SOWNO Friendly rople 1894 TOWN COEBURN OF "The Home of Friendly People" Jimmy F. Williams Jr, Town Manager Kathy 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 Special Called Meeting Monday, April 24, 2023 6:30pm I. 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 and physical address and limit your comments and/or questions to 5 minutes). A reply to your comments and/or questions will be discussed at the following Council Meeting. VI. Response to Public Expression from April 10, 2023 VII. Approval of Agenda (amendment by majority vote) VIII. Reports a. Fire Department - Cliff Hawkins, Chief b. Police Department - Scott Brooks, Chief - Water Plant - Brian Markham d. Town Manager Report - Jimmy F. Williams Jr, Town Manager e. Public Works - Jeff Livingston Special Called Council Meeting Monday, April 24, 2023 6:30pm 403 Second St. N.E. . P.O. Box 370 . Coeburn, Virginia 24230 Phone (276) 395-3323 . Fax (276) 395-3648 Page1 f. The Lane Group- Chris Mullins, Project Manager g. Treasurer/Clerk - Kathy Sharpe, Treasurer h. Attorney Report - Will Sturgill IX. X. New Business a. Resolution 2023-002 - Rural Development, United States Department of Agriculture Welcome to Coeburn Sign, Jim & Jesse, Ralph Stanley II and Danny O'Quinn Jr b. Invoice Cloud, Utilities Online Payment Program/Software e. MPLC (Motion Picture Licensing Corporation) d. Ringley and Bondtown Parks XI. Old Business a. b. XII. Closed Session in accordance with Virginia Code $2.2-3711(A. a. Certification of Closed Session b. Roll call vote XIII. Reconvene open meeting XIV. Council Actions from Closed Session XV. Council Comments and Concerns XVI. Adjournment Special Called Councill Meeting Monday, April2 24,2023 6:30pm 403 Second St. N.E. . P.O. Box 370 . Coeburn, Virginia 24230 Phone (276) 395-3323 . Fax (276)3 395-3648 Page2 2 FOWN Op The Homeof Friendly People 1894 CRN VIRS Treasurer's Report Special Called Meeting 4-24-2023 Total Accounts Payable Due: $49,613.39 Interim Accounts Payable: $68,051.20 Minutes April 10, 2023 Public Hearing Meeting and. April 10, 2023 Regular Meeting Minutes willl be distributed with May 8, 2023 council packets. Cash Report Posted Cash Balance as of 4/20/2023: $295,811.12** Accounts Payable Due: $49,613.39 Outstanding Checks: $84,916.72 Total Cash Availability: $161,281.01 Bank Account Balances American Recovery: $996,645.77 ($957,109.00 was the beginning balance on this account. Another $957,109.00 was deposited 7/22/2022) Most recent expenditures: Lay's Hardware- Heat Pump/Water Dept. Xmitter **See Attach- ment**. UTI Escrow: $131,880.26 Police Dept. Restitution: 1,415.12 Police Dept. Special Events: $713.73 Redi Access: $85,494.41 Special Events: $290.41 Ringley Expansion Project: $3,774.27 (Swings $2,997.00) (Merry Go Round and Teeter Totter $23,052.00) VRAI Reserve Fund: $51,115.80 ($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 3/28/2023 3/31/2023 Amount Deposit Depost Interest Interest Interest Interest Deposit Interest 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 2,500.00 287.70 1,928,578.54 Transferred From Combined (WSIP Reimbursed) Fire Hydrant Reimbursed-Ins. Paid) 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 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 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&B B Contractors Inc (Filter Media Project) T& B Contractors Inc (8" flanged gate valve install) Salt Spreader Town Signs (Second Payment) T& B Contractors Inc (Pipe Gallery Upgrades) Water Treatment Plant - Flocculator Installation 10/13/2022 11/15/2022 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 4/6/2023 4/13/2023 4/13/2023 Hopper Spreader Town Signs 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/ydrantsSupples Fire Department Uniforms/Equipment Lay's- Installation of Heat Pump Pool- Pump/Filter etc. Lay's- Heat Pump Water Dept. Xmitter $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ Total $ 7,971.57 9,207.21 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 31,964.02 4,255.00 5,087.71 931,932.77 996,645.77 2022 Can-Am Defender Pro DPS HD10 Snow Plow Etc. $ Account Balance $ Accounts Payable Due Vendor Name AED Market Auto Zone CNW Regional Waste Water Doc Desc Doc Date Due Date Amount 4/12/2023 4/27/2023 $ 10,399.00 4/12/2023 4/27/2023 $ 82.23 4/14/2023 5/8/2023 $ 29,107.00 4/12/2023 4/27/2023 $ 1,939.00 4/12/2023 4/27/2023 $ 879.50 4/12/2023 4/27/2023 $ 1,319.25 4/12/2023 4/27/2023 4/12/2023 4/27/2023 4/6/2023 4/27/2023 4/7/2023 4/27/2023 4/12/2023 4/27/2023 4/6/2023 4/27/2023 4/12/2023 4/27/2023 4/14/2023 4/27/2023 4/14/2023 4/27/2023 4/14/2023 4/27/2023 4/6/2023 4/27/2023 4/14/2023 4/27/2023 4/10/2023 4/27/2023 4/13/2023 4/27/2023 $2,010.00 4/12/2023 4/27/2023 Police Dept./Fire Dept.- AED's- ARPA Sanitation Dept.- Unit 012 Monthly Fee Consolidated Pipe &5 Supply Co Inc Water Dept.- Supplies Consolidated Pipe & Supply Col Inc Water Dept.- Resetters Consolidated Pipe & Supply Col Inc Water Dept.- Resetters Consolidated Pipe & Supply Col Inc Water Dept.- Supplies Consolidated Pipe & Supply Col Inc Water Dept.- Meters $262.50 $815.00 $32.94 $477.17 $454.69 $11.96 $257.38 $28.98 $75.20 $732.12 $66.00 $3.98 $36.25 $623.24 $49,613.39 DIs Truck Parts DIs Truck Parts DIs Truck Parts Dis Truck Parts Dominion Office Products James Edward Roberts Pace Analyticals Services LLC Red Oak Trading Co Schneider Electric Sherry Shepherd Southwest Tool Rental! Inc Town of Coeburn USA Bluebook B& G- Unit 014 B&G- Units 011/014 B&G-Unito 013 B&G-Keys Admin./Treas. Office Supplies UT- Deposit Refund Water Dept.- Sampling B&G-T Town alPangouns/barDeel Water Dept.- Supplies UT- Deposit Refund B&G-2N Man Auger UB-Applied & Refunded- Redi Access Acct. Water Dept. Chemicals Interim Accounts Payable Vendor Name Advance Auto Parts Aflac Boggs Municipal Services DJs Truck Parts Fisher Auto Parts Hard Rock Outdoor Heather Phillips Liberty National Lowes Old Dominion Power Ricoh USA Inc Truist Bank Truist Bank Description Amount $1,986.21 $1,111.83 $32,015.00 $755.34 $110.48 $61.90 $1,647.23 $290.93 $25.00 $200.00 $2,231.30 $11,785.04 $75.20 $25.00 $3,108.47 $4,255.00 $76.27 $561.00 $7,730.00 $68,051.20 B&G-Units 00308.0901803510P Sanitation Dept. Unit 012 Employee Insurance Water System Improvement Project B& G- Shop/Fire Dept. Supplies B&G-F Parks & Rec Depot Deposit Refund Employee Insurance B&G- Complex /Depot/MEOC/Bndge Monthly Police Dept. Monthly B&G- Lay's Heat Pump ARPA Cox Tractor Company Inc B&G-F Parks & Rec/Grass Dominion Office Products Admin./Treas. Office Supplies B&G-F Parks & Rec/Shop/Units 008/018/02/034/Shop Pace Analytical Services LLC Water Dept. - Sampling Admin./Police Dept./Sewer Dept/reasurerWater Dept. Wilson Sales & Service Inc Sanitation Dept. - Unit 011 Witmer Public Safety Group Fire Dept. Equipment RailPros Field Services Inc Water System Improvement Project Daily Cash Availability April 2023 Date Total Cash Availability 4/3/2023 4/4/2023 4/5/2023 4/6/2023 4/7/2023 4/10/2023 4/11/2023 4/12/2023 4/13/2023 4/14/2023 4/17/2023 4/18/2023 4/19/2023 4/20/2023 $93,066.78 $102,608.79 $103,351.57 $107,325.64 $117,650.15 $121,785.26 $102,135.59 $104,334.69 $124,589.31 $139,483.30 $109,678.13 $136,101.17 $141,589.54 $161,281.01 4/20/2023 (Daily) Account Current Balance Total Oustanding Checks Accounts Payable Due =-Total Cash Availability $ $ $ $ 295,811.12 84,916.72 49,613.39 161,281.01 Cash Availabilty Comparison 2023 2022 2021 N/A 2020 2019 2018 July Regular Meeting Reported July Workshop Meeting 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 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 N/A $ 192,692.29 $ 376,131.36 $ 155,488.24 $ 145,420.41 $ 75,050.64 $ 195,680.58 $ 37,359.63 $ 149,934.50 $ (7,698.78) 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) $ 107,325.64 $ 219,832.15 $ 155,412.27 $ 35,757.52 $ 42,482.88 $ (51,849.51) $ 176,306.60 $ 255,841.15 $ 105,425.71 N/A $ 17,951.93 February Workshop Meeting Reported $ 202,363.93 $ 233,647.97 $ 112,821.19 N/A $ 24,601.90 $ (23,125.60) $ 228,693.48 $ 161,281.01 N/A $ 122,796.57 N/A $ 36,606.50 $ (31,331.45) N/A $ 134,276.75 $ 14,604.59 $ 35,340.86 N/A $ 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 $ 339,537.85 N/A $ 82,633.87 $ 117,692.13 N/A N/A Invoicecloua PSN INCREASE ADOPTION WITH INNOVATIVE CUSTOMER ENGAGEMENT Our flexible Electronic Bill Presentment and Payment (EBPP) solution provides streamlined enrollment across allp payment options enabling utility customers to quickly Southern Software's FMS Financial Management System Software solution and Invoice Cloud's tight integration provides a seamless customer experience. 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