April Minutes
TOWN OF CLINCHCO
COUNCIL MEETING
MINUTES OF MEETING ON 4/15/2021
ROLL CALL ON MEMBERS PRESENT: Vice Mayor Ruby Coleman, Herbert Branham, Stearl Branham, Trevor Counts, Jelane Mock
ROLL CALL ON MEMBER’S ABSENT: Mayor Jarvis Deel, Cynthia Ellis
TOWN CLERK: Tina Deel
TOWN ATTORNEY: Greg Baker (Not Available)
This meeting was held for view of the public and public comments via YouTube live. Questions for the public was also available through You Tube Chat and call in.
Call to Order & Welcome by Vice Mayor:
Vice Mayor Ruby Coleman stated the meeting of town council will be called to order; a quorum is present. At this time can we stand for the pledge of allegiance; (everyone stood towards the flag). Vice Mayor Ruby Coleman asked for a moment of silence.
Approval of Minutes:
Vice Mayor Ruby Coleman asked council if they had a chance to review the minutes and asked for any questions; no questions were asked. Jelane Mock made a motion to approve the minutes; Herbert Branham seconded the motion; a vote was taken and all members were in favor.
Approval of the Bills:
Consent expenditures:
Vice Mayor Ruby Coleman asked council if they have had a chance to look at their consent expenditures. Vice mayor Ruby Coleman discussed some expenditure items to help council understand. she also asked if there was any other discussion; Trevor Counts asked about a couple expenditure items. Clerk, Tina Deel explained what the items were and how much. Jelane Mock asked for any more discussion; no other discussion was made. Vice Mayor Ruby Coleman asked for a motion to approve the consent expenditure report; Jelane Mock made a motion to approve the consent expenditure report; Trevor Counts seconded the motion; a vote was taken and all members were in favor.
Additions to the Agenda:
Vice Mayor Ruby Coleman asked for any additions to the agenda: no additions were made to the agenda.
Approval of the Agenda:
Vice Mayor Ruby Coleman asked for a motion to approve the agenda; Herbert Branham made a motion to approve the agenda; Jelane Mock seconded the motion; a vote was taken and all members were in favor.
Old Business:
Gilmore Street:
Vice Mayor Ruby Coleman stated that right now we really don’t have an update. I did get up with Boyd’s Construction and he stated that he has to get up with his guy to get the numbers to fix Gilmore Street. Trevor Counts what exactly were they going to do; Vice Mayor Ruby Coleman explained the drain pipe situation on Gilmore Street. Jelane Mock suggested getting an RFP to get other quotes on the project. Vice Mayor Ruby Coleman agreed. Jelane Mock made a motion to run an RFP to see if anyone else was interested in the project on Gilmore Street; Herbert Branham seconded the motion; a vote was taken and all members were in favor.
Cigarette and Hot Meal Tax & Cigarette Stamps:
Vice Mayor Ruby Coleman stated that she had good news. We found the old cigarette stamps the town had previously purchased. Greg stated that we can use the stamps we will not have an expense in purchasing the stamps. Discussion was made of implementing the Cigarette Stamps. Vice Mayor Ruby Coleman stated that we have talked to the town’s attorney, Greg Baker and he said we can go ahead and implement the stamps as soon as May 1st if council chose to. Other discussion was made on if council decided to go that route a vote would have to be made. Herbert Branham made a motion to implement the Cigarette Stamps by May 1, 2021; Jelane Mock seconded the motion; a vote was taken and all members were in favor.
Verizon account:
Vice Mayor Ruby Coleman stated as an update on Verizon: a certified letter was mailed out as notice as to what was discussed. We instructed the clerk to mail it out certified and that is what she done.
American Rescue Plan Act:
Vice Mayor Ruby Coleman stated that Tina will pass out a packet to each of you. What you will find is basic information on how to proceed. Rules that are given to us as spending. I am sure we will have lots of meeting on how to properly spend the money. Other discussion was made over the American Rescue Plan Act and how much money Clinchco may get. Vice Mayor Ruby Coleman stated that after she found out more, she would pass it on to council.
Update on the Impala:
Vice Mayor Ruby Coleman stated as an update on the Impala the towns car. We do have it up and running now. We had to purchase an alternator, and we did get a sticker for the car. I think in the near future we will need an oil change and tires. But it is up and running for town business right now.
Tiny Business Village Update:
Vice Mayor Ruby Coleman stated that we have been working with the Lane Group and Spectrum over the feasibility study for $25,000.00. Right now, they are working on gathering up some history on Clinchco. If you all remember they asked us if we knew any history to please provide as much as we could. Other discussion was made of history of Clinchco. Discussion was made of the Clincho History Books the town had. Vice Mayor Ruby Coleman stated that we have looked everywhere for the books and can not find them and asked for council to agree to purchase the books for history purposes. Jelane Mock made a motion to purchase both Clinchco History Books and to be kept in the town hall. Herbert Branham seconded the motion; a vote was taken and all members were in favor.
Department of Historic Resources Update:
Vice Mayor Ruby Coleman let council know that we have received a letter from the Department of Historic Resources and we are eligible for a nomination for National Registry also for Virginia Landmarks Registry. We are checking in on that. It is not a done deal; we have a choice to do it if we chose to.
Comcast:
Jelane Mock stated when they installed our internet, they didn’t import our telephone numbers. They will be back to do that. Our next Comcast bill may be a little high, but I will call and take care of that.
Work Program Update:
Vice Mayor Ruby Coleman stated that there is a high possibility we may lose our workers and the reason is they are being shared with the county right now. Our worker we have right now we are expecting him to be moved and we don’t know when. If that happens, we need to all help out or spend the money to hire someone. Other discussion was made of what may happen with our worker and how to proceed forwards. Jelane Mock mentioned that if we have no one to cut grass possibly work with the fir dept. and then make a donation to them in return.
Budget Workshop Meeting:
Vice Mayor Ruby Coleman stated we need to have a couple more budget workshops soon. We will have to have this completed soon. A notice will run in the paper for a public hearing in May which will be here soon in mid-May then we will vote on it in June. It was agreed to meet over the budget April 19th and 20th. Then to meet again April 28th and 29th. Discussion was made of forming a Budget Committee. Trevor Counts made a motion to form a Budget Committee; Herbert Branham seconded the motion; a vote was taken and all members were in favor. The members will consist of Jelane Mock, Ruby Coleman, Herbert Branham, Trevor Counts wasn’t going to be available due to sickness in her family. Cynthia Ellis and Stearl Branham were not present at the meeting but have the opportunity to be part of the committee if they chose to.
Police Department and CHP:
Vice Mayor Ruby Coleman stated that the Cops Hiring Program will be opening soon and we do plan on applying for it. It will give us a full-time officer and help fund that.
Vice Mayor Ruby Coleman stated that right now the Police Dept is paid Bi-weekly the Clerk is paid every week and it would make it a better and easier process if we put everyone on the same pay schedule. Vice Mayor Ruby Coleman asked for a motion to approve payroll weekly for the Police Dept. Trevor Counts made a motion to pay the Police Dept weekly; Jelane Mock seconded the motion; a vote was taken and all members were in favor.
New Business:
Town Hall Forms:
Vice Mayor Ruby Coleman discussed forms that the office has been using. These forms are for administrative use and a good tool for tracking. The Clerk passed the form around to let council view it. Ruby stated it was just for informational purposes for council so they can be up to date on what types of forms we were using in the office for tracking purposes.
SERCAP: College Volunteers:
Vice Mayor Ruby Coleman stated that she had wonderful news: our college volunteers may be able to come in the fall. If COVID has slows down they may be able to come. If COVID spikes back up it may not be until the spring that they join us. Other discussion was made of COVID cases.
Town Hall Represented Email Accounts:
Vice Mayor Ruby Coleman stated this is open to all council for business purposes. It is a good idea for town business to have a town email account. Otherwise, you will be using your personal information. Other discussion was made of having a town email account. For town business we will use mail.com.
Equipment Agreement forms:
Vice Mayor Ruby Coleman asked the clerk do we have any equipment not signed out that belongs to the town. Tina stated the only thig we have that isn’t signed out is a laptop and police radio. Discussion was made proper equipment sign out and usage. A consensus was made for the clerk to talk to the town attorney and ask about getting a agreement form signed. After that the Clerk will contact each of us and let us know what Greg has instructed.
2021-22 Annual Action Plan – DHCD:
Vice Mayor Ruby Coleman stated that we sat in on a conference all in it was in regards to funding that is available. Homeless induvial and needs. It’s nothing we are part of; just informational purposes.
UTV/Golf Cart Ordinance:
Vice Mayor Ruby Coleman asked to Jelane to give an update: Jelane Mock stated that he was told during the new ordinance adoption meeting that a traffic study needed to be done. According to VDOT we have to have an ordinance in place for the golf cart and side by sides. We will first need to vote on the ordinance then fill out a land use permit. Then after all that is approved by VDOT then we can get the signs up. Other discussion was made of the procedure the town will have to follow to adopt the Golf Cart and UTV ordinance.
Discussion was made of other ordinances that the town can implement in time.
Fee for Copies and Faxes:
Vice Mayor Ruby Coleman stated that we have called around to the library to get a comparable rate on copies and faxes. Discussion was made of why we need to increase our rates. To pay for Toner, paper and our fax line. Discussion was made of prices to charge for black and white copies, colored copies and faxes. Herbert Branham made a motion to change the fax fee: $1.00, black and white copies: .25, colored copies .75; Jelane mock seconded the motion; a vote was taken and all members were in favor.
Public Comments:
Vice Mayor Ruby Coleman asked for any public comments and gave out loud a number citizens could call in if they had comments to make. No comments/calls were made.
Council Comments:
Vice Mayor Ruby Coleman asked for council comments; Trevor Counts discussed her thoughts over current treasurer’s report vs. the old treasurer’s report. No other comments were made (Herbert Branham left the meeting early)
Adjournment:
Trevor Counts made a motion to adjourn; Jelane Mock seconded the motion; a vote was taken and all members were in favor.