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HomeMy WebLinkAbout4/16/2019 - RegularMINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.K ON TUESDAY, APRIL 16, 2019, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGIVRA, Bradley E. Grose, Mayor Sabrina McCarty Janet Scheid Michael W. Stovall STAFF PRESENT: Barry W. Thompson, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Susan Waddell, Town Attorney Thomas Foster, Police Chief Joey Hiner, Public Works Director Anita McMillan, Planning & Zoning Director The Mayor called the regular meeting to order at 7:00 p.m. The Town Clerk Galled the roll with Council Member McCarty, Council Member Scheid, Council Member Stovall and Mayor Grose present. Vice Mayor Liles was absent. I Roll call After a Moment of Silence, Council Member; Stovall led the Pledge of Allegiance to the U,S. Flag. Under upcoming community events, Council Member McCarty announced the following: April 25-28 — Dogwood Festival; May 11 — Yard Sale - Vinton History Museum — items are needed, Adult Hockey for Beginners League continues along with several dates and times set for public skating — Lancer Lot. Council Member Scheid made a motion C ' approve the Consent Agenda as presented; th,� motion was seconded by Council Membir McCarty and carried by the following vote, witii all members voting: Vote 4-0; Yeas (4) McCarty, Scheid, Stovall, Grose; Nays (0) None; Absent Approv d the minutes of the Special Meeting -Budget Work Session of March 13, 2019, Regular Council Meeting of March 19, 2019 and Regular Council Meeting Of April 2, 2019; adopted Resolution No. 2292 appropriating $500.00 received from Ms. Shirley Patsel to utilize at the Police Department's discretion; adopted Resolution No. 2293 transferring funds in -the amount of $30,000 from the Police Department Lease/ Rental of Equipment account in the General Fund to the Police Department Replacement of Equipment account for the purchase of 13 laptops and 13 laptop chargers, adopted Resolution No. 2294 appropriating funds in the amount of Under awards, introductions, presentations, the first item was a Proclamation for National Drinking Water Week, Council Member Scheid read the Proclamation after which Joey Hiner made brief c+wmments. report from the Vinton Volunteer First Aid Crew. Chief Guffey reviewed his Td quarter report, which was a part of the agenda package and is on the file in the Town Clerk's Office as a part of the permanent record, Chief Guffey also commented that the Crew passed its EMS inspection from the State and reminded Council that they will be serving the usual hamburgers and hotdogs on Saturday of the Dogwood Festival. Council Member Stovall expressed appreciation to Chief Guffey for allowing him to attend the Crew meeting recently. Chief Foster made brief comments and presented plaques to Officers Samuel Mitchell and Adam Hoover as Co -Officers of the #uarter. Chief Foster next reviewed a PowerPoint presentation on the 3d quarter statistics for the Department, which was a part of the agenda package and is on file in the Town Clerk's Office as a part of the permanent record. Chief Foster commented that the decline in drug cases, overall criminal arrests and DUI arrests YTD was due to the fact that one of the DUI Task Force members has been out on medical leave since October. Also, two officers left in December, which technically left the Department down three patrol officers during this quarter. In response to questions, Chief Foster further commented on the training of his officers and the current number of personnel in the Department. There are currently 24 sworn $1,200.00 received for scrap metal of the refuse truck to the Public Works budget; adopted Resolution No. 2295 appropriating supplemental funds in the amount of $10,000 received from the Virginia Brownfields Restoration and Economic Redevelopment Assistance Fund (VBAF) for a Site Assessment and Planning Grant at the site formerly known as Holden's Country Store/Gish's Mill to appropriate budget for the Gish Mill Study Grant K officers with one vacancy. Sergeant Cardwell announced the Law Enforcement Memorial Service at St. John Lutheran Church • May 16 th at 4:00 p.m. see 0 damage to the property owners and tenants in these flood areas, Council Member Scheid asked about the home on the map that is not being included. Ms. contacted as part of the Walnut Avenue project and they declined to participate. Council Member Scheid further commented on her concerns of relocating the tenants to a place they could afford and that it would be challenging to find comparable housing at a comparable cost. Ms. McMillan commented the consultant was informed that the average rent being paid for one of the trailers is $250,00 a month. - "IN 01 ! U4 2 RNUR U 111[.MAI M 11 Mr, I A RR I ARATA9141 RIM E IN LoRma 201 ralk Ms. McMillan next commented that the consultant thought it was a good idea to apply the CDBG. Additionally, as in the past two projects, VDEM sometimes covers 20% and only 5% would come from the grant. If the 20% does not come from VDEM, the entire 25% can be covered by the CDBG Grant. The Mayor commented that Council Member Scheid had correctly detailed some of the challenges of any project like this and asked if the grant was an all or nothing situation or could wc,'2-4-i all of them, Ms. McMillan responded it has to be the whole parcel, but it does not have to be all of the four property owners. If only the trailer section wanted to participate, we can narrow it down. Council Member Stovall commented that he is in favor of the pre -application, but would like to visit the property and discuss it further. Ms. iT,.,IcMillan further commented she needed consensus of Council to submit the pre - application and to send the voluntary participation agreement to the four property owners no later than Monday of next week, The benefit cost analysis also has to be done as Consensus of Council to submit pre - part of the grant application, Council Member application for funds to the Virginia Stovall asked that a copy of the letter going to Department of Emergency Management the property owners be sent to Council and (VDEM) for funding through the Federal Council Member McCarty commented that she Emergency Management Agency (FEMA)'s would also like to visit the location. Hazard Mitigation Grant Program (HMGP) I for the acquisition, occupant relocation, and M Council gave their consensus for submittal of the demolition of a number of flood -impacted pre -application and sending the voluntary properties in the Tinker Creek floodway participation agreement to the four property area and the sending of the letter to the four owners. property owners The next item on the agenda was to consider adoption of a Resolution approving the 2019-2020 operating budget of the Roanoke Valley Resource Authority. Dan Miles commented that the budget totals $13,833,686, In order for the revenue and expenditures to 4alance, the Board approved transferring $897,436 from the contingency reserve fund, The budget also includes reducing the contribution to the reserves by $1,150,000. This relates to the current leasing of certain equipment, particularly at the landfill while we are in a state of transition, The Board did not want to make a capital investment in major pieces of equipment until the final decision has been made on the methodology for transporting the solid waste. When that decision is made, we will move forward with procuring the necessary equipment to be able to operate. ffir. Miles next commented that the budget also includes an increase of $2.00 per ton to the municipal tipping fee, but not the commercial rate. Every dollar of the tipping fee equates to approximately $0.10 per household per month. A $2.00 per ton increase would be an equivalent of $2.40 per year per household. The projection is that the Town will be bringing approximately 3,200 tons of solid waste in the upcoming fiscal year and the additional amount would be approximately $6,400. Council Member Stovall asked why they would levy against municipalities and not commercial, Mr. Miles responded the commercial rates are now at the point where we are driving commercial waste out of the system and there is a movement by one of the local solid waste haulers to put a transfer station in Botetourt County in the Daleville area. An effort is being made to send the message to the commercial haulers that we want and need their business and we are trying to find ways to operate in the most economical way possible to retain their business. We do not have contracts with commercial haulers and if we drive commercial waste out of the system that would cause even higher rate increases to be imposed on the municipal members, 0 Council Member Stovall made a motion to adopt the Resolution 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 The next item on the agenda was to consider adoption of a Resolution approving the emergency purchase with Atlantic Machinery Inc. in the amount of $239,203.00 for a 2019 Ravo 5- iSeries Compact Sweeper and approving the financing through VMLNACo Finance, Anne Cantrell commented that VML was able to obtain a rate of 3.01%, which was better than the rate of 3.86% she was able to obtain. This would save the Town approximately $7,500 over the life of the loan. In the previous Council meeting, the Town Manager commented that the 2002 street sweeper had unexpectedly died. We are requesting that Council take action tonight in order to close and get delivery of the new sweeper prior to the Dogwood Festival, The Town Clerk made a correction for the record that the correct rate is 3.02%. Council Member McCarty made a motion t* adopt the Resolution as presented; the motion - was seconded by Council Member Scheid aail carried by the following vote, with all members voting: Vote 4-0; Yeas (4) — McCarty, Scheid, Stovall, Grose; Nays (0) — None; Absent Liles. The next item on the agenda was to consider adoption of a Resolution in recognition of the Roanoke Valley-Alleghany Regional Commission on its 50 years of service to the Region. After comments from the Mayor, Council Member Scheid made a motion to adopt the Resolution 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; None; Absent The next item on the agenda was to conside nominations for the 2019 VML Policl, Committees, After comments from the Tow " Adopted Resolution No. 2297 approving the emergency purchase with Atlantic Machinery Inc. in the amount of $239,203.00 for a 2019 Ravo 5-iSeries Compact Sweeper and approving the financing through VMUVACo Finance Adopted Resolution No. 2298 in recognition of the Roanoke Valley-Alleghany Regional Commission on its 50 years of service to the Region mo Clerk, Council Member Scheid made a motion to accept the same nominations from the 2018 slate as follows — Community & Economic t• — Council Member Liles and • W. Peters; Environmental Quality — Council Member Scheid and Anita McMillan, Finance — Mayor • and Anne Cantrell; General Laws — Chief Tom Foster and Barry W. Thompson; Human Development and Education — • Member McCarty and Donna Collins and Transportation — Council Member Stovall and Joey Hiner. The motion was seconded by Council Member Stovall and •# by the following vote, with all members voting: Vote 4- 0, Yeas (4) — McCarty, Scheid, Stovall, Grose; Nays (0); Absent The Town Manager commented that • th April 9 , the Town and Roanoke County approved and executed the Memorandum of Understanding. He has recently met with Dan O'Donnell, County Administrator and Bob Cowell, Roanoke City Manager and talked by telephone with Gary Larrowe, Botetourt County Administrator concerning Council's adoption of a Resolution in May to give notice • the Town's withdrawal from the RCACP. According to the Agreement, we will have to remain on the RCACP for the next fiscal year, but Roanoke County will be covering our expenses. He would also •- sharing this information tomorrow with the RCACP Executive Committee. The Town Manager also commented that Chief Simon, Roanoke County's HR Director, the Town's HR Director ?nd he had met with the Fire Department to ,t•# the transition process. •- reports from • • Anne Cantrell commented that the Finance Committee met • April 8 th . Representatives from the Chamber attended the meeting and discussion was had regarding the relationship with the Town, the rental of the office space and financial issues, The four Resolutions approved on the Consent Agenda were reviewed as well as the FY2020 budget update which will be presented during the work session. Another item of discussion related to the current purchasing policy which has a limit of $1,000 and under for a single quote. This is somewhat restrictive due to the purchasing Approved nominations for 2019 VML Policy Committees a policy of a dollar and how it has grown since the policy was adopted. Staff did a review of some neighboring localities and the State allows us to control anything under $100,000, The Committee is recommending raising the single quote limit to $5,000 and Council will be With regard to the Vinyard Flower Fund Trust, this item was brought up during the budget work session, Staff requested an attorney opinion from our Town Attorney. Based on the trust documentation that Resolution No. 1930 passed by Town Council in 2011 did not fall into the requirements of the Trust and have advised us to re-establish the principal amount into a separate account. We have calculated the interest associated with that and it amounts to $20,557.36 and we would want a motion from Council to authorize the Treasurer to move this amount into a separate account to have it on record. The principal amount was $20,000 and we are adding $557.36 in accrued interest over that time period, I Council Member Stovall made a motion to authorize the Finance Director/Treasurer to move $20,557.36 into a separate account to re- dstaa4ftlw6ra Zlm motion was seconded by Council Member Scheid. Council Member Scheid asked how the interesi was calculated and Ms. Cantrell responded she calculated it based on the FDIC by taking a summary rate of all the banks on a one-year CD and calculated it from our last reconciliation in December of 2011 to the date in 2019. The motion was carried by the following vote, Authorized with all members voting: Vote 4-0; Yeas (4) — to move McCarty, Scheid, Stovall, Grose; Nays (0) — account to None; Absent (1) — Liles. Fund Trust The Mayor expressed appreciation to those who participated in Clean Valley Day and commented on the Vinton Historical Society 30th anniversary celebration and the Arbor Day Celebration. The Mayor also made comments concerning the MOU that was signed with Roanoke County on April 9th and expressed appreciation to Town and County staff. A Comments from Council: Council Member f McCarty commented on Clean Valley Day and asked Chief Foster if we are still doing the program with the inmates. Chief Foster responded that we are and they were in the area a few weeks before Clean Valley Day. Their assistance is seasonal, but we still have the agreement with them. She also thanked Ms, Cantrell for her report and would like to see more reports coming from the Chamber this year. Also, she asked that we remember the family of Brenda Johnson, who passed away, and continue to remember Bootie Chewning. Council Member Scheid commented on Clean Valley Day and her tour of Rosie's last week. She asked the Town Manager if was able to get back in touch With the citizen on Jeanette Avenue and the Town Manager responded that he left him a message, but he did not call back. Council Member McCarty announced that Council has been invited to participate in the Roanoke River Float for 2019 will be May 31't from 1:30-5:00 p.m. Council Member Stovall commented on the positive outcome of the MOU and expressed appreciation to staff, He also echoed what Council Member McCarty said with regard to the Chamber and the passing of Brenda Johnson. Council Member Scheid commented on the MOU and former Vice Mayor Matt Hare's suggestion that we begin to work on it even though it seemed to be a long way off. She also commented that the Niagara Dam is being re -licensed and there are some opportunities there to work with AEP and the FERC to achieve some open space and greenway needs along the river. Anita McMillan commented that the site visit will be on April 24th at 10,00 a.m., a public meeting will be held at 4:00 p.m. in conjunction with the Greenway Commission — meeting and another meeting the next day at- 10:00 a.m. at the Vinton Library. Council Member McCarty made a motion to adjourn the regular meeting; the motion was seconded by Council Member Scheid and carried by the following vote, with all members voting: Vote 4-0,' Yeas (4) — McCarty, Scheid, Stovall, Grose; Nays (0) — None; Absent Liles, The meeting was adjourned at 8:36 p.m. Regular Meeting adjourned 0 After a short recess, Council convened in a work session at 8:50 p.m. for further discussion on the proposed FY 2019-2020 budget. Anne Cantrell first commented that at the last work session, the budget was unbalanced. After receiving direction from Council on priorities and items of importance, staff worked with the Town Manager to create a balanced proposal. Ms. Cantrell next reviewed a PowerPoint presentation, which was a part of the agenda package and is on file in the Town Clerk's Office as a part of the permanent record. Ms. Cantrell commented that the deficit was $362,000. Staff is proposing an increase in the meals tax to six percent (6%). Council has been provided a flyer showing the impact of the increase on a meal and a list of items that could be funded with the increase. The anticipated revenue is $243,270. The estimate of $350,000 in revenue from Rosie's is included in the budget and the recommendation is that this revenue be set aside as a match for a VDOT application for Mountain View Road. If the revenue does not come in as anticipated, we can re-evaluate that application to see if we need to fund it with different funds or delay the project, The Town Manager commented that we did not want to rely on this revenue for operating purposes and wanted to make sure th,p-t it went into the CIP. Ms. Cantrell continued with the presentation and commented on the other proposed budgeli changes, With further regard to the proposed meals tax increase, Ms. Cantrell commented that staff has provided Council with a list of the meals tax rates in localities close to the Town, Counties are subject to a four percent (4%) tax on meals tax pursuant to the Virginia State Code and their Boards cannot adjust their meals tax. Ms. Cantrell next reviewed the budget highlights from the presentation, In response to a question regarding the computers for the Police Department, Ms. Cantrell commented that the original request was for $50,000. However, we were able to fund $30,000 in this year's budget by moving funds out of their lease account into their equipment account, which was approved as part of the Consent Agenda. M The Mayor next asked about the Garthright bridge funding and who determines when we need to do maintenance. The Town Manager responded that an inspection is done every few years and it is not a major safety issue at this point. We will have $60,000 in that fund at the end of this fiscal year. We are considering improvements on the fencing and other items to enhance the appearance. We had been putting aside $30,000 per year and are recommending only $5,000 for this proposed budget. Council Member Scheid asked if we have any idea what it is going to cost when we do need to do some major work on that bridge. The Town Manager responded the estimate is several hundred thousand dollars and we do not know if that would be next year or five years from now. In response to a question from Council Member Scheid regarding the Stormwater Fund, the Town Manager responded that there are funds in the Fund for a consultant. Staff has been in a discussion with Roanoke County because they have started looking at stormwater again. If we could piggyback off of Roanoke County we feel that would be advantageous to the Town. However, we do not know what their timeframe is and if it would match what the Town's needs in moving towards stormwater. Ms. Cantrell next commented that staff would need consensus from Council to advertise the budget and the meals tax rate at six percent (6%)Council Member Stovall asked if the Public Hearing for the meals tax would be at the next meeting, The Town Manager responded that the Public Hearings for the 1h budget and the meals tax would be on May 7 , At the May 21s' meeting, Council would consider adoption of the budget and the increase in the meals tax. Council Member Scheid commented the Finance Committee discussed the meals tax at their meeting last week. She and the Mayor both agreed that based on the information they were given the increase should be to six percent (6%), Council Member McCarty asked if the flyer could be put on the website to show a visual of what the meals tax is going to do. Council Member Stovall commented that we are decreasing areas in our departments to make the budget balance and then we are taking the HE revenue from the meals tax and enhancing things that we can enhance. Ms. Cantrell commented that we had over $1 million in CIP requests from the departments. The restaurants will be notified in writing of the proposed increase in the meals tax and the date of the Public Hearing. Council gave their consensus to advertise the Public Hearings for the budget and the proposed increase in the meals tax. At the end of the work sessio., Council discussed the scheduling of the Fall Retreat for October 25, 2019, Bradley E. Grose, Mayor A EST: �U Susan N. Johnson, C, Town Clerk 1W