HomeMy WebLinkAbout4/7/2015 - RegularMINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 6:00 P.
ON TUESDAY, APRIL 7, 2015, IN THE COUNCIL CHAMBERS OF THE VINTO
MUNICIPAL BUILDING LOCATED AT 311 SOUTH PD •OLLARSTRO EET, VINT
VIRGINIA I
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
Theresa Fontana, Town Attorney
Susan N. Johnson, Town Clerk
Ryan Spitzer, Assistant Town Manager
Ben Cook, Police Chief
Donna Collins, Human Resources Specialist
Barry Thompson, Finance Director/Treasurer
Joey Hiner, Public Works Assistant Director
The Mayor called the work session to order at 6:00
p.m. for the annual update by Beth Doughty, Executive
Director for the Roanoke Regional Partnership. Ms.
Doughty first commented that business attraction is more
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are asset development, image building and market
intelligence. She then began her Power Point
presentation and commented with regard to business
attraction that overall files that were opened on projects
and providing information assistance were both up 10%.
With regard to the Partnership serving as the
Administrator for the Western Virginia Regional Industrial
Facility Authority, a study was completed in the last
month identifying potential large industrial sites, which will
affect our future business attraction effort.
There were 713 jobs created in 2014 with an investment
of $72 million, most of which were represented by
expansions of existing companies. This was the second
highest announcement of jobs in the last five years with
overall annual economic impact of $249 million.
Ms. Doughty next commented about the relocation of the
Norfolk Southern offices and that the Partnership has
been able to meet with more than 50 site and location
consultants in person since the initial announcement.
Also, a summary was created of lay-offs and cut -backs
that demonstrate the workforce that is potentially
available and sent that out to more than 100 of those
consultants as well as our partners through the Virginia
Economic Development Partnership, This has generated
a lot of interest and has brought two or three new office -
type projects. Skilled workforce and real estate are really
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In closing, Ms, Doughty commented that a tool we have
not taken advantage of, but we should base on the
information that has been presented, is the fact that we
have 25 colleges and universities in a 60 mile radius.
Even if we look at the colleges and universities in a 35
mile radius, that is a huge asset to us in the ability to
attract and retain young people. We need a coordinated
and comprehensive strategy which will be really important
to our future economic development success.
The next work session item was the annual update by
Liz Belcher, Greenway Coordinator for the Roanoke
Valley Greenway Commission. Ms. Belcher began with
her Power Point presentation and first commented that
her job was reclassified in 2014 which brought the
Greenway budget for 2016 to $94,220. The Town's
percentage of the total is $3,520, which is $165 more
than last year.
Several grants have been given to Vinton in the 2014-
2015 fiscal year. They were the Glade Creek Revenue
Sharing Match of $12,500 from the Greenway
Commission/ Pathfinders and $20,000 from the Roanoke
County EDA. A DGIF $10,000 grant and an $11,500
grant from AEP were awarded for the Tinker Creek
Blueway as well as $1,459,500 RSTP funds for the Tinker
Creek Pedestrian Bridge which will come in FY2017-
2018,
The priority project for several years has been the
Roanoke River Greenway. On the west end, the
Greenhill Park section opened in 2008 and the next
section in the County is under design. The location of
this section has been difficult, but they have settled on a
site and are in the process of doing an environmental
compliance. In 2014 Salem completed a section and is
now designing the next bridge that will get built, Another
project is Salem is designing a bridge widening at
Apperson near the Sheets at 419 and they have an RFP
out to build a sidewalk up to Lewis Gale and to the
shopping center.
The next part in Roanoke City is currently under
construction from the Salem line to Aerial Way. They
hope to have an RFP go out in early fall for the next piece
that goes through the railroad yard. The section from the
City line to Explore Park will be on the south side of the
river because of the railroad being on the north side.
The County will be applying for a FLAP Grant to build this
section.
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on amenities such as recycling bins and pet dispensers' The City of Roanoke opened another piece of Lick Run
which is Countryside Park and is working on art projects
and historic interpretive markers.
The Pathfinders group has been working in the Valley as
well as Franklin County and at Natural Bridge. For the
second year in a row, they won the State Cox Conserves
Hero Award of $10,000. They also continue to help with
special events, training session for the volunteers, Gallop
for the Greenways and in the Fall they assisted with a
Mobile Workshop for VDOT's statewide conference.
Also, they worked with the Wilderness 50th Anniversary
and sponsored the canoe trip.
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so much publicity that touts the Greenways and the
reasons to come to the Valley. She expressed thanks to
Vinton for their support and all they are doing toward the
Greenways.
The last work session item was an update by Carl
Palmer, General Manager for the Greater Roanoke
Transit Company d/b/a Valley Metro. Mr. Palmer first
introduced Stephanie Giles, Valley Metro's Director of
Financing, and Sherman Stovall, Assistant City Manager
for Roanoke, who were in the audience.
Mr. Palmer began with his Power Point presentation by
first commenting on the transit services provided by
Valley Metro and the annual ridership for FY2014 was
2,436,543. The next slide showed the GRTC funding
structure of 33% from federal resources, 23% from local
governments, 23% from revenue or passengers and 17%
from the state. The GRTC budget for FY2015
million with Vinton's sharing being 1.4%.
In terms of Vinton's fixed route ridership from 2009
through FY2014, it peaked in FY2012, but went back to
an average of 61-62,000. The FY2014 ridershiA,
represented 2.4% of Valley Metro's (ides. The STAR
ridership over that same period steadily increased from a
low of 2,487 to a high of 4,918. STAR has an active
passenger list of 217 that have been certified to use this
service from the Town of Vinton. The cost per ride
increased 13.3% from 2009 to 2014.
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paratransit service for those people who are not able to
♦b the fixed route.
IS a -• • •- contract relating to heann
care insurance • the employees. They go • for bid
each year and the competitive environment helps kee�t
that • under reasonable control from year to year and
is factored into the overall costs to operate. Fuel cost is
by a fixed price contract. They have undertaken an
initiative to look at the spacing of the bus stops which is
important when it comes to the stop and start and
consumption of fuel for the • They have also
purchased nine mini -hybrid buses which are full-size, but
have a cooling system • • an electronic system
with a bank of fans as opposed to hydraulics which
consumes more fuel to •s the •
The current RADAR contract has been restructured as a
cost allocation model. Before the allocation was on a
passenger per trip basis and as each trip went up, the
cost went up and was very difficult to control. Now,
RADAR takes all of its contracts and all of the miles and
gives a fixed price based on our percentage of the miles
that we anticipate operating in a specific year. The cost
that comes to us is based on that percentage. There is a
fixed amount for each year with a list of items that •• into
that annual cost. The good news is that we know what
we are dealing with in terms of costs from year to year.
Mr. Palmer next commented that they are also going to
be looking at certification eligibility determination. Now,
they give the individual an application, they fill it out and
take to a • who certifies that this person cannot
negotiate fixed route service • his or her • He
knows of other bus systems that have the applications
reviewed by another medical professional even to the
extent of essentially putting the individual through a
regime to see what their capabilities and limitations are,
The plan is to purge all of their files and recertify
individuals over the next fiscal year. There may be some
individuals who were certified some years ago on a
•b •. and we need to see if their condition still
exists or if we can place them into a training program to
use fixed route service, They have not been staffed in
the •. to handle this, but possibly they can hire an
independent agency that is accustomed to and
understands the physical limitations • people with
disabilities to review the applications to make certain that
we are asking the right kind of questions to get at this
person's ability to use fixed route service or not. They will i
make the final decision, but this will give them more
information to make an informed decision. I
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Council Member Adams asked if there were any
limitations to where the STAR route can take a person
and Mr. Palmer responded that under federal regulations,
they have to provide service to anyone whose origin or
destination is within three quarters of a mile of a fixed
route and there are no limitations.
Mr. Palmer next commented on a comparison tabl-
Aa services which showed Blacksburg Transit at $39.27
per trip, Lynchburg at $37.00 per trip and Valley Metro at
$19.49 per trip. The comparison of fixed route is $1.82,
$2,36 and $2.80, respectively. Their costs compared to
the other two have to do with the competitive environment
in which they are contracted for these services.
Lynchburg services are operated in-house by the transit
service itself, so labor and benefit packages are a
tremendous driver in terms of that costs and the same for
Blacksburg Transit which is a system in part of the Town
of Blacksburg.
Another item for consideration is coordination with local
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service via infrastructure improvements such as
sidewalks, curb cuts and pedestrian amenities. This is a
long term project, but there needs to be a relationship
between fixed route service, bus stop locations and
having access. As a part of recertifying individuals who
should be on fixed route service, they need to be able to
access the fixed route.
In closing, Mr. Palmer commented that on average there
are between 9 and 10 passengers in a bus from the
beginning to the end of a route. Some routes are more
robust such as Williamson Road and Orange Avenue.
There has been no fare increase since 2007. The ADA
Complimentary Service Program for FY2014 was $1.2
million, Council Member Nance asked the average
ridership number for the Town and Mr. Palmer responded
that he could provide that information. Mr. Nance was
also interested to see if there are particular times or
portions of the route that are less populated than others.
Mr. Nance further commented that the current program is
becoming where it is not sustainable for the Town. Mr.
Palmer commented that Mr. Nance had a point, but what
requirements that are tied to providing this service, �r.
Nance next commented that the regulations that Valley
Metro has to deal with are stopping the ability for the
service to be efficient and at the same time, the Town is
being stuck with a bill that is growing and we have no
ability to control.
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Mr. Palmer commented that they are trying to stay within
the regulations and at the same time manage the costs
that will have some significance of sustainability over
time. But the regulations were never driven by financial
considerations.
The Mayor expressed appreciation to Mr. Palmer for his
presentation. This Council is very involved in this budget
process and this cost has our attention and is becoming a
bigger burden for us. As the baby boomers get older
and need to rely on these services, it will become an
even bigger problem and we may come to a point that as
a Town we can no longer afford this service.
Sherman Stovall, Assistant City Manager for Roanoke,
addressed Council and commented that the City shares
the same concerns about the costs of public
transportation. He meets with Mr. Palmer and his staff
monthly and the City has the same budgetary challenges
that the Town has. Mr. Stovall further commented that
he believes everything has been done to run the system
as efficiently as possible and to manage the expenses.
He does understand the questions about the STAR route
and he feels that if they were able to get more control
over the cost they would be able to deliver a more
efficient service. They will make themselves available to
meet with Council at any time or answer any questions.
The Town Manager commented that now the Town aQ-4
the City of Salem rotate a position on the GRTC Boari.'
every two years and Ryan Spitzer is currently serving in
that position for the Town.
The Mayor called the regular meeting to order at 7:25 Roll call
p,m. The Town Clerk called the roll with Council Member
Adams, Council Member Nance, Council Member Weeks,
Vice Mayor Hare and Mayor Grose present. After a
Moment of Silence, Council Member Adams led the
Pledge of Allegiance to the U.S. Flag.
Inder upcoming community events/announcements,
Council Member Weeks mentioned the Dogwood Festival
nd
that starts on April 22 . Vice Mayor Hare reminded
everyone of Clean Valley Day this Saturday.
Under awards, recognitions and presentations, the
first item was a Proclamation for Child Abuse Prevention
Month. Council Member Weeks read the Proclamation.
After comments by Mary Kay Brown, President of the
GFWC Woman's Club of Vinton, regarding the pinwheel
garden that was planted in front of the Municipal Building
prior to the meeting, she was presented the
Proclamation.
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The next recognition was a Proclamation for National
Public Safety Telecommunicators Week. Council
Member Nance read the Proclamation. Chief Cook
introduced Susan Slough, Assistant Director of
Communications, and Aleta Coleman, Chief of
Emergency Commissions for Roanoke County and made
comments. Ms. Slough expressed thanks for the
recognition and that it is pleasure for the County to serve
the Town and was presented with the Proclamation.
The last recognition was a Proclamation for Mayor's
Day of Recognition for National Service. Mayor Grose
read the Proclamation and presented it to Samantha
Lukasiewicz with The Advancement Foundation.
Under citizens' comments and petitions, Spencer
Hanshaw of East Virginia Avenue addressed Council
concerning the water pressure on his street and Pine
Street and presented a list of other residents that have
been affected. He commented that when he contacted
Public Works after the reduction in the water pressure he
was told that the area had too much pressure which was
affecting showerheads and hot water tanks. His pressure
had been the same for 28 years. Another reason given
by Public Works for the low pressure was the lines, but
he had replaced his lines several years ago, He has
gone from being able to take a shower and run the
washing machine at the same time to only a stream of
water in the shower while running the washing machine.
Mr. Hanshaw next commented that some residents have
been told that there is a problem with the line from the
meter to their house and they are discussing replacing
their lines and he has told them that is not the problem.
He requested that Council see if at least some of the
water pressure could be restored.
The Mayor made comments and directed the Town
Manager to investigate the matter and make a report
back to Council. Council Member Nance stated he would
like to have a report back at the next Council meeting, but
144 r-O T �9*- 441memrojif "-I Jit-,.?!
should do that. The Town Manager commented that staff
would take a look at the situation.
The next item on the agenda was to consider
adoption of a Resolution authorizing the Town Manager
to execute a Lease Agreement with The Advancement
Foundation for the upper level of the Health Department
Building located at 227 South Pollard Street, Vinton,
Virginia, for a business incubator. Ryan Spitzer began
by commenting that last month Annette Patterson
v.ppeared before Council and gave a brief overview of the
proposal to use the top floor of the Health Department
building to create a business incubator. Since that
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meeting, she has met with surrounding business owners
to assist in some small modifications inside the building
and has also talked with Ed Walker and some other
entrepreneurs within the City who would be willing to
coach new entrepreneurs in the space. She has also
met with some other financial, legal and accounting
people to get a business plan started and provide some
classes. She has ten committed individuals who would
like to either lease an office or be able to use the
conference room, computers and fax machines that will
be provided.
Mr. Spitzer next commented that the individuals who rent
space will be charged, but those charges will go back into
the cost of running the space. The utilities will be
covered by the Town and we are trying to do VOIP
service to the building. Our return for investment by
using VOIP is two years rather than using Verizon or Cox
to supply the service,
The commitments made as part of the Lease agreement
are provided in Section 2. F. such as providing five paid
positions and 30 professional advisors, looking for
businesses that mix with our business loss summary as
part of our economic restructuring. A Skills -Based
Volunteer Bank will be done that will map the assets that
our Town has to provide services to these entrepreneurs.
This will be not only while they are a part of the incubator
but afterwards so we can have a long-term commitment
to them and hopefully encourage them to stay one or two
years in our downtown spaces. The hurdle in starting a
new business is surviving the first six months to a year
and failing because they do not have a good grasp on the
financial, accounting and business plan aspects.
Most of the language in this Lease is standard and similar
to the one we had with The Advancement Foundation
and Rowe furniture and also with Alexander Films other
than a few suggested changes by the Town Attorney
which are not substantive changes,
Vice Mayor Hare commented on the section referring to
taxes and assessments and asked who would own any
improvements that would be made to the building and the
Town Manager responded that the Town would.
However, any business would have to have a business
license and be responsible for any taxable tool or
machinery applicable to their business, Mr. Spitzer
commented that the goal is to get a business into the
incubator for one to one and a half years and then get
them out into the Town somewhere,
In response to comments by Vice Mayor Hare regarding
maintenance and inspection, the Town Attorney
commented that the Town would have to maintain the
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property so it is habitable. The Town Manager
commented that we have always fully maintained the
building because of the Health Department being in the
lower level.
Council Member Adams commented that he saw in the
newspaper about the old Memorial Hospital building in
downtown Roanoke and are they doing the same type of
thing with that building. Mr. Spitzer responded that they
are planning to do high-tech start-ups in that building
which will be more computer based app development for
iPhones. The Town Manager said it will be similar in
philosophy of an incubator, but they are tailoring it for a
certain clientele.
Vice Mayor Hare made a motion to adopt the Resolution
as presented; the motion was seconded by Council
Member Nance carried by the following roll call vote, with
all members voting* Vote 5-0; Yeas (5) — Adams, Nance,
Weeks, Hare, Grose; Nays (0),
The next item on the agenda was to consider
adoption of a Resolution authorizing the renewal of the
Town of Vinton Employees' group health insurance
coverage with The Local Choice Program for the contract
year July 1, 2015 through June 30, 2016. Donna Collins,
Human Resources Specialist, first commented that there
is no premium increase for this contract year. The two
current policies, Key Expanded and Key 500, will be
offered again with some changes.
has been lifted. The dental benefits next year will be
unbundled and employees will have the option of
remaining with the comprehensive coverage or choosing
preventative care which will be at a lower cost, covers
routine oral exams and cleanings twice a year, x-rays,
sealants and fluoride for children with no-copays.
Ms. Collins next commented that out-of-pocket
maximums have changed and there will now be a four -
tier structure for prescription drugs, Council Member
Nance asked what are the employees saying about their
coverage and Ms. Collins responded that the employees -
are very satisfied with their medical insurance. Council
Member Adams made a motion to adopt the Resolution
as presented; the motion was seconded by Council
Member Weeks carried by the following roll call vote, with
all members voting: Vote 5-0; Yeas (5) — Adams, Nance,
Weeks, Hare, Grose; Nays (0).
The next item on the agenda was the overview of the
Town Manager's recommended budget for FY 2015-
2016. The Town Manager began his Power Point
presentation by commenting that the proposed budget
Adopted Resolution No. 21
authorizing the Town Manager
execute a Lease Agreement wi
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the upper level of the Heall
Department Building located
227 South Pollard Street, Vinto
Virginia, for a business incubator
Adopted Resolution No. 201
authorizing the renewal of t
Town of Vinton Employees' gro
health insurance coverage wi
The Local Choice Program for ot]
cntract year July 1, 2015 throu
June 30, 2016
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should be completed in December and continued our
Fagade Grant program with $3,000, The Community/
Organization contributions of $15,750 and Joint Local
Government Services of $48,105 are provided in detail in
the proposed budget.
The Town Manager next commented that the health
insurance was covered in depth by Ms. Collins and we
maintained professional development and training for our
team members.
The CIP includes gateway enhancements of $5,000 t#
begin working toward improving our gateways into the
Town. Roanoke County will be applying for a grant to
replace the Medic 23 vehicle and we have included
$45,000 in the CIP for the Town's share, Also, included
is $7,500 to replace zero -turn lawn mowers and the
Walnut Avenue Corridor Improvement Project of $4,000.
This corridor is our top project on the VDOT six -year plan
and relates to the 8h Street intersection at Southern
States. We continue to pay into that account as well as
VDOT until the funds come available in 2019.
Barry Thompson commented that he needed to make a
correction relating to the $12,000 from the real estate tax
increase that he indicated went into the General Fund
operating budget. This amount went into the CIP.
With regard to the additional funding for the two -
firefighters to fully implement the 24 hour fire coverage,
the Town Manager commented that one firefighter has
been hired and started work today. Roanoke County has
hired five new firefighters who have gone through the
Academy and after two -weeks of field training will be
ready to work. On June 6th, those five employees will be
assigned to our station. If we cannot get our second
1h
firefighter hired by June 6 , we will use some overtime to
get us through the first few weeks of the hiring process.
Council Member Adams asked the current date for
completion of the renovations and the Town Manager
1h
responded May 15 . We are trying to schedule a ribbon
cutting either June 3"d of 4h to focus on the service
enhancement and the renovations.
The Town Manager next commented one area
recommended for a reduction in service is to close the
swimming pool after the 2015 season. Vice Mayor Hare
commented that since the pool budget has part of the
salary of a full-time staff member, we will not save the
total $40,000 by closing the pool. The Town Manager
commented that if Council approves closing the pool, we
will need to discuss demolition expenses.
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The next recommended reduction is in overtime in the
Police Department and one area is with the K9 Unit. It
does not mean that they necessarily have to get rid of the
K9 Unit, but they need to balance, budget and operate
the department so they do not have to spend so much in
overtime, The challenge for the Chief is to reduce the
amount of overtime and they are going to have to do that
through some scheduling and keeping their staff turn -over
rate down. Another area is reduction in expenses at the
War Memorial and looking at the current business plan
and what the expectations are.
Also, we are evaluating the bulk/brush and recycling
schedules to see if there are some efficiencies that will
help with an aging fleet such as reducing the frequency -
However, we need to be conscious of the fact that by
removinq the 3d Street dumpsters we may have more
trash and bulk items set out at the curb. A part-time
position was eliminated in the Finance Department and
there were other general reductions based on historic
trends and tightening the belt across the board between
,?If departments. Other slides showed the debt service of
the General Fund and the breakdown of Community
Contributions and Joint Local Government Services.
The Utility Fund is $3,618,150 which includes the 8.9%
rate increase based on the action from last June of a two-
year rate increase. The debt service of $715,459 is
included in the expenditures which is 21%. There is a
4.88% increase over the FY2014-2015 budget of
$168,000 which is predominately the rate increase.
There is no proposed increase in water and sewer
system development fees or instal lation/inspection fees
this year.
This year our cost for the Wastewater Treatment plant
went down by $69,731 which is a 2% decrease. The
inflow and infiltration line item was increased by $10,000
to allow for small projects. The CIP in the Utility Fund of
$317,000 includes meter reading system upgrade of
$25,000 and the design and construction of the next
Phase of the Jefferson -Cleveland waterlines project Of
$75,000. Also, included is $40,000 to purchase i
deployable leak detectors and correlating equipment to
help pinpoint actual breaks which will save in road cuts
and road maintenance as well as labor and equipment.
The water line replacement for the Mason Road/Bexhill
Drive at $15,000 and Niagara Village Apartments of
$12,000 in included. The Blandford Avenue design and
replacement of sewer main at $150,000 will be done by a
contractor because the line is 20-26 feet underground,
I RJ I M # Ms R I Do R E91 0,001 A.
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War Memorial for departments to give their presentations.
Another work session will be held on April 21s'. To meet
our advertising requirements, we will need authorization
at that meeting to advertise the budget, Another work
session will be at the May 5th regular Council meeting and
May 19'h will tentatively be the actual Public Hearing.
Council can formally approve the budget at the June 2 nd
meeting, but could wait until the June 16 Ih meeting.
Some additional budget work sessions can be scheduled
if Council so desires.
The Mayor commented on the Arbor Day Celebration at
W. E. Cundiff on April 2 nd and the Town Manager added
that this is the 13 Ih year of the Town being a Tree City
community. Also, he and the Town Manager also attended
the retirement reception for Chief Burch of Roanoke
County. He also mentioned the Vietnam Combat Art
Display at Hollins College,
The next item was to consider nominations for the
2015 VML Policy Committees. After comments from the
Mayor, Vice Mayor Nance made a motion to accept the
nominations from the 2014 slate as follows — Community &
Economic Development — Council Member Adams and
Christopher Lawrence; Environmental Quality — Mayor
Grose and Anita McMillan; Finance — Vice Mayor Hare and
Barry Thompson; General Laws — Council Member Nance
and Transportation — Council Member Weeks and Gary
Woodson. The motion was seconded by Council Members
Adams and carried by the following vote, with all members
voting: Vote 5-0; Yeas (5) — Adams, Nance, Weeks,
Hare, Grose; Nays (0).
Comments from Council Members: Council Member
Adams commented that the Vinton Breakfast Lions Club
along with the Town has committed to clean up the Glade
Town Cemetery as an on -going project.
Vice Mayor Hare made a motion to adjourn the
regular meeting; the motion was seconded by Council
Member Adams and carried by the following vote, with all
members voting: Vote 5-0; Yeas (5) — Adams, Nance,
Weeks, Hare, Grose; Nays (0) — None. The meeting was
adjourned at 924 p.m.
Approved nominations for tl�
2015 VML Policy Committees i
APPROVED:
4114 & I
Bradley E. Grose, Mayor
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