Council Minutes Special Called Meeting November 16, 2023- 6:30 p.m. - 502 Front St. E, Coeburn, VA Attendees: Upon roll call, the following members ofCouncil were present: Carles Collins, Deventae Mooncy, Joe Still and Sharon Still. JeffKiser was absent. Jimmy Williams Town Manager, Cathy Sharpe C Clerk/Treasurer, were also present. William Sturgill - Town Attorney, was absent. Call to Order: Mayor Deventae Mooney called the meeting to order. Mr. Joe Still gave the invocation. The group remained standing for the Pledge of Allegiance led by Mayor Mooney. Public Expression: There was no Public Expression Response to Public Expression: There was no response to prior public expression. Approval of the Agenda: Sharon Still made a motion to move closed session to before new business. Mr. Joe Still seconded Deventae Mooney made a motion to add under New Business (A.)Update from Town Treasurer. Deventae Mooney made a motion to approve the agcnda as amended. Sharon Still seconded the the motion, which resulted in all Ayes. Sharon Still seconded the motion, which resulted in all Ayes. motion, which resulted in all Ayes. Closed Session: Mayor Deventae Mooney made a: motion to enter into closed session in accordance with Virginia Code $2.2-3711 (A1) to discuss performance of Town ofCoeburn personnel, and Code $2.2-3711 (A8) to discuss with legal counsel pertaining to specific legal matters. Mr. Joe Still seconded the Immediately following closed session, Ms. Cathy Sharpe, Town Clerk/Treasurer, read "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 motion, which resulted in all Ayes. were discussed or considered. The roll call vote resulted as follows: Town of Coeburn Special Called Meeting November 16, 2023 - Page 1 of4 Carles Collins Aye Deventae Mooney - Aye Joe Still Aye Sharon Still - Aye Vice Mayor Sharon Still made a motion to adopt a new personnel document for the police department contingent that it is on cight-hour shifts with the least amount of overtime possible. Mayor Mooney said this means that eight-hour shifts are mandated by Council until Council approves otherwise. Aroll call vote resulted as follows: Carles Collins Aye Deventae Mooney - Aye Joe Still - Aye Sharon Still - Aye New Business: A. Update from Town Treasurer-Ms. Cathy Sharpe, Treasurer, informed Council that the total accounts payable due is $230, 621.31 as of the morning of the meeting. Ms. Sharpe listed in red invoices that the town normally would not have to pay, and those bills are $154,146.49. Some ofthose bills will be reimbursed with grant funding from the police department and the sewer project.; those bills total $96,912.95. Ms. Sharpe included a copy of the interim accounts payable in the amount of $228,499.36 and a cash disbursement sheet. The cash disbursement is not included in the accounts payable because it will be paid online. Ms. Sharpe made a note that there also is a payment due December 1, 2023, for $22,857.76 that is not included in the accounts payable because it will be paid online. She reported the minutes from the October 10, 2023, October 23, 2023, November 1,2 2023, and November 13, 2023, meetings will be Ms. Sharpe reported that the posted cash balance as of the morning of the meeting was $164,020.90. There was $97,815.96 in outstanding checks less the total accounts payable of $230,621.31, leaving a balance of $-164,416.37. After reports were prepared, there was an additional deposit of $25,209.81 making the total cash Mr. Mooney asked if this includes all the bills received at town hall. Ms. Sharpe said other than a bill from Ricoh that has not been opened, all the bills at town hall have Mr. Mooney said that this is not the fault of any one individual, that parameters were put in place for spending and those havc not been followed. Council has authorized the town manager to send out an email to every employee to follow the procedure for purchases. This means nothing is to be purchased at all without a purchase order and approval from the town manager. This means no charges as well. If a purchase needs Town of Coeburn Special Called Meeting November 16, 2023 - Page 2 of4 distributed with the December 11,2023 council packets. availability $-139,206.56. been included in her report. to be made a purchase order will need approved and signed and the card will have to be signed out or a check issued in order for the purchase to be made. Mr. Mooney asked Ms. Sharpe to go over the accounts payable that are highlighted in red. Ms. Sharpe said that the Carter' Tools bill was in red and was approved to pay with ARPA funds and there were a couple from Lowes for picnic tables for the depot and the park that would bc able to be paid for with ARPA funds. She said The Lane Group is a sewer system improvement project that will be reimbursed later. The Virginia Kentucky Communications bills are for policc car cquipment. She said one is for $44,638.95 and the police grant should reimburse that bill; the other needs to be paid by the town. The total of these is $154,146.49 and can be paid with ARPA funds if Mr. Mooney said that there is $154,146.49 that can be paid with ARPA funds, but the town will be reimbursed for $ 96,912.95; SO that means that the town is only using $57,233.54 40fARPAI money. After that happens it will leave $510,077.93 ini the ARPA Mr. Mooney said he knows the situation is grim. There will be repercussions if guidelines for spending are not followed. Mr. Mooney asked what the bill due December 1, 2023, for $22,857.76 was for. Ms. Sharpe said that is a payment for the interest for the VRA water systems improvement project loan. Mr. Mooney said he felt like this was the first step in getting the situation under control and extended his thanks to Ms. Sharpe, Mr. Williams, and Ms. Sherrie Meade-Olinger for bringing the seriousness oft the situation to the attention of Council sO a plan of action can be made. Vice Mayor Sharon Still made a motion to authorize Ms. Sharpe, Treasurer, to use $141,524.00 from ARPA to pay bills knowing that $96,912.95 will be reimbursed. Mr. approved. fund. Joe Still seconded the motion. A roll call vote resulted as follows: Carles Collins Aye Deventae Mooney - Aye Joe Still - Aye Sharon Still - Aye Council Comments and Concerns: Mr. Carles Collins - Mr. Collins had no comments or concerns. Mr. Joe Still - Mr. Still thanked Cathy, Jimmy, and Sherrie for all they do. Ms. Sharon Still - Ms. Still said this has been a tough meeting to sit through and is sad that the town is at this point but will do what needs to be done to correct the steering of the boat to head back up stream. Ms. Still appreciates the work done to present this information to Council. Town of Coeburn Special Called Meeting November 16, 2023 - Page 3 of4 Mr. Deventae Mooney Mr. Mooney said he hopes that the town can retain quality officers and follow the guidance and run the department the way iti is supposed to be. He thanked all at town hall for getting the information together for Council. He thanked the Council members for being at the meeting. Mr. Mooney reminded everyone that the Christmas Bazaar and the Home for the Holidays events are coming up. Adjournment: Mr. Deventae Mooney made a motion to adjourn this meeting. Ms. Sharon Still seconded the motion, which resulted in all Ayes. Respectfully Submitted, Catlerhapi Attest: Cathy Sharpe, Clérk Dinste Deventae Mooney, Mayor My Town of Coeburn Special Called Meeting November 16, 2023-Page 4 of4