Council Minutes Special Called Meeting May 22, 2023 -6 6:30 p.m. - 502 Front St. E, Cocburn, VA Attendees: Uponroll call, the following members of council were present: Carles Collins, Deventae Mooney, Joe Still and Sharon Still. Jeff Kiser was absent. Cathy Sharpe - Clerk/Ireasurer, and William Sturgill - Town. Attorney, were also present. Jimmy Williams-Town Manager,joined the meeting by phonc. Call to Order: Mayor Deventae Mooney called the meeting to order. Mr. Joe Still gave the invocation. Thc group remained standing for the Pledge of Allegiance led by Mr. Deventae Mooney. Public Expression: There was no public expression. Public expression was closed. Response to Public Expression from May 8, 2023: Mr. Mooney read ai response to a citizen who attended the May 8, 2023, meeting. The citizen did not attend tonight's meeting. The response was that Mr. Mooney had scheduled a meeting at the MEOC building on April 22, 2023, but it was a public event which was a joint cffort from the Town of Coebum and the Equal Justice Initiative Committee. Hei reported that council had asked Mr. Williams to find a location for the reception for after the sign dedication ceremony that was held and the MEOC building was the location Mr. Williams chose. Mr. Mooney advised this is a town owned building and there is currently no lease on file at town hall that states that MEOC or any other organization has rights to the building. He said if there is a lease it needs to be documented and on file. Mr. Mooney said he has confirmed with Mr. William Sturgill, Town Attorney, that the town had the right to use the building for the public event for the Town of Coeburn. Ifthis remains an issue council may want to look at creating a lease for the building. Approval ofthe. Agenda: Vice Mayor Sharon Still made a motion to add under Old Business (B.) - Filter System at Swimming Pool. Mr. Joe Still seconded the motion, which resulted in all Ayes. Ms. Still made ai motion to move thc old business to before the new business which would result in the budget being the last thing on the agenda. Mr. Mooney second the motion, which resulted in all. Ayes. Town of Coeburn- -S Special Called Meeting May 22, 2023 Page 1of5 Sharon Still made a motion to approve the agenda as amended. Joe Still seconded the motion, which resulted in all Ayes. Old Business: A. Motion Picture Licensing Corporation - Ms. Still advised that Mr. Jeff Kiser was supposed to reach out to some pcople about MPLC and other possibilities, but he isn't at tonight's meeting. She asked that this be tabled until the June meeting. Ms. Still reminded council that the cost was $1,029.00 for one year and it basically covers all the movies. She said a small list ofmovies couldn'tb be shown until certain times ofthe Sharon Still made a motion to table Old Business (A.) Motion Picture Licensing Corporation until the next meeting due to Mr. Kiser not being present at tonight's meeting to present information. Joe Still seconded the motion, which resulted in all B. Filter System at the Pool -I Ms. Still reported that she met with Mr. JeffLivingston and Mr. David Carter at the pool to discuss thc pool. Mr. Livingston advised that he had asked Mr. Williams to cancel the big tank because it wouldn'tfit. He said Mr. Williams is supposed to get pricing for other tanks but as of today Mr. Williams didn't have Mr. Williams said for the record the filter he ordered was the exact one Mr. Carter told the town to order in the beginning. Mr. Williams advised council he doesn't know what it will take to cancel the order. He said he will check on it first thing in the morning. Ms. Still said she would rather cancel the order because council has been told itv would be delivered in four weeks and it has already been more like twelve weeks. She said aftert talking to Mr. Carter thcj pool can be opened with the filters that are there and prays that they don'thave to bej primed very often. She reported that Mr. Carter is supposed to be getting prices for the four filters exactly like what is at the pool now. These should be able to be put back in without redoing the plumbing. She said he will be doing more work than the filters at the pool and it would still be less than thc price Sharon Still made ai motion to cancel the current order for the: filter systems at the pool. Sharon Still made a motion to allow Mr. Livingston and Mr. Williams to work with Mr. David Carter to work on renovating the filter systems at the pool using the allotted funds oft no more than $61,000.00. Joe Still seconded the motion, which resulted in all Ms. Still reported she needs 3-inch chlorine tablets for the baby pool. Several year. Ayes. prices but should have them tomorrow. ofv what Mr. Williams ordered. Joe Still seconded the motion, which resulted in all Aycs. Ayes. suggestions were made as to where those may be purchased. Town of Coeburn - Special Called Meeting May 22, 2023 Page 2 of5 New Business: A. Invoice Cloud, Utilities Online Payment Program/Software Mr. Mooney advised that at the last meeting Mr. William Sturgill, Town Attorney, was asked to go over the contract to make sure everything was clear. Mr. Sturgill said he went over the contract and the terms are: fairly standard. He advised he has a couple of things that came to mind when he read the contract. One is the cxclusivity clause as the exclusive provider for the services that are selected. He said the town needs to make sure if the town enters into the contract it needs to stick with that. The second thing is that there is a five-year term on the contract. He advised if it doesn't work out therc has to be sufficient cause for termination. Otherwise, the town is stuck for that period of time. Mr. Sturgill said those are not deal breakers. He just wanted to make council aware of those issues. He said after the five- year term the contract automatically renews for three years unless the town gives notice. Mr. Mooney asked what kind ofnotice they would need to give. Mr. Sturgill advised it is Mr. Williams reported the program will cost the town $200.00 per month. He said once council approves Invoice Cloud, Southern Software will charge $250.00 to set it up in FMS. Mr. Mooney said he feels comfortable approving the Invoice Cloud since it was recommended by Southern Software. Mr. Williams reported it will savc time and money Mr. Mooney made a motion to approve the Invoice Cloud Utilities Online Payment at] least ninety days before the contract ends. for the town when the software is up and running. Program/Software. Sharon Still seconded the motion. A roll call vote resulted as follows: Carles Collins - Ayc Jeff! Kiscr Absent Deventae Mooney : Aye Joc Still - Aye Sharon Still - Aye B. Ringley and Bondtown Parks - Mr. Mooney reported hel has been working with) Mitch from GameTime Cunningham Recreation on playground equipment. Mitch. has been to Coeburn and walked both parks with Mr. Mooney and they have measured and come up with the best possible design they think will complete thc project that was started several years ago in hopes of making Ringley Park more inclusive. Mr. Mooney presented a quote from GameTime clo Cunningham Recreation. He went over the quote which included all the equipment, etc. The total was $108,414.31. The bordering, mulch, and ramp system to Mr. Mooney also presented council color scheme choices to decide on colors for the park. He advised the deep space color scheme has the most primary colors and would fit the makc the park ADA compliant will be $4,179.00. theme of what is going on at the park right now. Town of Coeburn - Special Called Meeting May 22, 2023- - Page 3of5 Deventae Mooney made a motion to accept the two quotes for Ringley Park from Cunningham Recreation in the amount of $112,593.31 using ARPA funds and using the color scheme of deep space. Sharon Still seconded the motion. A roll call vote resulted as follows: Carles Collins - Aye Jeff Kiser - Absent Deventae Mooney Aye Joe Still Aye Sharon Still - Aye Mr. Mooney reported that Bondtown Park is nowhere near being ADA compliant. He received a quote to make it compliant today and the total was $12,283.55. There was a Sharon Still made a motion to approve the quote for Bondtown Park in the amount of $12,283.55 to make it ADA compliant using ARPA funds. Joe Still seconded the motion. discussion about adding more parking to that park. Ar roll call vote resulted as follows: Carles Collins Aye Jeff Kiser - Absent Deventae Mooney Aye Joe still - Aye Sharon Still - Aye C.E Budget - Council and attending representatives discussed the proposed budget. Council constructively reviewed each line item within the General Fund, Sewer Fund and Water Fund forj personnel, revenues, and expenditures. The town manager and treasurer answered any questions that council had regarding specific revenues and expenditures that looked as though the difference cannot be made up by the end of the year. Changes were made to the budget based on the discussion during the review of each line item. The discussion included utility rates and the personnel document. Public Expression: Mr. Mooney re-opened public expression because a citizen was late to attend the meeting. Mr. Shannon Isaacs, 104 Chestnut Avenue, reported his driveway has been blocked by a neighbor's tree that had fallen due to storms. He said storms wreaked havoc on pines that do not belong to him and blocked access to another property he owns. He reported that Mr. Williams stopped public works from moving the trees and dcbris at these locations. Mr. Mooney advised Mr. Isaacs that council usually responds at the next meeting for public expression but said Mr. Williams and Mr. Livingston will be instructed to look into the issue. Mr. Isaacs said it has already Town of Coeburn - Special Called Meeting May 22, 2023 Page 4 of5 been looked into and he doesn't understand how those decisions arc made. He said a tree from anotherr resident fell and the town immediately came to remove it. Mr. Mooney said hopefully this problem will be resolved before the next meeting on the June 12, 2023. Public expression was closed, and the budget meeting was resumed. Closed Session: There was no reason to enter into closed session. Council Comments and Concerns: Carles Collins - Mr. Collins had no comments or concerns. Jeff Kiser - Mr. Kiser was not in attendance. Joe Still -I Mr. Still said he appreciates everything that everybody does. He appreciates Mr. Sturgill, the fire department, and the police department. He said he also appreciates council. Sharon Still - Ms. Still had to leave early. Deventae Mooney Mr. Mooney said he is pleased with the progress. He said the progress is slow and the town isn't where it needs to be yet. He said he is glad council can go through the budget and look and scc where the town is and where it needs to go. He thanked council for the support of the parks tonight. He thinks it is a step in the right direction. He said it has been a very long process. He said he is sO thankful to share the news that the town is moving forward with that. Adjournment: Mr. Deventae Mooney made ai motion to adjourn this meeting. Mr. Joe Still seconded the motion, which resulted in all Ayes. Respectfully Submitted. Attest: Calhy Laag Doreistre Deventae Mooney, Clerk Mey Town of Coeburn - Special Called Meeting May 22, 2023 Page 5of5