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HomeMy WebLinkAbout12/1/2015 - Regular MINUTES OF A REGULAR MEETING OF VINTCN TOWN COUNCIL HELD AT 6.00 P.M. CAN TUESDAY, DECEMBER 1, 2015, IN THE COUNCIL CHAMBERS OF THE VINTt N MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTO , VIRt IN A MEMBERS 'RESENT: Bradley E. Grose, Mayor Matthew S. Hare, Vice Mayor 1. Douglas Adams, Jr. Sabrina McCarty Janet Scheid STAFF PRESENT. Christopher S. Lawrence,Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Theresa Fontana, Town Attorney Arita McMillan, Planning &Zoning Director Donna Collins, Human Resources Director Barry Thompson, Finance;Director/Treasurer Cary Woodson, Public Works Director Joey Hiner,Assistant Public Works Director Chris Linkous, Fire/EMS Captain Jeff Dudley, Interim Police Chief The Mayor called the work session to order at :00 p.m. for continuation of the briefing on the Virginia Pollutant Discharge Elimination Systems VPDES) Permit Program. Anita McMillan began b commenting that requirements for the MS4 report are to enhance employee training, to have standard operating procedures and to identify all of the high- priority Town facilities that have the potential of Laving illicit discharge going to the storm drains. When the high-priority Town facilities were identified, a snap also had to be prepared which was submitted with the report that was due on October 1'. The Town has 39 true outfalls that were identified. If a locality has more than 5 ,they are required to inspect 21 each year, but since we have less than 50, we have to do all of them each year. Roanoke County is assisting us with our inspections. Council Member Scheid asked if we have a deadline to do these inspections and Ms. McMillan responded no. Council Member Scheid next asked if the priorities on the list of the Town facilities would be Item Nos.2 and and would they need to be completed in seven months. Ms. McMillan referred to the chart and commented that Item No. 1 has been completed, but Roanoke County commented on the vehicle bay wash area because it is open. The State requires it to be covered and the County indicated it would cost them approximately $200,000 to have a covered bidding to do their vehicle washing. Vice Mayor Hare askedhow we are planning to meet the July I" target for Item No. 2 relating to the outdoor storage of construction materials. The Town Manager commented that we will have a plan y the target date and possibly we need to inquire as to what the problems are for the specific items. Council Member Scheid asked if the July 1, 2016 deadline is to address the violation or to have a plan in place. Ms. McMillan responded it is to have a plan. Cary Woodson, Public Works Director; commented from the audience that he would like to know more about what the concern is and then address that concern. If the DECK requires the relocation of the entire yard, the secondary site would be the old landfill can Td Street. One preventive measure could be to put a berm can the outside to act as a bawl during a storm event and it would have to be engineered. Ms. McMillan commented that would be a way to address the issue, but there will be an expense, Council Member Scheid asked how we get from point to point B. The Town Manager responded that we need to sit down with D2 and get an understanding of what the expectations are and then begin to address them. Ms. Scheid asked who would be responsible for setting up those meetings, looking at the options and putting together a plan. The Town Manager responded that it would fall on the Managers Office along with the Planning & Zoning and Public Works Departments; all at the same table with DE : Council Member Scheid asked what are the penalties for not;'meeting these deadlines. Ms. McMillan responded that to elate they have basically inquired as to how we;are going to address the issues. For example, we were not able to meet the training requirement and they did not indicate we were in Violation. Some localities have been inspected and presented with a timeline to meet the requirements before any fine is imposed. Council Member Scheid next commented that we have recognized our problem areas.. She feels that it is not a good plan to count on the fact that the State is going to came in and do an inspection and give us another six months or eighteen months before imposing a fine when we have by our own admission recognized that there are problem areas that need to be addressed. Council Member McCarty asked how soon a meeting could be scheduled with DEQ and then how long would it take to address the issues based on what our options are. Mr.Woodson commented that his past 2 experience can working with DEQ when he was in Suffolk was if you come to the table and are trying to salve issues or concerns with a dialogue, he found them to be accommodating and helpful in trying to reach a common goal. He felt like they understand the challenges faced by smaller communities with limited resources. Ms. McMillan next commented on the amount of time she has had to put into the stormwater program in order to know all the aspects and requirements just to do the reporting and to address the constant changes. The process is still ongoing with Roanoke County for therm to be our V: MP Program administrator. With regard to the four detention ponds owned by the Town--two on Hardy Road; one at Glade Town and one at the War Memorial, Mr. Woodson commented that the two can Hardy Read and the one at Glade Town are in good shape. The contractor that handles the grounds at the War Memorial has been matte aware of what needs to be done there. For the future; there will be a schedule of when those will need to be inspected. In closing, Ms. McMillan referred to the two pages she provided listing a summary of potential BMPs to address e-coli and sediment TMI: L. . These are for review and she asked that Council refer any questions they may have back to her. The Mayor called the regular meeting to order at 7 0 p.m. The Town Clerk called the roll with Council Member Adams, Council Member McCarty, Council Member Scheid, Vice Mayor Hare and. Mayor Grose present. After a Moment of Silence, Roll call Council Member Scheid led the Pledge of Allegiance to the U.S.. Plan. Under upcoming community events, Council Member McCarty announced the Christmas Parade this Thursday and the Breakfast Lions Club spaghetti dinner at the VFW building. The tree lighting will be at :00 pm. in front of the Municipal Building with the parade starting at 7:00 p.m. with a gathering at the War Memorial after the parade. The Mayer announced an ripen house at the History Museum this Saturday from 10:00 a.m. to .00 p.m. Council Member Adams mentioned the retirement reception for John Hobbs on Thursday, December 17 t" at the Fire/EMS building from 2:00 p.m. to 4:0 p.m. The Town Clerk announced the employee 3 holiday luncheon on Tuesday, December 15 Ih, and Relay for Life fundraiser barbepue lunch on Monday, December 7", from 11:30 a.m. to 1:6 p.m. at the War Memorial. With regard to the Consent Agenda, the Town Clerk noted for the record that a correction needed- to be made on Page 3 of the November 17rh minutes to change the date of October 81h to December 3n:. Council Member Adams made a motion to approve the Consent Agenda as Approved minutes for the regular corrected; the motion was seconded by Council meeting of November 3, 2015 Member McCarty and carried by the fallowing vote; corrected minutes for the regular with all members voting: Vote 5-0 Yeas 5 -- meeting of November 17, 2015 and Adams, McCarty, Scheid, Hare, Grose; bays (g) special called meeting of November None. 23, 2015 The next item on the agenda was to consider adoption of a Resolution approving the financing of a new 2016 Freightliner M2/Ampliroll AL100S Hooklift;Truck with hump Body through VML/VACo Finance. Barry Thompson, Finance Director/ Treasurer commented that on May 5, 201 , a Resolution was adopted approving a contract with Mid-Atlantic Waste Systems in the amount of $139,099.00 for a 2016 Freightliner Hooklift Truck with a Dump Body. The Resolution also authorized the application for the lease financing through VML/VACo Finance for the purchase. A Purchase Order was issued on May 14, 2015 for that amount to build the vehicle. We were notified that the vehicle would be delivered in mid-December, so we made application for the financing. On November 24tr', the bids were opened and the bid rate was 1. 5% and there is a new Resolution before Council to accept the financing for a five-year terra. Mr. Thompson commented that we budgeted $25,000 in this year's budget for a full-year lease, but we will only experience about six months for this budget year. We will pick up the remaining terms of the five-year lease in the subsequent budgets. - After further discussion, Vice Mayor Hare made a motion to adopt the Resolution as presented; the Adapted Resolution No. 2122 motion was seconded by Council Member Scheid approving the financing of a new and carried by the following roll call vote, with all 2016 Freightliner M2/Ampliroll members voting; Vote 5-0; Yeas (5) — Adams, AL I OOS Hooklift Truck with Dump McCarty, Scheid, Hare, Grose; days (0)- None. Body through VML/VACo Finance The next item on the agenda was a review of the Financial Report for September 2015. Vice Mayor Flare began by commenting that the Finance Committee met and one of the items they reviewed was a change in the time-keeping policy for the Police Department that was prepared by Chief Dudley and his team With retard to the financial report for September, overall items in the General Fond continue to do well with sales and meals taxes being slightly above their projection. Cigarette taxes are still behind approximately $28,000 year-to-date: The utility Fund is above its revenue projections at this paint. Also, month-aver-month cash is up by approximately$500, 00.00 Vice Mayor Hare next commented that as of three months the War Memorial subsidy is just under $5,000.00. This time last year the subsidy was $ 7",000. 0, which is a significant improvement year-over-year. This time last year we were at $ 4,000.00 in revenue and year-to-date we are at $ 9,00 .00. The Committee is interested in seeing where the figures are after six months into the budget:and they will continue to evaluate it At the next Finance Committee, they will review the budget process and try to find ways to streamline it for the next fiscal year. He requested Council to send any suggestions to members of the Committee for consideration at their December I e meeting. . Vice Mayor Hare made a motion to approve the Financial Deport for September 015; the motion was seconded by Council Member Adams and carried by the following vote, with all members voting: Vote 5-0; Yeas 5 -- Adams, McCarty, Approved Financial Deport for Scheid, blare;Grose; flays 0)- lone. September 2015 The Mayor commented on the success of the State of the Town and reminded everyone to visit the new library. Comments from Council Members: Vice Mayor Rare commented on the improvements downtown that have added to the Christmas season. Council Member Scheid complimented Captain Linkos on his quick response to a situation in her neighborhood. Council Member McCarty announced that the Chamber Office has their angel tree again this year. Council Member Adams announced that the Minton loose Lodge has made a donation to the Vinton reedy Family Fund. Council Member Scheid made a motion that Council go into a Closed Meeting pursuant to § Z2- 3711 (A) of the 1950 Code of Virginia, as amended; for discussion regarding appointments to hoards and commissions and for discussion regarding prospective candidates for appointment as Interim Town Manager as authorized by subsection 1. The motion was seconded by Council Member McCarty and carried by the following vote, with all members voting: Vote -t ; Yeas ( ) Adams, McCarty, Scheid, Hare, Grose; Nays (0) — None. Council went into Closed Meeting at ?: g p.m. t 10:30 p.m., the regular meeting reconvened and the Certification that the Closed fleeting was held in accordance with State Code requirements was approved on motion by Vice Mayor Dare; seconded by Council Member McCarty and carried by the following roll call vote, with all members voting; Vote - ; Yeas ( Adams, McCarty, Scheid, Mare, Grose; Nays 0 —None. Certification of Closed Meeting Vice Mayor Hare made a motion to appoint Barry W. Thompson, Finance Director/Treasurer as Interim Town Manager; the motion was seconded by Council Member Adams and carried by the following roll call vote, with all members voting: Appointed Barry W. Thompson, Vote -t}; Yeas ( — Adams, McCarty, Scheid, Finance Director/Treasurer as the Hare, Grose; Nays (0)—None. Interim Town Manager Vice Mayor Mare made a motion to adjourn the meeting; the motion was seconded by Council Member Scheid and carried by the following vote, with all members voting: Vote - Yeas (5) Adams, McCarty, Scheid, blare, Grose; Nays (0) — Done. The meeting was adjourned at 10:35 p.m. Meeting adjourned APPROVED- Bradley E. Grose, Mayor ;AEST- Susan . John n, Town Clerk l AT A CLOSED MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, DECEMBER 1, 2015, AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING,311 SOUTH POLLARD STREET,VINTON,VIRGINIA. CERTIFICATION THAT A CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Town Council of the Town of Vinton,Virginia has convened a closed meeting on this date, pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act; and, WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Vinton Town Council that such closed meeting was conducted in conformity with Virginia Law. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council hereby certifies that to the best of each member's knowledge: 1> Only public business matters lawfully exempted from opening meeting requirements by Virginia law were discussed in the closed meeting to which this certification applies; and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard,discussed or considered by the Town Council. Motion made by Vice Mayor Hare, and seconded by Council Member McCarty with all in favor. &Lk Clerk Council