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HomeMy WebLinkAbout8/16/2016 - JointMINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, AUGUST 16, 2016, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA Al-XTM- XZRIFNNX�= a• Al I= AN M = OMAN 21 1"N M10 2 1'2111 Bradley E. Grose, Mayor Matthew S. Hare, Vice Mayor Keith N. Liles Sabrina McCarty Janet Scheid David R. Jones Dawn M. Michelsen Keith N. Liles William E. Booth STAFF PRESENT: Barry W. Thompson, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Theresa Fontana, Town Attorney Richard W. Peters, Assistant Town Manager/Director of Economic Development Anne Cantrell, Interim Finance Director Anita McMillan, Planning & Zoning Director Joey Hiner, Public Works Director Donna Collins, Human Resources Director Christopher Linkous, Deputy Chief, Fire/EMS Tom Foster, Police Chief Mark Vaught, Lieutenant -Police The Mayor called the regular meeting to order. at 7:00 p.m. The Town Clerk called the roll with Council Member Liles, Council Member McCarty, Council Member Scheid, Vice Mayor Hare and Roll call Mayor Grose present. Anita McMillan called the roll for the Planning Commission with Chairman David Jones, Vice Chairman Keith Liles, William Booth and Dawn Michelsen present. Robert A. Patterson was absent. Troop 235 led the Pledge of Allegiance to t6 U.S. Flag. After leading the Pledge, the Scout Master introduced the Scout members. Under upcoming community events, CounciX Member McCarty announced the next Mingle wil be September 10'h back at the Farmers' Marke with Superhold as the band. She also reminde everyone of the fundraiser yard sale at Vinto History Museum on September 17 Ih and that the are now collecting items to sale and are asking fo volunteers. il The Roanoke Valley Greenway annual picnic will be on October 23rd in the area of the Twin Creeks Brewery and the Farmers' Market. Lieutenant Vaught announced a Safety for Faith -based Organizations training to be held on August 25th at Vinton Baptist Church. The next item on the agenda was the approval of the Consent Agenda. The Town Clerk noted corrections to the July I 91h minutes on Page 8 to the motion to adopt Resolution No. 2162 and on Page 9 to the motion to adopt Resolution No. 2163, Vice Mayor Hare made a motion to approve the Consent Agenda with the noted corrections; the motion was seconded by Council Member Liles and carried by the following vote, Approved minutes of the Regular with all members voting: Vote 5-0; Yeas (5) — meeting of June 21, 2016, Regular Liles, McCarty, Scheid, Hare, Grose; Nays (0) — meeting of July 5, 2016 and Regular None. meeting of July 19, 2016 The next item on the agenda wa presentation to the Police Department by Sh�irle Patsel. Ms. Patsel first commented that she il, making the presentation on behalf of the Vinto Citizens Police Academy which she has been part of for 12 years. Ms. Patsel then read an presented to Chief Foster and the officers presen a plaque and trophy expressing appreciation t the Department. The next item on the agenda was a report o the Vinton Volunteer First Aid Crew for July. Chie Guffey reported the volunteer truck hours wer 517 out of a possible 516 for 100%. The truc was marked up 72% for ALS and 28% BLS. The responded to 95 out of 119 calls and handled 87. The fractile response time was 9.22 and they had 1,654 man hours for the month. The next item on the agenda was th consideration of public comments regardin amendment to the Town of Vinton 2004 — 202 Comprehensive Plan, as amended, by amendini 9 Chapter V. Land Use and Transportation Plan of the Comprehensive Plan including the Future Land Use and Transportation Map, dated September 7, 2004; Map 31 Vinton Area Corridor Plan: Future Land Use Scenario 4 Map, dated February 16, 2010, by incorporating and designating Urban Development Areas (LIDA) section and boundaries; and Traditional Neighborhood Design (TND) concepts and revised population data based on 2010 Population Census. The Mayor opened the Public Hearing at 7:15 p.m. Public Hearing opened Anita McMillan first commented on the history of the grant received from VDOT to provide the professional consulting services for the establishment of Urban Development Areas (UDAs) within the Town. A Steering Committee was established comprised of members of Council, Planning Commission, Board of Zoning Appeals, propertylbusiness owners and staff from the Town, Roanoke County and the Roanoke Valley Alleghany Regional Commission, Four meetings were held with the Committee and an Open House for the public was also held on June 28 1h . A summary of the process was given on July 19'h at a joint work session with Council and the Planning Commission. After any additional comments are received, the UDA Plan will be adopted and made available to the public in the Planning and Zoning Department and on the Town's website. She then turned the meeting over to Sachin Kalbag with Michael Baker International. Sachin Kalbag shared a shorter version of the PowerPoint presentation that was given on July I 91h in connection with the Town of Vinton Urban Development Areas (UDA) Comprehensive Plan Amendment. (A copy of the presentation is on file in the Town Clerk's Office and will be made a part of the permanent record.) In3memm=6 01SNOTIMm M Council Member Scheid commented on the procesAl and expressed appreciation to the Plannin Department. She then asked what were som ideas for implementation of the long-range visio and guidelines for the Town. Anita McMilla responded that when the Vinton Area Corridor Pla was adopted, a list of goals and objectives wa created. When Council had their strategic plannin] 9 session, they along with staff prioritized the items that Gould be achieved in five to 10 years based on available funding. Also, they looked to see if there were any grants available to apply for. For example, the downtown fagade grant came from the Comprehensive Plan. There have been piecemeal amendments to the zoning ordinance, but Council has approved funding for the hiring of a consultant which will be about an 18 month process. These are the type of guidelines that can be incorporated when the zoning ordinance is amended. After further discussion, the Mayor closed the Public Hearing closed Public Hearing at 7:45 p.m. Adopted Ordinance No. 976 to amend Planning Commission Vice Chairman Liles made a Ordinance No. 806, as amended, motion to recommend the adoption of the Town of Vinton 2004-2024 Ordinance as presented; the motion was seconded Comprehensive Plan, Chapter Ill. by Planning Commission Member Michelsen and Community Facilities and Services, carried by the following vote, with all members and Chapter V. Land Use and voting: Vote 4-0-1; Yeas (4) — Jones, Liles, Booth, Transportation Plan of the Michelsen; Nays (0) — None; Absent (1) Comprehensive Plan including the Patterson. Future Land Use and Transportation Map, dated September 7, 2004 and Council Member Scheid made a motion to adopt Ordinance No. 897, as amended, the Ordinance as presented; the motion was Vinton Area Corridors Plan, Map 31 seconded by Council Member McCarty and carried Vinton Area Corridors Plan: Future by the following vote, with all members voting: Vote Land Use Scenario 4 Map; dated 5-0; Yeas (5) — Liles, McCarty, Scheid, Hare, February 16, 2010, by incorporating Grose; Nays (0) - None. and designating by reference, Urban Development Areas (UDA) sections and boundaries; goals and strategies; population projections data; and Traditional Neighborhood Design (TND) principles T e next item on the agenda was the consideration of public comments regarding the proposed granting of a lease to VINDOS, LLC for a certain lot lying to the rear of the former Vinton Branch Library on the southeast side of Meadows Street and below the stormwater detention basin for the Vinton War Memorial identified as 060.16-06- 33.00-000, all of which is located in the Town of Vinton, Virginia, said lease to be for a one-year period with no more than four additional one-year renewal terms. The Mayor opened the Public Hearing at 7:47 p.m. Public Hearing opened Pete Peters commented that as a part of the recent Performance Agreement with VINDOS, LLC, the parking lot formerly used by the old library that sits GAI adjacent to the War Memorial is being considered for overflow parking for patrons and employee parking for the newly proposed Macado's restaurant. The term of the lease will be for up to five one-year periods, VINDOS, LLC will be responsible for the ongoing landscaping and daily upkeep of the lot throughout the duration of the .ease. There were no public comments. Vice Mayor Hal asked if the lease would preclude the Town fro using the parking and Pete Peters responded does not. I Hearing no further comments, the Mayor closed the Public Hearing closed Public Hearing at 7:50 p.m. I Adopted Resolution No. 2164 granting Council Member Liles made a motion to adopt the of a lease to VINDOS, LLC for a Resolution as presented; the motion was seconded certain lot lying to the rear of the by Vice Mayor Hare and carried by the following former Vinton Branch Library on the vote, with all members voting: Vote 5-0; Yeas (5) — southeast side of Meadows Street and Liles, McCarty, Scheid, Hare, Grose; Nays (0) below the star water detention basin None. for the Vinton War Memorial identified as 060.16-06-33.00-000, all of which is located in the Town of Vinton, Virginia The next item on the agenda was to consider adoption of a Resolution awarding a bid and authorizing the Town Manager to execute a contract with Combs Land Solutions, DBA Summit Contracting, in an amount not to exceed $173,091.00 for the construction of Phase I of the Glade Creek Greenway. Anita McMillan commented that Notice of Invitation for Sealed Bids was advertised. A pre -bid meeting was held on July 21st with four contractors attending the meeting after which two addendums were posted on the website. Two bids were received and opened on August 4h, one from Combs Land Solutions, LLC, DBA Summit Contracting in the amount of $173,091 and one from Holt, Inc. for $220,438. Staff recommends that Council accept the bid from Combs Land Solutions, the low bidder for the project and authorize the Town Manager to execute the contract. 0 Greenway for this project. This will be the first paved Greenway in the Town and the first Glade Creek Greenway. Also Precision Fabrics donated,l a portion of their property in order for the Greenway to go under the Dale Avenue Bridge without patrons having to cross Virginia Avenue. Ms. McMillan commented that we have also received RSTP funding for the Glade Creek Greenway Phase 11 from VDOT, Council Member Scheid asked how long the project, would take. Ms. McMillan responded that the contractor said if the work was started in September, it should be completed by December. The contract is for 120 days. Council Member Scheid made a motion to adopt the Resolution as presented; the motion was seconded by Vice Mayor Hare and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) — Liles, McCarty, Scheid, Hare, Grose; Nays (0) — None. The next item on the agenda was to consider adoption of a Resolution re -appropriating $1,60U0 received from the American Association of Retired Persons (AARP) to utilize the SNAPIEBT program at the Vinton Farmers' Market. Anne Cantrell commented that in April of last fiscal year the donation was received and at the end of year only $87 had been utilized. The balance of $1,513 needs to re -appropriated to be used in this fiscal year. Vice ITflayor Hare made a motion to adopt the Resolution as presented; the motion was seconded by Council Member Liles and carried by the following vote, with all members voting- Vote 5-0; Yeas (5) — Liles, McCarty, Scheid, Hare, Grose; Nays (0) — None. The next item on the agenda was the Financial Reports for May and June 2016. Vice Mayor Hare Began by commenting that the Finance Committee met last week to review the financial reports. The June report is preliminary at this *oint because items are still being posted, When Adopted Resolution No. 2165 awarding a bid and authorizing the Town Manager to execute a contract with Combs Land Solutions, DBA Summit Contracting, in an amount not to exceed $173,091.00 for the construction of Phase I of the Glade Creek Greenway Adopted Resolution No. 2166 re - appropriating $1,600.00 received from the American Association of Retired Persons (AARP) to utilize the SNAP/EBT program at the Vinton Farmers' Market 505 it is closed out, it will probably look a lot like the May report showing very strong numbers in revenue and expenditures. In May the revenues were up 111% and expenditures were only at 98%. The three items that are the indicators of ti-R.-I health of the local economy are sales tax, mea tax and business licenses. We exceeded t budget on those items by two percent. The ca in May was up over $400,000 year to year. -1 Vice Mayor Hare next commented that the Committee also did a further review of the compensation study and realized that it created some compression issues in some of the classification bands, Staff has come up with some suggestions of ways to address these issues from an administrative standpoint by adjusting the bands. Council will be requested at the next meeting to adopt a Resolution to transfer funds from contingency back to salaries and wages. The Town Manager commented that this will be effective with the first pay period in September. Vice Mayor Hare made a motion to approve tl� - Financial Reports for May and June 2016; t motion was seconded by Council Member Sche. carried by the following vote, with members voting: Vote 5-0; Yeas (5) — Lite McCarty, Scheid, Hare, Grose; Nays (0) — None.] The Mayor commented on the success of special recognition service for Vinton's fir responders at Thrasher Memorial Unit Methodist Church on August 7th. He at commented on the open house and tour of the William Byrd High School, )i Comments from Council: Council Member Scheid commented on the work by staff on the compensation study, Council Member McCarty commented on the success of the National Night Out event. Council Member Liles commented on the open house and tour of the old William Byrd High School. Planning Commission Member Michelse made a motion to adjourn the Plannin Commission from the meeting; the motion wa seconded by Planning Commission Membel Approved financial reports for May an4 June 2016 0 Booth and carried by the following vote, with all members voting: Vote 4-0-1; Yeas (4) — Jones, Liles, Booth, Michelsen; Nays (0) — None; Absent (1) — Patterson. The Planning Commission was Planning Commission adjourned adjourned at 8:10. The next item on the agenda was a request to go into Closed Session Pursuant to § 2.2-3711 (A) of the 1950 Code of Virginia, as amended, for discussion or consideration of the acquisition of real property for a public purpose, or of the disposition of publicly held real property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body as authorized by subsection 3 and discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community as authorized by subsection 5. Vice Mayor Hare made a motion that Council g into Closed Session; the motion was seconded b Council Member McCarty and carried by th following vote, with all members voting: Vote 5-0; Yeas (5) — Liles, McCarty, Scheid, Hare, Grose; None. Council went into ClosedI Meeting at 8:11 p.m. At 9:26 p.m., the regular meeting reconvened and the Certification that the Closed Meeting was held in accordance with State Code requirements was approved on motion by Vice Mayor Hare; seconded by Council Member Scheid and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) — Liles, McCarty, Scheid, Hare, Grose; Nays (0) — None. Certification of Closed Meeting Following the closed session and in open session, discussion was had regarding the preparation of a Proclamation to be presented to Roanoke County at one of their upcoming meetings in September. Council Member Scheid made a motion to adjourn the meeting; the motion was seconded by Vice Mayor Hare and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) — Liles, McCarty, Scheid, Hare, Grose; None, The meeting was adjourned at 9:30 p.m. Meeting adjournei XSST: I Bradley E. Grose, Mayor Susan N. Johnson, Own Clerk A L � IM"01 X#j MA I V IMA&M 9 V go's V III# XK#j " 39#1 WHEREAS, the Town Council of the Town of Vinton, Virginia has convened a closed meeting on this date, pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act; and, WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Vinton Town Council that such closed meeting was conducted in conformity with Virginia Law. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council hereby certifies that to the best of each member's knowledge: I Only public business matters lawfully exempted from opening meeting requirements by Virginia law were discussed in the closed meeting to which this certification applies; and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Town Council. 1, f Clerk'Zf Council