelter may  need to be built depending on the activity there.  Mayor Lambert The sidewalk and side porch is completed and is really a big improvement. The are working on the drainage on the football field and should be finished by the opening ofthe splash pad. Alot ofp people have been given notices for grass not being mowed and  forjunk vehicles.  Andy Rose - None  Mayorl Lambert asked for ai motion for a closed meeting.  Motion was made by Councilman Bolling and a second by Councilwoman Rife to go intoad close meeting to pursuant to Virginia Code Section 2.2-3712(A): for the purpose of discussing personnel matters, real estate, contracts, and consultation with legal pursuant to Virginia Code Section 2.2- 3711(A)Subsection 1,3,8 and allow the clerk to attend ifi needed. Motion passed unanimously.  MayorLambert: asked for a motion to reconvene back into regular session.  RE: Certification for Closed Meeting  Motion was made by Councilman Bolling and a second by Councilwoman Rife to certify that the Town Council to the best of their knowledge that only such public business matters as lawfully exempted from the open meeting requirements of Virginia Law were discussed in the closed session and only such public matters as identified in the motion convening the closed session were  heard, discussed, or considered by the Town Council.  Mayor Lambert asked for a roll call vote.  Doris Rife Talbert Bolling Ron Kendrick Jim Childress Andy Rose  Aye Aye Aye Aye Aye  Motion Passed Unanimously    Minutes- - Regular Town Council Meeting  May 14, 2024 Page 8.  Mayor Lambert asked for any motions from the closed session.  Motion was made by Councilman Bolling and a second by Councilman Childress to authorize Mayor Lambert to sign the contract with Veolia Water after he gets information regarding the start date oft the 2024 contract and any refund benefit for the airl line repairs and ifthey will remove the language regarding the July 1,2 2024 increase since they are actively working to fix Motion was made by Councilman Bolling and a second by Councilwoman Rife to modify the agreement between the Town of Clintwood and Dickenson County PSA to reflect the rate increase to the Town from the John Flannagan Water Authority. Motion passed unanimously. Motion was made by Councilman Childress and a second by Councilwoman Rife to purchase the property on Market Street that is owned by Charlie Smith and Julie Sykes. Motion passed Motion was made by Councilman Childress and a second by Councilwoman Rife to rehire Vonda Shortridge part time at the Ralph Stanley Museum at aj part time rate. Motion passed  the air line. Motion passed unanimously.  unanimously.  unanimously.  Motion was made by Councilman Childress and a second by Councilman Bolling to modify the agreement between the Town of Clintwood and Wise County PSATO reflect the rate increase to the Town from the John Flannagan Water. Authority. Motion passed unanimously. Motion was made by Councilman Bolling and a second by Councilwoman Rife to increase the sewer rate to the Dickenson County PSA to seven dollars ($7.00). Motion passed unanimously Motion was made by Councilman Bolling and a second by Councilwoman Rife to pay the bills, the overtime, and to recess until May 28 at 6:00 pm. Motion passed unanimously.  ---00000-----  a Danny Lambert, Mayor  Attest:  Pasa