Council Minutes Special Called Meeting February 25, 2019 - 6:30 p.m.- -5 502 Front Street E, Coeburn, VA Attendees: Upon roll call, all: members of Council were present. Cathy Sharpe- - Clerk/Treasurer: and William Sturgill - Town Attorney were also present. Town Manager - Russell A. Mullins arrived late and was: in attendance forj part of the meeting. Call to Order: Mayor Jeff] Kiser called the meeting to order. Deventae Mooney gave the invocation. The group remained standing for the pledge of allegiance led by Mr. Jeff] Kiser. Public Expression: There wasi no public comment. Public expression was closed. Approval of the Agenda: Vice-Mayor, Sharon Still made ai motion toi move (a) and (b) under new business tol before reports. Mayor Jeff Kiser made a motion to approve the agenda as amended. Sharon Still seconded the Mr. Jeff] Kiser seconded the motion which: resulted in all Ayes. motion which resulted in all Ayes. New Business: A. Resolution Honoring Mr. Charles C. McConnell - Town Attorney, Mr. William Sturgill read Resolution 19-006 honoring Mr. Charles McConnell for dedicating many years and working numerous hours for the performing arts at Lay's Hardware. He has contributed to the artistic work of Lay's Hardware and in and around the Town of Coeburn. Mr. McConnell also served on the Coeburn Economic Development Board for many years. He has dedicated his own time and efforts to make the Town of Coeburn and surrounding communities al better place tol live. The' Town Council thanked Mr. McConnell forl his years of dedication and efforts for improvements made to Lay's Hardware, the town, and the Mr. Jeff Kiser made a motion to adopt Resolution 19-006 recognizing Charles C. McConnell for his service to the Town ofCoeburn. Sharon Still seconded the motion. A Mr. Kiser told Mr. McConnell that he had gone beyond the call of duty for sO long and he thinks the resolution honoring him should have happened a long time ago. Mr. Kiser stated Town of Coeburn = Special Called Meeting - February 25, 2019- Page 1 of6 community. roll call vote resulted in all Ayes. that Mr. McConnell was one hundred percent deserving of the honor. He thanked Mr. Mr. Charles McConnell said that he is honored and greatly appreciates the resolution. He stated that he has done sO much for the town because he loves it; itis a unique town and it is where he grew up, went to school and worked for more than thirty years. He said he wants to give back to the place that has been SO good to him. He encouraged everyone tol be aj part in making the' Town of Coeburn better. Mayor. Jeffi Kiser: reminded everyone that Mr. McConnell's family has also served Coeburn Mr. McConnell stated that he is blessed tol be ai resident oft the great Town of Coeburn. He was applauded for the adoption oft the resolution to recognize him for what he has done for B. The Appalachian Mural Trail Presentation - Ms. Teresa Robinette stated that shei isl honored to be involved with a town that honors their artists the way Mr. McConnell was honored tonight. She advised that she is representing the Appalachian Mural Trail which was: started about thirty years ago in Asheville. She said the reason she has gotten involved with the trail is because someone at the Ashville Museum told her that this area is not relevant Ms. Robinette stated that the greatest thing about being listed with the Appalachian Mural Trail is the constant publicity. She said the listing goes out to forty six different newspapers out to all the Economic and Tourism Directors in the southeast. It has been expanded up She advised that the cost tol bel listed with the. Appalachian Mural Trail is $150.00 per. year. Mr. Jeff Kiser made a motion to become members of the Appalachian Mural Trail at $150.00 per year. Mike Wright seconded the: motion which: resulted in all Ayes. McConnell for years and years ofs service to the town. for a lot of years. the town. artistically and she took it upon herselfto make this area relevant. that post the information about the murals, the artists and the town. It goes into the Richmond area. Reports: Town Manager Town Manager, Russell A. was not present at the time the report was to be given. Mr. Mullins later reported that Star Branch Road easements were: mostly completed. He said that there werea couple ofi issues with the large water project but he, JeffLivingston. and Town Attorney, William Sturgill are working on those. He stated that Bostic and Tucker will be setting up the first audit next week. Town of Coeburn - Special Called Meeting - February 25, 2019- Page 20 of6 Public Works JeffLivingston, Public Works Superintendent, reported that there had been a slide at Crab Orchard Road. The town helped the State Department with the slide on Sunday; a sewer line had to be repaired on the hill. The sewer line on High Street has been repaired also. The pump station at Food City had some problems but thej pump hasl been repaired. Thereisap pump out on Cordertown Road; it needs to be checked. The fire hydrant for Jefferson has been delivered and should be Mr. Mike Wright asked about fire hydrant testing. Mr. Livingston stated that Fire Department Jeff Kiser asked that the remaining trash that was burned at the Little League Field be buried or Sharon Still asked about the stairs going up to the high school. Mr. Livingston said they had been Mr. Deventae Mooney asked if the trash dump had been taken back up to the track and baseball Mr. Mike Holbrook asked about a letter that Town Manager, Russell Mullins, had included in the council packets concerning audits and the pending by pass of current projects through the Office ofDrinking Water. Mr. Kiser said that council needs to direct that the 15/16 audit be sent on to the auditors in order to get the process: moving. He said that basically therei is concern with funding going forward but an email states that the audits will notl hold the town up: for the upcoming water projects. They are pushing to get the audits completed as soon as possible. Mr. Kiser stated that a conversation with Ms. Sharpe leads him to believe that it will be closer to July 1st. for having the 16/17 audits ready to be sent to the auditors. He thanked Ms. Sharpe for the extra work that she has been doing to get the bank reconciliations completed. Council agreed that these audits should bet turned over to the auditors as soon as they are: ready; progress should be shown. Mr. Jeff Livingston reported that progress is being made on the easements for the Star Branch installed one day this week. Chief, Cliff] Hawkins would be the person to take care ofthat testing. hauled off. Mr. Livingston stated that it was on the list to be done. taken care of. field, to which Mr. Livingston said they had been taken. Project. He stated that The Lane Group is working on these as well. The Lane Group There wasi no representative from The Lane Group present. Treasurer Cathy Sharpe, Clerk/Treasurer, reported a posted cash balance of $141,506.51 as of February 22,2019. She reported outstanding checks in the amount of $101,174.02, accounts payable due in the amount of $15,730.59 and interim accounts payable' in the amount of $72,334.22. After deducting the accounts payable due and outstanding checks, the reconciled cash balance was $24,601.90. Town of Coeburn = Special Called Meeting - February 25, 2019- Page 3 of6 Ms. Sharpe stated that the February 11, 2019: regular meeting minutes would be distributed with Ms. Sharpe reported two additional deposits since reports had been presented for the meeting. Friday's deposit was $3,326.46 and today's deposit was $927.871 making the total cash availability the March 11, 2019: regular council packets. $28,856.23. Police Department Assistant Chief. Jimmy Williams advised that hel had applied for the Highway Safety Grant and is pushing for $17,000.00. Mr. Jeff] Kiser asked what the funds for this grant would be used for. Mr. Williams stated that it would be: for equipment such as. heavy lights, cones and speed bumps. Mr. Kiser asked how many grants Mr. Williams had been able to geti in the six years he had been Mr. Kiser asked if the police department is looking to fence in the back lot behind the police department to which Mr. Williams replied yes. He stated that it would help to store vehicles instead ofhaving toj pay tol have them stored. Mr. Kiser asked ifthe Boy Scouts might be able to use this loti to store some trailers that have camping equipment inside them. Mr. Williams said at at the police department. He stated around a total of $200,000.00. this time they could but iti is subject to change. Fire Department There wasi no representative from the fire department present. No report was given. Attorney. Report session. Old Business: William Sturgill, Town Attorney, report that all he had for tonight would be discussed in closed A. Budget - Mr. Art Mead had three documents he distributed to council. He asked that a meeting be scheduled in the Town Manager's office around 2 p.m. to 5 p.m. and invited Mr. Lester from the Coalfield Progress. The reason to ask for this meeting would allow In1 the: first document. Mr. Mead presented, he pointed out that there: is at total of $850,000.00 for payroll for the General Fund and the Utility Fund combined. The fringe benefits based on thel history for three years is $400,000.00. The combined overtime fort the General Fund and the Utility Fund is $50,000.00. These figures would make the overall payroll anticipated to exceed $1.3 million which is roughly half the budget. Ifthis document is adopted by council, it gives the governing body the ability to control the positions as far as what the compensation is for the positions; for example: if the police department has an Town of Coeburn - Special Called Meeting - February 25, 2019- Page 4 of6 Ms. Sharpe to pull records that are: needed for the meeting. officer that leaves and that position is filled it takes away the ability to replace a $12 an hour position and puti in a $16 an hour position without the approval of council. The second document Mr. Mead presented was the expenditures past, present and future. The first column is for. FY 17/18 and they are actual final expenditures, the second column isi for FY18/19 proposed budget expenditures and thei third column is FY18/19 year to date actual expenditures. $1.1 million was the total expenditures for the General Fund for FY 17/18. The total expenditures for the Utility Fund for FY 17/18 was over $1.2 million. The third document Mr. Mead presented was revenues for the General Fund and thel Utility Fund. The first part oft the report was for the General Fund. Mr. Mead gave a summary of revenues for FY17/18. Thej projection fori revenues for the General Fund for FY 17/18 was $1,117,802.00 and$1,112,010.12 was collected. Mr. Mead gave a summary ofUtility. Fund revenues for FY 17/18. The projected revenue for the Utility Fund for FY 17/18 was A special called meeting was scheduled for March 16, 2019 at 11:00 a.m. at the Town Hall 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 in all departments and 2.2- 3711(A.7) to consult with legal counsel pertaining to specific legal matters. Sharon Still seconded $1,344,729.00 and $1,368,346.02: was collected. to go over the budget process. the motion which resulted in all Ayes. Closed Session: Immediately following closed session, Cathy Sharpe, Clerk/Treasurer, read the "Certification of Closed Meeting,' which is attached to these minutes and made a part hereof. A roll 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 resulting from the closed session. Council Comments and Concerns: Mike Holbrook = Mr. Holbrook congratulated Mr. Charles McConnell for the adoption of the resolution tonight. He stated that Mr. McConnell has been a huge asset to the Town ofCoeburn for so many years. He is a great resource to: rely on. He thanked Mr. Art Mead, council members Deventae Mooney -Mr. Mooney thanked Mr. Art Mead fortaking time to detail out and make the Sharon Still - Ms. Still thanked Mr. Charles McConnell for all he has done and continues to do. She thanked all the council members, Art Mead, Mr. Livingston and all the town workers. She and employees. budget process easier. Town of Coeburn-S Special Called Meeting- February25,2019- Page! 5of6 appreciates that the police department is still on the job. She thanked Will Sturgill, > the town Mike Wright - Mr. Wright is thankful for Mr. McConnell. He said he certainly deserves to be honored tonight. He thanked Mr. Mead for picking on Mr. Holbrook instead ofhim and told Mr. Mead tol keep up the good work. He thanked all departments for the work that they do. Jeff Kiser- - Mr. Kiser said that years and years of dedication to the town from Mr. McConnell is appreciated. It was special to recognize him for all he has done and it was also appropriate to recognize him for the Mural Project tonight. He told all departments to keep up the great work. manager and everyone else. He also thanked Mr. Art Mead. Adjournment: ina all Ayes. JeffKisern madea a: motion to adjourn this meeting. Sharon Still seconded themotion, whichresulted Respectfully Submitted, OHy Attest: A Clerk ME Kiser, Mayor r Town of Coeburn - Special Called Meeting- - February 25, 2019- Page 6 of6