Council Minutes Regular Meeting June 12, 2023. - 6:30 p.m. - 502 Front St. E, Coeburn, VA Attendees: Upon roll call, all members of council were present. Cathy Sharpc - Clerk/Treasurer, Jimmy Williams Town Manager, and William Sturgill - Town Attorney, were also prescnt. Call to Order: Mayor Deventae Mooney called the meeting to order. The invocation and Pledge of Allegiance were done during the public hearing held prior to the start of this meeting. Public Expression: There was no public expression. Public expression was closed. Response from Public Expression: There was no response from public expression. Approval oft the Agenda: Deventae Mooney made ai motion to add under New Business (D.)- Basketball Courts at the Pool. Deventae Mooney made a motion to add under Old Business (A.) - Park Update. Sharon Still Deventae Mooney made a motion to add under Old Business (B.)- Filters at the Pool. Sharon Still Deventae Mooney made a motion to approve the agenda as amended. Sharon Still seconded the Sharon Still seconded the motion, which resulted in all Ayes. seconded the motion, which resulted in all Ayes. 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 of May 2023. There were 41 calls, 241-man hours, 218 personnel responding and 380 training hours. Mr. Jackson presented Council with quotes for a new pickup truck. Ms. Still said she thought Council Town of Coeburn Regular Meeting June 12, 2023 Page 1 of8 was waiting for the completion of the new budget before they approved anymore spending. Mr. Jeff] Kiser asked which truck would be replaced. Assistant ChiefJackson said the new truck would be replacing Unit 684. Mr. Kiser asked what the fire department would do with the old truck. Mr. Jackson said ifthe town gives $15,000.00 toward a ncw truck the fire department plans to give the town the old truck. He said the new truck would be used as a personnel carrier and to tow side by sides and the Haz-Mat trailer. Ms. Still said she would like to usc ARPA funds ifCouncil decides to allocate money toward the purchase ofa new truck. Mr. Jeff. Kiser suggested that Mr. Jackson also approach the county to see if they have funds to put toward the purchase of a new truck because the fire department does a lot ofwork ini the county as well as the town. Sharon Still made a motion to approve $15,000.00 using ARPA funds towards the purchase ofa new truck from Freedom Chevrolet. Mr. Carles Collins seconded the motion. Deventae Mooney made a substitute motion to authorize the town to use $27,000.00 of ARPA funds for the fire department to purchase the truck. Sharon Still seconded the motion. JeffKiser said he has no problem incrcasing the amount the town spends but would like to see the firc department approach the county to help fund the purchase of the truck. Ms. Still agreed with Mr. Kiser and would like to see the county approached as well. Aroil call vote resulted as follows: Carles Collins- - Aye Jeff Kiser- Aye Deventae Mooney - Aye Joe Still Aye Sharon Still - Aye Police Department Mr. Ryan Gardner, Police Captain, gave the police department report for the month ofMay 2023. Mr. Gardner reported that Unit 602 is still out for repairs. Mr. Jimmy Williams and Mr. Jeff Livingston said the timing and the front end will have to be repaired. Unit 603 is back but is overheating. Mr. Mooney asked what the status is on the equipment for the new vehicles. Captain Gardner said the equipment should be available in a few weeks. He said the vehicles that are ordered are having lights installed and should be available in a week. Mr. Williams asked Captain Gardner to get the VINS, price, and description of each vehicle SO he can pass that information along to. Rural Development. Captain Gardners said he would get thatinformation to. Mr. Williams. Mr. Gardner reported that he and Jake Elkins passed the taser certification and are now available Mr. Jeff Kiser asked Captain Gardner ift the No Loitering signs are. helping. Mr. Gardner said that officers are doing foot patrols. Mr. Kiser asked Captain Gardncr to remind the officers to walk through the parks, especially late at night. Ms. Still said she gets complaints about people being There were 889 total events. Mr. Gardner gave a summary of thosc cvents. as instructors and are planning a class to get officers re-certified. Town of Coeburn Regular Meeting June 12, 2023 Page 2 of8 afraid, and she suggested that they call in the complaint when it happens. Mr. Gardner said he has heard that people are getting in the pool at night and swimming. Ms. Still said that happens every year, but a big spotlight was installed at the pool to increase visibility. Mr. Livingston said they are going to fix the place in the fence where pcople tend to be able to get into the pool. Captain Gardner said he would like to use funds from the Forfeited Asset Sharing Program to install cameras at the pool. Ms. Still said she would love to have cameras at the pool, the concession area, and at the basketball court but there is no internet connection available at the pool at this time. Mr. Williams said that he would get with Captain Gardner and make plans to do that. Mr. Jeff Kiser spoke to Captain Gardner and asked ift the police officers could go to the post office in the early morning hours between 3 a.m. and 5 a.m. because there is an issue with people sleeping in the post office. Mr. Gardner said he will speak to the officers. He advised he is aware of who Mr. Mooney mentioned that the weather is getting warmer, and people will be looking for places to hang out or sleep. He suggested that the officers make patrols and keep people from loitering Mr. Mooney asked if the trailer had becn moved from High Street. The trailer has been moved up from the corner but is still there. Mr. Mooney said that it doesn't need to be parked there. Mr. Kiser said that the trailer is parked in the handicapped accessible spot, and the sign is down and needs tol be replaced. Captain Gardner said he will have an officer contact the owner and ifitisn't Council decided to move the trash dumpster from Walgreen's to the police department. the person is, and they are now housed and shouldn't be sleeping there. around the town. Ms. Still mentioned seeing a van parked in thc park. moved, he will have it towed. Water Plant There was no representative from the water plant present. Town Manager Mr. Jimmy Williams, Town Manager, presented Council with the color choiccs for the fountain and they chose the vintage color. The price of the fountain is $3,700.00 before shipping. Jeff Kiser made a motion to allow thc purchase of a fountain up to $3,800.00 plus shipping fees. Sharon Still seconded the motion, which resulted in all Ayes. Mr. Williams said he would order Mr. Williams reported that on Wednesday the large filter came in and shipping was refused. He said that there are issues with the order and the delivery. Mr. William Sturgill wrote a letter to the company beforc the items were shipped. This will be discussed further in closed session. Mr. Williams said training for Invoice Cloud will begin Friday. Ms. Still said that when that is ready, she would like instructions to be available to show pcople how to use the system. Mr. Mooney said he knows it will be expensive, but thc town should send letters out to all customers itJune 13, 2023. Town of Coeburn Regular Meeting June 12, 2023 Page 3 of8 to make them aware of the change and how to use the system. Mr. Williams advised he will Mr. Williams reported he emailed Municibid and has not heard back, but when] he spoke with them Mr. Still asked what the latest information is on Hill Com. Mr. Williams said he hasn't spoken Mr. Still asked for information about the bridges getting stained. Mr. Williams said he spoke with Tim from thc Job Corps and some of the painting is supposed to start this week. They will be giving Mr. Williams a material list of things that will need to be purchased from Lowes. The Ms. Still asked about bids for the paving contract. The town has a bid from Boyd's but will need to get other bids if Council wants to see more than one bid. Ms. Still wants to have the handicap probably send a card because that is less costly than letters. before, they said they would come to take pictures to post the items online. with anyone but knows they are actively working. plumbing at the Rally Shack will be finished tomorrow. access paved beside the depot when the parking lot is paved. Mr. Williams said that Boyd's has a roller they may want to sell to the town. Mr. Mooney asked ifthe CPR and AED training had been done. Mr. Williams said it has not been done yct. Mr. Mooney suggested an instructor he met and will give Mr. Williams herinformation. Mr. Mooncy asked if fireworks had been ordered. Mr. Williams said they have been. Mr. Kiser Mr. Mooney asked about the tree on Linkous Street. Mr. Williams said that he reviewed a deed and Linkous is not a town street; it is a private drive. Mr. Mooney asked if Mr. Williams would reported he is working on advertising. contact the landowner and advise her of the situation. Public Works Mr. JeffLivingston, Public Works Superintendent, informed Council that public works cleaned up the lot behind the police department, jetted a sewer line on Cedar Street, repaired lights throughout town, and repaired leaks on Altoona and Ashvale Circle. Hei reported the pump at the pump station was repaired and work was done on the drain at the water plant. He said forty cut-offs were done this month along with 150 work orders. Mr. Livingston advised the swimming pool is up and running. He said he had to give the guys a hand; they all pitched in to get it done on time. Mr. Kiser said that there are a few of thc decorative lights that need replaced and there are a few lights behind Lay's building that need replaced. Lights need to be replaced on Flag Hill as well. Mr. Kiser noticed that the grass was mowed at Flag Hill, but the trees and shrubs need to be cut Mr. Kiser complimented Mr. Livingston on the work that public works does to keep the litter picked up in the town. He asked Mr. Livingston to remind the crew to spray weed killer wherc down. Mr. Livingston said the benches at the park have been secured. therc are weeds, but not around thc trees. Town of Coeburn Regular Meeting June 12, 2023 Page 4 of8 Ms. Still suggested planting service berry trees that are native to the area and less prone to splitting. Mr. Kiscr cxpressed concern about removing the existing trees and having to remove the sidewalk tod do SO. Mr. Mooney said that eventually it will have to be done. Mr. Kiser encouraged Mr. Livingston to keep up the good work. The Lane Group Mr. Chris Mullins, The Lane Group Representative, informed Council that the water line construction contracts are essentially completed. Hc reported Boggs Municipal will be starting up Mr. Mullins gave Council a breakdown of the situation at the water plant. There was a problem with friction loss in the pipe system bringing the water in the plant. The problem was identified and eliminated. A new control valve to stop the overflow will be installed next week. Mr. Still asked Mr. Mullins ifthere has been any progress on the design for the front oft the depot. Mr. Mullins asked if Council has made any decisions about what matcrials they want to use. He Mr. Mullins mentioned that Council needs to keep in mind that some of the ARPA funds were originally planned to be used for sewer projects. He said that he would be available to have a zoom meeting with Mr. Mooney and Virginia Housing to discuss the funding they have available. Mr. Kiser asked Mr. Mullins about the status of the project going toward Banner. Mr. Mullins said the project can be bid on now, but it would not be in the best interests oft the town. He advised Mr. Mullins said hc will do an estimate with faux stone and one with board and batten for the outside oft the depot. He said Council needs to come up with a vision of what they would like to sce done to the depot. Mr. Mullins and Mr. Williams had discussed using a section oft the building the pumps in the morning. suggested faux stacked stonc. the market is flooded, and the price will be much higher. to have. a mural painted on it. Treasurer Report Ms. Cathy Sharpe, Clerk/Treasurer, reported a posted cash balance of $286,820.94 as of June 9, 2023. She reported outstanding checks in the amount of$70,647.06, accounts payable due in the amount of $30,607.00 and interim accounts payable in the amount of $464,149.23. This includes the Water Systems Improvement Project checks. After deducting the accounts payable due and Ms. Sharpe presented meeting minutes for May 8, 2023, regular meeting, and May 22, 2023, outstanding checks, the reconciled cash balance was $185,566.88. special called mceting. Town of Coeburn Regular Meeting June 12, 2023 - Page 5 of8 Ms. Sharpe reported two additional deposits since reports were presented for the meeting. Friday's deposit was $5,033.89, and today's deposit was $3,980.94 making the total cash Sharon Still made a motion to approve the accounts payable as presented. Deventae Mooney Sharon Still made a motion to approve the interim accounts payable as presented. Deventae Sharon Still made a motion to approve the May 8, 2023, regular meeting minutes as presented. Sharon Still made a motion to approve thc May 22, 2023, special called mecting minutes as presented. Deventae Mooney seconded the motion, which resulted in all Ayes. Jeff Kiscr availability $194,581.71. scconded the motion, which resulted in all Ayes. Mooney seconded the motion, which resulted in all Ayes. Deventae Mooney seconded the motion, which resulted in all Ayes. abstained. Attorney Report closed session. New Business: Mr. William Sturgill, Town Attorey, informed Council his concerns will be discussed during A. Back to School Bash - Mr. Mooney said that there is still funding in the budget and from donations for the Back to School Bash. He said he would like to have the event scheduled for. July 31, 2023. Mr. Mooney informed Council that David Osborne will be availablc to provide music on that day. Mr. Williams asked what road will need to bc closed for the event. Ms. Still said she is in favor of the event; that it was very successful last year. Sharon Still made a motion to hold the Back to School Bash on July 31,2023. Mr. Carles B. Motion Picture Licensing Corporation - Deventae Mooney made a motion to purchase a one-year license in the amount of $1,029.00. Sharon Still seconded the motion. Collins seconded the motion, which resulted in all Ayes. Ar roll call vote resulted as follows: Carles Collins - Aye Jeff Kiser . Abstained Deventae Mooney Aye Joe Still - Aye Sharon Still - Aye Town of Coeburn Regular Meeting June 12, 2023- - Page 6 of 8 C. May 2023 Water Report Town Manager, Jimmy Williams, did not have the report. This D. Basketball Court at the Pool - Mr. Mooney asked Mr. JeffLivingston to chcck and make sure the lights are working at the basketball court and the tennis court. He also expressed concern that the basketball court is in bad shape. Mr. Williams said that the court was repainted, and the nets replaced last year, but there was some work needed to divert water from that area. Mr. Mooncy asked Mr. Williams to check prices ofnew goal posts. item was tabled until the next meeting. Old Business: A. Bondtown Park Update - Mr. Mooney reported the curbing and safety surfacing are scheduled to ship onl Friday. He said the curbing may need to be delivered toi the town and then be installed at the park. Hc said the Job Corp needs to be contacted to see if they will B. Filters at thel Pool-Mr. Williams presented a quote for 4: filters, 4 valve adaptors, 50 pounds of pea gravel and 50 pounds of filter sand for $9,224.00. Ms. Still said it's a necessary purchase because the filters at the pool are now antiquated. Mr. Williams will need to gel be able to: restore the walking track at the park. al breakdown oft the price ofi installation to bring before Council. Deventae Mooney made a motion to enter into closed session in accordance with Virginia Code $2.2-3711 (A1) Lo discuss performance of Town of Coeburn personnel, Code $2.2-3711(A3) to discuss the disposition of publicly held real property where discussion in open meeting will affect thc negotiating strategy of the governing body, and Code $2.2-3711 (A8) to discuss with legal counsel pertaining to specific legal matters. Sharon Still seconded the motion, which resulted in Immediately following closcd session, Mr. William Sturgill, Town Attorney, read "Certification ofClosed 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 After closed session, Deventae Mooney made a motion to refund Samantha Mullins half of1 her all Ayes. or considered. The roll call vote resulted in all Ayes. depot rental fee. Aroll call vote resulted as follows: Carles Collins Aye Jeff Kiser- Nay Deventae Mooney Ayc Joe Still - Ayc Sharon Still - Aye Mr. Williams gave Council a quote for the town 10 fix the road at. Elm Avenue. The price for CSI to assist and the town do the work is $100,512.51. The pricc for CSI to complete the project on their own is $152,355.49. Ms. Still questioned the ownership of the road. VDOT told Mr. Williams that it is not their road. Mr. Kiser suggested the town approach the state representativc Town of Coeburn Regular Meeting June 12, 2023 Page 7 of 8 to get clarification of the ownership oft thc road. Mr. Mooney asked Mr. Williams to speak with the representative and comc back to council with what he finds out. Council Comments and Concerns: Carles Collins - Mr. Collins had no comments or concerns. JeffKiser - Mr. Kiser said let's all go home! Joc Still - Mr. Still said let's go home! Sharon Still - Ms. Still said she appreciates everyone's hard work, especially public works. She said public works is asked to do lots ofextra jobs during the summer and does them with a smilc on their faces and they are willing to come out and do the best they can do. Deventac Mooney - Mr. Mooney had no comments or concerns. Adjournment: Mr. Deventae Mooncy made a motion to adjourn this mceting. Ms. Sharon Still seconded the motion, which resulted in all Ayes. Respectfully Submitted, OHy Jaype Attest: Cathy-Sharpe, Clerk Dererfae Deventae Mooney, may Town of Coeburn Regular Meeting June 12, 2023 - Page 8 of8