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HomeMy WebLinkAbout12/15/2015 - Regular MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, DECEMBER 15, 2015, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA MEMBERS PRESENT: 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 Anita McMillan, Planning &Zoning Director Donna Collins, Human Resources Director Barry Thompson, Finance Director/Treasurer Jeff Dudley, Interim Police Chief Gary Woodson, Public Works Director Joey Hiner, Assistant Public Works Director Chris Linkous, Fire/EMS Captain John Hobbs, Lieutenant-EMS Mary Beth Layman, Special Programs Director The Mayor called the regular meeting to order at 7:10 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, Council Member McCarty led the Pledge of Allegiance to the U.S. Flag. Roll call Under upcoming community events, Council Member McCarty announced the New Year's Eve Gala sponsored by the Vinton Chamber at the War Memorial from 8:00 p.m. to 1:00 a.m. and reminded everyone to be aware of the change in the refuse collection during the holidays. Council Member Adams made a motion to approve the Consent Agenda as presented; the motion was seconded by Vice Mayor Hare and carried by the following vote, with all members Approved minutes for the Special voting: Vote 5-0; Yeas (5) — Adams, McCarty, Called meeting of November 30, Scheid, Hare, Grose; Nays (0)—None. 2015 The next item on the agenda was the recognition of Christopher S. Lawrence, Town Manager. Barry Thompson made comments and presented Mr. Lawrence with a Certificate of Appreciation. Chief Dudley also made comments and presented him a plaque on behalf of the Police Department. The Mayor next read a Proclamation and presented the sane to Mr. Lawrence along with an engraved clock from Council: The Town Clerk also presented him with a framed Lisa Floyd print on behalf of Town employees. After comments by members of Council, Mr. Lawrence expressed appreciation for all of the recognition and made closing comments. The next item was recognition of Grayson Thomas Gatti with Boy Scout Troop No. 546 for his Eagle Scout Project at Vinton's Wolf Creek t reenway. Anita McMillan commented that Mr.. Gatti installed two Identification signs at each of the main entrances to the Greenway and replaced the existing kiosks. Mr. Gatti also matte comments and the Mayor expressed appreciation on behalf o {council. Interim Chief Dudley introduced Dustin .....ray, a new Police Officer in his department. The next item, not on the agenda, was recognition of John Hobbs, Lieutenant at the Fire/EMS Department, upon his retirement. Council Member Adams read a Proclamation and presented it to Lieutenant Hobbs. The next item on the agenda was a briefing on the Roanoke County Tax Assessment notices.. Billy [giver; Roanoke County's Director of Real Estate Valuation began by commenting that he wants to speak about the general re-assessment and some things that the Town citizens will see on their notices. He next began his PowerPoint presentation with the first slide showing the 2016 real estate assessment for the Town. The change from 2615 to 2616 is about .62%, a little over $2.8 million which i approximately $2,000 in new revenue.. Out of the .6 % increase, .26% was new construction and the rest was in the market value of-. 6%.. The Virginia Department of Taxation has six different classifications, five in residential and one in commercial. The multi-family and commercial classifications have been the backbone for the Town in this general assessment. The next slide showed new construction history from 2611 to 2015 divided by commercial and residential, which takes in single and multi.-family homes: The commercial is still out distancing the single family which is healthy sign for the Town's tax base. The next slide showed a median sales price 2 history of single family home sales throughout Roanoke County and the Town from 2006 to 2015 The median price for 2015 was $203,000.00 which is an indicator that the neighborhoods are healthy and still growing which is a positive sign. r, Driver commented on the next slide showing overall history of sales and foreclosures. From 2505 to 2008; real estate was booming and them in 2008, there was the decline during the recession. This had a direct impact on the number of foreclosures from 2008 to 2013. With 2014 and 2015, the number of foreclosures has started to decrease which is another good sign, Vice Mayor Hare asked if he had the specifics with regard to the Town. Mr. Driver responded that there were 67 sales in the Town in 2015 and 11 foreclosures. The Reassessment notices will be mailed on December 31$t. Informal appeals will be handled from ,January I e through January 271h and anyone can call the Real Estate Valuation Office to set u an appointment to talk with the appraiser who handled their property. The Formal Appeals before the Board of Equalization will be held on April 23 , July 281h and November 3` < The next slides showed the Disabled Veterans Property Tax Exemption and the Tax Belief for the Elderly program. Mr. Driver commented on the criteria for both and indicated that additional information is available on the County website or by calling the Commissioner of Revenue's office. These programs are available to Roanoke County and Town of Vinton residents. Vice Mayor Dare asked Mr. Driver's opinion on what should be the Town's focus to try to get the median income of the properties up or just the overall value. Mr. Driver responded that a problem in the entire Roanoke Valley area is the population growth.. There has not been a big increase in the past several years and he felt like we need to attract the younger people to grove or stay here. This goes back to economic development. We have the services in dace; but we need to attract more people to our community. M . Driver next reviewed the reassessment notice. In 2014, the General Assembly adopted HB525 which amended Section 53. -3331, Code o Virginia; which stated what information must be on a reassessment notice.. That information includes the prior two years of assessments, the tax rate, the tax levy and the percentage of change.. The assessment will include a tax rate even though the governing bodies have not yet adopted the rate. Last year when the notices went out, the Town had not yet adopted its tax rate. This year the notice will show the Increase from .03 to .07, which is a 12 . % and this could vary depending on if the assessment went down or up. The notice will also include information as to where the advertisement of any tax rate change will be published. Mr. Driver showed a sample of a separate letter that will go out with all the reassessment notices to all the Town residents with more of an explanation on the tax rate. There will also be additional information posted on the Towns webs te. Council Member Adams asked if the total amount realized from the tax increase should be included in the letter. Mr. Thompson responded that the letter had already been printed, but that information can be put on the`website. The next item can the agenda was a presentation of the June 30, 2015 Comprehensive ,Annual Financial Report by gown Edwards & Company; LLP and consider adoption of a Resolution approving and accepting said Report. After brief comments from Barry Thompson he introduced Travis Gilmer with Brown Edwards. Mr. Gilmer first commented that the CAFR was discussed in great deal with the Finance Committee. One challenge this year was the governmental standard that essentially rewired the pension to be put on the books and they did not receive guidance from the State until the middle o October. The CAFR was due a month and a half later and he expressed appreciation to Mr. Thompson and his staff for helping them through this process. Mr. Gilmer next pointed out several sections of the CAFR and then referred to Page 14, the Balance Sheet. He commented that the unassigned fund balance in the General Funds measures the general health of the Town. The amount is near $2.4 mullion,which is a slight decrease from last year due to significant capital projects that were incurred during the year, but is still a very healthy balance. The next pages, 20 and 21, dealt with the hater and Sewer Fund showing the change in net position of$453,280, which is a great increase to continue to support services and construction, compared to last year of $88,517. Page 21 showed net cash provided by operating activities at nearly $1.2 million compared to last year of$863,588. On Page 37 continuing for 23 pages is the defined benefit pension plan. This takes the liability that the Town has always had and puts it on the balance sheet. Mr. Gilmer next referred to Page 76 in the Statistical Section which showed the fund balance and how it has changed over the last decade, He also commented on Page 86 showing the diversity of the principal employers in the Town. Two other documents they prepared were the Audit Committee letter and a Management Letter, which showed that other than the segregation of duties, all of the comments in the prior CAFRs have been cleared. Vice Mayor Hare made a motion to adopt the Resolution as presented; the motion was seconded by Council Member Scheid and carded by the Adopted Resolution No. 2123 following roll call vote, with all members voting: approving the June 30, 2015 Vote 5-0; Yeas (5) — Adams, McCarty, Scheid, Comprehensive Annual Financial Hare, Grose; Nays, (0) -None. Report The next item on the agenda was to consider adoption of a Resolution appropriating funds in the amount of $500.00 received from The Allstate Foundation as a donation to the Vinton Area Chamber of Commerce. Barry Thompson commented that this donation was for volunteer work that Keith Liles did with the Vinton Chamber of Commerce. Due to Allstate's requirements, the funds could not be paid directly to the Chamber, but had to be passed through a government agency. We have received the donation and we will write a check back to the Chamber. Vice Mayor Hare asked if Allstate was aware of this transaction and Mr. Thompson responded yes. Vice Mayor Hare made a motion to adopt the Resolution as presented; the motion was seconded Adopted Resolution No. 2124 by Council Member McCarty and carried by the appropriating funds in the amount of following roll call vote, with all members voting: $500.00 received from The Allstate Vote 5-0; Yeas (5) — Adams, McCarty, Scheid, Foundation as a donation to the Hare, Grose; Nays (0)- None. Vinton Area Chamber of Commerce The next item on the agenda was to consider adoption of a Resolution authorizing Richard W. Peters, Jr., Assistant Town Manager/Director of Economic Development to sign checks as provided by Section 2-93 of the Town Code. Barry Thompson commented that our Town Code 5 provides for four individuals to sign checks. Those individuals are the Town Manager, the Treasurer, the Assistant Town Manager and the Town Clerk. This Resolution is to authorize Mr. Peters to sign checks. Since our checks are signed electronically, Mr. Thompson commented that he and Mr. Peters will be the two electronic signers. Vice Mayor Hare made a motion to adopt the Adopted Resolution No. 2125 Resolution as presented-, the motion was seconded authorizing Richard W. Peters, Jr., by Council Member Adams and carried by the Assistant Town Manager/Director of following roll call vote, with all members voting: Economic Development to sign Vote 5-0; Yeas (5) — Adams, McCarty, Scheid, checks as provided by Section 2-93 Hare, Grose; Nays (0) - None. of the Town Code The Town Manager made brief comments and again welcomed Mr. Peters to the Town as the Assistant Town Manager/Director of Economic Development. Vice Mayor are first commented that the Finance Committee met, but they did not get to review the Financial Report for October 2015. It will be discussed at the next Committee meeting. Vice Mayor Hare next made a motion to table the October 2015 report to the second meeting in January; the motion was seconded by Council Member Scheid and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) — Tabled the Financial Report for Adams, McCarty, Scheid, Hare, Grose; Nays (0) - October 2015 to the second meeting None. in January Vice Mayor then commented that the Finance Committee did review the audit report at their meeting as well as the check signing process that was just discussed. They also looked at the budget process to see how it might be streamlined and have put together a tentative plan to cut out approximately two months. The goal is to run as much of the process through the Finance Committee working with the Staff Budget Committee and then bring it to Council. At this point, the goal is to have it completed by the end of April. The Mayor commented on the success of the Christmas Parade and the Relay for Life BBQ lunch fundraiser as well as the employee holiday lunch. Comments from Council Members: Council Member Adams commented on the employee events and the Chamber Open House. Council Member McCarty reminded everyone of the Gala on New Year's Eve. Council Member Scheid 6 commented on the employee holiday lunch. Vice Mayor Hare commented on the future of the Town and those who have helped to make it successful: Council also wished everyone a Merry Christmas. The next item an the agenda was appointments to Boards/Commissions/Committees. Council Appointed Allen Kasey to the Board Member Scheid made the following nominations: of Zoning Appeals for a new five- Allen Kasey to the Board of Zoning Appeals for a year terra to expire January 16, new five-year tern to expire January 16, 2021; 2021; Robert Patterson to the Robert Patterson to the Tanning Commission for a Planning Commission for a new new four-year term to expire December 31-; 2019 four-year term to expire December Richard Peters to the CEDS Committee as a 31, 2019; Richard Peters to the technical advisor to replace Christopher S. CEPS Committee as a technical Lawrence; Richard Peters to the Greater Roanoke advisor to replace Christopher S. Transit Company Board to complete the unexpired Lawrence; Richard Peters to the term of Christopher S. Lawrence ending June 30; Greater Roanoke Transit Company 2016; Barry Thompson to the Roanoke Regional Board to complete the unexpired Partnership to replace Christopher S. Lawrence; term of Christopher S. Lawrence Barry Thompson to the Roanoke Volley-Allehay ending June 30 2015 Barry Regional Commission Executive Committee to Thompson to the Roanoke Regional complete the unexpired term of Christopher S. Partnership to replace Christopher Lawrence ending June 30, 201 Richard Peters to S. Lawrence; Barry Thompson to the the Roanoke Valley Regional Cable TV Committee Roanoke Valley-Alleghany Regional as an executive member to replace Christopher S. Commission Executive Committee to Lawrence and Gary Woodson to the Roanoke complete the unexpired term of Valley Resource Authority for a new four-year term Christopher S. Lawrence ending ending December 31, 2019 to replace Christopher June 30, 016; Richard Peters to the S. Lawrence. Roanoke Valley Regional Gable TV Committee as an executive member The motion was seconded by Council Member to replace Christopher S. Lawrence McCarty and carried by the following roll call vote, and Gary"Woodson to the Roanoke with all members voting: Vote 5-0; Yeas (5) Valley resource Authority for a new Adams, McCarty, Scheid; Hare, Grose; flays (0) - four-year term ending December 31 None. 2019 to replace Christopher S Lawrence' Council Member Scheid made a motion that Council go into a Closed Meeting pursuant to § 2.2- 3 '11 (A) (1) of the 1950 Cade of Virginia, as amended, for discussion regarding a prospective candidate for Chief of Police. The motion was seconded by Council Member Adams and carried by the following roll call vote, with all Members voting: Vote 5-0 Yeas (5) — Adams, McCarty, Scheid; Hare, Grose, Nays (0) — None. Council went into Closed Meeting at 3.50 p.m. t 9:10 p.m., the regular meeting reconvened and the Certification that the Closed fleeting was held in accordance with State Code requirements was approved can motion by Vice Mayor Hare, seconded Certification of Closed Meeting by Council Member Adams and carried by the following roll call vote, with all members voting. 7 AT A CLOSED MEETING OF THE VINTON TOWN COUNCIL HELD ON ON AV, DECEMBER 15, 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 Adams, with all in favor. AL I Clerk 4ofolcil