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HomeMy WebLinkAbout4/15/2014 - RegularMINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 600 P.M. ON TUESDAY, APRIL 15, 2014, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA MEMBERS PRESENT- Bradley E. Grose, Mayor William W. Nance, Vice Mayor 1. Douglas Adams, Jr. Robert R. Altice Matthew S. Hare STAFF PRESENT: Christopher S. Lawrence, Town Manager Theresa Fontana, Town Attorney Susan N. Johnson, Town Clerk Ryan Spitzer, Assistant to the Town Manager Barry Thompson, Finance Director/Treasurer Anita McMillan, Planning & Zoning Director Ben Cook, Police Chief Gary Woodson, Public Works Director Karla Turman, Associate Planner/Code Enforcement Officer Joey Hiner, Assistant Public Works Director Chris Linkous, Fire/EMS Captain Chad Helms, Lieutenant -Fire John Hobbs -Lieutenant -EMS Richard Oakes, Volunteer Fire Chief PLANNING COMMISSION David R. Jones MEMBERS PRESENT: Paul R. Mason William E. Booth Dawn M. Michelson PLANNING COMMISSION MEMBER ABSENT: Robert A. PajAw•n The Mayor called the work session to order at 6:00 r.m. to hear budget presentations from departments. Barry Thompson, Finance Director/Treasurer began by commenting that his overall budget is down 9.51% with his operating budget being reduced by 12.26%. We have completed most of the goals that were set for the FY2013- 2014 budget year. He then began with his Power Point presentation by first reviewing his key department goals for the upcoming fiscal year. The first key goal is to implement an on-line Employee Resource Center. This would allow employees to be able to access pay information and historical pay information as well as leave accrual and balance information on-line. An RFP is being developed for our electronic payment methods to ascertain the best rates. This would move them under one provider to allow staff to process payments and update the subsidiary and general ledger, which is currently done manually, in the most efficient manner, The third key goal is to improve the animal tag system to streamline the process to register animals and to comply with state requirements for validating vaccination records. Most of this process is currently done manually, but we have found a system that is relatively inexpensive. It will automate all the letters and the registrations. Significant budget highlights showed a decrease in part- time salaries of $6,200 to only use part-time help during peak time only. He would like to use $2,500 to hire an intern again this year during the summer to do some further work on the Accounting Manual. This was the year he should have gone out to RFP for our independent auditor. However, he wanted to get several of the comments cleared from our audit and also allow the Accounting Manager to get through a full year of operation. He was able to negotiate with our current auditor, Brown Edwards, to do it one more year at the same price as last year and he was able to reduce that line item by $220. The Maintenance Services was reduced by $6,000 which represents network services for the ACS. The merchandise for resale was reduced $3,500, one reason being that he is going to use a new vendor for the cigarette tax stamps that will be less expensive, A reduction of $1,500 in the bank service charges represents a savings in transaction fees that we were paying. The Town fbanager next presented the Human Resources budget. The key goals are to access needs and facilitate training opportunities for employee growth and development, complete revisions of the Town's Employee Handbook, monitor and ensure compliance with the changes in the Federal and State laws and regulations and support the Town's employees and managers through the interpretation and application of policies and procedures, In terms of significant budget highlights, anytime we have a vacancy, it is our expectation that we review the vacancy, what is the future need, are we meeting the demands required and do we want to change anything. His recommendation is rather than hiring a department level position is to restructure the position down to a Generalist position with a starting salary range of $37- 40,000. This position would report to the Assistant Town Manager. Ryan Spitzer is currently our Assistant to the Town Manager, but he is recommending that he be promoted to the Assistant Town Manager. 0 consulting. They work with some of our other local governments and they are assisting us with our open enrollment for our insurance. We are also considering contracting out our Cobra benefits, We have reduced the special training line item by $3,000 Regarding the reduction in the tuition reimbursement by $3,000 in prior years, we have spent as much as $8,000 in tuition reimbursement. However, we know that today we do not have as many employees currently in the college curriculum. There were five or six that recently graduated and we feel that even with this reduction, we will have enough in the coming year to cover any needed reimbursement. Ryan Spitzer next presented the Economic Development budget by reviewing the key department goals. The Downtown Grant has to be completed by the end of the year. We hope to begin this July with the first actual bidding for the street lights and the Washington/Pol lard intersection. He plans to work with the Chamber of Commerce to create some type of strategy to help with economic development and fostering our downtown businesses and to create a map of Town quadrants to specifically look at unique economic development opportunities for each quadrant, Significant budget highlights were a $5,000 increase in contractual services for payment to the Vinton Chamber which will be supported by a written plan to establish some benchmarks for the funding. The CDBG related expenditures line item was increased $32,000 which is our match for part of the grant related to the former Steve's garage lot. The CDBG Match expenditures increased $675,00estimates we will spend $25,000 this budget year on design services. The Walnut Avenue improvements increase is the RSTP grant we received for $100,000. This line item was included in Economic Development because Mr. Spitzer is the project manager, but it will probably be moved to street maintenance as a special project, Vice Mayor Nance asked about the negotiations with the Vinton Chamber for the additional $5,000. The Town Manager responded that there will be a draft of a contract for Council to review in May and then approve at a future meeting. Mr. Spitzer continued with Public Transportation budget which has increased every year. We pay for four services, the Metro Bus, the S.T.A.R, JARC and New Freedom Rides. Because we have the Metro service, we N are mandated to have the other three services. He then explained the formula that is used to figure the costs for the Metro service in the Town based on 32 trips per day. The cost for the S.T.A.R. is based on trips and we pay 75%. The Town pays for all of the JARC and New Freedom rides, In response to a question regarding our service on the Board, Mr. Spitzer commented that his term will begin for the Town on July 1, 2014 and he will serve for two years. Mr. Hare commented on the future plans of the public transportation system and the fact that the cost keeps going up. He is pleased that Mr. Spitzer will be *n the Board this upcoming fiscal year. Regarding the Vinton Business Center budget, all costs are shared 50/50 with Roanoke County which costs are associated with electricity and landscaping. The Center is a Planned Technology District. In response to a question from Mr. Hare, the Town Manager responded that the I Center is on all lists showing available properties. Mr. Spitzer commented that the main restrictions are the size of the lots and not having a shelf building. The Town Manager recommended that Council continue the rest of the work session to the end of the meeting. The Work Session ended at 6:55 p.m. and Council took a recess. After a Moment of Silence, Mr. Altice led the Pledge of Allegiance to the U.S. Flag. Under upcoming community events/announcements, Mr. Adams announced the Mother's Day Brunch at the War Memorial on May 11 1h; May 17 1h is the Arbor Day Celebration at the Craig Center and the Dogwood Festival is April 23-27 with the Parade on Saturday. The Vinton Relay for Life is on May 2 nd at William Byrd High School - and the Vinton Food and Wine Festival is on May 17 th at the War Memorial. The Mayor added that the Chamber of Commerce has a ribbon cutting at Blaze's Engine Repair on April 18th. Mr. Hare encouraged everyone to vote on May 6 th . The Mayor also mentioned that the same day of the Food and Wine Festival is the Mannathon which is a fund raiser to support the Manna Ministries. MW ==-�l it a paLfj I a I III a E rdr.1 a is I is ga-mi #111 #1 lag 1#1# 1 0 Vice Mayor Nance read a letter from Chief Cook naming Officer Michael Byrd as Officer for the Month for March 2014. The next on the agenda was a proclamation for Arbor DayMr. Hare read the proclamation. The next item was a proclamation for National Drinking Water Week. Vice Mayor Nance read the proclamation. The final presentation was a proclamation for National Public Safety Telecommunicators Week. Chief Cook made comments and introduced Bill Hunter, the Director of Communications and the IT Department of Roanoke County who expressed thanks to Council for this recognition and recognized members of his staff that were present. Mr. Adams read the proclamation and then personally thanked Mr. Hunter and his staff for what they do. The next item on the agenda was a Joint Public Hearing with the Vinton Planning Commission to receive public comments regarding the repeal of Division 11, FO Floodplain Overlay District, Sections 4-56 through 4-61, of Article IV, District Regulations, of Appendix B, Zoning, and the repeal of Chapter 42, Floods, of the Town Code in their entirety and the adoption of Division 13, FO Floodplain Overlay District, Sections 4-65 through 4-73, of Article IV, District Regulations, of Appendix B, Zoning for the purpose of enacting comprehensive changes to the Town's current floodplain overlay district regulations as recommended and required by the Virginia Department of Conservation and Recreation acting on behalf of and in cooperation with the Federal Emergency Management Agency. Karla Turman commented that on March 4, 2014, she updated Council on amendments to the Floodplain Ordinance that are being required for the Town to continue being a part of the National Flood Insurance Program. In preparing for the Public Hearing, it was brought to the attention of staff that Chapter 42, Floods, of the Town Code needed to be repealed and this is also a part of the Public Hearing. The Mayor opened the Public Hearing at 7:20 p.m. Chris Elliott of 108 7 1h Street, commented regarding her experience with FEMA when she lost her home in 1985 and the increase of her flood insurance premium from $200 to almost $1,000 with a $2,000 deductible on building only and $2,000 deductible on contents. She also R had another claim with FEMA in 1992. Margie Burden of 3228 th Street also made comments regarding the increase of her flood insurance premium. When the policy was taken out in 2007 it was $650 and the bill just received increased from $1,100 to $1,333. Her policy is for exterior only with a $2,000 deductible. She was a participant in the TAP Program and received a $20,000 GEO-thermal furnace, but she cannot insure the furnace with these rates. It also makes it difficult to try and sell property in the area because of the requirement to have flood insurance. Vice Mayor Nance commented that when Council had a work session on the amendments to the Floodplain ordinance, they were told by the FEMA representative that if we do not make these changes, no one will be able to get flood insurance. Mr. Altice commented that we need to write a letter to our Congressman and express our concerts. Hearing no further comments, the Public Hearing was Public Hearing closed closed at 7:38 p.m. Dave Jones, on the Planning Commission, commented that his plant, Southern States, was flooded in 1985, in 1992 and then the 4 1h Of July last year. He said that the company purchased property in Salem and anticipated moving, but did not move because of the costs involved, The Town Manager at that time was very helpful in keeping them in Town and there are 41 jobs in Vinton today because they are still here. The bill for their flood insurance premium was really a shock, but they cannot afford to run a business without it. He indicated it would be nice to express our concerns to our legislators, but FEMA is self -insured and what do you do. Mr.Jones further commented regarding the mobile home park on Cedar Avenue. The residents are at extreme risk because they sit right on Tinker and Glade and if their mobile home is more than 50% damaged, it will not be replaced by the new FEMA regulations. He is not sure that those residents understand that, but he is not sure how much more can be done to get the word out, The Mayor asked for a recommendation from the Planning Commission. Mr. Booth made a motion to recommend the adoption of the two Ordinances as presented; the motion was seconded by Ms. Michelson, and carried by the Recommendation by Vinton following roll call vote, with all members voting: Vote 4-0- Planning Commission to adopt 1; Yeas (4) — Mason, Booth, Michelson, Jones; ; Nays (0); the two Ordinances Absent (1) - Patterson. Vice Mayor Nance made a motion to adopt the Ordinance Adopted Ordinance repealing Division 11, FO Floodplain Overlay District, repealing Division 11, F* 1*1 Sections 4-56 through 4-61, of Article IV, District Floodplain Overlay District, Regulations, of Appendix 6, Zoning, and adopting Division Sections 4-56 through 4-61, of 13, FO Floodplain Overlay District, Sections 4-65 through Article IV, District Regulations, of 4-73, of Article IV, District Regulations, of Appendix B, Appendix B, Zoning, and Zoning, as presented; the motion was seconded by Mr. adopting Division 13, FO Hare, and carried by the following roll call vote, with all Floodplain Overlay District, members voting: Vote 5-0; Yeas (5) — Adams, Altice, Sections 4-65 through 4-73, of Hare, Nance, Grose; Nays (0). Article IV, District Regulations, of Appendix B, Zoning Mr. Altice and Mr. Booth stated that we do need to send letters to our legislators regarding the concerns expressed from our citizens on the increases in their flood insurance premiums. Mr. Adams made a motion to adopt the Ordinanc4 repealing Chapter 42, Floods as presented; the motion was seconded by Mr. Altice, and carried by the following ' Adopted Ordinance No, 950 roll call vote, with all members voting: Vote 5-0; Yeas (5) repealing Chapter 42, Floods — Adams, Altice, Hare, Nance, Grose; Nays (0). Mr. Booth made a motion for the Vinton Planning Commission to be adjourned from the meeting; the motion was seconded by Mr. Jones and carried by the following vote, with all members voting: Vote 4-0-1; Yeas (4) — Mason, Booth, Michelson, Jones; Nays (0); Absent (1) - Vinton Planning Commission Patterson. The Vinton Planning Commission adjourned adjourned from the meeting from the meeting at 7:53 p.m, k-ourlun nao severw r7onins ago regarling Me Uornmunny Rating System. Council declined at that time to take any action because of the minimal effect it was going to have on the policy holders, After the comments from our citizens tonight and the potential rise in rates as what has been forecasted, he would ask that Council find a way to re -address that issue. Anita McMillan responded that we should be able to get additional points toward our CRS by adopting the new Floodplain Ordinance and working with Roanoke County to create a Memorandum of Understanding setting forth in writing that they will continue to review our site plans for floodplain properties. Hopefully this will allow us to drop to a Level nine which will create a five percent reduction. Roanoke County is at Level eight and Roanoke City is at Level seven. The next item on the agenda was a Public Hearing to receive comments concerning amendments to Division 4, Accessory Buildings and Temporary Buildings, Section 5- 17.2, Temporary Family Health Care Structures., of Article V, Supplementary Regulations, of Appendix B, Zoning, of the Town Code. Karla Turman commented that at a work 1h session on March 18 , Council was briefed on the General Assembly's required amendments to the Zoning N Ordinance regarding temporary health care structures. The amendments are to clarify some definitions, to increase the number of days allowed to remove the structure once the need is no longer there from 30 days to 60 days and to clarify who can live in the structure. After the staff report, the Mayor opened the Public Hearing at Public Hearing opened 7:56 pm. Hearing no comments, the Public Hearing was closed at Hearing no comments, the Public 7:57 p.m. Hearing was closed Vice Mayor Nance reiterated for the audience that this endment to our Code is to bring it in compliance with qome amendments that have been made at the State level 2.nd that Council had previously been briefed on this at a prior work session. Mr. Adams made a motion to adopt the Ordinance amending Division 4, Accessory Buildings and Temporary Buildings, Section 5-17.2, Temporary Family Health Care Structures., of Article V, Supplementary Regulations, of Appendix B, Zoning, of the Town Code, as presented; the motion was seconded by Vice Mayor Nance, and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) — Adams, Altice, Hare, Nance, Grose; Nays (0). Adopted Ordinance No. 951 amending Division 4, Accessory Buildings and Temporary Buildings, Section Temporary Family Health Car. - Structures., of Article V, Supplementary Regulations, oi Appendix B, Zoning, of the Town Code The next item for consideration was a Resolution appropriating funds in the amount of $613.70 for the receipt of a check received for scrap metal property. The Town Manager commented that our Public Works Department processes scrap metal and sells it to the scrap yard. The funds received are appropriated back to the Adopted Resolution No. 2059 Department's operating budget. Vice Mayor Nance made appropriating funds in the amount a motion to adopt the Resolution as presented; the motion of $613.70 for the receipt of a was seconded by Mr. Altice and carried by the following check received for scrap metal roll call vote, with all members voting-, Vote 5-0; Yeas (5) property — Adams, Altice, Hare, Nance, Grose; Nays (0). The next item was to consider adoption of a Resolution approving the 2014-2015 operating budget of the Roanoke Valley Resource, Dan Miles, Chief Executive Officer, began by commenting that the budget for the 2014-2015 year is $8.5 million. This year as in the past seven years, the revenues are balanced with the use of the contingency reserve fund. This year they will be using $456,000 from the contingency to balance the budget. They are supporting the tipping fee about $3 per ton by using the contingency fund. This budget does include a $1 per ton increase in the municipal tipping fee from $47 per ton to $48 per ton. Effectively, every $1 per ton on the tipping fee equates to $0.10 per household per month for the service area. So, for the $47 per ton that they are