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HomeMy WebLinkAbout12/15/2020 - Regular1 AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, DECEMBER 15, 2020, AT 7:00 P.M. BY ELECTRONIC COMMUNICATIONS PURSUANT TO SECTION 15.2-1413, CODE OF VIRGINIA (1950), AS AMENDED, AND ORDINANCE NO. 1016 MEMBERS PRESENT: Bradley E. Grose, Mayor Sabrina McCarty, Vice Mayor Keith N. Liles Laurie J. Mullins Michael W. Stovall STAFF PRESENT: Barry Thompson, Town Manager Pete Peters, Acting Town Manager/Director of Economic Development Susan N. Johnson, Executive Assistant/Town Clerk Jeremy Carroll, Town Attorney Anne Cantrell, Finance Director/Treasurer Fabricio Drumond, Interim Police Chief Anita McMillan, Planning & Zoning Director Chasity Barbour, Community Programs & Facilities Director Lydia Verdillo, Senior Financial Analyst The Vinton Town Council meeting was held via Zoom with livestreaming on the Town of Vinton, Virginia Government Facebook Page. The Mayor called the regular meeting to order at The Town Clerk called the roll with Council Member Liles, Council Member Mullins, Council Member Stovall, Vice Mayor McCarty and Mayor Grose present present, confirmed that the meeting was being 1016 and Section 4-0.01(g) of Chapter 1289 of the 2020 Acts of the Virginia General Assembly and electronic means. Roll call After a Moment of Silence, Council Member Liles led the Pledge of Allegiance to the U.S. Flag. Under upcoming community events/ commented on the success of the Santa Claus Crawl on December 8th announced that on December 18th, the Vinton 2 also commented on the 2021 Town Calendar and showed several pages. Council Member Mullins made a motion to approve the Consent Agenda as presented; the motion was seconded by Council Member Liles and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Liles, Mullins, Stovall, McCarty, Grose; Nays (0) – None. Approved minutes of the Regular Council Meeting of November 17, 2020; adopted Resolution No. 2397 appropriating funds in the amount of $1,665.00 for the receipt of an insurance claim due to damage to a piece of equipment; adopted Ordinance No. 1025 bo up to the amount of $1,227.16, and from the $367.52 Under awards, introductions, presentations and proclamations, December 31, 2020 following which the Mayor and next read the name plate on a gift plaque with the Town Seal that was given to Mr. Thompson following which Mr. Thompson comments. Under citizens’ comments and petitions, Megan Noga made comments regarding a recent picking up an Ms. Noga further commented that the matter had been handled by the Acting she wanted to address Council and ask could rethink the process in the future. over to the new system a year and a half ago and Ordinance and the procedures. The Mayor next asked McCarty, who serve on the Council Public Works Committee, to make comments on the matter. Council Member Liles commented on the history and the purpose of the new changes to the refuse service in the Town. Council Member Liles and Ms. Noga for participating in the meeting. 3 The next item on the agenda was the consideration of public comments concerning the Memorial to be effective January 1, 2021. The Mayor opened the Public Hearing at 7:37 p.m. Chasity Barbour 2018. Staff is requesting to add rental rates for the parking lot and the kitchen due to the fact the COVID- for individuals to proposed parking lot rate will be $80 per day and the kitchen rate will be $20 for a four-hour block and $40 for an eight- rental will require a one-time $150.00 non- refundable damage deposit along with a copy of the Health Department Certificate, insurance and that they are also requesting an Administrative Fee of $40.00 per processing refunds. In response t business using the kitchen and the parking lot, Ms. Barbour commented that the parking lot fee would be for someone who might want to have a vendor businesses that are cooking Council Member Stovall expressed appreciation to Ms. Barbour for thinking out-of-the box item and also with the Santa Claus Crawl. Hearing no other was closed at 7:44 p.m. Council Member Liles made a motion to adopt the Resolution seconded by Vice Mayor McCarty and carried by Vote 5-0; Yeas (5) – McCarty, Grose; Nays (0) – None. Public Hearing Opened Public Hearing Closed Adopted Resolution No. 2398 approving the Rate Changes for the Vinton War Memorial to be effective January 1, 2021 The next item on the agenda was a briefing the proposal to sell and grant a franchise for an system throughout the Town of Vinton. The Town Attorney first commented that it is time to renew the Town’s franchise for the distribution of electric power. The purpose of the proposed Ordinance is 4 operation of a distribution system through the streets, road and places in the Town. AEP has been the holder of that franchise. This franchise is non-exclusive and there could potentially be other bidders in the process. The Town Clerk will run advertisements in The Vinton Messenger and we anticipate that we will receive bids from AEP and perhaps others to acquire the franchise that we will be granting when Council adopts the Ordinance. renewal for an additional 20 years. The maximum length allowed under State law is 40 years. The Town Attorney next commented that the plan is for the Town Clerk to receive the bids, open and read them at the next meeting. Council will then subsequently hold a Public Hearing on those bids and will have the opportunity to take action if any of the bids are found to be acceptable. As with all of these types of procurement situations, Council can reject all the bids and start the process over, but we will not know if that is a viable option until those bids are received. The next item on the agenda was a Financial Report by Brown Edwards & Company, approving and accepting said Report. Anne Cantrell turned the meeting over to Travis Gilmer with Brown Edwards to make the presentation on the Report. Mr. Gilmer first commented that he is the Senior Ma Town for 2020. The results of the audit and related deliverables were discussed in great detail in the appreciation to Council for the opportunity to serve the Town in his experience doing the job over the past 10 years and that the Town’s financial staff are enjoyable to work with. With the COVID-19 Pandemic, the CARES Act funding and doing a remote audit, this year was especially challenging. Thompson during his retirement and commented Thompson was one of the first clients he met and worked with. 5 Mr. Gilmer next commented that the objectives of the audit are to opine on the financial statements and also compliance with laws and regulations that are material to those financial statements. Their unless it is material to the financial s They also provide comments and suggestions for management. They opinion on the financial statements. Mr. Gilmer next pro pages in the Report. Page vii is the Certificate of Achievement for by the GFOA, which the Town received again this year. Management Discussion and Analysis, which is a good overview of the year. On Page 14 is the General Fund Balance Sheet showing the un months of expenditures that the Town could cover if no more money came in the door. The national average is two months. This was a $723,000 or 25% increase over the prior year, which was due to savings in decreased expenditures and COVID- 19. On Page 20 and 21 is income of $133,000, is self- positive cash flows from operations. shows the Major Water and Sewer customers, which is important because you do not want to see a customer that is too large and the Town is too dependent on. One customer is at 5% and one at 4%. Page 95 is the Schedule of Fin segregation of duties that dates back to 2007. The Town has done a lot to address this issue there is not enough staffing and at a certain point there comes a cost benefit to it. There was one other minor budget finding during the year, but it some grants. 6 governance which communicates information such as the most sensitive estimates, posted and with management. The Town did a great job this year in terms of journal entries and very few were Cantrell and her Staff. The Management Letter going forward. Council Member Stovall Finance Committee expressed appreciation to Anne Cantrell and her Staff for the e Liles asked Mr. Gilmer if the 25% unassigned fund balance was higher than other trends. Mr. Gilmer responded the percentage was higher, but he has other localities this year largely due to COVID-19 Last year the Town had four months that it could cover and this represents two additional months. The Mayor Committee expressed appreciation to the Finance Department led by Anne Cantrell for shows in this Report finances remain strong is because we do have a new businesses to Town, that will help us to be in being more comfortable in freeing up some funds certainly a proponent of having a fund balance that is good and som proponent of investing in the Town. Council Member Stovall made a motion to adopt the Resolution as presented seconded by Vice Mayor McCarty and carried by the following roll call vote, with all members votin Vote 5-0; Yeas (5) – McCarty, Grose; Nays (0) – None. Adopted Resolution No. 2399 approving the June 30, 2020 Comprehensive Annual Financial Report The next item on the agenda was to consider adoption of a Resolution Understanding (MOU) and Certification for Receipt 7 COVID-19 Utility Relief Program. Anne Cantrell commented that this funding has been released from the State to Counties and Cities only. Roanoke County has agreed to partner with the Town enter into the MOU and Certification. This Program will assist customers who have been impacted by the COVID-19 Pandemic. Staff in the Treasurer’s Office has been contacting customers who we believe may be eligible and as of today we approximately $22,000.00. Any unused funding has to be returned back to the State by January 29, 2021 and we are working very hard to meet this deadline. Vice Mayor McCarty made a motion to adopt the seconded by Council Member Liles and carried by Vote 5-0; Yeas (5) – McCarty, Grose; Nays (0) – None. Adopted Resolution No. 2400 authorizing Certification for Receipt of Coronavirus Relief Fund Payments for the COVID- Relief Program. The next item on the agenda was to consider from the Commonwealth of Virginia for the COVID- Economic Security (CARES) Act of 2020. Council Member Liles made a motion to adopt the Ordinance seconded by Council Member Mullins and carried voting: Vote 5-0; Yeas (5) – Liles, Mullins, Stovall, McCarty, Grose; Nays (0) – None. Adopted Ordinance No. 1026 accepting and Virginia for the COVID- Program distributed as a component of the Coronavirus Aid, Security (CARES) Act of 2020 The next item on the agenda was to consider adoption of a Resolution approving the extension of the roll-over accrual date for vacation hours from December 31, 2020 to June 30, 2021. The Acting Town Man vacation accrual ends December 31st. However, this year due to COVID19, most of our travel was restricted during 2020 and Town Staff was unable to use some of their vacation. Rather than roll over their unused vacation balances that are in excess of their maximum into sick leave, we would like to 8 extra time to hopefully take some vacation time this Spring. Council Member Liles made a motion to adopt the seconded by Council Member Stovall and carried by the following roll call vote, wit voting: Vote 5-0; Yeas (5) – Liles, Mullins, Stovall, McCarty, Grose; Nays (0) – None. Adopted Resolution No. 2401 approving the extension of the roll- vacation hours from December 31, 2020 to June 30, 2021 The Acting Town Manager commented that Public Works Staff is prepared for any snowfall that expressed appreciation to Barry Thompson for his wonderful transit and confidence and wishes him the very best. Under reports from Council Committees, Committee which met on December 7, 2020. Ms. Cantrell next reviewed a PowerPoint presentation, which will be on file in the Town Clerk’s Office as a part of the permanent record. commented that the different Certificate of Deposit rates across our local banks was presented to the Committee. We were at approximately 1.7%, but had to renew at approximately 0.4%. We will try have increased by that time. Valuation, this was an offer from a company to buy out our T-Mobile Lease. We are going to ask for Finance Committee. The Utility Business Rules Document, which is our operating procedures, was back in January for further discussion. The Committee reviewed our FY21 revenue forecast and the discussed and will be January for their consideration. The Committee approved updating our authorized contacts for our Credit Card Account to remove Lydia Verdillo as additional authorized contacts along Pete Peters and myself. 9 Council Member Stovall made a motion to approve the October 2020 Financial Report as presented; the motion was seconded by Counci Mullins and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Liles, Mullins, Stovall, McCarty, Grose; Nays (0) – None. Approved the October 2020 Financial Report The Mayor commented on the success of the Santa Claus Crawl and Christmas tree lighting and expressed appreciation to Council and Town Staff for the year of hard work. It has been a year of challenges. The Mayor then wished everyone a very Merry Christmas and a safe and prosperous New Year. Council commented on the success of the Santa Claus Crawl, expressed appreciation to the other Members of Council and to Town Staff and wished everyone a very Merry Christmas prosperous New Year. Council Member Mullins made a motion to adjourn the meeting; the motion was seconded by Vice Mayor McCarty and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Liles, Mullins, Stovall, McCarty, Grose; Nays (0) APPROVED: Bradley E. Grose, Mayor ATTEST: ______________________________ Susan N. Johnson, CMC, Town Clerk