OWN Home The riendly aple TOWN COEBURN OF "The Home of Friendly People" Jimmy F. Williams Jr, Town. Manager Cathy Sharpe, Clerk/Treasurer Scott Brooks, ChiefofPolice Town Council Deventae Mooney, Mayor Sharon Still, Vice. Mayor Jeffrey G. Kiser Carles Collins Joe Still Coeburn Town Council Workshop Council Meeting Monday, March 27,2023 6:30pm 1. Call to Order II. Roll Call III. Invocation IV. Pledge of Allegiance V. Public Expression a) Any citizen, taxpayer, or interested person is welcomed to come forth and state his or her views concerning the Town. (Please state: your name; physical address; whether you live in town or out-of-town, and if you are served by the town, or if you are a business owner in town. Please limit your comments and/or questions to 5 minutes). VI. Approval of Agenda (amendment by majority vote) VII. Reports a. Fire Department Cliff Hawkins, Chief b. Police Department - Scott Brooks, Chief C. Water Plant - Brian Markham d. Town Manager Report- Jimmy F. Williams Jr, Town Manager i.F Public Works - Jeff Livingston ii. The Lane Group- Chris Mullins, Project Manager e. Treasurer/Clerk - Kathy Sharpe, Treasurer . Attorney Report - Will Sturgill Workshop Council Meeting Monday, March 27, 2023 6:30pm 403 Second St. N.E. . P.O. Box 370 . Coeburn, Virginia 24230 Phone (276) 395-3323 . Fax (276) 395-3648 Page1 VIII. New Business a. Historical Marker Dedication b. Purchase of Pool Equipment Time and Attendance Police IX. Old Business a. b. X. Closed Session in accordance with Virginia Code $2.2-3711(A. a. Certification of Closed Session b. Roll call vote XI. Reconvene open meeting XII. Council Actions from Closed Session XIII. Council Comments and Concerns XIV. Adjournment Workshop Council Meeting Monday, March 27, 2023 6:30pm 403 Second St. N.E. . P.O. Box 370 . Coeburn, Virginia 24230 Phone (276) 395-3323 . Fax (276) 395-3648 Page2 OWNO Homeof he Friendiy People Town of Coeburn RN Time and Attendance Policy Overview, Scope, and Purpose This Employee Time and. Attendance Policy applies to all employees oft the Town of Coeburn regardless of position or type ofemployment and outlines our expectations for an employee'st time and attendance, their manager's responsibilities, and' Town of Coeburn progressive disciplinary measures ifn required. Absenteeism refers to frequent absence from an employee'sj job responsibilities. This includes not coming to the place ofe employment according to scheduled work time or taking excessive sick leave without being able to Presenteeism refers tol being present at work beyond an employee's schedule even when the Town of Coeburn doesn'tre require overtime. This can cause the employee to overwork and have an impact on their productivity and job satisfaction. We want to ensure that you keep to your schedule both when coming to work and leaving. Tardiness refers to coming in late, taking longer breaks than an employee is entitled to and constantly leaving early from work without reason. We want to make sure you generally follow your schedule, and you don'tcause submit a doctor's note. disruption in our workplace. Regular Work Attendance You are expected to be present for work, on time, every day. Regular attendance and punctuality are important to keep your team and the' Town running smoothly. Arriving late, tardiness, or absence from work causes You are expected tol be at work and ready to go when your scheduled shift begins or resumes. You are, given a five-minute grace period at the start and end ofe each scheduled shift, scheduled breaks and lunch breaks. disruptions and' burdens colleagues. Reporting Tardiness and Absences before the start of your scheduled workday. Ifyou are unable to be at work on time, or at all, you must notify your supervisor no later than 30 minutes Ifyou are physically unable to contact the supervisor, you should ask another person to make contact on your behalf. Leaving a message with a co-worker or answering service is not considered proper notification. When you call in absent, you should provide your expected time or date of return. You must report each day you are absent. Failure to call-off onel hour prior to a shift will result in ai no call-no show infraction. Town of Coeburn reserves the right to require proof ofthe need for absence such as a doctor's note or other verification, ifallowed by law. Ini these cases, we will record your absence as l"excused." The following list, although not exhaustive, includes reasons not considered excused absences: Waking up late. Stopping on the way to work for personal reasons. Traffic or public transportation delays exclude situations that result in the closing of roads. Bad weather, excluding extreme weather conditions like blizzards, hurricanes, and floods. Holidays that haven't been approved by the Town of Coeburn. You may request exceptions for work absences from your Department Head. These must be approved on a case- by-case basis. Scheduled absences should be arranged as far in advance as possible. When you need to be absent during the workday, you should attempt to schedule outside appointments or obligations, sO your absence has Ify you become ill during your scheduled workday and feel you may need to leave before the end of your shift, you should notify your department head immediately. Ifyou are unable to perform your. job at an acceptable Excessive tardiness or absences are unacceptable job performance. Ifyou are absent for three consecutive days and have not provided proper notification, the Town of Coeburn will assume that you have voluntarily quit your the smallest impact possible on business operations. level, you may be sent home until you are well enough to work. position and will proceed with the termination process. Monitoring Work Hours You are: responsible for monitoring your working hours through OnTheClock software that was provided to you. You must clock-in and clock-out for each shift. Ifthere is any problem recording a clock-in or clock-out, inform your supervisori immediately. Employees who consistently fail to clock-in or clock-out may receive disciplinary Please record unforeseen absences using the timeclock app as quickly as possible. Unforeseen absences may require that you draw upon remaining paid/personal time off(PTO) or sick leave to cover the absence. Excused, unpaid absences can be granted for funerals, jury duty, bereavement, childbirth, car accidents, medical appointments, and unavoidable emergencies. Absence because ofbereavement,jury duty, or military duty are exempt from disciplinary action, as are Family and Medical Leave. Act (FMLA)and. Americans with Disabilities Act (ADA)related absences. Int these cases, employees must provide documentation to prove the reason for Please be diligent in recording your hours, sO you can receive your due payment. action, up to and including termination. absence to your supervisor within 48 hours of the absence. Good Attendance A good attendance record is defined as: Reporting consistently to work. Arriving at work at the scheduled shift start time. Remaining at work during working hours (excluding breaks). Taking breaks that don't exceed an expected length. Notifying your supervisor when you need to be absent or late. Providing acceptable reasons for being absent or late. Leaving work at the scheduled shift end time (except when paid overtime is required). Manager Responsibility Ifyou supervisor employees, you arei responsible for monitoring their attendance. Ify you notice that a team member is consistently late or absent, arrange aj private meeting to discuss it with them. Ask your team members whether they experience issues with their schedule or whether they need helpl balancing their personal lives with work. Ifyou suspect that your team member abuses their sick leave or is willfully tardy, you should inform the department head and start aj progressive discipline process. Disciplinary Action Unexcused and unreported absences don't count as hours worked, so the Town of Coeburn does not compensate them. The following list, although not exhaustive, includes attendance infractions: Unforeseen absence, with calls. Unforeseen absence, no calls. without notice. Excessive absences. Excessive tardiness. Early departure, no notification. Late return from lunch or break (over 30 minutes). Failure to clock-in or clock-out. No call-no show, for three or more consecutive days is considered aj job abandonment or termination Ifyour supervisor suspects you abuse your sick leave, you may need to submit a doctor's note to avoid our progressive discipline process. Ifyou're being tardy unintentionally, corrective counseling willl be our first attempt at a solution. We may take disciplinary action that goes up to and including termination if: Corrective counseling doesn't work. We find that you are willfully tardy. Your tardiness or absenteeism impacts your work. Attendance issues will resulti inj progressive disciplinary action up to and including termination based on the following: Verbal warning. Written warning. Meeting with: managerfsupervisor, possible suspension. Employee is subject to termination. Attendance infractions reset every 61 months allowing the oldest infraction to fall off. OWNO The Homeaf Friendly People A S Treasurer's Report Workshop Meeting 3-27-2023 Total Accounts Payable Due: $5,116.23 Interim Accounts Payable: $91,203.78 Minutes Cash Report March 13, 2023 Regular Meeting Minutes will be distributed with April 10, 2023 council packets. Posted Cash Balance as of 3/24/2023: $267,962.95** Accounts Payable Due: $5,116.23 Outstanding Checks: $34,153.24 Total Cash Availability: $228,693.48 Bank Account Balances American Recovery: $1,035,164.80 ($957,109.00 was the beginning balance on this account. Another $957,109.00 was deposited 7/22/2022) Most recent expenditures: Lay's Heat Pump Repair **See Attachment**. UT Escrow: $132,290.26 Police Dept. Restitution: 1,420.63 Police Dept. Special Events: $713.73 Redi Access: $83,560.90 Special Events: $290.41 Ringley Expansion Project: $3,774.27 (Swings $2,997.00) (Merry Go Round and Teeter Totter $23,052.00) VRA Reserve Fund: $51,114.93 ($6,900.00 was deposited into the account which was required by VRA for the Water System Improvement Project..another $21,995.04 was deposited which was reimbursed for interest the town paid Powell Valley National Bank). American Recovery Account Deposits and Interest Date 7/16/2021 8/11/2021 9/30/2021 12/31/2021 3/31/2022 6/30/2022 7/22/2022 9/30/2022 12/31/2022 2/10/2023 Amount Deposit Depost Interest Interest Interest Interest Deposit Interest Interest $ $ $ $ $ $ $ $ $ $ Total $ 949,458.00 7,651.00 201.37 231.92 220.61 210.43 957,109.00 349.72 358.79 10,000.00 1,925,790.84 Transferred From Combined (WSIP Reimbursed) Expenditures 10/22/2021 10/22/2021 11/17/2021 11/29/2021 3/21/2022 4/29/2022 5/27/2022 5/27/2022 5/11/2022 6/15/2022 6/24/2022 6/24/2022 6/24/2022 7/12/2022 7/12/2022 7/12/2022 7/12/2022 7/12/2022 7/14/2022 8/4/2022 8/18/2022 8/26/2022 9/1/2022 9/15/2022 9/21/2022 9/29/2022 9/29/2022 10/13/2022 11/15/2022 Premium Pay Pool Chairs Marquee Sign $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 26,250.00 1,942.65 23,876.74 10,500.00 2,380.00 6,030.64 40,460.00 10,155.00 35,898.73 4,845.00 397.60 7,482.67 8,449.06 4,320.60 936.79 3,986.80 9,765.88 4,911.71 56,929.91 20,814.13 3,031.57 78,495.30 51,203.20 1,994.00 11,133.00 4,320.60 6,437.00 7,971.57 9,207.21 Premium Pay- Police Department Water Treatment Plant Computers Delinquent Accounts Water Treatment Plant . Jetter & Flocculator Concrete Planters Utility Penalty & Interest Building & Grounds Trailer Penalty & Interest Missed for Covid Relief Water Treatment Plant Filter Change Pool & Office Items Town Signs Water Treatment Plant Pump Sewer Repairs & Materials Christmas Decorations Sewer Repairs & Materials T& B Contractors Inc (Charcoal Filters) VFD Box Installed to Flocculator Ford F550 Dump Truck T& BC Contractors Inc (Filter Media Project) T& B Contractors Inc (8" flanged gate valve install) Salt Spreader Town Signs (Second Payment) T&B B Contractors Inc (Pipe Gallery Upgrades) Hopper Spreader Town Signs Water Treatment Plant- Flocculator Installation 11/15/2022 11/15/2022 11/23/2022 11/28/2022 12/8/2022 12/12/2022 12/20/2022 12/28/2022 1/19/2023 1/19/2023 1/25/2023 2/2/2023 2/2/2023 2/16/2023 2/16/2023 3/2/2023 3/2/2023 3/2/2023 3/23/2023 Computers Sewer Repairs & Materials Sewer Repairs & Materials Fire Hydrant Fountain Enclosure Signs and Cones Garbage Truck Magic Box Propane Heater Lenowisco WSIP Payroll Flatwoods Pump Station Meters & Supplies External Defibrillators UTV Parts Hydromatic Pump & Install (Guest River Station) Meter/ydrants/supples Fire Department Uniforms/Equipment Lay's- Installation of Heat Pump $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ Total $ 14,948.90 17,740.00 11,066.95 22,749.90 2,500.00 15,492.00 8,659.10 209,900.00 3,100.00 1,771.01 10,000.00 3,597.20 13,987.50 29,994.00 632.87 18,824.50 14,171.27 36,763.48 600.00 890,626.04 1,035,164.80 2022 Can-Am Defender Pro DPS HD10 Snow Plow Etc. $ Account Balance $ Accounts Payable Due Vendor Name Auto Zone Charisie Jordan Cintas Cintas DJs Truck Parts Matthew Hamilton Old Dominion Power Old Dominion Power Old Dominion Power Doc Desc Doc Date Due Date Amount 3/11/2023 3/30/2023 3/16/2023 3/30/2023 3/14/2023 3/30/2023 3/14/2023 3/30/2023 3/12/2023 3/30/2023 3/20/2023 3/30/2023 3/20/2023 3/30/2023 3/14/2023 3/30/2023 3/16/2023 3/30/2023 3/14/2023 3/30/2023 3/10/2023 3/30/2023 3/13/2023 3/30/2023 3/17/2023 3/30/2023 3/16/2023 3/30/2023 3/16/2023 3/30/2023 3/18/2023 3/30/2023 3/20/2023 3/30/2023 3/13/2023 3/30/2023 3/20/2023 3/30/2023 3/11/2023 3/30/2023 3/20/2023 3/30/2023 3/15/2023 3/30/2023 $1,930.00 3/17/2023 3/30/2023 B&G-Shop UT- Deposit Refund Police Dept. Mats Sewer/Water Depts. Supplies/Uniforms Water Dept. Meter Lock UT- Deposit Refund Monthly Monthly Monthly $88.51 $50.91 $35.00 $249.47 $2.99 $61.90 $100.00 $11.55 $14.00 $27.78 $50.10 $116.30 $212.10 $297.60 $307.10 $52.13 $307.10 $31.99 $868.97 $65.05 $25.00 $210.68) $5,116.23 Dominion Office Products Admin./Treas. Office Supplies Pace Analytical Services LLC Water Treatment Plant- Sampling Pace Analytical Services LLC Water Treatment Plant- Sampling Pace Analytical Services LLC Water Treatment Plant Sampling Pace Analytical Services LLC Water Treatment Plant- Sampling Pace Analytical Services LLC Water Treatment Plant- Sampling Pace Analytical Services LLC Water Treatment Plant- Sampling Pace Analytical Services LLC Water Treatment Plant- Sampling Red Oak Trading Company CAGCAUptampnag The Lincoln National Ins Co Employee Insurance Wilson Sales & Service Inc B&G-Unit010 Quill Corporation Town of Coeburn Town of Coeburn Water Dept. Escrow Acct. Deposit Slips Depot Deposit Refund Paid on Taxes UBA Applied & Refunded- Deposited Redi-Access Interim Accounts Payable Vendor Name A& A Enterprises Inc Advance Auto Parts Amazon Capital Services Bentley Distributing Inc Bentley Distributing Inc Cell Phone Repair Cintas Coeburn EDA Collins Full Service Consolidated Pipe & Supply Cory McReynolds Delta Tire Center Inc DJs Truck Parts Dominion Office Products FerrelIGas Fisher Auto Parts Friendly Tire & Auto Repair Graybar Lowes Description Amount $65.00 $2,356.97 $230.24 $1,002.73 $55.50 $23.50 $340.00 $635.46 $20,000.00 $100.00 $779.75 $25.00 $2,719.06 $19.42 $61.90 $12.00 $1,118.58 $280.80 $476.32 $1,250.00 $717.87 $2,266.91 $1,632.49 $13,269.73 $25.00 $69.03 $649.20 $115.00 $2,365.20 $511.65 $1,378.25 $32,630.66 $11.55 $2,601.28 $225.00 $600.00 $582.73 $91,203.78 Police Dept. - Uniforms B & G/Treas. Office Supplies Town Hall Police Dept. - Restitution Reimbursement Computer Backup & Protection Budgeted Amount Police Dept. - Units 600/601 Water Dept. - Meters/Supplies Depot Deposit Refund B&G-S Shop/Supplies Admin./Treas. Office Supplies B&G- Complex B B&G-L Unit 031 Water Treatment Plant Supplies B& G/Water Dept. Supplies Police Dept. - Unit 601 Monthly Police Dept Monthly UT- Deposit Refund Admin. - Promotional Ad Water Treatment Plant Chemicals Fire Dept. Insurance Transmissions Monthly UT- Billing Postage B&G- Shop/Units 002/005/007/018 Police Dept. - Unit 601 Appalachian Aggregates LLC B&G- Stone Police Dept./Town Hall - Mats Sewer Dept./Water Dept. Uniforms B&G- Chevrolet/GMC Police Dept. Units 601/603 B& G- Shop/Units 005/007/012/018 Police Dept. Units 600/601 Lonesome Pine Regional Library 4th Quarter Allocation Morgan McClure Castlewood B& G- 2006 Chevrolet Service Truck Morgan McClure Ford Inc Old Dominion Power Ricoh USA Inc Scotty L) Vanover The Coalfield Progress Truist Bank USA Bluebook VACORP VUPS Inc AT8 & T Mobility Danny's Auto Repair Jeff Sanders United Postal Service Seaboard Asphalt Product Co B&G-H Hole Patch Admin./B & G/Sanitation Dept./Sewer Dept/Treas./Water Dept. Virginia Risk Sharing Association FY22/23 Quarterly Renewal Payment B&G- Fender & Hood Public Works Vehicle B&G- Lay's Heat Pump Installation ARPA Daily Cash Availability - March 2023 Date Total Cash Availability 3/1/2023 3/2/2023 3/3/2023 3/6/2023 3/7/2023 3/8/2023 3/9/2023 3/10/2023 3/13/2023 3/14/2023 3/15/2023 3/16/2023 3/17/2023 3/20/2023 3/21/2023 3/22/2023 3/23/2023 3/24/2023 $182,118.23 $214,407.00 $235,198.03 $251,686.72 $262,204.90 $276,826.25 $257,472.81 $239,215.13 $192,881.62 $200,798.35 $185,134.31 $166,529.40 $183,703.17 $190,058.05 $194,472.53 $210,918.22 $210,633.79 $228,693.48 3/24/2023 (Daily) Account Current Balance Total Oustanding Checks Accounts Payable Due =-Total Cash. Availability $ $ $ $ 267,962.95 34,153.24 5,116.23 228,693.48 Cash Availabilty Comparison 2023 2022 195,680.58 2021 N/A 2020 2019 2018 July Regular Meeting Reported July Workshop Meetingl Reported August Regular Meeting Reported August Workshop Meeting Reported September Regular Meeting Reported September Workshop Meeting Reported October Regular Meeting Reported October Workshop Meeting Reported November Regular Meeting Reported November Workshop Meeting Reported December Regular Meeting Reported December Workshop Meeting Reported January Regular Meeting Reported January Workshop Meeting Reported February Regular Meeting Reported February Workshop Meeting Reported March Regular Meeting Reported March Workshop Meeting Reported April Regular Meeting Reported April Workshop Meeting Reported May Regular Meeting Reported May Workshop Meeting Reported June Regular Meeting Reported June Workshop Meeting Reported $ 210,683.35 $ 1,117,152.46 $ 45,870.50 $ 111,843.43 $ (9,150.51) 151,556.78 $ 156,686.84 $ 10,422.26 $ 76,511.06 $ 8,733.55 191,277.78 $ 206,568.10 $ 81,758.28 $ 72,264.67 $ 10,394.98 $ 142,162.94 $ 197,481.63 $ 79,356.29 $ 69,564.36 $ 20,236.57 $ 141,994.95 $ 257,922.99 $ 95,756.17 $ 35,816.21 $ (26,170.63) $ 105,791.42 $ 244,495.65 $ 19,682.05 $ 6,834.59 $ (39,766.39) $ 110,252.41 $ 210,488.33 $ 45,064.45 $ 9,783.21 $ (57,494.99) $ 66,067.81 $ 164,829.65 $ 26,142.93 $ 11,204.75 $ (32,147.55) 116,382.38 $ 254,489.66. $ 101,491.47 $ 53,901.74 $ 192,692.29 $ 376,131.36 $ 155,488.24 $ 145,420.41 $ 75,050.64 $ 37,359.63 $ 149,934.50 $ (7,698.78) N/A N/A N/A N/A N/A N/A N/A N/A $ 265,398.03 $ 133,541.99 $ 86,726.85 $ 52,782.61 $ 6,642.11 $ 196,551.08 $ 286,049.24 $ 78,731.25 $ 37,075.76 $ 43,087.68 $ (18,247.27) $ 239,215.13 $ 269,618.14 $ 54,553.41 $ 39,312.95 $ 31,991.80 $ (37,100.14) $ 176,306.60 $ 255,841.15 $ 105,425.71 $ 202,363.93 $ 233,647.97 $ 112,821.19 N/A $ 17,951.93 N/A $ 24,601.90 $ (23,125.60) N/A $ 36,606.50 $ (31,331.45) $ 228,693.48 N/A $ 122,796.57 $ 219,832.15 $ 155,412.27 $ 35,757.52 $ 42,482.88 $ (51,849.51) N/A $ 134,276.75 $ 14,604.59 $ 35,340.86 $ 272,179.43 $ 194,409.13 $ 64,992.72 $ 107,626.76 $ (4,285.16) $ 290,652.06 $ 208,386.36 $ 88,517.70 $ 105,300.90 $ 16,374.89 $ 273,905.63 $ 230,699.06 $ 112,205.53 $134,425.30 N/A N/A N/A $ 339,537.85 N/A $ 82,633.87 $ 117,692.13