Council Minutes Regular Meeting March 13,2023 - 6:30 p.m. - 502 Front St. E, Coeburn, VA Attendees: Upon roll call, all members of council werc present. Cathy Sharpe = Clerk/Treasurer, Jimmy Williams -Town Manager, and William Sturgill- Town Attorney, were also present. 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 Mr. Deventae Mooney. Public Expression: Mr. Jeff Collins, 202 Alfred Ave NE, advised he is concerned about the appearance of the town. Mr. Collins said he is concerned about the abandoned homes, properties filled with trash and the general appearance oft the town. He feels that the town needs to do more to make the homeowners clean up their properties. Mr. Mooney stated that the town is working on the ordinances. Mr. Collins said the town is governed by thc Virginia State Code. Mr. Mooney said the town attorney is guiding the town as they deal with this problem. Mr. William Sturgill said there is the Virginia Code and Local Code in place, and he will speak with Mr. Jimmy McElrath at the Wise County Building and Zoning Department about the issue. Mr. Collins feels the town needs to condemn these properties because they are a: nuisance. Vice Mayor Sharon Still said the town is working with DHDC and Lenowisco on a program to deal with blighted properties. Mr. Collins said the overgrowth from the property is coming onto his property and he has had to bring in equipment to clean it up. Mr. Mooney said that Mr. William Sturgill will speak with Ms. Belinda Couch, 511 Hamilton Street, thanked the Coebum Police Department for the extra patrols they are doing on Hamilton Street and the arrests that have been made. Ms. Couch said there will be a Crime Prevention Meeting in April that will take the place of Neighborhood Watch. This meeting will be open to town and county residents. Ms. Couch asked if the town could make standards for trailer parks. Ms. Still said there arc ordinances concerning things like yards and grass but there is also an issue ofwho is responsible, the renter or the owner. Ms. Still said this will be addressed with the Blighted Community Program. Mr. William Sturgill, Town Attorney, said he would look into it to see what the State Code allows. Mr. Joe Still said this is also an issue for the county and the county is also working on dealing with this issue. Ms. Couch asked if they will promote the Crime Prevention Meeting. Council advised they will promote the Mr. McEIrath and call Mr. Collins and share his findings. event once it is finalized and details are made available. Town of Coeburn Regular Council Meeting March 13, 2023 Page 1 of8 Approval of the Agenda: Mayor Deventae Mooney made a motion to add New Business (B.) Resolution 23-001 to the agenda. Vice Mayor Sharon Still seconded the motion, which resulted in all Ayes. Deventae Mooney made a motion to approve the agenda as amended. Sharon Still seconded the motion, which resulted in all Ayes. Reports: Fire Department There was. no representative from the fire department present, but an activity report was included in the packets. The fire department also sent a list of elected officers for council to approve. Sharon Still made a motion to approve officers elected for the 2023 Coeburn Fire Department. Joe Still seconded the motion. Aroll call vote resulted in all Ayes. Police Department Captain Ryan Gardner gave a report for the month of February 2023. There were 669 total events. Mr. Gardner gave a summary of these events. He advised there was an event resulting in Captain Gardner said on March 3, 2023, an email was received from DCJS stating that the Coeburn Police Department was awarded a Federal Law Enforcement Equipment Grant in the amount of $212,000.00. He advised there is a March 24th deadline to get things purchased and the paperwork completed in order to receive the funding. Mr. Mooney stated the email reads like there will be more money available in the future. Mr. Gardner said he will email a list of items. Mr. Jeff Kiser asked Captain Gardner to email council a copy ofthe original email along with the Mr. Gardner reported the problem at 510 Hamilton should be resolved. He advised the resident has been moved to an assisted living facility and the woman that was causing issues is Mr. Gardner also stated that the Crime Prevention Meeting is scheduled for April 6, 2023. Ms. Still asked Captain Gardner to finalize details and let council membcrs know sO it can be Mr. Jimmy Williams asked if the grant could be uscd to outfit the cars. Captain Gardner said he several charges being made taking care ofa problem in the town. list ofitems being purchased. incarcerated and has been advised not to return to the residence. adyertised. thought sO. Mr. Joe Still thanked the police dcpartment for all their hard work. Town of Coeburn Regular Council Meeting March 13, 2023 - Page 2of8 Water Plant Mr. Brian Markham, Water Plant Supervisor, reported that the project is nearing its end hopefully by Friday. He advised tank cleaning is planned for April and the water lines will be flushed in the spring. He said the million gallon tank will be cleaned in thc fall and the lines will be flushed again at that time. Mr. Mooney asked that paving be done at the plant as soon as the pavement plant opens, and the town begins paving. Town Manager Mr. Jimmy Williams, Town Manager, gave each council member a picture of Ringley Park and advised that Raphael said he would be able to do the necessary concrete work. Mr. Williams said that the ground is very soft there and work will need to be done to dig down to solid ground which will be four to six feet. He said the plan will have to be made according to the playground compliance guidelines. Mr. Williams said there will necd to be at least five inches of mulch laid and it will be $28,593.00 to have the mulch installcd. He said this price does not include the barrier to contain the mulch to the play area. Mr. Mooney informed Mr. Williams that a non- profit agency has applied for a grant on behalf of the town and will use that to fund the park project, but the amount of money that would be received or if that agency will be chosen to reccive the grant is not known at this time. He said hopefully more information will be available in June. Mr. Mooney said that the RAFA program may be able to fund this project. Ms. Still advised she is working on a grant for the park. Mr. Mooney said that during the meeting with DHCD the Banner watershed was addressed and maybe some work at the park will be able to be tied into that program. Mr. Jeff Kiser asked if there were plans for the park in Bondtown. Mr. Williams advised he thought about raising the park but that will be a situation affecting the floodplain. He suggested more equipment and mulch for the park. Mr. Kiser said the town cannot ignore the park in Bondtown. Mr. Mooney stated that the work at Ringley Park needs to Mr. Williams reported he has found a filter that meets the needs for the pool for $14,000.00 for parts but no installation. He asked Ms. Still to get her contact to break down into layman' 's terms what is needed and ifhe can install it and give a time frame for the work. Mr. Mooney stated he Mr. Williams said Raphael will be working near town this week and will schedule a time to Mr. Williams reported he has been in touch with someone to teach the CPR/First Aid Class and the cost will be $20.00 per person; the date is to be determined. He said he would like to go ahead and install the AEDs in all the places they need to go. Mr. Kiser asked if the boxes would be locked as had been discussed in previous meetings. Mr. Kiser said as he has traveled, he has looked at AED's in other places and none of them have locks on them. Mr. Williams said these Ms. Sharon Still said the EDA will be meeting soon and needs to know when she could pick up the line-item check for them. Mr. Williams said it would be ready anytime she nccded it. be completed as there are plans in the works. wants to make sure the installation takes place in time for the pool to open. come look at the pool and discuss the work that needs to be done there. are unlocked boxes. Town of Coeburn Regular Council Meeting - March 13, 2023 Page 3 of8 Mr. Mooney said the flooring in the depot kitchen, hallway and bathrooms looks good and hc would like to see that flooring all through the building. Mr. Williams said he would have to measure and get the square footage to be able to estimate a price. Mr. Kiser said the flooring in the depot is relatively new. Ms. Still advised there is just a small piece that is chipping and needs to be replaced. She suggested a piece be taken up and matched at Red Oak Trading Company to replace that if the entire floor wasn't being redone. Mr. Mooney said ifi the town is Mr. Williams reported the Office of Drinking Water is going to be requiring that all lead and copper pipe must be removed from the ground. He said he had a call set up to get more information and the town will need to have a system in place to identify these lines. Mr. Kiser asked what grant funding is available for this project. Mr. Williams said that will have to be Mr. Mooney asked about the status of the Main Street project. Mr. Williams said he has that information in his files. Mr. Mooney said that thc paperwork on the Main Street program must be done before going forward with any more communication with DHCD. Mr. Mooney asked Mr. Joe Still suggested William Sturgill, Town Attorney, write up the requirements of trailer parks as businesses and time frames for moving in and out. Ms. Sharon Still said there are limits as far as how many trailer spots can be on an acre and that thcre can be no new trailer parks in town limits. Ms. Still said time limits regarding the moving in and out oftrailcrs apply to private Mr. Williams said he has not bcen able to get in touch with Mr. Tim Owens to set up an Mr. Still asked what the insurance company said about covering the bike ride during the Guest River Rally. Mr. Williams said that the insurance company did not want to cover the race because of thc distance and taking the ride into thc county. Mr. Still, Ms. Still and Mr. Kiser all said that bike rides had been covered in the past as they were held during the rally and were part of a town sponsored event. Mr. Kiser said he would like to see the ride take place; especially considering that Larry Salyer, who was organizing the race, has passed away. Mr. Williams advised he will speak with the insurance company again, presenting the race as a town event. going to rent the building it needs to be kept in good repair. determined; the project isi in its early stages. Mr. Williams to put that on the top ofl his to do list. lots but not to the lots functioning as a business. inspection of the town buildings. Mr. Sturgill said he could draw up a waiver for participants to sign. Mr. Williams said the lawyers for Hill-Con are still reviewing the contracts. Mr. Williams reported he is working on the order for the awnings for the town buildings. Mr. Williams stated that Invoice Cloud sounds like exactly what the town nceds but will have more information on pricing by the next meeting. Town of Coeburn Regular Council Meeting March 13, 2023- - Page 4 of8 Public Works Mr. Jeff Livingston, Public Works Supervisor, reported that a setter and meter have been installed at Ashvale Circle, scwer lines were jetted at High Street and Second Street, and debris was removed from the scwer line in Bondtown. The sewer line at Pizza Hut was jetted and Mr. Joe Still said that Ms. Wanda Rose from the Coeburn Community Library asked if public works could remove a stakc that is sticking up at the library and presenting a hazard. Ms. Rose Mr. Mooney said the sign beside the propane shop coming into town is lying down and asked that the sign be put back in place. Mr. Mooney also had a call from Ralph Stanley II questioning why his name was removed from the sign. Mr. Stanley offercd to help with funding to have his name placed back on the sign. Mr. Williams said he will look into it and get a price for the Ms. Still asked if there was any paint for the pool. Mr. Livingston said last year the bottom of the pool was painted, but there was no paint left over. Ms. Still asked if the drain could be Mr. Mooney reported he has becn in contact with Mr. Matthew Powers with the Virginia Department of Energy and thc Eastside High School Earth Science class will be having an Arbor Day event in the Dale Ridge arca April 20th. He said tents have been rented and will be brought in on April 19th. The group has also requested the use of the large cans from litter control but public works will need to pick the cans up and deliver them to the site of the event. Mr. Mooney asked public works to coordinate the can delivery with the tent delivery. The Historical Marker dedication for the Wiley Gwynn sign will bel held April 22nd. Mr. Mooney asked Mr. Williams ifl he had spoken with Mr. Odle about a Car/Jeep show in April. Mr. Williams said he has spokcn with Mr. Odle and is waiting for more information from him. Ms. Still asked for Clean Up Day to be put on the marquee sign. Clcan Up Day is April 22nd and Mr. Mooney said there appeared to be a stove sitting on thc curb across from the Pawn Shop and Mr. Still asked if public works had found anything near the hydrant by his house. Mr. Williams public works completed 120 work orders. told Mr. Still the stake is currently covered by a cone. replacement. concreted in the baby pool before any painting is done. the Town Wide Clean Up will be April 17h through the 21st. asked for someone to check and see about that. said that is a wet weather spring and tests negative for chlorine. Town of Coeburn Regular Council Meeting March 13, 2023 Page 5of8 Lane Group There was no representative from The Lane Group present. Mr. Joe Still asked where Mr. Mullins was in his architectural rendering of the depot. Mr. Williams advised that Mr. Mullins Mr. Williams reported that the project in Banner is complete. Ms. Still asked about the bridge in Banner. Mr. Mooney said that the town doesn'to own it and that is all the town has to offer on the issue of ownership. Mr. Kiser said the town only owns one bridge and that he would hate to even say that thc bridge in Banner is owned by thc state because it could be privately owned. will have something by April. The landowner will have to find out who owns that bridge. Treasurer Report Ms. Cathy Sharpe, Clerk/Treasurer, reported a posted cash balance in the amount of $319,610.03 asof3/10/2023. She reported outstanding checks in the amount of$15,344.37, accounts payable due in the amount of $65,050.53 and interim accounts payable in the amount of $449,727.35. This amount includes the Water System Improvement Project checks. After deducting the accounts payable due and outstanding checks, the reconciled balance was $239,215.13. Ms. Sharpe presented meeting minutes for Fcbruary 13, 2023, regular meeting and February 27, Ms. Sharpe reported two additional deposits since reports had been presented for the meeting. Friday's deposit was $10,618.75 and today's deposit was $7,638.86 making the total cash Mr. Mooney looked back at the balance from last year and said it is close to the same amount as Mr. Mooney found a typo in the February 13th meeting minutes. He advised the Sandy Ridge Captain's last name is Indseth, not Williams. Ms. Sharpe said she will make the corrections. Sharon Still made a motion to accept the total accounts payable due as presented. Deventae Sharon Still made a motion to accept the interim accounts payable duc as presented. Deventae Sharon Still made a motion to accept the February 13, 2023, regular meeting minutes with the last name change for the Sandy Ridge Captain from Williams to Indseth. Deventae Mooney Sharon Still made a motion to accept thc February 27,2023, workshop meeting minutes with the change to the Sandy Ridgc Captain's last name from Williams to Indseth. Deventae Mooney 2023, workshop meeting. availability $257,472.74. now. Mooney seconded the motion, which resulted in all Ayes. Mooney seconded the motion, which resulted in all Aycs. seconded the motion, which resulted in all Ayes. Mr. JeffKiser abstained. seconded the motion, which resulted in all Ayes. Town of Coeburn Regular Council Meeting March 13, 2023 Page 6 of8 Attorney Report William Sturgill, Town Attorney, reported he has an agreement ready for the EDA. New Business: A. First Bank and Trust Mr. Williams has been in contact with Ms. Melissa Coffey to find out what paperwork and Resolution would be needed to open a new bank account. Mr. B. Resolution 23-001 - The Town of Coeburn recognized thc Eastside One Act team for its ninth straight State Championship. The town expressed its pride in the Eastside One Act team's outstanding performance, hard work and the fine manner in which the team Williams said he will get the information and paperwork together. represented the town. Jeff Kiser made a motion to approve Resolution 23-001. Sharon Still seconded the motion, which resulted in all Ayes. Old Business: A. Purchase of a New Service Truck for Public Works Mr. Williams presented a quote from a dealer in West Virginia and is waiting to hear from Toms Trucking. He said he cannot get a state bid because iti is outside oft the window to place bids. Ms. Still asked ift the truck with the red hood was operational. Mr. Williams said it is but needs to be tagged. Mr. Williams also said the backhoe is ready and sitting in Norton. Mr. Mooney asked Mr. Williams to let council know when the backhoe makes it to Coeburn. B. Purchase of Heat Pump for Lay's Building - Mr. Williams advised that representativcs from Lay's had verbal quotes but said they would go with the quote Mr. Jeff Livingston has from the group in Florida. He said that quote is around $4,200.00 but does not include installation which could be in the neighborhood of $1,000.00. Ms. Still asked if ARPA funds could be used for that. She said she feels comfortable using those funds to replace the heat pump. Sharon Still made ai motion to purchase a heat pump for the Lay's Building using ARPA funds of no more than $5,500.00. Joe Still seconded the motion, which resulted in all Ayes. 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 of Coeburn personnel and $2.2-3711 (A8) to discuss with legal counsel pertaining to possible litigation and $2.2-3711 (A7) to discuss legal matters. Ms. Sharon Still seconded the motion, which resulted in all Ayes. Town of Coeburn Regular Council Meeting March 13, 2023 Page 7 of8 Closed Session: Immediately following closed session, Mr. William Sturgill, Town Attorney, read "Certification ofClosed Meeting", which is attached to these minutcs and made a part hereof. Aroll call vote certifying that only business matters that werc identified in the motion convening were discussed or considered. The roll call votc resulted in all Ayes. There were no actions resulting from Closed Session. Council Comments and Concerns: Carles Collins - Mr. Collins had no comments or concerns. Jeff Kiser - Mr. Kiser expressed his condolences to the family of Mr. Larry Salyer. Mr. Salyer, former Mayor of the Town of Coeburn, has passed away. Mr. Kiser feels the town needs to Joe Still - Mr. Still said he appreciates everything that everyone does to move thc town along. Sharon Still - Ms. Still said she would like to commend the girls' basketball team for coming in 2nd in the State Championship. She said the team appreciated secing the marquee and the support from the town. Ms. Still appreciates everything everyone does for the town. Deventae Mooney Mr. Mooney said he echoes everything said by his fellow council members. honor Mr. Salyer in some way. Adjournment: Mr. Deventae Mooney made a motion to adjourn this mceting. Ms. Sharon Still seconded the motion, which resulted in all Ayes. Respectfully Submitted, Attest: Catby Inlylage Ruvndte Deventae Mooney, Clefk Mlpey Town of Coeburn Regular Council Meeting March 13, 2023 Page 8of8