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Home My WebLink About4/2/2019 - RegularREGULARMINUTES OF A OF ON TOWN COUNCIL„ ON TUESDAY, ♦ r . ♦ COUNCIL IN THECHAMBERS OF #I MUNICIPALBUILDING LOCATEDAT • POLLARD ■w VIRGINIA MEMBERS PRESENT Bradley F. Grose, Mayor Sabrina McCarty Janet Scheid Michael W. Stovall STAFF PRESENT: Barry W. Thompson, Town Manager Susan Johnson, Town Clerk Jeremy Carroll, Town Attorney Pete Peters, Assistant Town Mana erlDirector of Economic Development Joey Hiner, Public Works Director Thomas Foster, Police Chief Anne Cantrell, Finance Director/Treasurer Anita McMillan, Planning & Zoning Director calledThe Mayor the regularorder Memberat 7:00 p.m. The Town Clerk called the roll with Council McCarty, CouncilMember Scheid, Council Membero•Grose present.* absent. Roll calt' Under• s . communitys Member McCarty announced the following: April • • •.Town Team, will meet at Lake Drive Plaza at . • a April • !1 a.m, to 11 soth .m. — 3 Anniversary -• •n — Vinton HistoryApril • i •.m. - Vinton Breakfast Lions• Drawdown — Vinton Moose Lodge; April 25-28 — Dogwood A •Adulto o Beginners League — Lancer Lot; April 15 — Boot d' Camp — Lancer Lot and they have several dates ?nd times set for public skating. A hockeystore has recently opened in Vinton.Also,* • s of Playhouse, 111nder requests to postpone, add to or chang'o— of agenda items, the Town requested under SectionClosed Session, amended,subsection (2) be removed and add the following Request to Convene in Closed Meeting, Pursuan as for consultation- • • briefings by staff members or consultants pertainin to actual litigation by and on behalf of the Tow concerning 35 Cedar Avenue,Pollard Street and 0 Cedar Avenue in the Town, where suc consultation or briefing in open meeting would adversely affect the negotiating or litigating postur of the public body and Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) (8) o the 1950 Code of Virginia, as amended, fo consultation with the Town Attorney regarding th Memorandum of Understanding between the Town and Roanoke County and regarding subpoena issued to the Town and Town personnel, both o which are specific legal matters requiring the provision of legal advice. Council Member Stovall made a motion to remove the requested item and add the requested items under Closed Session to the agenda; the motion was seconded by Council Member McCarty and carried by the following vote, with all members voting: Vote 4-0; Yeas (4) — McCarty, Scheid, Stovall, Grose; Nays (0) — None; Absent Chief Foster made comments and then read a quote from Frederick Douglass, "It's easier to build up a child than repair an adult. Choose your words wisely". Council Member Scheid made a motion to approve the Consent Agenda as presented; the motion was seconded by Council Member McCarty and carried by the following vote, with all members voting: Vote 4-0; Yeas (4) — McCarty, Scheid, Stovall, Grose; Nays (0) — None; Absent Inder awards, introductions, presentations, the first item was a request for funding presentation from the Vinton Volunteer First Aid Crew. Chief Wayne Guffey first introduced two new members, Sophie Horschler and Jennifer Wickham, Chief Guffey commented that the First Aid Crew's request is $20,000 for the upcoming fiscal year. The breakdown of the request was $10,000 for replacement of the I I -year old heart monitor with a Life Pack 15 which is more advanced. They have also applied for a 50/50 grant and the total price is $36,000, They are requesting $5,000 for training of members and $5,000 for new pulse oximeters. The next items on the agenda were severa Proclamations. The first Proclamation was fo Arbor Day. Anita McMillan commented that th)] Approved removing the requested item and adding the requested items under Closed Session to the agenda K Town will be celebrating the 18 th year of Arborl Vil Day on April 12'h at 1000 a.m. at the inton Library. This will be in conjunction with the Library's Children's Program and the Thrasher Memorial UMC Preschool programs. One red maple tree will be planted at the Library and seven holly trees will be planted along the Glade Creek Greenway. The Mayor presented the Proclamation to Ms. McMillan. The next Proclamation was for National Chilry Abuse Prevention Month. Camilla Cabaniss with the GFWC Woman's Club commented on the pinwheel garden that was planted in front of the Municipal Building with the assistance of the Police Department, Council and staff. Ms. Cabaniss then made comments regarding the history of the GFWC, some statistics relating to child abuse and that April 2 nd was also World Autism Awareness Day. The Mayor presented the Proclamation. The next Proclamation was for National Public Safety Telecom rn un icators Week. Bill Hunter, Director of Communications & Information Technology, introduced Aleta Coleman, Chief of Emergency Communications, and Paige DeSilvey, Communications Training Coordinator, who were present. After additional comments by Mr. Hunter and Ms. Coleman, Council Member Scheid commented that she has heard recently in the news about the difficulty of calling 9-1-1 through cell phones and being able to be located. Ms. Coleman responded that they have a new system called Rapid SOS, which is not 100% effective and is only as good as the technology the individual has on their cell phone and not all of the carriers are using it yet. Council Member Scheid next asked if this is a predominately female occupation and the response was more males are getting involved and approximately one-fourth of their staff is mate. Chief Foster, the Mayor and Council Members all expressed appreciation to the Communications Officers. The Mayor presented the Proclamation. The next item on the agenda was the consideration of public comments regarding setting of the real estate, personal property and machinery and tools tax rates for calendar year 2019. The Mayor opened the Public Hearing at 7:36 p.m. Public Hearing opened Anne Cantrell first commented that a revised Cover Sheet had been provided to Council The I Vol assessment increased approximately 2,34%, which equates to $8,209. From a tax rate standpoint, our current rate is seven cents and in order to adjust for the levy it will be .068 which would still round to seven cents. No change is being recommended in the real estate tax or the personal property tax for the current calendar year, Hearing no public comments, the Public Hearin# was closed at 7:37 p.m. the Ordinance setting the real estate tax rate for calendar year 2019 as presented; the motion was seconded by Council Member Stovall and carried by the following roll call vote, with all members voting. Vote 4-0; Yeas (4) — McCarty, Scheid, Stovall, Grose; Nays (0) — None; Absent (1) - Liles. ri iam 11 Mim l I 11� Im for calendar year 2019 as presented; the motion was seconded by Council Member McCarty and carried by the following roll call vote, with all members voting: Vote 4-0; Yeas (4) — McCarty, Scheid, Stovall, Grose; Nays (0) — None; Absent (1) - Liles. The next item on the agenda was to consider adoption of a Resolution setting the allocation percentage for Personal Property Tax Relief in the Town of Vinton for the 2019 tax year. Anne Cantrell commented on the history of the PPTRA -..nd that Roanoke County Finance staff had calculated the Town's rate for 2019 and this year it did decrease slightly to 57.49%. The next item on the agenda was to consid-" adoption of a Resolution authorizing the To Manager to execute an Engagement Letter Professional Services between the Town of Vint and Davenport & Company, LLC. Anne Cantr commented that the Finance Committee has be investigating different options for a water r study which would allow us to plan for the future the Town. We had previously contracted wl Davenport about five years ago and that Stu] Adopted Ordinance No. 1000 setting the Adopted Ordinance No. 1001 setting the personal property tax rate for calendar year 2019 Adopted Resolution No, 2288 setting the allocation percentage for Persona) I Property Tax Relief in the Town of Vinton for the 2019 tax year .19 allowed us to fund several projects and brought us to where we needed to be with fund balance. Before that time, the General Fund was heavily subsidizing the Utility Fund. It is now time to start looking at how we need to fund infrastructure in the future. Three quotes were reviewed and VML/VACo and Davenport & Company came in at the same price. Since we had prior experience with Davenport and were satisfied with the product, the Committee recommends that Council authorize the Town Manager to execute the Engagement Letter with Davenport, which has been reviewed by our Town Attorney. Council Member Stovall made a motion to adopt the Resolution as presented; the motion was Adopted Resolution No. 2289 authorizing seconded by Council Member McCarty and carried the Town Manager to execute an by the following roll call vote, with all members Engagement Letter for Professional voting: Vote 4-0; Yeas (4) — McCarty, Scheid, Services between the Town of Vinton Stovall, Grose; Nays (0) — None; Absent (1) - Liles. and Davenport & Company, LLC. The next item on the agenda was to considet adoption of a Resolution authorizing the Towr?7 Manager to execute a Performance Agreement to accept a $39,000 Virginia Brownfield's Restoration and Economic Development Assistance Fund (VBREDAF) grant from the Virginia Economic Development Partnership il (VDEP) for additional environmental testing of the d six parcels located at the intersection of Sout Pollard, Cedar Avenue and Ist Street. Pet Peters commented that the Town previousl received this same grant for environmenta assessments at Gish's Mill. To receive the funds the Town must enter into a Performanc Agreement with the VDEP which sets th parameters of the grant program as well as th outcomes as far as what we have to produce t receive the funds. The Resolution also include acknowledging receipt and appropriation of th grant funds. This grant does require a 50% match but the investment we have already applied toward the purchase of the two parcels more than exceeds the amount needed for the match. Upon approval by Council, we will continue to work with F & R Environmental who has done the site assessment work for us to date and will complete the due diligence phase for the six parcels. Council Member Scheid commented that tFn- 'I Cover Sheet indicated a portion of the gra request was approved. Mr. Peters responded th we actually applied for remediation and addition assessment funds, Unfortunately there was R competitive pool of applicants so we only received the assessment funds. However, we had already budgeted the money we appropriated for acquisition to include a portion of the demolition and we are still within our planned budget. The more we work with DEQ and VDEP, the better chances we have to get additional funding. This is not the last effort we will make to get some remediation funds and some additional funds that will come available July Vt. Council Member McCarty made a motion The Town Manager gave an update on the requests from two citizens at the last Council meeting to build a dog park in the Town, Mr. Baldwin has contacted staff since that Council meeting. Pete Peters has been in contact with Roanoke City, which has three dog parks and has received some information from them along with I some National criteria information. Mr. Peters will be preparing a report for Council. The effective date of our refuse ordinance was Monday, April 1 'and we are trying to educate citizens on how to use the cart. We are not citing violations at this point, but are notifying citizens who are not in compliance with the ordinance through the use of door hangers. Mr. Hiner, Mr. Herndon and he attended the Southampton HOA meeting at the end of March. This was a very productive meeting with the HOA. They are in the process of getting their carts and there are still some details to work out with them, The Dillon Woods townhomes are being issued their carts and we still have to get the hold harmless 2,greement. The tipper at Smith Gap Landfill has failed again and we are having to transport our municipal waste to Salem Transfer Station until the tipper is repaired, The Town Manager next commented that our street sweeper is down and we are not sure we are going to be able to repair it. Staff is in the process of getting estimates and this item may have to be included as part of the CIP budget. Adopted Resolution No. 2290 authorizing the Town Manager to execute a Performance Agreement to accept a $39,000 Virginia Brownfield's Restoration and Economic Development Assistance Fund (VBREDAF) grant from the Virginia Economic Development Partnership (VDEP) for additional environmental testing of the six parcels located at the intersection of South Pollard, Cedar Avenue and 1 st Street 0 Council Member Stovall commented that he had spoken with a gentleman at the Salem Dog Park and he would be providing some information to Mr. Peters, In response to a question regarding the ratio o individuals requesting additional trash cans t those requesting smaller cans, Mr. Hine commented that the numbers were close. Ann Cantrell commented that her Department ha processed 50 additional cart forms to date. Mr. Hiner commented that they have requests for I additional carts to be turned in and thatjust in th first few days, it appears there is approximatel 80% compliance. The Mayor asked as a reminder .to the pickup of the old cans and Mr. Hiner responded it would start April 8 1h and run fo two weeks. A different crew would be picking up the old cans and bringing them back to Public Works to separate by material and RDS will look P.t them to see which are made of recyclable material. Pete Peters gave an update on Rosie's Gaming Emporium and commented they have targeted May 2 d as their opening, which is the Thursday before the Kentucky Derby on Saturday. There will also be one or two VIP events, but the dates and times have not been set yet. The first actual race day will be Thursday, August 8 th in New Kent. Under reports from Council Committees, Ann Cantrell commented that the Finance Committe met on March 1 gth and then reviewed a PowerPoin presentation, which will be on fife in the Tow Clerk's Office as a part of the permanent record, Council Member McCarty made a motion t approve the January 2019 and February 201 Financial Reports as presented; the motion wa seconded by Council Member Scheid and carried by the following call vote, with all members voting: Vote 4-0; Yeas (4) — McCarty, Scheid, Stovall, Grose; Nays (0) — None; Absent The Town Manager announced that prior to the next Finance Committee meeting on April 8th; staff has planned a Valley Metro bus tour beginning at 1-30 p,m. We will catch the bus in front of the library and ride the entire reciprocating route and end at the Municipal Building. A special notice will I I be sent out tomorrow to cover our noticed requirements if all members of Council would like to participate. I N The Mayor commented on the upcomin Dogwood Festival, the recent meeting of th Housing Grant Management Team and a recen Vietnam Veterans Day event at the War Memorial Comments from Council: Council Membe Scheid made comments on Clean Valley Day an asked for an update on the trash pickup at Lak Drive Plaza to which the Mayor responded that h had some information that he would share with her, asked that the next Public Works Committe meeting be scheduled as soon as possible, requested an update on the Glade Creek Greenwa at a future meeting with regard to additional fund that are going to be requested through the gran program and TPO and announced that today is Pa Equity Day. With regard to the trash cans, Ty Braxto from the audience commented that he has lived i North and South Carolina where people were fine for putting loose trash or recyclable items in thei trash cans and perhaps that is why some resident are questioning what can be put into the cans. I The next item on the agenda was a request t convene in Closed Meeting, pursuant to § 2.2-371 (A) (1) of the 1950 Code of Virginia, as amended for discussion regarding appointments to board and commissions, Section (A) (7) for consultatio with legal counsel and briefings by staff members o consultants pertaining to actual litigation by and o behalf of the Town concerning 35 Cedar Avenue 537 S. Pollard Street, and 0 Cedar Avenue and i the Town, where such consultation or briefing i open meeting would adversely affect th negotiating or litigating posture of the public bod and Section (A) (8) for consultation with the Tow Attorney regarding the Memorandum• Understanding between the Town and Roanok County and regarding subpoenas issued to th Town and Town personnel, both of which a specific legal matters requiring the provision of lega advice and Section (A) (29) for discussion• contract negotiations with Roanoke County, namel the Gain Sharing Agreement. Council Membe Scheid made a motion to convene in Clos Session; the motion was seconded by Counci Member McCarty and carried by the following vote, with all members voting: Vote McCarty, Scheid, Stovall, Grose; Nays (0) — None; Absent (1) - Liles. Council went into Close Session at 8:26 p.m. M At 9:00 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 Council Member St#vall; sto#k*444 W), C*vn6l hiti-M-Wer Mic;Ca4y an'41 carried by the following roll call vote, with all members voting: Vote 4-0; Yeas (4) — McCarty, Scheid, Stovall, Grose; Nays (0) — None; Absent (1) - Liles, Scheid made a motion to nominate the following to the Board of Zoning Appeals: Robert W. Benninger as a full member for a five year term ending April 1, 2024; Justin Davison as a full member for an unexpired term ending June 30, 2022 and Joseph Robertson as an alternate member for an unexpired term ending June 30, 2022.; the motion was seconded by Council Member McCarty and carried by the following vote, with all members voting: Vote 4-0; Yeas (4) — McCarty, Scheid, Stovall, Grose; None; Absent Council Member Scheid made a motion t adjoum the meeting; the motion was seconded b Council Member McCarty and carried by th following vote, with all members voting: Vote 4-0; Yeas (4) — McCarty, Scheid, Stovall, Grose; Nay None; Absent (1) — Liles. The meeting wa adjourned at 9:04 p.m. I JAEST: ' Susan N. Johnson, , MC, Town Clerk Appointed Robert W. Benninger as a f member for a five year term ending Ap 1, 2024; Justin Davison as a full memb for an unexpired term ending June 3 2022 and Joseph Robertson as alternate member for an unexpired ter ending June 30, 2022 on the Board Zoning Appeals amm�� Bradley E. Grose, Mayor 0 ANAN-A 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 th 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. Motion made by Council Member Scheid and seconded by Council Member McCarty with all in favor. ( U Clerk} f Council