Council Minutes Workshop Meeting February 27,2023- 6:30 p.m. = 502 Front St. E, Coeburn, VA Attendees: Upon roll call, all members of council were present. Cathy Sharpe - Clerk/Treasurer, Jimmy Williams Town Manager, and William Sturgill - Town Attorney, were also present. Call to Order: Mayor Deventae Mooney called thc meeting to order. Mr. Joe Still gave the invocation. The group remained standing for the Pledge of Allegiance led by Mr. Deventae Mooney. Public Expression: There was no public expression. Public expression was closed. Approval of the Agenda: Mr. Mooney made ai motion to accept the agenda as presented. Vice Mayor Sharon Still seconded the motion, which resulted in all Ayes. Reports: Fire Department There was no representative from the fire department present. Police Department There was no representative from the police department present. Mr. Jimmy Williams, Town Manager, reported that the transmission may be going out ofUnit 601. Mr. Williams expects the new cars to be ready in April. Water Plant There was no representative from the water plant present. Mr. Jimmy Williams said Mr. Brian Markham would not be in attendance. Mr. Markham asked Mr. Williams to relay to council that the loss rate has improved by 26 gallons per minute. Town of Coeburn- Workshop Meeting -E Februay27,2023-Page 1of5 Town Manager Mr. Jimmy Williams, Town Manager, has been trying to contact Mr. Larry Salyer concerning the bike ride planned during the rally. Council advised that Mr. Salyer is in the hospital at the present Mr. Williams reported that he spoke with Raphael about the concrete work, but he is out oftown. Mr. Williams said Raphael will give him a call and set up a time to meet with him next week. Mr. Williams said the backhoe has been ordered and is expected to be here in mid-March. He advised Rural Development has given the okay to purchase the cars and the backhoe. Payment Mr. Williams sent out a comprehensive plan to Lenowisco but will need to update it and send an updated version ofthc plan. Mr. Mooney suggested reaching out to the members ofthe committees and seeing ifthey would be interested in serving and apply ifthey would like to serve. Lenowisco Mr. Williams, Mr. Mooney and Ms. Still met with a representative oft the Virginia Department of Energy on February 23rd to discuss funding opportunities that may be available in the future. The town is on thc front page of the list for funding to address flooding issues from the creek from Banner to the park and Meadow Street and sewer line issues that arise from flooding. Ms. Still stated that there may be some funding available in the future for pool repairs and recreational activities. Ms. Still asked Mr. Williams if he has spoken with anyone about the pool pumps and filters. Mr. Williams said he had looked at some and was evaluating what size was needed. He advised he is also going to speak with Raphael about doing the concrete work needed time. can be made and then reimbursed depending on the timeline. would like to have a current list of members and committees. at the pool. Public Works Mr. JeffLivingston, Public Works Superintendent, reported that public works replaced the sump pump at the depot, a 2-inch blow off on Flatwoods Road, a leak at Kale Avenue and replaced a meter box at Hurberries. He advised 25 meters were replaced, the hydrant was turned to face the Cultural Arts Building and al lcak was repaired on Rockbridgc Road. Mr. Livingston also reported Mr. Still asked if the trash truck was back in scrvice. Mr. Livingston said it was back in service, and now the trash trucks will be alternated with one running one week, the other running the next. 80 work orders were completed. Old Business: A. Purchase of a Heat pump for the Lays Building Mr. Livingston has not heard how Lay'si is going to fund the purchase oft the heat pump. Mr. Williams said that Lay's has $500.00 to go towards the purchase of the heat pump. The Lay's Board has been speaking with Mr. Sanders, a local installer, about a heat pump he has for $3600.00, Town of Coeburn- Workshop Meeting February 27,2023-Page 2of5 but if they want that one he needs to know by tomorrow, February 28, and it must be paid up front or it will go to another customer. The Lay's Board is asking ift the town will cover the cost ofthe heat pump. The last heat pump was purchased by Lay's. Ms. Still asked about the specifications and the warranty ofthe heat pump Mr. Sanders is offering. Mr. Williams said he was not given that information when speaking with the representative from Lay's. The heat pump that Mr. Jeff Livingston is looking at comes with a 10-year warranty. Mr. Mooney stated that this meeting isn't a voting meeting. He said the town has dealt with the company Mr. Livingston is looking at the quote from and there have been no problems. Mr. Mooney suggested putting this on Mr. Mooney thanked Mr. Livingston for smoke testing at the school. The test led to the discovery ofa pipe that had been leaking for some time and the pipe was repaired. the agenda for thc March meeting and voting on it then. Lane Group There was no representative from the Lane Group prescnt. Mr. Williams said the town received a check from Powell Valley Bank/Rural Development to pay contractors. He stated the amount was about a third of what is needed to pay them. Mr. Williams said The Lane Group asked that the check be put in the bank to await the rest of the funds from Rural Development to pay the contractors. Treasurer Report Ms. Cathy Sharpe, Clerk/Treasurer, reported a posted cash balance of$306,109.69. as of2/24/2023. She reported outstanding chccks in the amount of $82,825.86, accounts payable duei in the amount of20,919.90 and interim accounts payable in the amount of $364,723.31. She said this includes the Water Systems Improvement Project checks. After deducting the accounts payable due and Ms. Sharpe advised that February 13, 2023 regular meeting minutes will be distributed along with Ms. Sharpe reported two additional deposits since reports had been prescnted for the meeting. Friday's deposit was $488.45 and today's deposit was $1,021.35, making the combined cash Ms. Sharon Still asked 1 ifthe AEDS have been distributed. Mr. Williams said they would be set up after the training. Mr. Deventae Mooney asked that Mr. Williams set that up sooner rather than outstanding checks, the reconciled balance was $202,363.93. the March 13, 2023 council packets. availability $203,873.73. later. Town of Coeburn- Workshop Meeting February 27, 2023-Page 3 of5 Attorney Report William Sturgill, Town Attorney, said he would like to go ahead with the FOIA training. Mr. Deventae Mooney askedifhe would mind doing that after public expressionisreopened. Someone came in for public expression after it was closed. Public Expression: Mr. Jeremy Indseth, Sandy Ridge Rescue Squad, brought council the numbers they're running between all three counties. These figures were from the last quarter. Ms. Still asked if Sandy Ridge Rescue has approached the Town of Clintwood for funding. Mr. Indseth said that they do not work in the town of Clintwood, but they do go to the Board of Supervisors on occasion. Public Expression was closed. Attorney Report Mr. William Sturgill distributed the packets forl FOIAtraining. Hei reported this trainingi is required and is to keep officials up to date on the Freedom ofInformation Act. The information contained in the packet was reviewed with all members of council and training was completed. Mr. Sturgill will be sending council information about a mandatory Ethics Training that must be Ms. Still asked if Mr. Sturgill has spoken with the citizens that had concerns about bridge ownership in Banner. Mr. Williams was waiting for confirmation of ownership before he reached outtothem. Mr. Mooney said that the citizens would need to contact VDOTconceming the bridge. Ms. Still said that the property is listed as owned by Commonwcalth of Virginia. Mr. Jimmy Williams informed council that Hill Con's lawyers are reviewing changes the town done online. would like to make to the contract that was submitted to the town. Old Business: A. Purchase of a Service Truck for Public Works- Mr. Williams said the window has closed to order through Virginia Procurement. He advised any ordering done through Virginia Procurement would have to wait until ncxt ycar. Mr. Williams submitted information to council about a truck in West Virginia. Ms. Still said she would like to see a few quotes in Ms. Still asked Mr. Williams why the van is at Town Hall sO often. Mr. Williams said that work orders are being picked up. Ms. Still said she feels likc Mr. Livingston should be the one picking up and distributing work orders. Mr. Williams said he has an open-door policy for all employecs and Mr. Livingston gets busy and sends other members of public works to town hall. Mr. Williams said ifit gets to be a problem, he will deal with it. Mr. Carles Collins asked who writes up an employee ifs such action is needed. Mr. Williams said he order to make a decision. Town of Coeburn- Workshop Meeting - February 27, 2023-Page 4 of5 does all write ups except for the police department. Mr. Mooney and Ms. Still stated that all write ups should come from department heads. Closed Session: There was no reason to enter into closed session. Council Comments and Concerns: Carles Collins Mr. Collins had no comments or concerns. Jeff] Kiser Mr. Kiser had no comments or concerns. Joe Still- -1 Mr. Still had no comments or concerns. Sharon Still - Ms. Still said she is sO proud ofboth the boys' and girls' basketball teams. The girls are in the Elite 8 and if they win, they are three games away from the state finals. Ms. Still said that Southwest Virginia is being well represented. Ms. Still appreciates Mr. Livingston for all the work he does and is appreciative for all the work done by Mr. Williams and Mr. Sturgill. Deventae Mooney - Mr. Mooney thanked everyone for all they do for the town. Adjournment: Mr. Deventae Mooney made a motion to adjourn this meeting. Ms. Sharon Still seconded the motion, which resulted in all Ayes. Respectfully Submitted, CAy shap Attest: Cathy Sharpe, flerk Derhdze Deventae Mooney, llbnay Town of Coeburn- Workshop Meeting February 27, 2023-Page 5 of5