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HomeMy WebLinkAbout4/6/2010 - RegularJ C MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 6:00 P.M. ON TUESDAY, APRIL 6, 2010, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. Bradley E. Grose, Mayor Robert R. Altice Carolyn D. Fidler Matthew S. Hare William W. Nance STAFF PRESENT: Chris Lawrence, Town Manager Darleen Bailey, Town Clerk Adam Swann, Acting Town Attorney Barry Thompson, Finance Director/Treasurer Mary Beth Layman, Special Programs Coordinator Mike Kennedy, Public Works Director Beth Austin, Human Resources/Safety Manager A. 6:00 P.M. - Roll Call and Establishment of a Quorum B. Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 A (1) of the 1950 Code of Virginia, As Amended, for Discussion or Consideration of Personnel Matters. C. 7:00 P.M. — Reconvene and Adopt Certification of Closed Meeting D. INVOCATION E. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG F. CONSENT AGENDA 1. Approval of Minutes for Regular Meetings of February 16, and March 2, 2010 2, Adopt Proposed Resolution No. 1862 Establishing the Roanoke Area Criminal Justice Information Network (RACJIN) ACTION: Adopt Resolution 3, Request Authorization to Destroy Paid Personal Property and Real Estate Tax Records through 2004 — Resolution No, 1863 ACTION: Adopt Resolution 4. Request to Establish Budget Fund Accounts for the Downtown Vinton Business District Project and the CDBG Planning Grant Funds - Resolution No. 1864 ACTION: Adopt Resolution G. AWARDS, RECOGNITIONS, PRESENTATIONS 1 Presentation and Adoption of the 201012011 Annual Budget for the Roanoke Valley Resource Authority — Resolution No. 1865 H. CITIZENS' COMMENTS AND PETITIONS I. TOWN ATTORNEY J. TOWN MANAGER 1. Vinton Pool Update 2. Set Allocation Percentage for Personal Property Tax Relief (PPTRA) in the Town of Vinton for the 2010 Tax Year — Resolution No. 1866 1 Request to Renew Group Health Insurance Contract — Resolution No. 1867 4. Request to Authorize Treasurer to Write Off Delinquent Personal Property Taxes for 2004 — Resolution No, 1868 K. MAYOR 1. VML Policy Committee Nominations for 2010 2, Announce Arbor Day Celebration at 9:00 P.M. on April 15, 2010 at the Vinton Public Works Building L. COUNCIL M. ADJOURNMENT WORK SESSION 1. Bowman Street Closing 2. Farmer's Market Report Mayor Grose called the regular meeting to order at 6:00 p.m. Following roll call, Mr. Nance made a motion to go into a closed meeting, pursuant to § 2.2-3711 A (1) of the 1950 Code of Virginia, as amended, for discussion or consideration of personnel matters. The motion was seconded by Ms. Fidler and passed with all in favor. At TOO p.m*, the regular meeting was reconvened and the Certification that the closed meeting was held in accordance with State regulations, was read and approved on a motion by Mr. Nance that was seconded by Ms. Fidler and passed with all in favor. Pastor Lynne Alley -Grant of Thrasher Memorial United Methodist Church gave the invocation and Mr. Altice led the Pledge of Allegiance to the U.S, Flag. The Consent Agenda was approved on motion by Ms. Fidler and seconded by Mr. Hare, with all in favor, Dan Miles from the Roanoke Valley Resource Authority gave a presentation on the Resource Authority's proposed budget for 2010- 2011 . He advised that the combined budget for the upcoming year would be $9.8 million with a $2.7 million debt service. He noted that the 20 year revenue bonds were scheduled to be retired in the fiscal year 2012/2013. Mr. Miles pointed out that payment for the year 2012/2013 was already encumbered so the Resource Authority only has two more payments before the bonds are paid off. He reported that the current year's budget was reduced by $587,000 (5.6%) and is balanced. He also reported that the budget includes a draw down from the contingency reserve fund as they have been operating for several years in deficit mode in order to balance the budget and to avoid having to raise tipping fees. Mr. Miles advised that their reserve fund will be depleted the year before their debt service is retired. He advised that this will be the eighth consecutive Roll call, invocation and Pledge of Alle- giance to U.S. Flag year with no increase in municipal tipping fees. Mr. Miles pointed out that if the $51.00 per ton tipping fee that was imposed eight years ago was inflated to today's dollars, the tipping fee would be equivalent to $86.00 per ton. Following his budget presentation, Mr. Miles gave a brief update on the Roanoke Valley Resource Authority's Hazardous Waste Program. He noted that the Authority assumed the responsibility for the NNW Program, effective July 1"t. He advised that the NNW events now occur on a monthly basis, the third Saturday of each month. He noted that costs have been reduced from over $100,000 for three events to $75,000. Mr. Hare inquired as to what was driving costs up and Mr. Miles replied that it was mostly due to investment income. He added that their contract with Norfolk Southern has escalated each year along with increases in health insurance costs for employees. He added that there are plans to reduce Norfolk Southern costs during the next few years. Mr. Miles warned Council that the Authority cannot go on indefinitely without a tipping fee increase as their reserve fund will be gone in two years. Mayor Grose inquired as to whether costs would go down if Vinton develops more efficient ways of disposing of refuse. Mr. Miles replied that costs are projected based on the amount of refuse brought to the landfill so if the Town brings in less refuse, the Town's cost would go down. The Mayor asked why costs for the City and the County were projected to go down while the Town's costs are projected to increase, Mr. Miles responded that both the City and the County's projections are lower because their total tonnage amount has gone down, probably due to the economy, while the Town's has increased. He noted that Vinton is an anomaly. Mayor Grose commented that he had noticed that the Resource Authority's reserve fund is projected to increase in the upcoming year and questioned why they would increase reserve funds while localities are struggling to pay their costs. The Mayor noted that if the Authority is able to increase their reserve funds, he felt the Town's costs should go down. Mr. Miles replied that when their bonds were issued, they were contractually required to retain reserves each year for landfill closings and for capital equipment purchases. He went on to explain that if the reserve funds are depleted before the loan is paid off, their bond issues would be in jeopardy. As a result, the Resource Authority has had to reduce the amount of construction to be done next year. In response to the Mayor's concerns, Mr. Miles explained that before tipping fees can be lowered, the Resource Authority would have to make up the $1,6 million draw -down in the proposed budget. Ms. Fidler moved to adopt proposed Resolution No. 1865 approving the Roanoke Valley Resource Authority's 2010/2011 budget. The motion was seconded by Mr. Altice and unanimously approved on a roll call vote. Mayor Grose welcomed Acting Town Attorney, Adam Swann, sifting in for Elizabeth Dillon, Town Attorney, who was out of town, The Town Manager brought up the question as to whether or not the Vinton Pool would operate this summer and if so, how it would be funded. He noted that last year, Council had determined that the Town would not have the funding to operate the swimming pool this year, however, within the last few months, had set a priority to find a way to keep the pool open for the upcoming season. Mr. Lawrence further noted that he could not assure the long-term viability of a 60- year old pool but that it is functional at the present time although it does need some minor repairs. Mr. Lawrence advised that Pastor Lynne Alley -Grant of Thrasher Memorial United Methodist Church, and other members of the church, have been meeting with the Mayor and staff in an attempt to work out a plan that would allow the pool to open for the up -coming season. Pastor Alley Grant gave a power point presentation highlighting various activities planned for the 2010 pool season that would attract children and families to come to the pool. During her presentation, she noted that swim lessons would be available as well as crafts and snacks. Pastor Alley -Grant noted that a meal would be offered every Wednesday evening for everyone at the pool. Mr. Lawrence pointed out that getting the information to the public on planned activities would be vital if the pool is to have a successful year. He noted that advertising could be done in local newspapers, posters, through established community networks, the schools and through the town's website and on Facebook. The Town Manager stressed that the town would continue to operate and manage the pool with the Church being responsible for programming. He advised that if Council agrees to re -open the pool this year, it would stay open later in the evening and would have a reduced evening rate, Mr. Lawrence explained that there would be changes in pricing to give people more options and incentives to attend the Vinton Pool. He recommended standard admission fees: Adults $4,00 Approved request to open the Vinton Swimming Pool for the 2010 summer season 4 Adults — 55 and over 3.00 Youth (5 — 15 years) 3.00 Children (4 & under) FREE "Twilight" — 6:00 p.m. — 8:00 p.m. 1.00 He asked for a commitment from Council to keep the pool open for the upcoming summer. He assured Council there was enough money in the current budget to open the pool and run it through June 30th, Mr. Lawrence went on to say that he is recommending that the proposed budget include funds to keep the pool open through the remainder of the summer and to open the pool next year. Pastor Alley -Grant advised that the cookouts and special events would be open to the public at no cost. Mr. Nance stated that with the difficult economy, it would take public and private partnerships to keep town services in place. He inquired as to whether staff felt the expanded hours and activities would fall within the limits of previous pool budgets. Mr. Lawrence replied that staff would ensure that costs are kept within budget limits by reducing the number of lifeguards when attendance is down. He added that opening the pool in the evening would hopefully draw a new market of pool customers, Mr. Altice asked if staff had worked out a new budget for the swimming pool and Mr. Lawrence replied that funding would be based off the Town's historical pool budgets. He added that this year, the budget would be reduced by almost $20,000 to take into account that there would be days pool will not open due to bad weather, Mr. Nance reported that losing $30,000 of tax payer money on one particular item would be a real burden for a town the size of Vinton. He went on to say that he whole-heartedly supports opening the pool this year but stressed that staff needs to track expenses and revenues very closely. He noted that next year, he would want to know exactly how much was lost this year as the Town would continue to have the same concerns and issues if the economy does not improve. He emphasized that the Town would need to prioritize next year if revenues do not improve. Ms. Fidler concurred with Mr. Nance's statements and noted that opening the pool is very important to all of the Council members. Mr, Hare inquired as to what would be needed from management to make this project successful that has not been done in the past. Mr. Lawrence stated that the pool manager will need to understand the pool and be able to determine when fewer guards are needed. He further stated that expenses would need to be very closely tracked. Mr. Lawrence added that staff has always budgeted more than it costs because funding was not a big issue in the past. 5 Mr, Hare inquired as to who concessions that are sold and Mr would be doing that. would be keeping track of the Lawrence replied that the church Mayor Grose stated that he felt this would be a great ministry for Thrasher Memorial United Methodist Church and it thrilled him personally to know that there was someone in the community that is willing to help the Town's children. He expressed his thanks to Pastor Alley -Grant and added that he hoped this would be the first of many future partnerships in support of the Town's children. Mr. Altice stated that the pool manager needs to do a better job of tracking expenses than in the past. Mr. Altice made a motion for the Town to go forward with plans to open the pool for the summer on June 5th . The motion was seconded by Mr. Nance and passed unanimously on a roll call vote. Mr. Lawrence stated that he had drafted a press release that will be sent out as soon as Pastor Alley -Grant feels it is appropriate. Barry Thompson, Finance Director/Treasurer, made a public apology on behalf of himself and the Treasurer's Office, to Council and the Town for sending out inflated statutory business license bills to business owners in an attempt to collect their unpaid business license tax. He assured Council that it would not happen again and that it is the policy of the Treasurer's office to provide quality service and professional billings. Mr. Thompson reported on a request to set the allocation percentage for personal property tax relief in the Town for the 2010 tax year. He noted that Council passed an ordinance in December, 2005, implementing amendments adopted in 2004 for the Personal Property Tax Relief Act of 1998. He further noted that as a part of that ordinance, the Town is required each year to enact a resolution that would set that percentage of allocation, Mr. Thompson advised that based on the pro rats share of $950,000,000 set by the State, Vinton would receive $203,095.72 for the tax year 2009. He went on to say that using the state model for allocation of funds, the Town's computed tax relief would be 68.84% for 2010, Mr. Lawrence asked that Council adopt proposed Resolution No. 1866 setting the allocation percentage for Personal Property Tax relief and also indicating that the Town chose, by ordinance, the specific tax relief method of computing the tax relief. He noted that the Town would allocate the relief at a single percentage across the board to the first $20,000 of personal property vehicle value and would continue to exempt vehicles valued at $1,000 and below, from Adopted Resolution No. 1866 setting the allocation percentage for Personal Property tax relief 6 taxation. He advised that the Town is authorized to "balance bill" at 100%, any taxes from 2005 and prior that are still delinquent. Mr. Altice moved to adopt proposed Resolution No. 1866 setting the allocation percentage for Personal Property Tax Relief for 2010. The motion was seconded by Ms. Fidler and passed on a unanimous roll call vote. Beth Austin reported on a request for Council's authorization tc renew the Group Health Insurance Contract through Local Choice, effective beginning July 1, 2010 running through June 30, 2011. She gave a brief history of the Town's health insurance history for the benefit of Councilman Hare, the Town's newest councilmember. She noted that this year, based on this current year's health care as well as the pools liability, the Town would receive a 7.6% increase. Ms. Austin pointed out that last year, the Town had a 0% increase, in 2008, the Town had an increase of less than 1% and in 2007, the increase was 10.4%, She advised that the last hard increase by Local Choice was 23% increase in 2006. Ms. Austin assured Council that staff has been working very hard to reduce claims and are encouraged to participate in wellness programs. She advised that staff recommends that the Town absorb this year's increase as employees will not receive a pay increase again this year. She noted that next year, employees may be required to pay a portion of the costs, She noted that Local Choice Health Insurance is a benefit for small localities that cannot afford to self insure their employees. Ms. Fidler asked if employees can carry insurance through Local Choice after they retire. She also asked if a retiree can go back on Local Choice if they drop their coverage after they retire.. Ms. Austin replied that as long as employees are active full-time employees, Medicare has to be the secondary insurance but as soon as they retire, Medicare steps into the primary roll. She went on to say that employees do have the option to remain with Local Choice after they retire but once they go off the Town's insurance, they cannot be reinstated. Mr. Altice asked if the health care cost increase had been included in the proposed budget and Mr. Lawrence replied that it had been included. He added that the 7.6% increase would amount to a $38.00 increase for each covered employee. Ms. Austin reported that the increase for an employee plus one plan would be $75.00 and the family plan increased by an additional $104 per month. Adopted Resolution No. 1867 authorizing renewal of group health insurance Vj It was the consensus of Council that staff advise employees that their options for health insurance may have to change next year. Mr. Altice moved to adopt proposed Resolution No. 1867 authorizing the renewal of the Town's Group Health Insurance Contract for the next fiscal year. He noted that he was making this motion because he wants the Town's employees to be able to go to a doctor or dentist when needed. The motion was seconded by Ms. Fidler and passed unanimously on a roll call vote. Mr. Thompson reported on a request to authorize him to write off delinquent personal property taxes for 2004. He advised that the State Code states that property taxes over five years old are not collectible and that these taxes may not be written off until after December 315t of the year for which such taxes were assessed. He stressed that all efforts were made to collect the taxes including reporting them to the Debt Set -Off Program. Mr, Thompson reported that the delinquent tax amount for 2004 is $2,920.01. Mr. Altice questioned whether the Treasurer's Office would continue to collect any taxes that are written off. Mr. Thompson advised that these taxes are kept in a separate file and are submitted to debt set-off. Mayor Grose commented that it sounds as if the Town has done a good job in collecting the taxes. He added that considering all of the Town's revenues, he felt this to be a very small amount. Mr. Thompson responded that the delinquent amount was .68% of the 2004 tax levy. Mr. Hare asked if there were any repeat offenders and Mr. Thompson replied that if someone comes into the office to pay a current tax bill and owe back taxes, the money they pay is applied to their oldest bill. Mr. Nance moved to adopt proposed Resolution 1868 authorizing the Treasurer to write off delinquent personal property taxes for 2004. The motion was seconded by Mr. Hare and approved unanimously on a roll call vote, Mr. Lawrence advised that council and staff would need to schedule a budget work session at the end of tonight's meeting for the end of April. The following nominations for the VIVIL Policy Committees: Community & Economic Development — Wes Nance Matt Hare Environmental Quality - Brad Grose Finance - Carolyn Fidler Adopted Resolution No. 1868 authorizing the Treasurer to write off delinquent personal property taxes for 2004 M rit . �*=@ I Transportation - Bobby Altice Ms. Fidler moved that the above noted nominations for the VML Policy Committee be approved. The motion was seconded by Mr. Hare and passed unanimously on a roll call vote. Mayor Grose announced the Arbor Day Celebration that would be taking place on April 15, 2010 at 9:00 a.m. at the Public Works Building. He invited everyone to attend. He also noted that he had received a letter from the "Rebuilding Together" organization thanking Council for their donation. The Mayor reported that there would be a design workshop and open house for the Vinton Downtown Revitalization Plan on April 14 th from 4:00 p.m. to 5:00 p.m. and again on April 15 th from 5:30 to 6:30 p.m. at the Vinton War Memorial, He noted that everyone was invited. Mr. Lawrence advised that there would be a three-day charette with landscape architects and planners who would be designing the project. Mr. Nance thanked Mr. Thompson for his public apology to Town Council and noted that the poor decision by the Finance Department was not indicative of the pro -business atmosphere that Council is attempting to cultivate. He went on to say that the decision was not indicative of Mr. Thompson, nor of his department. Mr. Nance assured Mr. Thompson that he had Council's full support. Mr. Altice concurred with Mr. Nance's remarks, Ms. Fidler added that Mr. Thompson had provided good service to the citizens of Vinton and has made some excellent changes that were greatly needed. Ms. Fidler made a motion that the Town establish a Business Advocate position and that it be done by the April 20th Council meeting. The motion was seconded by Mr. Hare and passed unanimously on a roll call vote. Mr. Lawrence explained the reason behind the decision to establish a business advocate is due to a perception by the business community that Vinton is not business friendly and that it is not the culture that the Town wishes to provide. He noted that he and the Mayor, in conjunction with Roanoke County, has been meeting with a group of business leaders for the past year on this issue. Mr. Lawrence explained that this position would be handled by an existing staff member and would begin immediately. He advised that he would have a formal plan for the position to present to Council at their next meeting, 9 The Mayor stated that he was very excited about the position as it is very much needed by the Town and the business community. Mr. Lawrence reported that Wayne Guffey, a Police Dispatcher. lost his father on the previous evening. As there was no further business, Mayor Grose adjourned the regular meeting at 9:00 p.m. WORK SESSION Bowman Street Closing Mr. Lawrence reported on a request to close a small piece of tight of way property located on an unimproved section of' Bo,,vman Street that runs through the middle of property owned by Tommy Wood and his family. Mr. Lawrence noted that Mr. Wood's service station is located on the property in question. He advised that Mr. Wood wants to replace the old sign at his business, but because the sign is located on property he does not own, Zoning Ordinance regulations will not allow him to replace the sign. Mr. Wood is also making improvements to the sign at his business on Hardy Road. Mr. LaATence advised that when the Woods opened their business off of Washington Avenue, they were allowed to put tip a sign on the right-of-way. He further advised that today's Zoning Ordinance regulations require a 5-foot setback from the fight -of -way which Mr. Woods can meet. Mr. Lawrence referred to a plat drawn up when Washington Avenue was changed from a two-lane road to a four lane road, with a note stating that the unopened portion of Bowman Street would be vacated by VDOT. He went on to say that apparently VDOT did not complete the paper work to officially vacate the unopened right-of-way when the road construction was completed, The Town Manager stated that as long as Council concurs, the "Town would allow Mr. Woods to construct his new sign at the location of the old sign and the Town Would initiate a right-of-way vacation for the unopened portion of Bowman Street. He noted that the Town would maintain a utility casement for a water line that runs through the property which would not impact the construction of the sign in any way. Mr. Lawrence, who is also the Zoning Administrator, stated that he felt it would be a reasonable interpretation of the Zoning Ordinance that Mr. Woods be allowed to replace the sign so long as the right-of-way process has been initiated. Mr. Lawrence stated that Mr. Woods had a survey of the property and all the Town needs to do is to have the Town Attorney write up the deed and utility easement. Although the Town Code says that the petitioner is required to cover the costs for vacating a right-of-way, Mr. Lawrence felt the Town should be responsible for paying the costs and initiating the process since it should have been vacated several years ago. Mr. Lawrence asked for and received Council's concurrence to allow Mr. Wood to go ahead with his plans to replace his sign. Mr. Lawrence reviewed the process for vacating a right- of'--,vay and advised that staff would advertise for and schedule a public hearing on the issue. 10 I Farmers Market Report Mary Beth Layman, Special Programs Director, reported that Street Closing pen -nits would be aoim-y out the next day for the Dogwood Festival, July 4"' and the events at the Farmers Market, Following a highlight of the 2009 season and a report on the 2010 plans, Ms. Layman advised that vendors have requested overhead fans to be installed in the canopy area and more publicity Ior the Farmers Market. She noted that some of the vendors and Town staff had met and decided that they could better serve the public ifthey focused on particular days (Thursdays, Fridays and Saturdays 1rom 8:00 a.m. Until 3:00 p.m.) to sell their produce rather than having to be at the Market six or seven days every week. She noted that this would allow the vendors to concentrate on planting and harvesting the produce they bring to the Farmers Market. Ms, Layman reported that she would be requesting the same funding for this year that was requested last year. Mayor Grose asked Ms. Layman about the car parts market held at shows such as the MDA show in Roanoke City that was \,cry successt61. She stated that they offered that option last year and people seemed to be excited about the possibility. Ms. Layman advised that the Fiddle and Ban ' jo Club would be returning again this year on the first Saturday of the month from May through September. Also. the Chamber of Commerce and the Vinton Dogwood Festival are coordinating the Mingle at the Market event that will be held on Saturday evenings from June through September, Ms. Layman advised that there would be 24 special events this year at the Farmers Market. She noted that the Virginia Farm Bureau had donated $1,600 I'cyr promotional purposes. She noted that the money would be utilized for print ads in City Magazine and other promotional materials. Ms. Layman reported that the stage area recently had a face lift with carpentr}, and deck repairs. She added that the exterior siding received a coating ofgreen acrylic stain, the stage deck was clear coaled and the interior of the restroorns were painted as well. She concluded her report by pointing out her goal is to attract more vendors, visitors and shoppers to the Market and to make it a "fun- place for the public to gather to shop for local produce, crafts, art work and collectibles. She distributed a list of upcoming special events to Council and staff. The Town Manager pointed out that economic development and marketing t1or many small Towns is done through special events. He stressed that promotion of' the Town's special events is very important and necessary if the Town is to be successful in economic development efforts. Mr. Lawrence reported that the Town would be getting an intern from Virginia Tcch and her project 110CLIS will be to determine how to improve and promote the Farmers Market, He noted that this project would lead into the downtown economic development Ms. Layman reported that zip code Surveys had been distributed for the downtown revitalization study and the results of the survey had been forwarded to Trip Muldrow, the Town's economic development specialist. She mentioned several businesses that did an exceptionally good job with their survey. The work session adjourned at 9:55 p.m. ATTEST: Darleen R. Bailey, Town Cle F", I APPT?OVED: fr' a _4�a/dl�ey R rose, 'Ma ) I—/Cr 12