Council Minutes Regular Meeting March 11,2019 - 6:30 p.m. .--502 Front Street E, Coeburn, VA Attendees: Upon roll call, all members.of Council were present: Russell A. Mullins - Town Manager, Cathy Sharpe - Clerk/Treasurer and William Sturgill - Town Attorney were also present. Call to Order: Mayor Jeff Kiser called the meeting to order. Reverend R.J. Rose, First Baptist Church of Coeburn, gave the invocation. The group remained standing for the Pledge of Allegiance led by the Boy Scouts. Public Expression: Mr. Donnie Fannon from VFW of Coeburn reported that the Loyalty Day Parade is getting under way. He said the first thing that needs to be done is get the permits started. He advised that it needs to be put on Facebook and the flags need to be raised. He reported that the hardest thing is finding a band. He would like to have more veterans attend as well. The parade will be on May 1,2 2019 at 6:30 p.m. Mr. Jeff Kiser asked Mr. Russell Mullins to submit an application for street closure for May 1st. Public expression was closed. Approval of the. Agenda: Ms. Sharon Still made ai motion to: move (B)-I Daniel Isaac Rose Resolution 19-009 - under: new business, to before reports. JeffKiser seconded the motion, which resulted in all Ayes. JeffKiser made a motion to add (F) under new business - notice from the Old Dominion Power Company of an application of Kentucky Utilities for another rate increase. Sharon Still Mr. Jeff Kiser made a: motion to approve the agenda as amended. Mike Wright seconded the seconded the motion, which resulted in all Ayes. motion, which resulted in all Ayes. Reports: Town Manager Town Manager, Russell A. Mullins asked council what they wanted to do as far as a service fee added to customer accounts. Mayor Jeff Kiser advised that a further study needs to be done before a decision is made. Mr. Mullins reported that about 85% of the easements have been Town of Coeburn - Regular Meeting - March 11, 2019- Pagé1of7 completed for System-Wide Water Improvement Project. He advised that Mr. Honeycutt from Pepsi Bottling Company has offered the town a piece of property instead of signing the easement; he is willing to turn the property over to the town. This will be discussed in closed Mr. Mullins reported that tonight would be his last council meeting. He resigned as town Mayor. Kiser asked ift the town is up to date as far as reporting sewer leaks to DEQ. Mr. Mullins session. manager effective at the end oft the business day on March 22, 2019. replied that reports have been done and upi to date. Public Works Jeff Livingston, Public Works Superintendent reported that the fire hydrant has been installed at Jefferson Street. He advised that all the clean-up has been done at the VICC baseball field. Mr. Livingston stated that a leak on Driffield Drive has been repaired and a sewer leak on High Avenue has been repaired as well. He: reported that a leak has been repaired and a drain installed Ms. Sharon Still asked if fire hydrants ini town are: marked when they are: not working. Mr. Chris Mullins from The Lane Group suggested that non-working hydrants have a bright colored bag on) May Avenue. He said the sewer. line had tol be jetted at Davis St. put on them to show they do not work. The Lane Group Mr. Chris Mullins, from The Lane Group started his report by saying that he wishes Mr. Russell Mullins the best in his future endeavors. He stated that he has enjoyed working with Mr. Mullins and not only considers him a colleague but a friend as well. He advised that a lot ofthings have Mr. Chris Mullins gave a summary of item (a) under new business. This would authorize Coeburn town council to apply for a $15,000.00 grant. The grant would be for asset management and it is now required by the health department. The asset management plan basically breaks down the utility systems and sub-categorizes them into age, size and location. It also includes equipment, vehicles, pumps and water plant. Iti is asset management of everything involved in the process of distribution. Itj proves that the town is being mindful for the future at replacing items as they see fit before they deteriorate. Mr. Mullins does not see a down side in Mr. Mullins reported that Star Branch Road, Beech Avenue and Crab Orchard were advertised last Sunday. He advised that all easements were obtained for Star Branch Road and that 360 meters out of 600 have now been installed for the Meter Replacement Project. The Lane Group has addressed all comments by VDH, Rural Development and VDOT for the Water System Improvement Project and 80% of the easements have been attained Mr. Mullins expects tol have 100% by the end of March. He is hopeful to advertise the Water System Improvement Project by mid-May or early June. He stated that the town is at a point where audits are critical and he been accomplished while Mr. Russell Mullins was town manager. applying for this grant. Town of Coeburn - Regular Meeting -March11,2019- Page 2 of7 doesn't know if anything can be done until those audits are completed. Mr. Russell Mullins said that realistically the town is five months away: from being caught up on the audits. Treasurer Cathy Sharpe, Clerk/Treasurer, reported a posted cash balance of $130,592.78 as of 3/8/2019. She reported outstanding checks in the amount of $57,127.80, accounts payable due in the amount of $41,473.18 and interim accounts payable in the amount of $101,119.43. After deducting the accounts payable due and outstanding checks, the reconciled cash balance was Ms. Sharpe presented meeting minutes for the February 11, 2019 regular meeting and February Ms. Sharpe reported two additional deposits since reports had been presented for the meeting. Friday's deposit was $7,402.76 and today's deposit was $6,229.66 making the total cash Sharon Still made a motion to approve the accounts payable due as presented. Mike Wright Deventae Mooney made a: motion to approve the interim accounts payable as presented. Sharon Sharon Still made a motion to accept the February 11, 2019 regular meeting minutes as presented. Mike Wright seconded the motion, which resulted in all Ayes. Mayor JeffKiser and Sharon Still made a motion to accept the February 25, 2019 special called meeting minutes as $31,991.80. 25,2019 special called meeting. availability $45,624.22. seconded the motion, which resulted in all Ayes. Still seconded the motion, which resulted in all Ayes. Deventae Mooney abstained. presented. Mike Holbrook seconded thei motion, which resulted in all Ayes. Police Department Assistant Chief, Jimmy Williams gave the police activity report for the: month of February 2019. There were 1,485 events that took place during the month. He gave a summary of these events. Mr. Williams reported that one of the officers has resigned and asked to be able to replace that officer. Council advised Mr. Williams to replace the officer. Fire Department Chief Cliff Hawkins gave the fire department activity report for the month' of February; there were 15 total calls, 313 total man hours and 106 total personnel responding. He also provided Mr. Hawkins reported that the burn ban went into effect on February 15, 2019 for 4 p.m. to 12 council with an officer elections list. a.m. He advised that fires have tol be completely out by 12 a.m. Town of Coeburn - Regular Meeting - March 11, 2019- Page 3 of7 There was a discussion involving sewer leaks and Mr. Jeff Kiser asked Mr. Russell Mullins and William Sturgill to see what the ordinance is in Coeburn for sewer leaks. He advised that al letter be written for council to review next month; the letter is to be written to customers who have Mr. Hawkins reported that the 3-2-1 will be March 23, 2019 at noon. Mr. Jeff Kiser advised sewer leaks. that 3-2-1 t-shirts can be ordered from Deb Wells before tomorrow. Attorney. Report William Sturgill, Town Attorney, reported that all his report will be in closed session. New Business: A. Asset Management Resolution 19-008 - This resolution is for Council to apply for funding from the VDH Financial and Construction Assistance Program for the planning Sharon Still made a motion to pass Resolution 19-008. Mike Holbrook seconded the Mayor Jeff Kiser advised that a complete inventory of all departments be done for B. Daniel Isaac Rose Resolution 19-009 - Council presented Daniel Isaac Rose Resolution 19-009 for achieving the honor of Eagle Scout in the Boy Scout Program of the Boy Scouts of America. Council recognizes that becoming an Eagle Scout is the highest achievement attainable in the Boy Scouts of America organization, and only a small percentage achieve this rank and the requirements to achieve this honor include exemplary leadership, service, and the fulfillment of the Oath and mission to the Boy Scouts of America. Council recognizes his significant community service project of Dark Skies over. Bark Camp Lake. Council wishes continued success for Daniel Isaac Rose and wishes to thank him for his service, his contributions, and for all that he does and will Deventae Mooney made ai motion to approve Resolution 19-009 for Daniel Rose's Eagle Scout achievement. Sharon Still seconded the motion. A roll call vote resulted in all C.T Town-Wide Clean-Up - The Town-Wide Clean-up is scheduled for April 22nd through D. Art Mead Personnel Document - Council voted to add Mr. Art Mead's personnel document as an addendum to the personnel policy. Jeff] Kiser made ai motion to adopt the personnel document as an attachment to the personnel policy in effect until the upcoming budget year for 2019. The document is to reflect what is being paid to the employees as and design oft the Complete Water System Asset. Management Plan. motion. Aroll call vote resulted in all Ayes. equipment. continue to do for the community. Ayes. April 26th. Town of Coeburn - Regular Meeting = March 11, 2019- Page 4 of7 of March 11, 2019. Deventae Mooney seconded the motion. Aroll call vote resulted in E. Town Manager Resignation - Mr. Russell Mullins stated that it has been an honor and a privilege working with council. He said it had been a rough six years but a lot has been accomplished. Among the accomplishments the Spearhead Trail main office is in Coeburn, 60 to 70% of water has been replaced, and sewer lines replaced as well. Mr. Mullins resigned as of March 22, 2019 at the end of the business day. He presented a letter of resignation. He advised that it has been an honor to serve the citizens. He said there has been good and bad but that is part of the job. He said he will miss all of the Jeff Kiser told Mr. Mullins that he has actually enjoyed working with him. He stated that they have become friends and he appreciates everything that Mr. Mullins has done for the town. He said that he and Mr. Mullins have learned a lot and he wishes him the very best Deventae Mooney made a motion to accept the resignation of Russell Mullins as town manager as of March 22, 2019 at close of business. Sharon Still seconded the motion, F. Old Dominion Power Company - This was an application by Kentucky Utilities Company Jeff Kiser made a motion to adopt Resolution 19-010 showing displeasure with the rate increase and objection to that rate increase. Deventae Mooney seconded the motion, all Ayes. employees; he willl be having a meeting this week to thank everyone. in his endeavors. which resulted in all Ayes. tor raise rates. which resulted in all Ayes. Old Business: There was: no old business to report. Jeff Kiser made a motion to enter into closed session in accordance with Virginia Code $2.2- 3711 (A.1) to discuss performance of Town of Coeburn personnel, $2.2-3711 (A.7) to consult with counsel pertaining to specific legal matters and $2.2-3711 (A.3) where discussion in open meeting would affect the negotiating strategy of the public body. Sharon Still seconded the motion, which resulted in all Ayes. Closed Session: Immediately following closed session, William Sturgill, Town Attorney, read the "Certification ofClosed Meeting," which is attached to these minutes and made aj part hereof. Aroll call vote certifying that only business matters that were identified in the motion convening were discussed or considered. The roll call vote: resulted in all Ayes. There wasi no action taken from the closed session. Town of Coeburn - Regular Meeting - March 11, 2019- Page 5of7 Council Comments and Concerns: Mike Holbrook - Mr. Holbrook congratulated Eastside for a great game. He also congratulated Daniel Rose for becoming an Eagle Scout which took a great deal of dedication. He advised that Mr. Russell Mullins has been an asset to the town for six years and that he has achieved and overcome and said where he is now personally and professionally puts him in a different league. He advised that the town and community owes. Mr. Mullins a great deal of debt for the leadership and the things that were accomplished through the years. He thanked Mr. Mullins for what he achieved and for his friendship and expects to see him succeed in his next endeavor. He thanked Deventae Mooney - Mr. Mooney thanked all town employees. He told Mr. Mullins that it has been real; he said Mr. Mullins was. lucky that he got to sit beside him for the past couple of years. Sharon Still - Ms. Still reminded everyone to remember 3-2-1 Day on March 231d and let Deb Wells know if you need a t-shirt. She thanked council for all they do and all the thoughts that they put into the meetings for what needs to be done to better the town. She thanked Jeff Livingston for keeping the sewer lines open and keeping the town supplied with water. She appreciates everyone who comes out for the meetings. She thanked Mr. Sturgill for all he does. She told Mr. Mullins that it has been a real adventure working with him. It has been an adventure from day one. She prays that he and his wife do well exceedingly, abundantly and Mike Wright - Mr. Wright thanked everyone for being at the meeting tonight. He said he agrees with Mike Holbrook with everything he said. He reminded everyone to remember 3-2-1 Day. Eastside boys had quite an achievement by going to the state two years in a row and the giris Jeff Kiser - Mr. Kiser reminded everyone that on March 16 at 11:00 a.m. there will be a special called meeting to discuss the budget. This will be an open meeting for anyone wanting to attend. He advised that he will not be able to attend the meeting and asked Mr. Mullins to make sure the agenda goes out. He: reminded everyone that the Loyalty Day Parade will be May 1st. He stated it was a great success last year and will be a greater success this year. He congratulated Daniel Rose for achieving the rank of Eagle Scout. He said the project he completed was one that will benefit the community. He told Mr. Mullins that he appreciates all the work that hel has done for Coeburn. He said he thinks everyone has grown during the process. He thanked him for all the diligent work that hel has done over the years. He told him it's a good starting point for the rest of his life. He thinks Mr. Mullin's experience here in Coeburn will serve him well going forward in life. He wished him well with his endeavor as a new business owner. He told Mr. Mullins to let him know if he needs any help and wishes Mr. Mullins and his wife well and hopes that they prosper in their business. He told public works and all other departments to keep council members for all their hard work. He wished Mr. Mullins good luck with his new adventure. hopes their business is everything they dream it could. have done well for years as well. up the good work. Adjournment: Town of Coeburn - Regular Meeting - March 11, 2019- Page 6of7 Jeff Kiser made a motion to adjourn this meeting. Deventae Mooney seconded the motion, which resulted in all Ayes. Respectfully Submitted, Catlushaapt Attest: Cathy Sharpe,/Clerk 9A Town of Coeburn - Regular Meeting - March 11, 2019- Page 7of7