September Minutes
TOWN OF CLINCHCO
COUNCIL MEETING
MINUTES OF MEETING ON 9/17/2020
MEMBERS PRESENT: Mayor Jarvis Deel, Vice Mayor Ruby Coleman, Herbert Branham, Cynthia Ellis, Stearl Branham, Jelane Mock, Trevor Counts
MEMBER’S ABSENT:
TOWN CLERK: Tina Deel
TOWN ATTORNEY: Greg Baker (via telephone)
Call to Order & Welcome by Mayor
Mayor Jarvis Deel welcomed everyone and called the meeting to order and asked for a moment of silence.
Approval of Minutes
Mayor Jarvis Deel stated if everyone has had a chance to look at the minutes, and if so, does anyone have any questions over the minutes; no questions were asked. Vice Mayor Ruby Coleman made a motion to approve the minutes; Jelane Mock seconded the motion; a vote was taken and all members were in favor.
Approval of Treasurers Reports
Mayor Jarvis Deel asked for everyone to review the treasurers report (General, Police Department), and if so, does anyone have any questions over the reports; Vice Mayor Ruby Coleman stated how the break down on the BB&T payment was good and acceptable. Herbert Branham made a motion to approve the treasurer’s reports; Stearl Branham seconded the motion; a vote was taken and Mayor Jarvis Deel voted yes, Vice Mayor Ruby Coleman voted yes, Jelane Mock voted yes, Herbert Branham voted yes, Stearl Branham voted yes, Cynthia Ellis voted yes, Trevor Counts voted no.
Cynthia Ellis asked about the payment to Greg Baker; do we pay him monthly; Mayor Jarvis Deel stated yes, that is his retainer fee and we pay him $400.00 a month. Cynthia Ellis asked if that was salary, is that automatically paid. Mayor Jarvis Deel stated yes, we pay him out of the General Account every month. Cynthia Ellis stated, so my question is, is this for services or do we have to automatically pay him that; Mayor Jarvis Deel stated we automatically have to pay him that. This is his retainer fee, but he also renders a lot of services for that too. However, sometimes with the new ordinances and stuff like that were it takes a whole lot of extra time and work we have to pay extra for. Cynthia Ellis asked how much extra is that; Mayor Deel stated it is whatever he bills us for it. Cynthia Ellis stated so, $400.00 times 12, is that yearly; Mayor Deel stated yes, it is $400.00 a month.
Agenda:
Mayor Deel asked for any additions to the agenda; Mayor Deel made a change in the location of the vote on Carson Street, and added Jamie Hackney, which adjusted the numbers on the agenda. Ruby Coleman added the auction property and it was added as the last item on the agenda. Mayor Jarvis Deel asked for any other additions; no other additions were made. Mayor Jarvis Deel asked for a motion for the approval of the agenda with the additions; Cynthia Ellis made a motion to approve the agenda with the additions made; Jelane Mock seconded the motion; a vote was taken and all members were in favor.
Public Comment Procedure:
Mayor Jarvis Deel read aloud the rules and procedure of Public Comments.
Old Business:
Cumberland Plateau
Mayor Jarvis Deel stated we have prepared a resolution that we would like for council to be on board with. Mayor Jarvis Deel read the resolution for the feasibility study for the tiny business village out loud to council. Mayor Jarvis Deel asked for a motion to approve the resolution. Cynthia Ellis made a motion to approve the resolution; Vice Mayor Ruby Coleman seconded the motion; Mayor Deel asked for a roll call vote; Trevor Counts, yes; Cynthia Ellis, yes; Herbert Branham, yes; Stearl Branham, yes; Mayor Jarvis Deel, yes; Vice Mayor Ruby Coleman, yes, Jelane Mock, yes.
Mission, Vision & Town Tagline:
Mayor Jarvis Deel read the Mission statement out loud to council. Mayor Jarvis Deel asked for a motion to accept the mission statement; Jelane Mock made a motion to adopt the mission statement; Cynthia Ellis seconded the motion; a vote was taken and all members were in favor.
Mayor Jarvis Deel read the vision statement out loud to council. Mayor Jarvis Deel asked for a motion to accept the vision statement; Vice Mayor Ruby Coleman made a motion to adopt the vision statement; Herbert Branham seconded the motion; a vote was taken and all members were in favor.
Mayor Jarvis Deel read the Town Tagline out loud to council. Mayor Jarvis Deel asked for a motion to accept the town tagline; Vice Mayor Ruby Coleman made a motion to adopt the town tagline; Jelane Mock seconded the motion; Vice Mayor Ruby Coleman stated she had an additional motion; to have the mission, vision, and town tagline printed and put on a poster for it to be displayed prominently upon the wall in the town hall.
……Mayor Jarvis Deel stated for Ruby to add the addition into the motion; Vice Mayor Ruby Coleman amended the motion to also add printing the mission, vision, and town tagline to be printed and hung on the wall at the town hall. Jelane Mock seconded the motion; a vote was taken and all members were in favor. Jelane Mock stated he wanted the towns website to be updated with the mission, vision, and town tagline. No motion was needed and instructions were given to the town clerk.
Tobacco Tax:
Mayor Jarvis Deel stated what we left on the table last month was if we wanted to put stamps on the cigarettes or if we wanted to continue with the inventory deal. Randy Moore shared with council how they handled it when he was Mayor in purchasing the stamps and how it came to pass that it got forgotten, not intentionally, but it got left on the wayside. Mayor Jarvis Deel stated ok, with that information and what we have found out that it is no extra cost on the store. We would buy the stamps and we would get ahold of their wholesalers and the wholesaler would purchase the stamps from the town and put them on the cigarettes before they delivered the cigarettes. Ashely expressed to council how it would detrimental to the business if they had to stop selling cigarettes while the town got the tax stamps. Mayor Deel explained how that would work and they would be given a certain time to sell down the stock. Greg the town attorney explained the state law dealing with cigarette tax stamps. Greg made other discussion on how other towns or cities handle cigarette tax stamps. Greg also explained how the town would go about checking the business to ensure the stamps are on the cigarettes. Jelane Mock stated he just wanted the town to be in compliance, he didn’t see anything about an honor system just the stamps. Vice Mayor Ruby Coleman asked Greg to advise them on how to dwindle down their inventory. Greg stated give a date do inventory that day and start from there. Ashley expressed her concern on how long it would take to apply to the state on a ST-10 form. Normally it is about 90 days, but with COVID we could be looking at 6 months. Other discussion was made of tabling the topic until next month and how to go about getting up with the wholesalers and Greg gave contact info of who the clerk can get in contact with and get started with ordering stamps. Discussion was made on the transition time for the business to get ready for the stamps. The agreement was made that Roo’s will start the paper work on their end and the town would do the same. We will revisit this again next month to get an update from the business and the town to see where everyone is at in the process. Ashley suggested starting the tax stamps the first of January. Greg stated we didn’t have to set a date just yet, but just follow back up with each other next meeting and then set a date to start. Vice Mayor Ruby Coleman stated she was leaning towards just tabling the topic until next month and allow the business to get their paperwork started. Mayor Jarvis Deel asked for a motion to table the tax stamp topic until next month and we will all catch up with Ashley and Page to see how far they have gotten on their paperwork and we will be checking around on stamps and get some prices. Vice Mayor Ruby Coleman made a motion to table the topic until next month and Ashely and Paige can update the town on where they are at on their paperwork process and they town can update on where we are at on pricing stamps; Herbert Branham seconded the motion; a vote was taken and all members were in favor.
Playground on Mill Street:
Jelane Mock stated that the playground was owned by the school board and he did have the tax ticket. I spoke with Jamie Hackney who said he would get the school board on it to see what he could do to give the land to the town. The School Board sent Burl down here to figure out what was going on and he had spoken to a lawyer about it and that is about as far as I have gotten on it. Jamie Hackney stated that his plan was after he had talked to Jelane about it was to at our meeting next week to make a motion that we do a property transfer to the Town of Clinchco. In speaking to Mrs. Robinson about it she wanted to verify ownership and she assigned that to Burl Mooney. I don’t know if they have all the information needed so far, but I am assuming the school board attorney will get with the clerk’s office, and maybe since you all have Mr. Baker on the phone maybe he can follow up with Scott on it and we can verify everything on it. Greg made discussion over the deed transfer process and who may have the old deed. Greg also discussed the legal process of what may happen for the school board to be able to deed the property to the town. Jamie stated he would contact Scott and have him contact you if that would be better. Greg agreed that would be the best way to do it. Mayor Jarvis Deel asked if anyone had any other questions; no other questions or statements were made.
UTV VDOT UPDATE:
Mayor Jarvis Deel stated as an update with VDOT, I got ahold of a Harvin Kilgore and then Harvin wanted to talk to Glen Cantrell because he knew a lot more about that. Glen Cantrell contacted me today and he said he would try his best to be by tomorrow and would discuss with me what we actually need to do to try and get this started. Vice Mayor Ruby Coleman asked to try and get what started. Mayor Jarvis Deel stated the deal with the ATV’s. After I get a chance to talk to Glen, I will update you guys next meeting.
New Business
Carson Street:
Mayor Jarvis Deel stated to the towns attorney Greg Baker regarding Carson Street bridge; it will be possible to legally close it down temporally if they ever decided to open it back up, it can be reopened, right; Greg stated oh yes, that is a town street so you would have the prerogative of opening it back up if need be. Mayor Deel stated at this time I would like to have a vote to close temporally close Carson Street except for through traffic, and it will be a dead-end street, and block the bridge at both ends. Vice Mayor Ruby Coleman and Jelane Mock stated a correction needed to be made that it will be blocked on one end. Mayor Deel stated yes, that was correct and the correction was made. Stearl Branham made a motion to temporally close Carson Street except for though traffic, and it will be a dead-end street, and block the bridge on one end; Trevor Counts seconded the motion; a vote was taken and all members were in favor with a Roll Call Vote: Trevor Counts, yes; Cynthia Ellis, yes,; Herbert Branham, yes; Stearl Branham, yes; Mayor Jarvis Deel, yes; Vice Mayor Ruby Coleman, yes; Jelane Mock, yes
Vice Mayor Ruby Coleman asked if that included blocking with the cement later, Mayor Deel stated the concrete barrier, yes.
Selena Culbertson:
Selena passed out some papers to council that listed everything that was going on with their group. Selena discussed with council of how the group got started and why. Selena state who the group was and who has partnered with the group to make it more inclusive and more helpful. Selena read the mission statement for the Dickenson County Cutler Diversity and Inclusion Group out loud to council. Selena stated that everything council had been talking about through this meeting is exactly what they are for. She also explained what the group can help with within our county. Selena discussed projects they want to be involved in and what projects they would like help make the visions a reality. Selena explained the group was still new but was working on branching outside of Facebook social media. She discussed what kind of non-profit status they could use in the future, but was willing to partner with Clinchco and use their non-profit status to be able to offer assistance. Mayor Jarvis Deel asked if any of the council had questions for Selena; Cynthia Ellis stated you said you do grant writing; Selena stated yes, we have several people on our team who are grant writers. Cynthia stated, so my question is since we are going to pay for Tina to do the grant writing course can we look into this; Selena stated no, let her go. We are here to make partnerships. Let Tina go be that person for the town. We don’t have to be the lead, but we want to be partners. Trevor and Cynthia questioned about what exactly did they want to do and how they could do grants but still pay Tina; Selena stated we just want to partnership with the town we have some resources to help the town get things that will be needed, and partnering with the town and some leaderships in the county that has land we can help build on that.
Recess:
Mayor Jarvis Deel called for a ten-minute recess;
Meeting Called Back to Order:
Mayor Jarvis Deel called the meeting back into order.
Randy Moore-Ball field:
Randy Moore made conversation over a letter he brought to council and stated what was in the letter to council. He also discussed his personal feelings on the ball field. Randy discussed the time limit on adds must be ran in the paper. He also discussed the playground equipment located at the ball field. He discussed his personal feelings on how council should come to the town hall more and know what was going on. Randy then got off the topic of the ball field. Mayor Jarvis Deel stated that Randy got off topic regarding the ball field.
Letter of Support from BOS and IDA Office for Feasibility Study:
Mayor Jarvis Deel stated he wanted council to know that we sent a letter to request a letter of support from the BOS and the IDA office and see if they will give us a letter of support for the feasibility study regarding the Tiny Business Village. Jelane Mock asked if the feasibility study was the same study, they had done 7 years ago or so; Tina explained what exactly would be going on with the feasibility study for the hopeful plan for the Tiny Business Village.
Special ID’s:
Mayor Jarvis Deel stated he would like for the Vice Mayor Ruby Coleman to update council on the special id’s. Vice Mayor Ruby Coleman stated it had come to her attention that as council, Mayor, Fire Department and Police Department we are eligible for official id’s. It will be with the DMV, and the idea is with those are one, the security if we were out doing events, and someone can see specifically who we are. If we go to Richmond, instead of a name sticker he would have an official badge. The perks to this is it opens council or who else has them it also opens up discounts benefits. Ruby made discussion on what the discounts could be. The ID’s would belong to the town and you would have to return them back to the town if you leave. Cynthia stated shouldn’t it be an infinitive of the town hall to pay the $10.00. Vice Mayor Ruby Coleman stated that is was actually going to be my proposal. Discussion was made of returning them back to the town and what will happen to the cards after service has ended. Discussion was made of other ways to get a special id. Jelane Mock made a motion for the Mayor, Town Clerk, Council members, and the Police Department to get the Special Id’s from the DMV; Herbert Branham seconded the motion; a vote was taken and all members were in favor.
Trevor Counts asked for a moment to finish a discussion with the Vice Mayor Ruby Coleman to discuss what plans had or had not been completed by the town.
AML Grant Plan:
Mayor Jarvis Deel stated he will let Vice Mayor Ruby Coleman submit a plan to council; Vice Mayor Ruby Coleman stated last meeting council agreed to put together a AML Grant Committee and on that team is Jelane Mock, Jim Ellis, Don Hill, Stacy Fleming, and myself. Ruby made discussion of the time frame with subbing something for the grant and how they were running out of time. The group got together, brain stormed and put together a plan. Vice Mayor Ruby Coleman presented the plan packet to council. Mayor Jarvis Deel stated that he felt the AML Committee has done a wonderful job on the presentation and how good everything looked. Ruby explained how this is the Clinchco Ball Field project and gave an example of the project. Ruby explained how this project will give the ability of not disturbing the lay out of the land. Jelane Mock explained to council the market value and trends which is laid out in the plan. Jelane also discussed the targeted audience the plan should bring to the area. More discussion was made over the plan and how it will be eco-friendly and how it should open up more avenues for funding. Jelane also explained how they plan on to hopefully have locals involved in construction, artisans, and etc. Council made discussion on how the land after reclamation would be put back to its original state. Cynthia made conversation of why only two council members can sit on the AML Grant Committee; Mayor Deel stated it is because when more than two council members get together it is considered a meeting. Randy stated that there could be more council as long as you don’t have enough to have a quorum. Greg told council of the state law if three or more gather it would have to be advertised as a meeting.
AML Resolution:
Mayor Jarvis Deel presented the AML Resolution letter out loud to council. Cynthia made other discussion on if members of the committee doesn’t show up. Mayor Jarvis Deel asked for a roll call vote to adopt the resolution for the AML Grant Committee. Roll Call Vote: Trevor Counts, yes; Cynthia Ellis, yes; Herbert Branham, yes; stearl Branham, yes; Mayor Jarvis Deel, yes; Vice Mayor Ruby Coleman, yes; Jelance Mock, yes. Mayor Jarvis Deel stated the vote carried and the resolution is adopted by the town council as of Thursday, September 17, 2020.
Vice Mayor Ruby Coleman made a motion that the AML Committee will utilize the town clerk Tina Deel as secretary for applying for and securing the AML Grant for the project at the ball field, as the AML project is town related and will benefit our community. The Clerk may work on the AML Grant related duties such as minuets, research, correspondence with potential partners during normal work hours. The Clerk will be compensated with pay for additional hours of duties performed outside of the regular work day. That includes the AML committee meetings, doing the minutes, additional duties as needed to make the AML project successful. Cynthia Ellis asked if she would be paid a different salary; Vice Mayor Ruby Coleman stated it wouldn’t be a different salary because that would still be within her pay check. Cynthia stated that wasn’t what she asked; Cynthia repeated the question. Ruby stated yes, she would be paid to go to a meeting with AML Committee after hours yes, she would be compensated for that. Cynthia stated she didn’t think that was right, if you have the AML committee you should have your own secretary and officers. Cynthia made other discussion on how she felt the committee should have their own.
Jelane Mock stated he would like to make an amended motion; I would like to make a motion that we use Tina for the AML project for anything grant related that she will be able to do since she is the town’s clerk for correspondence and grant submission. Cynthia Ellis seconded the motion; a vote was taken and all members were in favor.
Committees:
Jelane Mock stated in the previous economic study that was done on the town they listed 25 things the town needs to do. We need to get committees set up for certain things like beautification, event teams, core teams, history team, create and improve housing team, recreation team. We need to set up some committees. Jelane went ahead and assigned committees to council members who volunteered their time. Other discussion was made of the committees that were created.
Jelane Mock made a motion that we start the tourism committee and Stearl and Herbert Branham be the members from town council on that; Trevor Counts seconded the motion; a vote was taken and all members were in favor.
Vice Mayor Ruby Coleman asked is the Mayor automatically a part of the committees; Greg Baker stated the Mayor would be appointed.
Jealne Mock made a motion to establish the event committee and Ruby Coleman and Trevor Counts will be the council members on it; Stearl Branham seconded the motion; vote was taken and all members were in favor.
Jelane Mock made a motion to establish a beatification committee and Cynthia Ellis and Ruby Coleman will be the representatives for town council; Stearl Branham seconded the motion; a vote was taken and all members were in favor.
Jelane Mock made a motion to establish a history committee and himself (Jelane Mock) and Ruby Coleman will be the members from council; Stearl Branham seconded the motion; a vote was taken and all members were in favor.
Jelane Mock made a motion to establish a housing committee and himself (Jelane Mock) and Cynthia Ellis will be the members from council; Stearl Branham seconded the motion; a vote was taken and all members were in favor.
Jelane Mock made a motion to establish a recreation team committee and Cynthia Ellis and Jelane Mock will be the members on it from council; Sterl Branham seconded; a vote was taken and all members were in favor.
Dennis Reedy/Clinchco History:
Mayor Jarvis Deel asked about Dennis Reedy/Clinchco History; Jelane Mock stated that really it was just part of what we were just on with the committees. The museum was addressed and getting some access to it, some hours also get signage. Jelane discussed the museum and how we could be part of the coal heritage. Jelane Mock stated he didn’t know if we needed a motion on that or not, but basically it was to just talk to Dennis about hours and access. Mayor Jarvis Deel stated no, not right now; that Dennis has moved to Big Stone Gap. Other discussion was made of Dennis moving out of the area. Greg also addressed council regarding maybe someone might want to get ahold of the Historical Society that Dennis has donated some stuff to them. Ruby made discussion of ways that would could create more traffic to the town’s website. Ruby stated she wanted to make a motion that we make a Facebook post that we are looking for hobbyists, photographer, video, drone operators to collect images to make videos to document the Town of Clinchco. Especially documenting our redevelopment growth process. That way we have those things saved as a part of history, and it will not cost us anything it is volunteered. Jelane Mock seconded the motion; a vote was taken and all members were in favor. Ruby made discussion on how a couple of youth is interested in gathering up some history. Ruby Coleman made a motion to allow a youth person work with the history committee; Cynthia Ellis stated she would make that motion. Jelane Mock seconded the motion; a vote was taken and all members were in favor.
Community Trash Pick-up Day/Hot Dogs:
Mayor Jarvis Deel stated to Vice Mayor Ruby Coleman that he told Eugene that you will need to get up with him so he can tell you how to stack it. Mayor Deel asked if they were going to do it on the weekend; Ruby Coleman stated we were hoping for a Saturday. Mayor Jarvis Deel stated ok, the transfer station is not open on Saturdays. Eugene will discuss with you all what we need to do or where we need to put the trash, and how we need to get it hauled off. As far as regular garbage, garbage….that can be put in the trailer anything else would have to be stacked to the side, and then on Monday I can have my workers help get Eugene get everything loaded and put it on trailers, and take it to the transfer station. As far as the hot dogs, if you don’t get any donations for them, we get a $1,000.00 trash money and we can use that money to supply you with hot dogs. Let Tina know what you need. Ruby Coleman stated we will try first for the donation first to help save on money. Cynthia Ellis asked for a reclarification on what was discussed and Mayor Deel stated the plan to Cynthia again. Discussion was made on advertising and it was decided to use Facebook for free advertisement and the town’s website. Greg stated the radio station would do a public advertisement for free, mayor Deel agreed. Tina will call the radio (WDIC) and ask about advertisement.
It was decided to table auction properties until next month
Public Comments:
Mayor Jarvis Deel asked for public comments; Randy Moore stated he just wanted to wish council good luck on your adventures. I don’t think you will go far, but anyhow.
Discussion was made on how long the agenda was, and how in the future it shouldn’t be that long, and how we should manage the agenda.
Jimmy Ellis discussed trash pick up that he had attended at South Holston and how that was managed.
Council Comments:
Mayor Jarvis Deel asked for council comments; Herbert Branham discussed the property where kids central is located and Herbert stated that he would make contact with them. Mayor Deel stated that would be good because Tina has tried several times to contact him and he has never responded back.
Mayor Deel gave an update on the bridge; Savage got ahold of me today, and what they decided to do was will not go back with the concrete bridge up Mill Creek, but they will replace the bridge a new structure about like we have and it will still run around $55,000-$60,000 for them to replace it.
Adjournment:
Mayor Jarvis Deel asked for a motion to adjourn; Cynthia Ellis made a motion to adjourn; Jelane Mock seconded the motion; a vote was taken and all members were in favor.