Council Minutes Regular Meeting January 14, 2019 - 6:30 p.m. -5 502 Front Street E, Coeburn, VA Attendees: Upon roll call, all members of council were present: Russell A. Mullins - 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. Reverend Steve Baker from the Coeburn Presbyterian Church gave the invocation. The group remained standing for the pledge of allegiance led by Mr. Jimmy Williams. Public Expression: There was: no public comment. Public expression was closed. Approval ofthe Agenda: Jeff] Kiser made ai motion to add 2019/2020 budget process under (G) in new business. Deventae Jeff Kiser made ai motion to approve the agenda as amended. Mike Wright seconded the motion, Mooney seconded the motion, which resulted in all Ayes. which resulted in all Ayes. Reports: Town. Manager Town Manager, Russell A. Mullins reported that all six hundred meters ordered have been delivered and that two hundred of those meters have been installed. He stated that Star Branch Road easements have been drafted. Mr. William Sturgill - Town Attorney said there are some questions concerning a couple of these easements but the majority of them have been completed. Mr. Mullins advised that Mr. JeffLivingston, Public Works Superintendent will start working on those. January 15,2019 ini the afternoon. The afternoon will bei the best time to talk to those people. Mr. Mullins reported that the F350 truck is in the process of being repaired in house at a Mr. Mullins advised that DHCD had accepted that the audits are behind and they have given the considerable savings to the town. town until December 31, 2019 to get those audits caught up. Town of Coeburn - Regular Meeting. = January 14, 2019- Page 1of6 Mr. Mullins stated that he had given Mr. William Sturgill - Town Attorney a copy of a permit violation where a house had been demolished leaving the debris there. He advised that there is also al litter problem on Sixth Street. He said he has contacted the County. Administrator and Greg Cross with the Litter Control Department to try and get that problem under control. He stated that violations are still being issued for those types of problems and that the county takes care oft these since the town adopted the county maintenance plan with Building and Zoning. Mayor Jeff Kiser asked if the town can move forward with new applications, and other projects since the deadline will be December 2019. Mr. Mullins stated that this was for DHCD not VDH but as long as the town has a concrete plan to complete these audits and keep VDH updated everything should be fine going forward. i. Public Works - Jeff Livingston, Public Works Superintendent, reported that all the Christmas Decorations have been taken down. He advised that a leak on Trent Street has been repaired and sewer lines on Trent Street, Wise Mountain Road and Valleyview have been jetted. He reported that around two. hundred meters have been replaced. Mr. Livingston advisedi that thel backhoe is repaired and thel F3501 truck is being put back together. Mr. Russell Mullins reported that the Chevy snowplow truck has been repaired and is now functional. He stated that with the backhoe and snowplow truck Mr. Mike Wright asked when the other truck that is being repaired would bei ready. Mr. Livingston said thati it should be: finished in: about two weeks. Mr. Mullins said the issue with that truck is that the whole cab will have tol bet taken offt tol be able toj pull the motor Mr. Mike Holbrook asked about a deadline for getting meters installed. He asked ifMr. Livingston had any concerns with this deadline. Mr. Chris Mullins with The Lane Group said there is no deadline set in stone but that there is an unofficial deadline of four months to get the meters installed. He said he doesn't see any problems in the Ms. Sharon Still asked how many firel hydrants no longer work. She specifically asked about a hydrant located behind Funk Drilling. Mr. Livingston said it is turned off because itis leaking but it would work ifiti is needed. Mr. Chris Mullins suggested that the hydrants that aren't working be bagged. He suggested that al bright orange trash bag be put on them to let it be known that they aren't functional. Council asked that the hydrant on Jefferson Street be replaced. Ms. Still stated that the town should check all the fire hydrants and make sure they work and if one doesn't there should be one close the town will be able to keep the roads clear ifit snows. out. future unless public works is completed shut down. enough to the areal to be used ifiti is needed. ii. The Lane Group - Chris Mullins, with The Lane Group stated that he met with the survey crew and the Downtown Sewer Replacement Project will be starting the field data. He asked ifMr. Russell Mullins could let the people in the area know that there willl be survey crews: ini the area for the next two to three weeks especially in the Banner Town of Coeburn - Regular Meeting -anuary14,2019- Page 2of6 area and the crew will be in yards. Mr. Russell Mullins stated he would put it in the Mr. Chris Mullins stated that he is very appreciative for the work that Mr. Russell Mullins and Mr. William Sturgill have done to meet the letter of conditions for the Water Replacement Project. He advised that nothing else can be done at this time Mr. Chris Mullins reported that Mr. Jeff Livingston is working on the Star Branch easements and surveys are being done for the sewer. He advised that comments have come in: for the Crab Orchard Project and that those should be addressed by the end of the week. He stated that a project needs to be started SO the town will be eligible for Mr. Jeff Kiser asked that easements be completed sO that phase II of the Meter Replacement can get under way. Mr. Chris Mullins said that easements are the hardest paper and puti it on social media. because the government is shut down. future small grants. part of any project. Treasurer Cathy Sharpe, Clerk/Treasurer, reported a posted cash balance of$130,068.12 as of. January 11, 2019. She reported outstanding checks in the amount of $34,333.30, accounts payable duei in the amount of $42,952.21 and interim accounts payable in the amount of $146,937.82. After deducting the accounts payable due and outstanding checks, the reconciled cash balance was Ms. Sharpe presented meeting minutes for the December 10, 2018 regular meeting and December Ms. Sharpe reported two additional deposits since reports had been presented for the meeting. These deposits totaled $12,960.38 making the total cash availability $65,742.99. Sharon Still made a motion to approve the accounts payable due as presented. Mike Wright Mike Wright made ar motion to approve the interim accounts payable as] presented. Mikel Holbrook Mike Wright made a motion to accept the December 10, 2018 regular meeting minutes as presented. Mike Holbrook seconded the motion, which resulted in all Ayes. Ms. Sharon Still Sharon Still made a motion to accept the December 17,2018 public hearing meeting minutes as $52,782.61. 17,2018 public hearing meeting. seconded the motion, which resulted in all Ayes. seconded the motion, which resulted in all Ayes. abstained. presented. Mike Holbrook seconded the motion, which resulted in all Ayes. Town of Coeburn - Regular Meeting- January14,2019- Page 3 of6 Police Department Assistant Chief, Jimmy Williams gave thej police activity report fort the month of] December 2018. There were 1,295 events that took place during the month. He gave a summary oft these events. Ms. Sharon Still asked who had the, go fund me account for the fireworks. Mr. Jeff] Kiser stated that the Coeburn Improvement Association has been working on the fireworks for the last three or four months. This coming July 4th celebration there will be an attempt to do fireworks. There are people who are interested in becoming certified to be able to shoot the fireworks. Mr. Hawkins has been looking at locations to be ablei to doi the fireworks where it will be safe and: meet all codes. Fire Department December 2018. Chief Cliff Hawkins gave the fire department activity report for the months of November and Mr. Hawkins reported that he had spoken to Pyrotecnico, a group that does a training course to become certified for shooting fireworks. He said they usually do a course in March but a date hasn'tbeen scheduled yet. Mr. Hawkins said that they can: no longer have the course at thel location that they usually have it. He stated that he had found another training company, Pyro Shows located in LaFollette Tennessee. He advised that this company has training scheduled for late March and early April. He reported that the training is free ifthe fireworks are bought from Pyro Shows. Ifnot, the cost is $100.00 per day per person for at two day class. He advised that al license to shoot has to be acquired through the State Fire Marshall's office. The license would require one to shoot shows under the direct supervision of a licensed shooter. Attorney Report William Sturgill, Town Attorney, reported that he has two resolutions drafted that were discussed at the November meeting. These resolutions were for Charlie McConnell and the Eastside One Act Play. He stated that these resolutions are: ready; the dates just need to be put in. Mr. Deventae Mooney advised that he would ask if Eastside One Act Play could be done at the February 11th regular meeting. Mr. Mike Holbrook advised that he would check to see if Charlie McConnell could be present at the February 11th meeting as well. New. Business: A. Community Development Block Grant Urgent Need Project - This is a letter confirming that DHCD will allow the town to submit remittance requests with the expectation that B. DEQ review of the Southwest Virginia Regional Water Supply Plan - This letter is for audits will be submitted by December 31,2019. council information. Town of Coeburn - Regular Meeting-January 14, 2019- Page 4 of6 C. VRA Town Wide Water Meter Replacement Phase I Disbursement 1 - The first disbursement amount was $6,288.00. Mr. Russell Mullins stated that other disbursements D. Health Wagon Donation Request (item budgeted) - This is a letter for a request for a E. One Expired Planning Commission Seat - Mayor Kiser asked that Mr. Mullins advertise for that seat and forward any applicants to council sO they can decide who to appoint at the F. Four Expired Zoning Seats - Mr. Mullins stated that he would advertise and forward any applicants to council sO a decision could be made at the February 11th meeting. G. 2019/2020 Budget - Mayor Jeff Kiser stated that he has spoken to Mr. Art Mead about helping the Town of Coeburn with the budget process. He said Mr. Mead will not ask for compensation for the time he will put into the work but asked that the town take care of hotel expenses and mileage to and from Bluefield. Mr. Kiser asked that all departments give Mr. Mead full support and access to any information that he should need in order to aid in thel budget process. This wasi made int the form ofai motion by Mr. JeffKiser. Sharon would be in the near future. $500.00 donation which is included in the 2019 budget. February 11th meeting. Still seconded the motion, which: resulted in all ayes. Old Business: There wasi no old business to report. 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 accordance with Virginia Code $2.2-3711 (A.7) to consult with legal counsel pertaining to specific legal matters. 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 ini the motion convening were discussed or considered. The roll call vote resulted in all Ayes. Council Comments and Concerns: Mr. Mike Holbrook stated that the minutes for the public hearing on December 17,2018 needs to be amended because aj mistake was: made int those minutes. Mr. William Sturgill was not present at that meeting. Mr. Jeff Kiser made a motion to forego the original acceptance of those minutes and amend those minutes to reflect that the town attorney was not present at that meeting. Ms. Sharon Still seconded that motion, which resulted in all. Ayes. Town of Coeburn - Regular Meeting - January 14, 2019- Page! 5 of6 Mike Holbrook - Mr. Holbrook expressed his gratitude for all the employees for the work they done during the holidays. He said that everything has been cleaned up and the town looks great. He thanked everyone present at tonight's meeting and thanked the visitors that came as well. He mentioned that the town had lost some good people during the holidays and that his heart goes out Deventae Mooney - Mr. Mooney thanked the employees and the town council for all they do to make Coeburn a good place to live. He reminded everyone about losing some very important people in the community. He said he thinks the community truly suffered a major loss with. Jim Wampler passing away as well as having Celebrate close. He felt that Celebrate was a huge part of Coeburn and that Jim and Kathy Wampler were always involved with as many things as possible. He said we will miss. Jim but hel hopes to get] Kathy where she needs to be and continue Sharon Still-N Ms. Still said she couldn't add anything tol Mr. Mooney's comment. She stated that she appreciates all the hard work that the employees do every day, all the work that council does Mike Wright - Mr. Wright said he is thankful for everyone for everything they do for the town. He expressed his condolences to the families for the loss of some pretty great people in the Jeff] Kiser - Mr. Kiser said there has been at tragic time int the community. He said the community has been affected but the families have been more affected by the loss. His said his thoughts and prayers go out to those who have had a very rough Christmas season. He thanked the town employees across the board. He said Coeburn looked really good this year and he thinks the year coming will be good and that last year was good as well. He said to keep moving in the right tot the families. He thanked everyone for all they do. toallow) her tol be involved with things in the town. in separate committees and what they do: in the community. community. He said to remember their families as well. direction. Adjournment: in all Ayes. JeffKiseri made ai motion to adjourn this meeting. Sharon Still seconded the motion, which resulted Respectfully Submitted, laHls Attest: Jag- 948 Town of Coeburn = Regular Meeting- -J January 14, 2019- Page 60 of6