August Minutes
TOWN OF CLINCHCO
COUNCIL MEETING
MINUTES OF MEETING ON 8/20/2020
MEMBERS PRESENT: Mayor Jarvis Deel, Vice Mayor Ruby Coleman, Herbert Branham, Cynthia Ellis, Stearl Branham, Jelane Mock
MEMBER’S ABSENT: Trevor Counts
TOWN CLERK: Tina Deel
TOWN ATTORNEY: Greg Baker (Not Present)
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; does anyone have any questions over the minutes; no questions were asked. Mayor Jarvis Deel asked for a motion to approve the minutes as is; Ruby Coleman made a motion to approve the minutes; Cynthia Ellis 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 treasurer’s report (General, Police Department, and Money Market Reports). The mayor explained a couple of items and amounts on the treasurer’s reports. Cynthia Ellis stated she wanted a more itemized report. Discussion was made over having access to any and all bills. Cynthia Ellis made a motion to approve all treasurers’ reports; Vice Mayor Ruby Coleman seconded the motion; a vote was taken and all members were in favor.
Agenda:
Mayor Deel asked for any additions to the agenda; Jelane stated we need to add the addition of the treasurer’s report. Mayor Deel stated yes, we will add that. Mayor Deel asked if there were any other additions to add; no other additions were added. Mayor Deel asked for a motion to approve the agenda with the addition of the treasurers’ report; Cynthia Ellis asked if it was required to wear masks in the meetings; Mayor Deel stated no, he didn’t require it since everyone is socially distanced. Another discussion was made over being 6’ apart. Mayor Deel asked again for a motion to approve the agenda with the addition of the treasurers’ report; Jelane Mock made a motion to approve the agenda with the addition; Vice Mayor Ruby Coleman seconded the motion; a vote was taken and all members were in favor.
Old Business:
Rules and Procedures Guide:
Mayor Jarvis Deel stated the rules and procedure guide that Greg has presented to us this just shortened down the rules that we use. His recommendation is to approve this tonight. A discussion was made as to what if they needed other rules in the book, and what would happen if it wasn’t listed on the condensed version. Mayor Deel explained they would fall back to the rule book that they use. Vice Mayor Ruby Coleman made a motion to use the condensed version of Rules and Procedures Guide that Greg Baker had prepared; Jelane Mock seconded the motion; a vote was taken and all members were in favor. The Guide was adopted by Town Council 8/20/2020, Executed at the direction of a majority vote by Town Council and its Mayor, Jarvis Deel, attest by Tina Deel, Clerk of Council.
Annual Vote on Clerk:
Mayor Jarvis Deel stated at this time we need to vote on the clerk; the clerk is the taker of the minutes for the Town Council Meetings. Mayor Deel asked for a motion to appoint Tina Deel as Clerk of Council and taker of the minutes; Vice Mayor Ruby Coleman made the motion to appoint Tina Deel as Clerk of Council and taker of the minutes; Jelane Mock seconded the motion; a vote was taken and all members were in favor.
New Business
P.D. agreement with D.C.S.O.
Mayor Jarvis Deel stated the first thing he wanted to bring up was an agreement with our Police Department and the Dickenson County Sheriff’s Office. Mayor Deel stated that Greg recommended his approval on this that it is standard protocol. Mayor Deel explained to council members exactly what the agreement was, and read it out loud to the council. Mayor Jarvis Deel asked for a motion to approve the agreement with our Police Department and the D.C.S.O.; Vice Mayor Ruby Coleman made a motion to approve the agreement; Jelane Mock seconded the motion; a vote was taken and all members were in favor.
Cumberland Plateau :
Mayor Jarvis Deel stated that I and Tina talked to Cumberland Plateau and right now Jim Baldwin is not comfortable being out, because of COVID 19, but next month might be a different story. Mayor Deel stated that he pitched an idea to Jim Baldwin of a little business operation deal. Tina passed the papers around so the council could see and read a description of what the idea was. Council agreed it was a good idea. Mayor Deel will keep the council up to date if they decide to come and do a study on the location.
Donation to Health Wagon:
Mayor Jarvis Deel stated he would like for a donation to be made to the health wagon. They have named the new building in Clintwood after Sister Bernie and he requested the council to make a donation; Vice Mayor Ruby Coleman agreed. Cynthia Ellis made a motion to donate $250.00 to the Health Wagon; Jelane Mock seconded the motion; a vote was taken and all members were in favor.
Committee/Committees:
Mayor Jarvis Deel stated that Greg said on the Committee/Committees that it was a good idea. What we need to do is get people who are interested. They can be no more than two council members to serve on each different committee. Greg made some recommendations on some names for the committee. The discussion was made if the same people could serve on other committees. Jelane Mock stated he would really like to get a committee started now because the AML grant is approaching soon. Vice Mayor Ruby Coleman suggested calling it the AML committee and then dissolving it after it was complete, or continue it if it was approved, or if not then dissolve it. The discussion was also made of other future committees. Mayor Deel stated at one time he, (Greg Baker) advised us to stay away from the word committee. We can use the AML Grant Committee and if he needs us to change it, we can do so. Mayor Jarvis Deel asked for a motion for someone to head up the AML Grant Committee and get things started. Vice Mayor Ruby Coleman asked if they could still use the clerk for emails and correspondence. Mayor Jarvis Deel stated yes, it will be for the town. Jelane Mock made a motion for the AML Grant Committee to go forward, and it will be headed up by Vice Mayor Ruby Coleman; Cynthia Ellis seconded the motion; a vote was taken and all members were in favor.
Mission & Vision Statement:
Mayor Deel stated that Greg’s thoughts on this are that it is often combined with short consensus and gave examples. Vice Mayor Ruby stated it was a good starting point, but would like to think about it. I think it is important for the citizens to have an input of what they want the town to be known for. Also, the mission and vision will be used for future grants. Another discussion was made of future grant ideas, and how the vision will be important to what type of grant we could attempt to get. It was decided to move it down to public comment so they could receive public comments on the ideas of mission and vision statements.
Town Tagline:
Mayor Jarvis Deel read what Greg’s idea was on a town tagline. Mayor Deel also made a suggestion on a tagline. Other taglines for the town was mentioned. It was decided to move it to public comments for public input.
Grants under $1,000.00:
Jelane Mock stated that himself and Vice Mayor Ruby Coleman had discussed if we could get blanket approval for after we get our committees established that if there is a grant under $1,000.00, they could go ahead. It will be administered through the Town, but this way they can go ahead and not wait to get it approved due to deadlines. Mayor Jarvis Deel stated he had no problem with that. Vice Mayor Ruby Coleman made a motion to allow future committees to have the approval to move forward with grants $1,000.00 or under; Cynthia Ellis seconded the motion; a vote was taken and all members were in favor.
AML Grant (FOIA Requests):
Mayor Jarvis Deel stated we would have to contact them and see how much the FOIA request would cost. Another discussion was made on future committees, FOIA requests, and the AML Grant locations.
Grant Writing Course:
Jelane Mock suggests a course though Western Carolina University, it is a 5-day course and the cost will be $469.00. Jelane stated it would be a good idea for Tina to take the course. It will benefit her and the town. Tina agreed that she would take the course. Jelane stated that she gets paid for the week to take the course and for her not to be bothered with office duties, because the class would be from 9-4. Another discussion was made regarding the college class. Vice Mayor Ruby Coleman made a motion for Tina to take a week off so she can take the grant course and pay her regular pay though that week; Jelane Mock seconded the motion; a vote was taken and all members were in favor.
Tobacco Tax:
Mayor Jarvis Deel read Greg’s recommendation out loud to the council which was we could keep the system we have or use the stamps. Mayor Jarvis Deel explained the difference between the paper version we have now and how the stamps would work. Another discussion was made about the stamps and how they would work. Council decided to table the topic until the town’s attorney can advise according to the Virginia State Law.
Break Down on Treasurers’ Reports:
Cynthia Ellis made a motion to have a better break down on the treasurers’ report at our next meeting in September, Itemized report on the credit card. Another discussion was made on how exactly the council would like items purchased on the credit card itemized. Jelane Mock made a motion that credit card payments are broke down by transactions with a short detail; Cynthia Ellis seconded the motion; a vote was taken and all members were in favor.
Public Comments:
Mayor Deel read out loud the rules of public comments; the audience member stated to the council to hire a grant writer and referred the town to check with UVA College at Wise to assist in grant writing and also check with the community college and all their fees come out of the grant. Discussion was also made of the AMRL Fund. Discussion was also made of adhering to the proper rules and how the meeting will go more smoothly.
Audience members made a discussion of the comments procedures and how they disagreed with them and stated how things should be run differently. A discussion of the ball field was made.
Council Comments:
Mayor Deel asked for council comments; Jelane Mock asked the Mayor if he had ever had an opportunity to go to VDOT; the Mayor stated no, not yet and he was trying to figure out who he needed to go to through VDOT. Tina started to Jelane to answer your question about the internet, Comcast would be $10.00 cheaper. It was decided to keep the Town’s internet the way it is with Broadband. Jelane also asked the Mayor if Peggy Kiser found out anything over the play area up Mill Street. Mayor Deel read the email from Peggy Kiser and it is owned by the school board, but more research needed to be done. Information though the Treasurer’s office stated the School Board. Mayor Jarvis Deel discussed a phone conference over the 202 grant he had earlier in the day with the Core of Engineers and other representatives of the County, and another teleconference on the 3rd of next month to set up a help desks to assist people with filling out the applications. The discussion was made of a council member joining by phone two times.
Adjournment:
Mayor Deel asked for a motion to adjourn; Vice Mayor Ruby Coleman made a motion to adjourn; Stearl Branham seconded the motion; a vote was taken and all members were in favor.