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Home My WebLink About4/16/2015 - RegularMINUTES OF A SPECIAL WORK SESSION OF VINTON TOWN COUNCIL HELD AT 8:00 AM ON THURSDAY, APRIL 16, 2015, AT THE VINTON WAR MEMORIAL, 814 WASHINGTON AVENUE, VINTON, VIRGINIA. MEMBERS PRESENT: Bradley E. Grose, Mayor Matthew S. Hare, Vice Mayor 1. Douglas Adams, Jr. William W. Nance Sabrina M. Weeks STAFF PRESENT: Christopher S. Lawrence, Town Manager Susan N. Johnson, Town Clerk Ryan Spitzer, Assistant Town Manager Donna Collins, Human Resources Specialist Ben Cook, Police Chief Anita McMillan, Planning & Zoning Director Mary Beth Layman, Special Programs Director Chris Linkous, Fire & EMS Captain Gary Woodson, Public Works Director Kevin Kipp, War Memorial Facilities Manager Candace Poling, Accounting Manager K mission of the Planning & Zoning Department. Within the next year or two, we need to figure out how to fund stormwater more independently which will allow our Planning staff to be back to their core mission. Ifis. McMillan next commented that Karla Turman has done a lot of work on the NFIP Communii:7 Rating System application to lower the Town's ISO rate to a seven. Every one percent a locality goes down, their residents and businesses save ten percent on their flood insurance premiums. Ms. Turman attended a one -week class and they also reviewed what Roanoke County has been doing for the Town relating to the building codes meeting the flood protection requirements. A FEMA representative and the DCR will review the submittal and to do the required community visit next week. In response to a question, Ms. McMillan commented our rating is currently a ten. Ms. McMillan next commented on significant budget highlights. Contractual services wert increased $20,000 to cover the cost of a Nutrient Management Plan for the War Memorial, a mowinj, contract for proijwerties that are not maintained Zoning and Comprehensive Plan amendments. The Comprehensive Plan has been updated periodically in sections to meet changes in the State Code, but as a whole it has not been updated since 1995. A submittal has been given to the Roanoke Valley Alleghany Regional Commission as part of their work program to assist with the initial review of our current Comprehensive Plan because a consultant would cost approximately $100-150,000 There is a $5,000 increase in environmental compliance to make sure we comply with the VSM and MS4 requirements. Ms. McMillan stated that she is currently in discussion with Roano County to see if they can take over the Town's construction activities program for all properties acre l or more. Two years ago we were told that the Town as an MS4 locality cannot transfer t administration and the enforcement of the construction activities program to the County; howeve that has been changed, At the present time, when someone wants to apply for their permit und this program, they have to submit a paper copy to their office and they have to take it to Roano County or send the individual to Roanoke County because they are not set up yet to handle electronically. If Roanoke County agrees, a developer will submit their permit application directly to the electronically and they will process everything. The Town will still do the review for the plannir and zoning, water and sewer and keep the fees for the site plan review. However, the 72% SWP* permit fee will go to the County. After further discussion, Ms. McMillan commented that thi particular item could be discussed in a future work session, The actual increase of $5,000 is the MS4 permit for additional training and public education. I The next presentation was by Mary Beth Layman, Special Programs Director. A copy of h presentation is attached and made a part of these minutes. After she commented on the goa and significant budget highlights for Special Programs, the Mayor commented that he wanted make sure that funding for the Town calendar was still in the budget and Ms. Layman said it included in the $5,000 for printing, The Town Manager commented that the reduction in that fi item was based on historical trends, I Council Member Nance asked what the increase in the part-time budget for next year wou support. Ms. Layman responded it will be for the part-time employee who works at the Seni Center who also covers for her at the office as needed and assists with the Town calendar.. T other part-time staff person is dedicated to facilitating the EBT/Snap Program at the Farmer Market if we are able to have the program again this year. If a grant comes through in the amoul� ki Vice Mayor Hare commented on the goal to work with Roanoke County on funding a ladder truck and asked if the Fire Department really wanted another ladder truck. Mr. Linkous responded yes. A ladder truck is highly recommended for anything two stories and above and we have the War Memorial, several large churches and apartment complexes. He is requesting a ladder truck with a tower instead of a straight ladder because it can be moved without having to come down the ladder to rotate it. It is expensive, but it is a 20-25 year old vehicle. The Town Manager commented that he agreed we need to have that resource available as part of the County system especially being one of four core stations and our geographic location. He is 51 not sure we need to pay one-half and we need to negotiate with the County as to what t Town's right share of that cost would be. Vice Mayor Hare said we have been discussing t ladder truck for several years and how much longer can we continue to not put something aw for it, The Town Manager commented that now is a good time to talk with the County. .1 The next presentation was by Gary Woodson, Public Works Director. A copy of his presentation is attached and made a part of these minutes. Mr. Woodson began by reviewing the key department goals and then commented on the significant budget highlights. He commented that the largest budget cut is $111,562 in milling and pavement. The proposed increase from last year's budget in the General Fund is only $48,158 with $27,745 included in the Utility Fund. By cutting this line item, each year the cost can go up because the condition of the roadways can dramatically fall, ',IVith regard to the cut in the Refuse Collection of $10,000, that is directly related to the closur4 of the 3 rd Street dumpsters for labor and landfill charges, Ms. Woodson next commented on the reduction in the recycling line item. After some discussion, Vice Mayor Hare commented that recycling may be an area where there is an opportunity to look at changing the service levels. With regard to the Utility Fund, Mr. Woodson commented on the capital outlay items as a part the water system maintenance. i Vice Mayor Hare asked about the bridge maintenance line item and Mr. Woodson respond that there have never been funds set up for bridge maintenance. Every year to two years bridge inspection must be completed and from that inspection there is a laundry list of items ft. I need to be done. Walnut Avenue Bridge has been replaced, but there is some work that nee to be done on the Gus Nicks Bridge that will probably cost in the neighborhood of $120,00 With regard to the Walnut Avenue Bridge, there are some items that need to be addressed wi VDOT. Because the report had to be completed on a time basis, the inspection was do - before the construction was finished. With regard to the Gus Nicks Bridge, the funds in this proposed budget are to pay the engineering firm that does our bridge inspections to find the more critical items on the Gus Nicks Bridge that we can address in the next budget cycle so we can better plan. The bridges are in good functional shape, but we need to work to keep them that way. The Town Manager commented that we did not change the budget as it relates to bulk/brush pickup, but they may be able to redistribute some resources between that service and recycling. They also need to realize the fact that there may be more curbside bulk because of the Td Street dumpsters being closed. Mr. Woodson commented that perhaps they could recognize a savings in the equipment and the fuel, but it will not eliminate a person, but redistribute them so that part of their time goes into a different account, One idea is that with the hooklift truck they are purchasing with the current budget, they could purchase a bulk truck body for $68,000. This would probably be a savings of around $100,000 over purchasing a new bulk truck. Council Member Weeks arrived at the meeting at 2:45 p.m. With regard to a the goal of Customer Service and Employee Relations Development, the Mayor asked if there was something that Council could do to help recognize those employees. Mr. Woodson responded that anytime an employee can be pulled aside and given genuine 2ppreciation it goes a long way, but the challenge is how to show that appreciation to them. 9 The next presentation was by Ryan Spitzer, Assistant Town Manager, on Econorn Development. A copy of his presentation is attached and made a part of these minutes. M Spitzer began by commenting on the installation of the streetlights. In response to a questi regarding the new streetlights and the use of the current banners, the Town Manag commented that new banners will have to be purchased for the two streets in the downto .1. grea. For the Dogwood Festival, the current banners will be placed on the existing poles. INE N! The library should be substantially complete in August and the relocating of the old library materials should •- completed by October. MCI I 'Ili ffil 11111 'Ili! 11 11 Iii 111 1 1 With regard to the matter of public transportation costs, Council requested the Town Manager to get answers to the questions posed by Council Member Nance as well as the obligations of the Town under the current contract with Valley Metro and the process to terminate the service, Also, the question was asked of why the fare not being increased when all other costs are going up. The Town Manager commented that staff will meet with Carl Palmer again and report back to Council. APPROVED: Bradley E. Grose, Mayor 7ES * � j Susan N. Johns -, Town Clerk 0 IT(gig a C) POLICE aulf lag - marT VINTON aPOLICE V[,NrO'N Significant budget highlights: over,wnp Budget (200.3101.102) This fine item decreased by$20,000 Eliminate Police K9 service Manage overtime through adjustments in officer scheduling i1tvages. COT-t,3,11, serwr('s (200.3101.104) This fine item decreased by$6,000 Related specifically to Manna Ministries who will discontinue it's services on April 1, 2015, This has been an in -kind service the Town provided to Manna through traffic control by VPD 0 POLICE VINTON Significant budget highlights continued �Unifornls, wearing apparef (200,3101310) 1 This line item decreased by $S,000 Lonlrarta-) Pol rt> Sr=rv7ct, (200.3101.319) This line item decreased by $2,600 This is a partial reduction in the car wash contract K-9 fee's for vat visits, etc. Key department goals for FY 2015-2016 Continue to meet the goals of accreditation standards Conduct an Advanced Citizens Police Academy Expand the school liaison program Analyze traffic and crime data for effectively patrolling Seek additional opportunities related to effective recruitment and retention of officers I Continue to maintain a positive relationship with our community . Sponsor a rabies clinic this year 0 POLICE VI NTO N Significant budget highlights continued Service Cow;arts (200,3101,305) - This line item decreased by $4,000 . Radio Communications charge that won't be needed this year t'r iMjfflr & innate (200,3101,306) This line item decreased by $1,500.00 1 Various advertising iterns not needed this year 0 POLICE VINTON Significant budget highlights continued Telefihone (200,3101.521) This line item decreased by $ -/,000 Internet connectivity to iPad's disconnected Air card connectivity cut in half for patrol units Nc,-wis (200.3101,554) This line item decreased by$5,000 Will regulate amount of ammo used at ranges and focus on mandatory qualifications 11 1110`.. �: Significant budget highlights continued This line item decreased by $6,500 Some specialty training will be put on hold lisc( la-leo,is (200,310L585) This line item decreased by $1,500 11 Money set aside for Accreditation not needed this year There are certain operational and professional expectations of any police departi-nent, I feel we deliver a high level of police service in Vinton and we will continue to provide those services as our citizens expect and deserve. 0 Planning and Zon1n1_1 VINTO'N Completion of the Total Maximum Daily Load (TMDQ Action Plan and Nutrient Management Plan (NMP). Special Projects: Glade/Tinker Creek Greenway Construction and Tinker Creek Pedestrian Bridge RSTP Engineering Study, Analysis of the current zoning and subdivision ordinances for comprehensive updates — on a two-year cycle. Submittal of the National Flood insurance Program (NFIP) Community Rating System (CRS) application to Insurance Services Office (ISO) for review approval in order to lower the cost of insurance coverage for our residents and businesses located within flood prone areas. I'M im @ POLICE VIN-FON Significant budget highlights continued g f'x!w7tse (200.3101,589) This line :tern decreased by $3,000 New line item of Employee Appreciation setup with $1,000 Will conduct a smaller scale Awards presentation with just Police and family 01!w- kjl)wt ! (200,3101,716) This line item decreased by $3,900 11 in case of emergency purchases PLANNING AND ZONING VINTON TOW'1 7015 Atbo, DAY 2015 CanoeT, p 0 NAY, vo Ub-Y WO C'eek G—WAY -A- H.-M 1i.Raven Budget Page No. 105 @ Planning and Zoning V1 INTON 200.8101.302 Contractual Services — $30,000 ($20,000 Increase): TIVIDL Action Plan and NIMP; Code Enforcement; Zoning and Comprehensive Plan amendments, 200.8101.371 Environmental Compliance — $20,000 ($5,000 Increase): VSMP and M54 Requirements. 200.8101,722 Special Projects — $4,500 ($1,000 Increase): Arbor Day Tree Planting; Clean-up Events; etc. IN 21 M I!,tAI'm I M1 Budget Page Nos, 83, 95 Special Programs Department ARE YOU'� L Work cooperatively with the Blue Ridge Region Farmers Market Committee and Local Foods Network for the benefit of all markets and food efforts in the region. Seek sponsors and partnerships for events and activities. Fully support the Downtown Vinton Revitalization Grant. Facilitate communication between businesses and the Town of Vinton. Continue involvement in the Blue Ridge Veterans Celebration and Vietnam Veterans Commemorative events by serving on the board of directors and as a volunteer, ie Vinton Veterans Monument VI TON Key department goals for FY 2015-2016 Promote "High Ground" Vinton — Roanoke County Veterans Monument Maintain Veterans Monument Special Programs VINTON WW* Mountain Lake Chamber of Commerce and other organizations to promote Vinton, town festivals, and events. Special PMrams, VINTON I I i I I I Significant budget highlights 200.7101,306, Printing, $5000., reduced by $2700. Includes printing of Town calendar and only $300. for other printing needs. Branding will be incorporated into printed products. 200,7101.307, Advertising, $10,000, Includes 2015 edition of Vinton Magazine insert in The Roanoker. Possible new Smith Mountain Lake Chamber Advertising, Val;ey Life, Virginia's Blue Ridge Visitors Guide, Blue Ridge Parkway Association Guide, Farmers' Market advertising. Branding will be incorporated into marketing products, 200.7101.553, Materials and Supplies, $3300,, Includes transition of some Christmas decorations to LED replacement bulbs, Vinton Veterans VI'NTON Monument Significant budget highlights Funding requests have remained the same. There will be some costs for maintenance and utilities, Swimming Pool VINTON Operate an efficient and safe aquatic facility. Facilitate and implement organizational procedures for volunteer outreach program and staff. Recruit additional volunteers, ■ @ Senior Citizens Pmgrarr. VINTON Key department goals for FY 2015-2016 1 Organize and implement activities for healthy body, mind and social interaction. Present resource information relevant to senior adults. Cooperative programming with other departments or organizations. Continue to increase participation in the senior program. Promote activities thru various media and events. Research needs of underserved adult population. Continue to update senior center infrastructure. Swimming Pool VINTON Significant budget highlights Funding is for August 2015 only. Budget recommendation is to close pool following the end of the 2015 summer season, ,Pool is 68 years old and continues to trend down as it relates to finances and volunteer assistance. Concessions is now staffed by paid part-time employees. Closure funding has not been established, but is recommended if pool is closed. Senior Citizens Pmgram VINTON Significant budget highlights 200.7107.709, Replacement Equ ipn)ent. Reduced by $1,500 This is for replacement of tables or other equipment but can typically be accommodated through the budget or savings at the end of the budget year. 0 VINTON agreement .4h R.",pe County an ��R ."h EMS grant 1 tp�o. � w 20M M-2 it, 1CQ0agreement it ft— the'— ..it Roanoke CS -',R' _a 24,17 1'e ha mg iMai, a 2 medico 10*dpw Mdaytt,ra,gh PIday from 6A 1,60 'he vi— FF'T Aid Grew 1W. 11 a.d . 6 e.f those5 'thm h. pf 7 b ks —OW. T h, Cm. —It, 10 oolpf�,e the",, t,-WAIM t4— rh- Crew R —li-, toP�_ CPR 01. VazW W th,, P1,K1 and P p-1,,& education to nut lh—gh ". CE —k-d" T#tw iota — to porch —now f,W, fpr tF shcp and di,..h Mf ., —it 2k tnCdp 3ftt .PIWI, ih¢ vml�" 1;11 Ccpartrnent _'t' to it -d "g' . %-It 1- tp teet, the —4-1,q, R& 0b .p . g-d'q U't A;itn .0 in C.U.1, t. rxpVaCe "dd,,1 2 Mto 22 pg., years of vl,,. A, —11 ., b, the rthe tYagOrtv h,ch has An—hw, Wit( tip Is,— vd, 2ov—, M M M 0 Fire & EMS VINTON DEPARTMENT significant budget highlighti, wait as •t W:If cover tke last pt a p:rxnot:onfn� •5 E++f5 UeutenaM cv+Sh Et. Robb, retinng in ear4y 2(ti6 200 320S �W- jhr- ea -f T`i—jr C-1.11 -1), —h—f-b— nd -t R.kt, City pqi�g 44%. 40�ncxaenl City f $.1— Cav' 8'£t 850, -th the ........... ht -ha 7 k. —df—" mxlntervame an the elcuatm -d SCOA the t—t' T-wq P—w 6 Pidric -works VINTON Key Department Goals for FY 2015-2016 Identify and Implement Utility Infrastructure Improvements for Water and Sewer Systems Continue Design and Construction for Phases If& III of the Jefferson Avenue and Cleveland Avenue Water Line System Mason Road / Bexhill Drive Water Line Replacement Niagara Village Apartments Water Line Replacement • Blandford Avenue Sewer Line Replacement VNTON Puffix Works if I Key Department Goals for FY 2015-2016 Customer Service and Employee Relations Development Implement Asset Management Program Extend Customer Service Training for Field Staff Improve and Enhance (n-House Safety Training Programs Continue Cross -Training and Development Programs Develop and Implement Employee Incentive Programs 11, 0 Puffix Works Vj"\-ro\- Serving Our Citize?,is IN ON PubCtc -Worfes Key Department Goals for FY 2015-2016 Identify and Implement Infrastructure Improvements for Alleys, Roadways, and Highway Street Maintenance Continue Design and Installation of Cameraed Traffic Signals Maintenance improvements for Roadway Systems Utilizing Advanced Pavement Procedures Alley Maintenance and Repairs Continue Repair and Replacement of Street Signs VINTON 200.1221 — Public Works Administration 200,1221,302 — Contractual Services 200,1221.510 — Electrical Services 200,1221.553 — Materials & Supplies $4,850 111 M PubCw 'Works VINTON Significant Budget Highlights 200.4101 - Maint. Highway, Streets, Bridges $11!,562 200.4101,717 - Milling & Pavement $111,562 Capital Outlay 200.4101.782 - VDOT Walnut Avenue Corridor $4,000 200,4101.799 - Replace 2005 Zero -Turn Mowers $7,500 Puffic Works VINTON Significant Budget Highlights 200A203,102 -Salaries & Wages - Overtime $5,000 200,4201601 - Regional Landfill Charges $5,000 PubCw Warks VJNTbN Significant Budget Highlights 200A10S - Snow and Ice Removal $5,000 200.4105.553 - Materials & Supplies $5,000 PubCtc Works VINTON Significant Budget Highlights 200A206 -Recycling 200.4 206.302 - Contractual Services $1.,000 M PubCw Works I VINTON Significant Budget Highlights 300.9410 - Water System Maintenance $142,000 300.9410399 - Capital Outlay - Design & Construct Phases Y & ]/I for Jefferson & Cleveland Avenue Water Line $75,000 Opployable Leok Detectors & Correlating Equipment $40,000 Mason Road / Bexhffl Drive Water Line Replacement $15,OGO Niagara Village Apartments Water Line Replacement $12,000 PubCw Works VINTON Significant Budget Highlights 300.9500 - Wastewater System Maint. 300,9500,799 - Capital Outlay $150,000 -Design& Replacement of Sewer Main on Blandford Ave. $150,000 M M a Puffic'Works 0 WAR MEMORIAL VIWON 7h, lv�' M--I. p.1— Id.o1w—d, 4 rdmy, 1—na th, Ppit ,fSpk�dw -d lo, I Pk- I— ., . . 0 b.w3,dS, Establish clear brand identity and message of the War Memorial Building and grounds. Reduce subsidy provided by public funding. Increase income by pursuing new relationships, strengthening existing relationships and strategic partnerships. Host, in-house, revenue generating events and continue to offer package pricing to clientele, Execute consistent concerted marketing throughout fiscal year, VIN` ON Budget Page No. 39 Budget Page No. 90 0 WAR MEMORIAL VINTON @ TREASURERIFINANCE VfN-Y(IN 9�- Implement new electronic payment methods with Paymentus for Tax, Utility and all General Fund Miscellaneous Transactions, Implement an on-line Employee Resource Center for employees. This would allow employees to be able to access pay information and historical pay information and leave accrual and balance information on-line. Re-evaluate job functions and reorganize the department to meet the changing needs of the work requirements. @ TREASURER/FINANCE VINTON Significant budget highlights Salaries Part —Time 200.1214.103 $-3,800 from FY 2015 Budget; or -300.00% reduced dependency on part-time help during peak times Independent Auditor 200,1214,303 & 300.9400.303 $1,200 or 6,5% and $800 or 4.21% respectively; decision will be brought to Council by May 5 based on Auditing Services RFP I Mnt. & Repair of Equipment 200.1214,304 $.1,000 or -50% contracted services with ROCO IT Maintenance Services 200.1214,305 $5,400 or 27.009/. SAAS RCS contractual services for network services; Peturack Contract Printing and Binding 200.1214.306 $-1,500 or-23.08% reduction in Budget, CAFR and document production I Merchandise for Resale 200.1214,552 '</ $-4,650 or-50.82% new vendor for purchase of cigarette tax stamps, business license decals, animal tags, etc. @ ECO1140MIC VINTON DEVELOPMENT ray d A iogg,'N . ........ . IF 0 ECONOMIC VENTON D E V E&I X'R`P M E N T Significant budget highlights 200,8150.307 $1,150 Advertising 200.8150,342 $2,000 Fapde Grant 200,8150,722 $20,000 Special Projects 2CM150399 $5,000 Capital Outlay Ms Account has $23,600 available Town's portion of grant match Corridor grant through County 0 TREASURE'Ally /FINANG1,10 VTNTQN Significant budget highlights Postage 200,1214.522 $9,000 or 100% Postage was moved to department cost centers from 200.4304.522, Building & Grounds, and reflects an off -set in this cost center Office Equipment 200.1214.707 $-1,000 or -28,57% - this account is for replacement of workstations Other Equipment 200.1214,716 1 1 , "' $-1,000 or -40,00%- this account is for replacement of calculators, folding equipment, printers, scanners, etc. E0% %`4*WNOMIC VIN _J' ON DEVELOPMENT Key department goals for FY 2015-2016 Completion of the CDBG Project by December 2015 Work with Roanoke County and the Vinton Chamber of Commerce to market the Town and vacant properties for development and reuse. Leverage the development currently happening in Town to attract a mix of businesses. Create a map based on Town quadrants and their unique economic development issues. Tailor fact sheets for each quadrant. M M,