Council Minutes Regular Meeting August14,2023-630, p.m. - 502 Front St. E, Coeburn, VA Attendees: Upon roll call, the following members of council were present: Mayor Deventae Mooney, Vice Mayor Sharon Still, Carles Collins, and Joe Still. Jeff Kiser was absent. Cathy Sharpe - Clerk/Treasurer, Jimmy Williams Town Manager, and William Sturgill - Town Attorney, were also present. Call to Order: Mayor Deventae Mooney called the mceting to order. Pastor Steve Baker, Coeburn Presbyterian Church, gave the invocation. The group remained standing for the Pledge of Allegiance lcd by Mr. Mooney. Public Expression: There was no public expression. Public expression was closed. Response from Public Expression: There was no response to the July 24, 2023, Public Expression. Approval of the. Agenda: Deventae Mooney made a motion to add under Old Business (B.) Road Report. Sharon Still Deventae Mooney made a motion to approve the agenda as amended. Sharon Still seconded the seconded the motion, which resulted in all Ayes. motion, which resulted in all Ayes. Reports: Fire Department Mr. Logan Jackson, Assistant Chief, gave the monthly activity report for the month ofJuly 2023. There were 41 calls, 305.5 - man hours, 236 personnel responding and 380 training hours. The Fire Dcpartment performed 51 hours of fircworks preparation on July 3rd and spent about 15 hours on July 4th preparing for the fireworks show, participating in the parade, and setting off the fireworks display. Town of Coeburn Regular Meeting August 14, 2023 - Page 1 of8 Sharon Still made ai motion to move New Busincss (A.)Purchase ofar new: fire department pumper tanker to the fire department reports. Deventae Mooney scconded the motion, which resulted in Mr. Logan Jackson showed Council two trucks that are available from FESCO Emergency Sales. The truck is ready to go and there usually is a 2-3 year wait to get a truck like this. Chief Cliff Hawkins and Assistant Chief. Jackson have gone on a test drive in the truck. Mr. Jackson said the truck is safer and drives better than the truck in use now. Chief Hawkins reported he has been working on the various scenarios of pricing and financing for the truck. The current tanker is 28 years old and has over 300,000: milcs on it. Mr. Mooney asked how long they would hold the truck until a decision was made. Mr. Jackson said there are other towns looking at the truck. Mr. Ms. Still shared with Mr. Jackson that it has come to light that $400,000.00 of the ARPA funds must be held back for a sewer project. There is also the paving and playground equipment that must be taken care of from those funds. There is not $100,000.00 available for a down payment. Mr. Jackson asked if the town would be able to pay $50,000.00 a year on the truck under the no down payment option. Ms. Still said that is not possible at this time. Mr. Mooney asked Mr. Jackson what the chances of the Wise County Board of Supervisors providing funding for the truck. Ms. Still asked Mr. Hawkins to go to the Board of Supervisors and ask to be put on the agenda and ask them to help fund the purchase of the truck. Mr. Mooney asked Ms. Sharpe and Mr. Williams if there was any additional funding on the way or was the amount shown the only funds available. Mr. Williams said that is all the funds, no other money is on the way. Mr. Still said he recognizes that money is tight and asked what could be done. Ms. Still said the town will have to promise $50,000.00 a year for ten years or $38,000.00 a year for ten years with a $100,000.00 down payment. Mr. Williams said that the funding agencies are not going to allow the town to borrow additional funds, as the town is not allowed to raise their debt ratio. Mr. Hawkins asked ifthe fire department came up with halfi the yearly funding would the town be able toh help. Ms. Still said that the issue needs to be explored further to see the impact on the town's finances. Mr. Jackson said the fire department will be applying for grants to purchase a tanker or pumper truck. He said that the town needs to be setting aside $50,000.00 a year for such a time as this when a truck is needed. Mr. Mooney asked Mr. Williams to talk to the funding agencies to see where the town stands and the impact purchasing the truck will have. Mr. Mooney said that Mr. Williams would make the calls and report back to the fire department as soon as possible. Mr. Hawkins said the fire hydrants at the primary school need to be moved to the grassy area and both the primary and middle school hydrants need to be rebuilt or replaced. He advised the all Ayes. Hawkins said that it's a first come, first serve situation. hydrants need to be left on and are leaking at this time. Police Department Mr. Ryan Gardner, Police Department Captain, gave the police department report for the month ofJuly 2023. There were 937 total events. Mr. Gardner gave a summary of these events. Captain Gardner reported unit 603 is still being worked on at Morgan McClure. He said unit 601 was retured and unit 602 is still at the town shop needing a radiator replaced. He said unit 600 Town of Coeburn Regular Meeting August 14, 2023 Page 2 of8 was returned. Mr. Gardner advised officers have been using the investigations vehicle due to repairs being done on the other units. He said his vehicle has been upfitted and is ready and there is one in the bay being upfitted. He said thc Interceptor will be picked up this week to get upfitted Captain Gardner said the ARPA funding was approved for the vehicles and for some items at the Mr. Mooney stated that the police department has six vehicles and asked Captain Gardner which of the old vehicles the department would be keeping. Mr. Gardner said they would be keeping units 602 and 603. Mr. Mooney mentioned that originally all the vehicles were being outfitted the same way, and now one is a different color and: not being striped. Captain Gardner said that vehicle won't be a regular patrol vehicle but will be more of an nderovermut-purpose vehicle. Mr. Mooney confirmed with Mr. Gardner that the vehicles are not take-home vehicles and are not to go to events that are not specifically Town of Coeburn events. Mr. Mooney also asked about the maintenance schedule. Captain Gardner said he would like to implement daily inspections and keep a maintenance schedule. Mr. Mooney said that a maintenance schedule would need to be maintained with regular inspections, oil changes, etc. Ms. Still said she would like all the vehicles taken care of, including the older ones. Mr. Gardner advised he would like to create an inspection and maintenance plan and see who is adhering to the plan before assigning vehicles to officers. Ms. Still reminded Captain Gardner that overtime needs to be discouraged and to try to spread the hours around to avoid having overtimc. Mr. Gardner says it is incvitable that overtime happens occasionally, and when it does, the officer is required to send a message to him to explain why the extra time is needed. Mr. Williams asked ifhe could post the job ofaj part time officer on1 the VEC website. Captain Gardner said that would be good. Mr. Williams said he will draw up the job and some parts are still on the way. police station. posting and run it by Mr. Gardner before posting. Water Plan! There was no representative from the water plant present. Town Manager Mr. Jimmy Williams, Town Manager, reported that the CPR training is scheduled for August 26th Mr. Williams said that the fountain was delivered and will be unpacked soon to see what is needed for the installation. Mr. Mooney asked if the fountain will be installed by Labor Day. Mr. Mr. Still asked if Mr. Williams had a chance to call David Carter. Mr. Williams said he has not. Ms. Still said when she looked at the chlorinc in the pool it was low. Mr. Williams advised itis turned off. He said he is going to speak with David Carter about beginning repairs to the pool and setting up a schedule. Mr. Williams said he would like to get a price and bring it to council before and September 9th. He advised the classes will be held at the Lays building. Williams said that is the goal. repairs begin. Town of Coeburn Regular Meeting August 14, 2023 - Page 3 of8 Mr. Mooney asked about the status of the Invoice Cloud. Mr. Williams said the system is ready to go but would like to have everything with Southern Software installed before going live with Mr. Mooney asked Mr. Williams ifhe has had a response tot the board'sa applications. Mr. Williams said he had some calls asking about the pay but has no applications. Mr. Mooney said maybe Council needs to call people that would be a good fit to sit on those boards and invite them to be on the boards. Mr. Mooney asked Mr. Willaims to provide him with a list ofboards and members. Mr. Mooney reported he spoke with Lenowisco last week about taking action on the Main Street grant. Mr. Mooney asked Mr. Williams to make that a priority to gct that paperwork in; the Mr. Mooney asked Mr. Williams ifk he had heard anything from Raphael about the sidewalk. Mr. Williams said he had seen him out and spoken with him about getting the schematics ready for the sidewalk and he said he would be able to do that. Mr. Mooney asked Mr. Williams to touch base Mr. Mooney said the park equipment is supposed to be delivered the week of the 28t, and the Ms. Still asked ifMr. Williams had the license to show movies. Mr. Williams said he did. Ms. Still suggested showing movies at the pool or the depot and Mr. Mooney said he would like to the public. resolution has already been passed. with Raphael and see where he is on that project. installation will be starting mid-September. have something to show during the Christmas event. Public Works Mr. JeffLivingston, Public Works Superintendent, reported that public works repaired and jetted sewer lines on High Street and Sixth Street, repaired the men's room sink, cleaned up the trees by the tennis courts and repaired a leak on Mosswood Lane. He said roads were patched on Eighth, Mr. Livingston reported public works has drained the equipment at the pool and will bring the Mr. Still asked if a cleanout was installed near Bluebell Hollow. Mr. Livingston said that was jetted and flowing freely now. Mr. Williams said that the line is checked every other day to make Ms. Still thanked Mr. Livingston for all the work done at the pool this year. She said that next year the pool will need to be painted, but the blue edge of the pool will need to be painted with a different paint or one with texture, as it is slick and causes lots off falls. Mr. Livingston said he can Ms. Still said that when we have events and fcstivals, there needs to be a more visible police presence to keep kids out oft the fountain and tol keep skateboarders from running into people. She High, North and Second Street. Public works completed 140 work orders. trash cans back to be stored this week. sure it's flowing. put sand in the paint to keep it from getting slick. Town of Coeburn Regular Meeting August 14, 2023 Page 4 of8 suggested some kind of signagc is needed. Ms. Still also pointed out that there is not a legal need for a fence around the fountain but there needs to be someone on hand to make sure kids stay out Mr. Still mentioned that people have been bringing clothes to the Farmers' Market area and piling them up on the tables. Mr. Joe Still asked what can be done legally to deter that activity. Mr. William Sturgill said that public works could keep throwing them away or declare it a nuisance. Ms. Still said once the tower is up and the cameras are working, the people placing the clothes Mr. Mooney asked about the status of the tower. Mr. Williams said that the base for the tower is ofit. there can be identified. poured. Lane Group There was no representative from The Lane Group present. Treasurer Report Ms. Cathy Sharpe, Clerk/Treasurer, reported a posted cash balanceofs164,105.80asof811/2023. She reported $39,688.87 in outstanding checks, accounts payable due in the amount of$36,172.39 and interim accounts payable in the amount of $2,444,392.98; this includes the Water Systems Improvement Project checks and the payoff for the bridge loan. After deducting the accounts payable due and outstanding checks, the reconciled cash balance was $88,244.54. Ms. Sharpe presented meeting minutes for July 10, 2023, regular meeting and July 24, 2023, Ms. Sharpe reported two additional deposits since reports had been presented for the meeting. Friday's deposit was $6,726.67, and today's deposit was $9,501.91 making the combined cash Ms. Sharpe reported she noticed a difference between the cash availability last year compared to the same time this year, and pulled paperwork to scc why there was a difference. Ms. Sharpe said itr really depends on when the reports are run, and when she reviewed the reports, it was much Deventae Mooney made a motion to accept the July 10, 2023, regular meeting minutes as presented. Sharon Still seconded the motion, which resulted in Ayes. Sharon and Joe Still Deventae Mooney made a motion to approve the July 24, 2023, workshop meeting minutes as Sharon Still made ai motion to approve the accounts payable due as presented. Deventae Mooney workshop meeting. availability $104,473.12. closer than current reports indicated. abstained. presented. Joe Still seconded the motion, which resulted in all Ayes. seconded the motion, which resulted in all Ayes. Town of Coeburn Regular Meeting August 14, 2023 Page 5of8 Sharon Still made ai motion to accept the interim accounts payable as presented. Deventae Mooney seconded the motion, which resulted in all Ayes. Attorney Report William Sturgill, Town Attorney, had nothing specific to report. New Business: A. Purchase of a new Fire Department Pumper Tanker - This item was covered during the fire B. Forklift for Public Works - Mr. Williams presented Council with quotes from three different companies for a forklift for public works. Mr. Still asked if the quotes are for newi machines. Mr. Williams said the equipment is 2024 models. The model pictured on one quote is a propane model, but the town will be using diesel. Mr. Williams would like to use the money made from auctioning town equipment for the purchase of the forklift. Ms. Still asked if the model had good reviews. Mr. Williams said the revicws are good and that this model has a lift of189. inches. Ms. Still asked ifs34,442.00: includes shipping and asked if the town made that much with the auction. Mr. Williams said the price did include shipping and the town did make that much money with the auction. department report. Sharon Still made. a motion to authorize Town Manager,Jimmy Williams, to utilize monies made from the auction to purchase the Viper FD30 Diesel Forklift from United Lift at $34,442.00 delivered. Joe Still seconded the motion. An roll call vote resulted as follows: Carles Collins Aye Joe Still - Aye Sharon Still Aye Deventae Mooney Nay C.I Delinquent Tax Report - Treasurer/Clerk, Cathy Sharpe, presented Council with a delinquent list to approve to put in the paper. Ms. Sharpe informed Council that Mr. Williams would put a warning in the paper and the list would change before being published, as people would be coming in and making their payments. Mr. Williams said that the document will change. Mr. Mooney asked what type of taxes were listed. Ms. Deventae Mooney made a motion to authorize Town Manager, Jimmy Williams, to post a warning in the Coalfield Progress and on Facebook that the delinquent tax list would be published and then to publish the list. Sharon Still seconded the motion, which resulted in Sharpe said the taxes are both: real estate and personal property. all Ayes. Town of Coeburn- Regular Meeting August 14, 2023 Page 6of8 D. Student Council Job Corps - Mr. Joe Still spoke with the president ofthe Student Council at the Job Corps and was told that the. Job Corps was working on their ball fields and that the work was sponsored. Mr. Still was thinking that a $500.00 sponsorship would be a nice gesture. Mr. Mooney said he has reached out to the Job Corp but hasn't had a response. He said it would be good to have Mr. William Sturgill draw up a Resolution regarding the Job Corps and their work on and involvement in the town. He said this could be presented along with any sponsorship should Council decide to sponsor the Job Corps SGA. Mr. Mooney would like to contact the Job Corps and see where that money would need to be donated to, the SGA or the Job Corps. He said if Mr. Livingston and Mr. Williams could gather the information about what all the Job Corps has done for the town and get it to Mr. Sturgill to put in the Resolution, both could be presented at the September 11th meeting. He advised the Job Corps to be contacted to have representatives present to Mr. Joe Still made a motion to sponsor the Job Corps Ballfield Project with a $500.00 sponsorship. Carles Collins seconded the motion. Ms. Still asked if that money could Mr. Joe Still amended the motion to say that the $500.00 sponsorship money would come receive the resolution and donation. come out of ARPA funds. from the. ARPA funds, which resulted in all Aycs. Old Business: A. Road Repair on Elm Avenue Mr. Williams said he has two quotes from GSI. The first quote is with the town clearing brush and everything before the project starts and is $100,512.51. The other quote is with GSI doing all the work and the town flagging and is $152,335.49. Mr. Williams reported he also reached out to VDOT, and they recommended Hinkle Environmental Services from Richmond, KY. Hinkle gave an estimate of $64,260.00. Mr. Mooney asked Mr. Williams if hc had reached out to Senator Pillion's office to get some help with this. Mr. Williams said he has not. Mr. Mooney was concerned about the difference in the quotes and asked Mr. Williams ift the problem would be fixed by the work Hinkle is proposing. Mr. Williams said he thinks Hinkle Environmental Services will be able to fix the problcm. Ms. Still asked that any lines be identified in the project area. Mr. Mooney pointed out that GSI quoted work for a length of108 feet and Hinkle quoted for 60 feet and would like Mr. Williams to reach out to both companies and make sure they are quoting for the same job. B. Road Report - Mr. Joe Still began the road report by saying that he borrowed the town vehicle Mr. Williams uses and drove around town to inspcct the roads, and hc believes that Mr. Williams needs ai new vehicle to use. Iti is Mr. Still's opinion that the road to the water plant is a priority and is priced at $35,800.00. Mr. Still said itis a necessity to have this road done because it is water related and there is a need to be able to get the chemicals down to the plant. Mr. Still's second recommendation is North Street to High Street, which is $11,115.00. Mr. Mooney mentioned that he received a reminder from the School Board that the town is responsible for paving the road and parking lot at the track and the baseball field, and that Council needs to keep that in mind. Hamilton Street Town of Coeburn Regular Meeting August 14, 2023 - Page 7 of8 also needs repair, but the company that put in the pump station will be repairing the road. Sharon Still made a motion to pave North Street to High Street and the road to the water plant to the bottom oft the hill and stay within the $50,000.00 budget, understanding that the price may be lower or higher than quoted depending on the price of asphalt. Mr. .Joe Mr. Still said that Eighth Street is in bad shape despite being patched. Still seconded the motion, which resulted in all Ayes. Closed Session: There was no need to go into closed session. Council Comments and Concerns: Mr. Carles Collins Mr. Collins had no comments or concerns. Mr. Joe Still - Mr. Still thanked all the departments for their work and for getting the town way Sharon Still - Ms. Still agrees with Mr. Still's comments and thanked all the people for working at above where it's ever been. Mr. Still said he appreciates all their work. the pool this year and is hoping next year is better. Mayor Deventae Mooney Mr. Mooney had no comments or concerns. Mr. Mooney called a Special Called Meeting for August 28, 2023, at 6:30 pm. Adjournment: Mr. Deventae Mooney made a motion to adjourn this meeting. Ms. Sharon Still seconded the motion, which resulted in all Ayes. Respectfully Submitted; latly SKaye Attest: Cathy/Sharpe, Clefk Boverce Deventae Mooney, Vloey Town of Coeburn Regular Meeting August 14, 2023- Page 8 of8