Council Minutes Special Called Meeting February 28, 2022-6:30 p.m. - 502 Front Street E, Coeburn, VA Attendees: Upon roll call, all members of council were present. Jimmy Williams - Town Manager, Cathy Sharpe- Clerk/Treasurer and William Sturgill - Town Attorney, were also present. Call to Order: Mayor Jeff Kiser called the meeting to order. Mr. Joe Still gave the invocation. The group remained standing for the Pledge of Allegiance led by Mr. Jeff Kiser. Public Expression: Mr. Gene Collins, 209 High. Avenue NE, advised he was at the meeting to represent the financial secretary of First Baptist Church. He reported the insurance almost doubled last year for the church; the church was flagged for several safety violations. He said the church has taken care of al lot oft those issues but guidance is needed for some outside problems pertaining to the sidewalk Mr. Collins advised Louden Insurance Company out of Northern Virginia is their insurance company and they are one of the few companies that will insure churches. Louden has taken pictures of the upgrades the church has done but help is needed from the town to move forward Mr. Roy Nixon, coordinator for the Hope Center Food Pantry, advised he lives in Tacoma. Mr. Nixon said he has been the coordinator for the last two or three years and during that time frame there have been a number ofi incidents with the sidewalk that runs up Brook Avenue from Front Street. He reported there is a very sharp drop in the sidewalk. Mr. Nixon said most of the occurrences happen on Thursdays when food is passed out. He advised a lot of people gather outside when food is being passed out and he knows of at least two incidents that the police department was called. He advised a broken leg and a damaged vehicle were reported for those calls. Mr. Nixon asked council to study the problem and try to see what can be done because people are obviously getting injured and the sidewalk is causing a dangerous situation especially on' Thursdays. He said the sidewalk itself doesn't belong to the church. He said it belongs to the Ms. Sharon Still advised that several things come into play at that location. She said Brook Avenue is a state maintained road. Ms. Still asked if the sidewalk was a town issue or state issue. Mr. Williams said the problem is that the sidewalk is basically int the church's yard. Mr. Nixon advised that the sidewalk isn'texactly the issue. He said it is the drop off that is causing the problems. and ditch. with the outside areas. town. Town of Coeburn - Special Called Meeting = February 28, 2022- Page 1of7 Mr. Jeff Kiser asked Mr. Williams to talk to VDOT and The Lane Group and see what their suggestions are for the problem. Mr. Nixon asked ift the town could fix the rut in the area where the church unloads their food. Mr. Kiser told Mr. Livingston that it would be a good place to dump the small fine gravel that is swept up from the road sides. Mr. Kiser said that will be done about Mr. Kiser said ifThe Lane Group and VDOT decide it is best toj put a handrail up he feels like it an month from now. could be an issue for the church when loading and unloading food. Public expression was closed. Approval oft the. Agenda: Mr. Deventae Mooney made aj motion to add under Old Business (A)- CESF Grant. He advised itl has been discussed and council took a consensus but hasn'tvoted oni it. Jeff Kiser seconded the motion, which resulted in all Ayes. Mr. Jeff Kiser made a motion to approve the agenda as amended. Sharon Still seconded the motion, which resulted in all Ayes. Reports: Town Manager Mr. Jimmy Williams, Town Manager, reported the merry go round and teeter totter should be delivered Wednesday. He said the flower pots are being made. He said he doesn'thave a time of arrival yet but they are trying to have them delivered before May 1st. He advised fireworks are Ms. Still asked about the Marquee sign. Mr. Williams advised the targeted date is still the third week ofMarch. He said they are going to price the signs at Cranes Nest, Town Hall and the one Ms. Still asked about the Flatwoods Picnic. Area. Mr. Williams said he hasn't heard anything yet. Ms. Still said since the town will be paying for the work to be done she would like to see that the town at least have possession for the next five years. Mr. Kiser said he would like to have Ms. Still asked about the doors for the depot and police department. Mr. Williams advised parts Ms. Still asked about Paycom. Mr. Williams explained that the package the town chose has the payroll which also includes kind of an HR type of thing. He advised that the HR part ofit has become quite a chore because there are areas that Paycom can'tl help with. Ms. Sharpe said VRS is one ofthe issues which was the same problem with ADP. Ms. Sharpe said basically it will have tol be keyed into the system manually. Mr. Williams advised he would like to have the extra HR items removed andj just go after the actual payroll part. He said that would also lower the premium ordered and paid for. on 72. Mr. Kiser said the sign that goes on the stage needs to be put back up. possession long term for the citizens. have been backordered. Town of Coeburn - Special Called Meeting - February 28, 2022- Page2of7 as well. Mr. Kiser asked when everything is worked out payroll won't be dependent upon town hall to get done. Mr. Williams said that is correct. Payroll will be done by Paycom. Ms. Still askedifMr. Williams hasl heard anything about the town's website. Mr. Williams advised he is planning to call about it tomorrow. Ms. Still asked ift the town has a way to do auto pay for bills. Mr. Williams said no. She said it needs to be looked into. She said she doesn'tunderstand Ms. Still advised that the eagle needs some concrete mix. She said it needs to be mortar mix because it has to be smooth. She advised there is a crack on the base where it is put together that needs repaired before it is painted. She said when it rains and snows it will get into the crack so it needs to be done before it is finished. Ms. Still said it also needs to be clear coated to protect it. why the town can't do it. She said she will look into it. She advised several cans will be needed. Mr. Kiser said both parks need mulched this year. Public Works Mr. Jeff Livingston, Public Works Superintendent, reported leaks were repaired at the Lay's Mr. Livingston also reported a sewer line was repaired at Lynncrest Drive. He said sewer lines Mr. Livingston asked Mr. Williams to explain what is happening at the pump station at 72 and Crab Orchard. Mr. Williams advised there are two cans and both oft them have holes in the bottom. He said this is because the pumps were turned off years ago and water flowed naturally through them and corroded the bottom of the cans. He reported that Boggs Municipal is looking at the schematics to see ifthey have one that can be used. Ifso, they will let the town have it for a good price. Mr. Livingston said the pump station is being by-passed at this time sO water can go to area customers. He advised the pump station hasn't been used since Veolia was operating in Coeburn. Mr. Williams reported hel has ordered flags and flag poles for July 4th. Ms. Still advised Ms. Susan Collins, professional photographer, is going to make banners for veterans for July 4th. Ms. Still said the banners will say Coeburn Heroes and they will be 2x3 for $35.00 each. Ms. Still said Ms. Collins won't be able to remove all of the backgrounds from the photos but she will be able to remove some ofthem. Ms. Still advised that Ms. Collins was the one who did the senior banners for downtown in the past. Mr. Mooney asked where the banners will be displayed. Mr. Kiser advised they will be displayed in the same way the senior banners were displayed. Ms. Still said the order forms, pictures etc. will go to the girls at town hall and she will deliver them to Ms. Collins as they come in sO she is never overloaded. She said the cut off for the orders will be mid- building, Rally Shack and pump station at Crab Orchard Road. were jetted at Plum Avenue, Driffield Drive and Alfred Street. Council agreed it needs to be fixed. April. Ms. Still reported this hasn't been officially voted on. Mr. Still told Mr. Livingston the lot at public works looks fantastic. Town of Coeburn - Special Called Meeting- - February 28, 2022- Page 3of7 Mr. Mooney asked ift the area across from the Health Wagon where the house was torn down will Ms. Still reported David Carter came to the pool on Saturday at 11:00 a.m. tol look at the pool. He stated Mr. Carter does pools for businesses, hotels etc. Ms. Still advised the work can't be completed before the pool opens this year but Mr. Carter will price it and if council decides for him to do the work he will start it after the pool closes in August. He will then have all winter to be planted in grass sO it will look nice. Mr. Livingston replied yes. complete the repairs. Ms. Still said the leaks may not be as bad as was originally thought. Mr. Carter advised the town to do the patch on the concrete where it is bad but use concrete paint with sand so it won't be slick. He asked ifthe pool can be drained on a Friday SO he can look at it while it is empty on that Saturday. He said he can get an exact idea of what all is wrong with the pool at that time. Ms. Still advised that Mr. Carter said the tall slide will never be stationary because oft the type ofl legs it has. She said he also told her the bolts used to secure it are too small tol hold it. Mr. Carter told her the little slide is the ideal kind to have. Ms. Still stated that Mr. Carter recommended the town raise the admission price for the pool. Mr. Still and Ms. Still said the chairs look nice at the pool. Ms. Still reported Kiwanis is going toj put in fora $50,000.00 grant to install a water feature at the park which will require no charge to use it. Mr. Kiser asked ifit would be better to put it at the Farmer's Market because of the mess it would make at the park. Mr. Mooney and Ms. Still said Mr. Williams reported the Water Treatment Plant needs to change the charcoal there. He said it willl be very expensive ($10,000.00). He advised the charcoal isn'tincluded in the project funding. Mr. Williams also reported that Brian is getting a quote on metal for the roofat the plant. He said the gutters and ceilings are included in the project funding but not the roof. He advised the roofis shingles right now. Mr. Kiser said it may be better to go with a membrane roof at the plant. they feel like it would be better at the park. The Lane Group There was no representative from The Lane Group present. Treasurer Ms. Cathy Sharpe, Clerk/Treasurer, reported a posted cash balance of $372,077.25 as of 02/25/2022. She reported outstanding checks in the amount of $59,161.21, accounts payable due int the amount of $79,268.07 and interim accounts payable in the amount of $132,753.84. After deducting the accounts payable due and outstanding checks, the reconciled cash balance was Ms. Sharpe reported that the meeting minutes for February 14, 2022 regular meeting will be $233,647.97. distributed along with March 14, 2022 regular council packets. Town of Coeburn - Special Called Meeting - February 28, 2022- Page 4 of7 Ms. Sharpe reported two additional deposits since reports had been presented for the meeting. Friday's deposit was $9,012.52 and today's deposit was $27,851.83 making the total cash Mr. Still asked about accounts payable due for $1,309.92 to Cell Phone Repair. Mr. Williams Ms. Still asked ifthe pool license fee was for playing music at the pool. Mr. Williams said yes. She asked ift that would include showing movies. Mr. Kiser said no. He said: movies are licensed from the film company; even a DVD tape and a CDROM when purchased, is for the immediate family only. He said when you start showing it to the public youl have to obtain a license from the Mr. Mooney asked if Progressive Tractor was for the purchase of a new lawnmower. Mr. Livingston said yes. Mr. Mooney asked what kind was purchased. Mr. Livingston advised itisa Mr. Mooney said he saw the garbage truck at the school and it was clean. He said to pass that along toj public work employees. He: said he was worried it would stay nasty all the time. Ms. Still asked about internet and cameras for the pool and downtown. Mr. Williams said Xfinity Comcast is supposed to do a quote for downtown. He said Scott County Telephone will probably have to be the provider for the pool. He advised that the last time he talked with Scott County Telephone there were still: issues with fiber optics. He said that was ay year ago. Mr. Kiser reported he received an email last week and hasn't had time to respond to it. He said Scott County Telephone is int the process of applying for a grant to: furnish fiber optics specifically for the Town availability $270,512.32. advised it was for the purchase of computers. film company and one night is usually at a cost of $250.00 each per night. 60: inch Xmark mower. of Coeburn. Mr. Kiser advised it will be high speed internet for home use. Police Department Mr. Scott Brooks, Police Chief, reported he spoke with Mr. Eddie Simon at Enterprise about leasing some vehicles and Mr. Simon would like to. have a couple of council members do a zoom meeting with him before the next meeting in March. He said Mr. Simon wants to go over some things and he will be willing to come to the council meeting on March 14th to give a presentation in person. Mr. Kiser asked ifMr. Brooks is talking about leasing two vehicles. Mr. Brooks said that it would be up to council to decide but he would like to get more than two. He said the department is in bad need ofcars. He said they are starting to have a lot of problems out of them and they have work orders turned in for repairs. Ms. Still advised it might be hard to find cars right now. Mr. Brooks replied that it might be hard; he said he wouldn't mind getting Dodge Mr. Kiser said Mr. Simon will just be repeating himselfwhen he comes to the meeting on the 14th and feels like it will be fine to wait until the meeting to speak with him. Mr. Brooks said Mr. Simon wants to know for sure council is interested before then because he will be driving a long distance for the meeting. Mr. Collins and Mr. Still volunteered to do the zoom meeting with Mr. Chargers this time. Simon. Mr. Brooks said the meeting could be in Mr. Williams' office. Town of Coeburn - Special Called Meeting- - February 28, 2022- Page5of7 Mr. Kiser told Mr. Brooks he can'tread the police department schedule. He said he would like to have the excel spreadsheet. Fire Department There was no representative from the fire department present. Attorney Report William Sturgill, Town Attorney, advised he didn'th have anything specific to report. New Business: There was no new business to discuss. Old Business: A. CESF Grant - Mr. Mooney reported the grant ist the Coronavirus Emergency Supplemental Fund that Mr. Brooks brought to council at last month's workshop meeting. The grant is for overtime and council discussed how the funds were to be spent. He said the funding is for $25,000.00. Mr. Kiser asked ift the funding will be for overtime only; overtime that is not scheduled. Mr. Brooks replied yes. Ms. Still asked ifit will be for general overtime when someone is offsick, etc. Deventae Mooney made a motion to accept the CESF Grant for overtime only at $30.00 per hour and authorize Mr. Williams to sign the paperwork. Sharon Still seconded the motion, which resulted in all Ayes. There was no reason to enter into closed session. Council Comments and Concerns: Carles Collins - Mr. Collins had no comments or concerns. Deventae Mooney - Mr. Mooney had no comments or concerns. Joe Still - Mr. Still thanked everybody for the work they do. He said he really does thank them. Sharon Still - Ms. Still thanked everyone that does all their work and everybody that works extra and puts in all the extra time it takes to operate the town. She said she is looking forward to the future year and looking forward to seeing the budget. She wants to see how that is rolling. JeffKiser- - Mr. Kiser said he and Ms. Still got an email from Ms. Tara Fisher who recently wrote a book about a scavenger hunt across Virginia. Mr. Kiser said the starting location is Coeburn. He said there are pictures ofLay's] Hardware, Old Dominion Power Company sign and discussion oft the Love sign on Front Street. He said there is a link to take him to the pages and it is a very interesting commentary on Coeburn. Town of Coeburn - Special Called Meeting - February 28, 2022- Page 6of7 Adjournment: in all Ayes. JeffKiser made ai motion to adjourn this meeting. Sharon Still seconded the motion, which resulted Respectfully Submitted, CMa Shape Catby Sharpe, Clerk PAE Town of Coeburn - Special Called Meeting- - February 28, 2022- Page 7of7