Town of Jonesville Regular Monthly Council Meeting Monday, September 13, 2010 The Town of Jonesville held their regular monthly Council meeting on Monday, September 13‚ 2010 at 7:00 p.m. at the Town Hall located in the Cumberland Bowl Park. Members Present: Greg Smith-Mayor Richard Garrett-Vice Mayor A R Blevins Curtis Willis Brian Dean Jim Ewing Marvin Matlock George Cridlin-Town Attorney Absent: Jeff Woodard Employees Present: Brain Bush-Water Plant Supervisor Jimmy Cluesman-Town Superintendent Nancy Hartsock-Town Secretary James Hartsock-Chief of Police Amy Willis-Town Clerk/Treasurer Visitors Present: Louise Carver-Powell Valley News Terry Bolling-BBB Cynthia Crusenberry-BBB John Harris Charles & Linda Parks Marcie Ridings Linda Starks Mayor Greg Smith called the meeting to order at 7:00 p.m. Marvin Matlock led the Invocation and Jim Ewing led the Pledge of Allegiance. Jim Ewing moved to approve the agenda; seconded by Brian Dean. Motion passed-All in favor. Marvin Matlock moved to approve the minutes; seconded by Curt Willis. Motion passed-All in favor. Petitions and Communications from Visitors: Marcie Ridings former Town Clerk/Treasurer was recognized by the Council and requested pay for her vacation time in excess of 120 hours. Town Attorney George Cridlin is supposed to be in contact with Ms. Ridings regarding this issue. The Council spoke with George Cridlin and he verified that the policy states 120 hours are all an employee may accumulate. Annual leave above 120 hours shall expire and may not be accumulated or used. Ms. Ridings stated the town is setting themselves up for a lawsuit if they do not resolve the issue. Ms. Ridings was also questioned by Mayor Smith about the five thumb drives that she had removed from the office. Ms. Ridings stated that she had transferred the information to the network drive the clerk/treasurer office. Terry Bolling and Cynthia Crusenberry with the Bikes, Bluegrass, and Barbecue (BBB) was recognized by the Council requesting funds budgeted by the town be deposited into their account. The funds are used for park improvement for children. Richard Garrett made motion give the BBB the budgeted funds. Seconded by Brian Dean. All in favor motion passed. John Harris with Lee High School Cross Country was recognized by the Council requesting a donation of $300 for fall invitational scheduled for October 16 in Cumberland Bowl Park. Richard Garrett made the motion to give Lee High School Cross Country $300. Seconded by A.R. Blevins. Motion passed all in favor. Reports from Town Officers: Chief James Hartsock was recognized by the Council and stated that things are going well. He gave his report which included 2150 patrol miles, both vehicles services at Jonesville Exxon, radar unit removed from Impala to Dodge by Two Way, radio checked in Dodge, 30 parking tickets (19 paid), 127 calls, 9 assisted motorists with lockouts, collected fines of $1,348.59 (District Court $600, Circuit Court $628.59, and Parking Violations $120), 4 arrests, foot patrols at Jonesville Middle School, Virginia DMV due to heavy traffic during computer outage and new Powell Valley Bank building. Two public concerns are about speeding, running stop signs, and crosswalks at the courthouse. Chief Hartsock passed out pictures of successful crosswalks in Abingdon. He proposed the town purchase 2 crosswalk signs that sit on the yellow line in the middle of the road. He contacted VDOT and they are not interested in assisting. These signs will cost approximately $87 each. They will be put out first thing of morning and taken up at night. They can staple these into the pavement during the day. Jim Ewing made motion to purchase 2 crosswalk signs. Seconded by Richard Garrett. All in favor motion passed. Chief Hartsock also stated the town website is up and running. Any suggestions are welcome. Curt Willis made the motion to approve the financial reports, seconded by Marvin Matlock. Motion passed all in favor. Brian Dean made the motion to approve the bills to be paid, seconded by Jim Ewing. Motion passed all in favor. Report from Jimmy Cluesman Town Superintendent: Mr. Cluesman addressed the Council and stated all was well on the maintenance side. He reported 7 disconnects, 6 reconnects, 5 late notices for nonpayment. He reported no sewer problems. He stated they had several leaks but all were resolved. Fire hydrant on Route 70 was repaired. He also addressed the Council about the water and sewer taps at the doublewide on Harless Avenue. Council advised Mr. Cluesman to remove those taps. He has a zero turn lawn mower with 2 pumps to repair. The cost will be approximately $1200. He has quotes from two different dealers in Bluff City and Warranty One. Mayor Smith also stated that he had a lead on a used Kubota. The Council wished to table the issue until February 2011. Report from Brian Bush Water Plant Supervisor: Brian Bush was recognized by the Council and stated that all was well at the water plant. The hours of operation this were 16.5, normal being 15-16. He would like to stay around 15. Raw water pump removed Tuesday expect it back this week or next. They have two pumps that alternate if the second one goes out they have emergency plans in place. Committee Reports: Richard Garrett Chair of the Parks and Recreation Committee stated that the softball was up and running well. He has 3 teams from Lee, 1 from Wise. He encourages the Council to come out and help. Report from Fire Department: Jim Ewing reported on behalf of the Fire Department. He stated that they were called to the Hurricane section of Jonesville where the residents smelled smoke, no fire on scene. Also had a motorcycle wreck that occurred on Main Street and exhaust fan fire in Occonita. They also have two new members. Audits: Mayor Smith stated that Auditors Thrower and Blanton stated that they must have plan of compliance written up before they continue with the 2006-07 audit. Jeff Woodard has someone in mind. Mayor Smith will talk with Jeff to see if this person is interested so they continue on to get ready for the 06-07 audit. Thrower and Blanton also suggested the town hire someone to get the information prepared for the 06-07 audit. Tamara Greer Auditor suggested some different auditors with the closest one being Diana Pope from Pennington Gap. Mayor Smith will discuss with Mrs. Pope. Old Business: Employee vacation leave was discussed in old business. Richard Garrett stated he was going to write a letter for the September 17, 2010 pay. The letter will state the personnel policy procedure. The latest personnel policy (May 2007) has been signed for and copy of receipt put in personnel file. Town Attorney George Cridlin stated that the policy is very clear. Remind all employees that the policy will be followed. Jack Gilley came by September 7, 2010, concerning the property in town for the Methodist Church. Mayor Smith told him that the Council had not met and he would get back to them after the meeting. New Business: Bikes, Bluegrass, and Barbecue will be held on September 18, 2010. This will consist of a bike ride, BBQ dinner, Ken Wilson Project (band), and car show. George Cridlin was appointed as Town Attorney. Motion made by Richard Garrett seconded by Curt Willis. All in favor motion passed. Amy Willis was appointed as Treasurer/Clerk. Motion made by Jim Ewing seconded by Richard Garrett. All in favor motion passed. Richard Garrett moved to enter Executive Session under Code Section 2.1-344 to discuss legal and personnel issues; seconded by Brian Dean. The motion passed with all in favor. Brian Dean moved to reenter regular session stating that nothing was discussed but legal and personnel issues; seconded by Richard Garrett. The motion passed with all in favor. Mayor Smith took a poll with all in accord. Recommendations from the Mayor: Mayor Smith stated that the Town will host the first night of the Lights in the Park. This will be the Saturday after Thanksgiving. He encourages everyone to come out and participate. He also brought to the Council’s attention the renewal of the cell phone contracts. The bill was approximately $132 and Nancy changed the plan to a more localized area and it will now cost approximately $80-$90 per month. Alltell will be changing to AT&T in January. The town’s contract expires in November. The Council will discuss other options or staying with AT&T at that time. Snelson’s Trash Service was discussed with concern of a rate increase. We will have to check with them to see if there is a contract. Verizon was contacted and we disconnected two telephones lines that were not in use, one at the pool and one at the water plant. This will result in a savings of around $100 per month. We are also checking with Verizon about long distance to see if we can get an additional savings. Mayor Smith and Mr. David Berry installed additional memory on the office computers on September 5, 2010. They are going to install virus protection soon. Mayor Smith purchased a new recorder to record the minutes in the Council Meetings. The town voted to adopt the Resolution concerning the tax rates for the year (See Attached Resolution). Richard Garrett made the motion to accept the Resolution. Seconded by Brian Dean. All in favor motion passed. Amy and Nancy brought to the Council’s attention that there is not a bank reconciliation generated from the Asyst Program. Jim Ewing made the motion to purchase the bank reconciliation program from Asyst. Seconded Brian Dean. All in favor motion passed. Richard Garrett spoke to the Council telling them that they needed to get more involved. Brian Dean moved to recess until Monday, October 11, 2010 at 7:00p.m.; Seconded by Curt Willis. The motion passed all in favor.