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HomeMy WebLinkAbout4/17/2012 - RegularMINUTES OF A WORK SESSION AND REGULAR COUNC HELD AT 6:00 PM, ON TUESDAY, APRIL 17, 2012, IN THE COUNCIL CHAMBERS THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREE VINTON, a A MEMBERS PRESENT: Bradley E. Grose, Mayor Carolyn D. Fidler, Vice Mayor Robert R. Altice Matthew S. Hare William W. Nance STAFF PRESENT: Christopher S. Lawrence, Town Manager Susan N. Johnson, Town Clerk Stephanie Dearing, Human Resources Director Barry Thompson, Finance Director/Treasurer Gary Woodson, Public Works Director Mark Vaught, Police Lieutenant Mary Beth Layman, Special Programs Director Joey Hiner, Assistant Public Works Director Karla Turman, Associate Planner/Code Enforcement Officer calledThe Mayor the work session to order at 6:00 . HazardThe first item related to the submission of a FEM VDEM Mitigation Floodcomments from the Town Manager, Karla Turman beg by stating that in November she was asked to look into t National Insurance " ## .Community System to see if the Town could move forward to obtain better rating. The morepoints the insurance rate will be for thosewho are required # floodhave # order participate in the program, the Town has to do a certa amount of outreach and education, The Town is now at level # and to get to a level • we need 500 point Currently, we have Ii points if we completeoutrea annual premium is currently $2,917 a year and the average savings with a level 9 rating would be $146 per policy per year. Statistics indicate there are 422 individuals in residential properties in the targeted areas, 65 business or commercial properties, four public buildings and four schools/houses of worship. Mr. Hare asked which buildings belong to the Town and the response was that most of our pump stations are in the floodplain. Mr. Hare asked if we had flood insurance on our buildings and would the Town qualify for a discount and the Town Manager responded that we would have to check with VML Mr. Nance asked if we do this education program and it lowers us to level 9, how long we remain at level 9. Ms. Turman indicated we would have to do the same amount of education every year to maintain that level. She indicated that Roanoke County is a level 9 and their staff spends six weeks a year working on this program. The grant would cover the start-up costs for the first year and if the funds are not received, we can still do the outreach and education piece on a smaller scale, Mr. Nance commented that if it only cost $2,000 a year for the time involved and the savings, it is worth going after the grant. The Town Manager responded that it is about the effort and that several of the larger companies such as Southern States could benefit from the savings. There is more benefit that you can put a price on. We already have put some money in the Planning budget to cover the costs on a smaller scale, Mr. Hare asked why we would spend the time to apply for the same thing on a smaller scale with Town funds. Mr. Hare asked what would not be getting done in Planning while staff is working on this program and the response was that it would take a lot of staff time to begin the program but less time to maintain it. Mr. Nance asked if our current floodplain ordinance works and the response was yes. Roanoke County has the same floodplain ordinance, but they are not required to update at this time because they are already in the program. We would have to update ours to get into the program. Mr. Hare asked what the purpose of the outreach and education program is and the response is to get more people to have flood insurance but also to educate on how to be safe during a flood and how to be proactive in protecting your property in the event of a flood. Ms. Turman has not reviewed the new floodplain ordinance model. The end benefit is education and possible reduction in policy premiums. K The Town Manager commented that the Town is surrounded on four sides by water and we have made a lot of progress with the flood mitigation program. This is just one more opportunity and expense. Vice Mayor Fidler asked about the trees being removed at the bottom of 5�h Street and do they have to do comply with the flood mitigation, The Town Manager responded that this is part of the AEP transmission line project and FEMA approved the project two years ago. Ms. Turman indicated that staff will begin to review our current floodplain ordinance again in May. The Mayor commented that at first this program seemed like a great idea but if updating our floodplain ordinance would create a problem with one business owner, it is not worth it to him. However, if Council feels that it is necessary and reasonable, he would go along with it. Mr. Nance said he thinks Council should review the required changes in the Ordinance and what they would be required to pass before proceeding any further with the program. The Town Manager commented that we can review the floodplain ordinance first and not apply for the grant at this time. The next step will be for staff to review the required changes in the floodplain ordinance and bring it back to Council for consideration at a later time. Ms. Turman indicated that we will need to update the floodplain ordinance in order to apply for mitigation funds in the future. The next item in the work session related to setting priorities for use of the funds that the Town received from the sale of easements to AEP for their new transmission line project. The Town Manager W W all ill # 9 is turned off. Staff is in the process of soliciting bids for the demolition project. Vice Mayor Fidler left the meeting at 6.58 p.m. Ms. Turman updated Council on the house on Chestnut Street and that the Building Commissioner has sent a notice to the new property owner that it needs to be demolished and the new owner is willing to get the property into compliance. The issue is that the driveway and other items left on the property are on a separate lot and they are having difficulty getting in contact with that property owner. Vice Mayor Fidler returned to the meeting at 7:02 p.m. The Mayor called the regular meeting to order at 7:06 Roll Call p.m. The Town Clerk called the roll with Council Member Altice, Council Member Hare, Council Member Nance, Vice Mayor Fidler, and Mayor Grose present. The Mayor welcomed those in attendance. After a Moment of Silence, Mr. Altice led the Pledge of Allegiance to the U.S. Flag The Town Clerk handed Council a revised first page of the April 2, 2012 minutes which corrected the listing of staff present at the meeting. Mr. Nance made a motion to approve the consent agenda as corrected; the motion was seconded by Vice Mayor Fidler and carried by the following vote, with all members voting: Vote - Altice, Hare, Nance, Fidler, Grose; Nays (0) - None. Mr. Nance read a letter from Chief Cook naming Officer Christopher Hays as Officer of the month for March. The next item on the agenda was consideration of adoption of a Resolution approving the FY 2012-2013 operating budget of the Roanoke Valley Resource Authority. Dan Miles of the Authority made brief FE 19MMONIzio III R I Poism to I-ENNSIM-0 F. I% mur. Islar.11 Fivatin Approved minutes of April 2, 2012 Special Council meeting and Resolution No. 1959 amending Resolution No. 1943 relating to appropriation of funds for acquisition of real new Vinton Branch of the Roanoke County library EI paid off last fiscal year. There will be no increase in the $45.00 tipping fees for the upcoming year. Mr. Hare expressed appreciation to Mr. Miles for the well -run organization, Vice Mayor Fidler mentioned the Your Community section of the Roanoke Times yesterday that in 1912 the Town of Vinton began hauling away the trash from all premises. Mr. Hare made a motion to approve the Adopted Resolution No. I ) 9 Resolution as presented; the motion was seconded by Mr. approving the 2012-20 )I Nance and carried by the following roll call vote, with all operating budget for t members voting: Vote 5-0; Yeas (5) - Altice, Hare, Nance, Roanoke Valley Resour Fidler, Grose; Nays (0) - None. Authority Ms. Elaine Bays -Murphy next made brief comments on the proposed 2012-2013 operating budget for the Roanoke Valley Regional Cable Television Committee. RVTV is funded by the Town, Roanoke City and Roanoke County through the Virginia Communications Sales and Use Tax paid by Cox Communications and the amount each locality pays is based on the number of subscribers. The Town of Vinton's amount for the upcoming year is five percent for a total of $18,190.00, As in prior years, the total budget is being supplemented by $15,000 from the RTVR Roll -Over Account. However the RVTV Committee voted that this is the last year that funds will be taken from that account in order to leave a balance. Mr. Hare asked how much is in the reserve at the present time and the response was $30,525.74. Ms. Bays -Murphy also commented that they now charge $5.00 for all DVD requests. The Town Manager reminded Council that RVTV has a separate capital account which has a balance of over $1 million, but this is strictly for capital and no operating costs. Mr. Nance asked if our Resolution approves the operating budget and capital budget, but the response was only the operating budget. Mr. Altice commented that a considerable about of money has been saved in personnel costs due to the fact that cameras are now left at the locations and operated remotely. The Town Manager and Ms. Bays -Murphy indicated that if Council chose to broadcast their meetings, the cost is already included in our annual allocation. They also have the capability of recording any meeting and then broadcasting it later. Vice Mayor Fidler left the meeting at 7:25 p.m. Ms. Bays -Murphy reminded Council that all broadcasts are now available on their new website. Mr. Hare asked where the new website was paid from and the response was from capital and the first three years of hosting was included in the initial project and came out of capital. R Vice Mayor Fidler returned to the meeting at 7:29 p.m. Mr. Altice made a motion to approve the Resolution as presented; the motion was seconded by Mr. Nance and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) - Altice, Hare, Nance, Fidler, Grose; Nays (0) - None. No action was taken on the consideration of a Resolution authorizing the Town Manager to file an Ppplication for a Hazard Mitigation Grant. The Town Manager complimented the Police Department on the handling of the incident last week that began with a fatal shooting in Bedford, The individual killed was the brother of one of our employees, Steve Bowles. Our Police Department responded under a minute and was able to take charge of the situation and prevent a possible second shooting. The Public ITorks Department needs to be commended for the landscaping improvements they are doing around Town in preparation for the upcoming Dogwood Festival April 25 Ih through 28th, The Mayor made comments on the improvements in the Finance Department. He also complimented the Police Department on the handling of the incident last week and expressed thanks for the monthly report. The Public Works Department has also started providing a monthly report and it is appreciated. He wanted Council to know that he, the Town Manager and the Public Works Director met with representatives of the Water Authority recently and will do so periodically. The Mayor mentioned that partnerships and volunteers have been a big part of the success of the Town and that at the upcoming VML Town Section meeting there is going to be a session on volunteerism. The Vinton Relay for Life will be held this Friday, April 20"' at William Byrd High School and encouraged everyone to support this event. Comments from Council — Mr. Altice thanked the Town Clerk and Town Manager for the improvements to the office that gives a welcome feeling. He also commented on the prisoners that are being used by Public Works to help with improvements in the Town. Mr. Nance also complimented the Police Department in handling the incident last week and the comments that he heard from his counterparts about the professionalism and Adopted Resolution No. 1961 approving the 2012-2013 operating budget for the Roanoke Valley Regional Cable Television Committee cooperation of the Vinton Police Department. Vice Mayor Fidler mentioned an article in the Charlottesville paper in memory of Bucky Eanes, a former State Trooper from the area. Mr. Nance moved that the regular meeting be adjourned, the motion was seconded by Vice Mayor Fidler and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) - Altice, Hare, Nance, Fidler, Grose; Nays (0) — None, The regular meeting was adjourned at 7:50 p.m. The Work Session then continued at 8:06 p.m. The Town Manager reviewed the Council's proposed budget highlighting that salaries were kept the same based on the reduction that they approved last fiscal year. Another increase was the War Memorial grant line item to supplement the costs of holding Town events and an increase in training and travel to allow at least two Council members to attend the annual VML Conference. There is not an election next year, so there are no funds in that line for the upcoming year. The amount budgeted for this year's election is $2,500.00, Mr. Nance commented that if we could find $2,500 he could like to increase the Community Contributions to give the Volunteer Fire and First Aid Crew an additional $1,000 each plus an additional $500 to the Virginia Historical Society/Museum. The Town Manager commented that the only other group that has taken a sizable hit over the past years is the Chamber. Mr. Nance commented that the perception is that their membership has grown and it appears they have been very successful over the past few years. The Mayor was in agreement with the additional contributions if we can find the money and Vice Mayor Fidler indicated she would like us to do what we can for the employees first. Mr. Nance said he was not suggesting we touch money set aside for the employees. The Town Manager's budget was reviewed next. Some of the highlights were increased training in the amount of $1,500.00 to support the Town Clerk's efforts to get her Certified Municipal Clerk certification. The Town Clerk advised Council that she has already received a scholarship in the amount of $400.00 toward this year's Institute. By virtue of the fact that the Town Manager will now be paid a car allowance in lieu of the Town providing a car, a $5,400 car allowance has been added. The Town Manager commented that his employment contract will also have to be amended to reflect this change. 0 1.1 indicated a maintenance issue relating to the stormwater pond that will need to be addressed. The Mayor suggested we schedule the next Council meeting to start at 7:00 p.m. since it is Election Day and then have a budget work session after the meeting, The Town Manager also suggested that we have an extra budget work session on May 8 Ih starting at 6:00 p.m. and Council agreed. The Mayor commented again on the issue of the Gus Nicks Boulevard property and getting something done and Vice Mayor Fidler agreed. Vice Mayor Fidler asked how much is in our fund balance and the response was approximately $1.9 million which is a healthy emergency reserve. Mr. Nance said even if have a small surplus, we need to go ahead and set aside the money for the HVAC system at the Fire/EMS Building, next the demolition of the Gus Nicks property and then perhaps the cement pad on the old Steve's Garage property. Mr. Hare asked about funds we received from Verizon and what happened to it and Mr. Thompson responded it is in the General Fund. Mr. Hare responded that we should use that money for the phone system. He also said he would like to see some of the money spent on things that will have a payback like switching the water meters and a new phone system that will save money in the future. Mr. Hare even said he would go so far as to suggest spending General Fund money now on some of these items to help us with next year's budget or the year after that. The Town Manager felt like he has some direction from Council and he will compile a list and bring back to Council for further consideration. The Town Manager commented that the next work session will include reviewing our revenue and our options concerning the changes to VRS. AYES * Susan N. Johnso4n,,jrow Clerk APPkOVED: z '/ , 11I / j , -��BfadleyL' ".rose,"Maydr 9