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HomeMy WebLinkAbout12/16/2014 - Regular MINUTES OF A REGULAR MEETING OF VINTC N TOWN COUNCIL HELD AT 7:00 P.M. ON TUE DAY, DECEMBER 16, 2014, IN THE COUNCIL CHAMBERS OF THE VINTO MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGI .IA. MEMBERS PRESENT: Bradley E. Grose, Mayor Matthew S. Hare, Vice Mayor 1. Douglas Adams; Jr. William t . Nance MEMBER ABSENT; Sabrina M. Weeks STAFF PRESENT. Christopher S. Lawrence,Town Manager Elizabeth Dillon, Town Attorney Susan N. Johnson, Town Clerk Barry Thompson, Finance Director/Treasurer Ryan Spitzer, Assistant Town Manager Joey Hirer, Public Works Assistant Director Donna Collins, Human Resources Specialist The Mayor called the regular meeting to order at 7:40 Roll call p.m. The Town Clerk called the roll with Council Member Adams, Council Member Nance, Vice Mayer Dare and Mayor Grose present. Council Member Weeks was absent. After a Moment of Silence, Names Wright led the Pledge of Allegiance to the U.S. Flag. Council Member Adams made a motion to approve the Consent Agenda as presented; the motion was seconded by council Member fence and carried by the following vote, with all members voting. Vote 4-6; Yeas Approved minutes for the regular (4) — Adams, Dance, Aare, Grose; Nays (g) — None, Council meeting of December Absent 1)—Weeks. 2614 The next item for consideration was a presentation of the .Dune 30, 2014 Comprehensive Annual Financial Report by Brown Edwards & Company LLP and adoption of a Resolution approving and accepting said Report.. Barry Thompson, Finance Director, introduced John Aldridge of Brown Edwards & Company. Mr. Aldridge commented that he met with the Finance Committee prior to the meeting and reviewed the results of the audit in fine detail. The State requires that an audit be prepared every year and filed by November 3 th with the Auditor of Public Accounts. This has been done and they have also issued an unmodified (clean) opinion on the financial statements. Mr. Aldridge next Commented that his firm reviews the fund balance in the General Fund to see how many months of fund balance are there and the calculation for 1 the 2014 fiscal year was 4.8 months. Last fiscal year was .8 , so the fund balance has been consistent for the past two years. Going back three years, that number was only 1.9 months. Council Member lance commented there were some issues that were brought up that the Finance Committee wants to further explore. Some of the issues are already well under control by Town staff and management. However, there are others that Council had previously tasked the Finance Department to oversee and address in more detail over the coming year. Vice Mayor bare commented that overall we had a very good year and ended in the black. This is due to staff staying on top of`. things and he expressed appreciation to them. The audit report is a reflection of what they have done all year long. Council Member Adams commented that in today's business industry, it is wonderful to hear the balance is growing and that we are in the position that we are. Thanks to all for the work that has been done. Mayor Grose also expressed thanks to the Finance Committee members and to staff for the good report. He feels that the Town has done a very goad job over the past two years. More importantly is the fact that over the past five or six years we got through a downturn in the economy that was really tough for a lot of people. We had to make some tough decisions that fell on the shoulders of our Town Manager and staff, but; they all carve through during those times. Vice Mayor blare then referred to Page 16 of the GAFR. Mr. Aldridge commented that the fund balance for the 2014 fiscal year increased by almost $222,000 in the General Fund. Last fiscal year it increased $280,000, but part of that fiscal year had some debt transactions that took place. This year the $222,000 slid not include any proceeds from debt; Mr. Aldridge next commented on Page 'I 1 of the Financial Analysis which showed a graph of the water and sewer fund. This graph showed a comparison for every dollar spent how much revenue was collected. In 2010, for every dollar spent, the Town matte $0.8 . Based onthe rate increases, for the year ending 2014, for every dollar spent, the Town made $ „03, which is now covering the casts. After additional comments by Council Members, Council Member Nance made a motion to approve the Resolution as presented; the notion was seconded by Adopted Resolution No. 2093 Vice Mayer bare and carried by the following vote, with approving and accepting the June all members voting: Vote -0, leas (4)--Adams, Nance, 30, 2014 Comprehensive Annual Hare, Grose; Nays t0 —None; Absent t1 —Weeks. Financial report 2 The Mayor indicated that the next two agenda items will be reversed in order so that the fiat briefing will be on a request of James Aright to abandon and vacate an undeveloped Portion of South Pollard Street and undeveloped Alley located between 101 and 105 Giles Avenue. Anita McMillan began by commenting that Mr. and Mrs. James Wright have been in discussion with Planning Staff since 2011 regarding the subject property and in October, they received a preliminary plat from Mr. Wright's surveyor; Ms. McMillan next commented that she facilitated meeting on November Td with the Town Manager, Theresa Fontana, the Town attorney, Cary Woodson and Joey Hiner of Public Works. Prier to the Planning Commission's work session on November 13 yh, each member went to the site. The Planning Commission directed staff to move forward with notification to all the public utility companies and the adjoining property owners. Verizon is the only public utility company that has an easement and they would like for it to be retained. Staff met with Mr, and Mrs. Wright regarding this request that they are in agreement for Verizon to retain this easement. Ms. McMillan next furnished Council with a copy of a plat and then commented that in the past when an alley or street is vacated, it is divided between the adjoining property owners. However, in this case on Pollard the entire fifty(50)feet wide by one hundred ninety (100)feet long will go to Mr. and Mrs. Wright. For the alley, 7.5 will go to Mr. and Mrs. Wright and 7.5 will go to Mr. Kasey, as adjoining property yawners. The Planning Commission plans to have a Public Nearing can January 1 yr'. If Council desires to move forward, staff would like to have the Coun il's Public Nearing on January 20'b' or it can be delayed until February. Council Member Nance commented that he assumes this request is consistent with any of the long-range plans of the County, VIDCT or the Town that Ms. McMillan is aware of, Ms. McMillan responded that based can the meeting with Town staff`, this road would never be developed even within 20 to 30 yearn. Also, if Pollard Street was continuous to another street, we may reconsider, but Pollard stops at Third Street. Also, to elate they have received no comments from any of the adjoining property owners. 3 Ms. McMillan further commented that Mr. Kasey had indicated he slid not want the 7.5 portion of the alley. It i the position of staff that if Town Council approves the abandonment and closing, then Mr. Kasey will need to do a quit-claim so that the Torn will not be responsible. Council Member Nance stated that he had no problem with the matter going forward and setting the Public Hearing in January. Mr. Wright commented that he made this request because he wants to extend his driveway and he has been maintaining a portion of the alley. Ms. McMillan also commented that Mr. and Mrs. Wright are responsible for all the costs.. They have already paid for the survey and will pay the advertising costs. Council gave their consensus to schedule the Public Hearing for January 201 h. e next item was a briefing on the proposed amendment to the zoning ordinance to incorporate a mixed use zoning district provision, zero lot litre provision, as well as amending and adding definitions as needed, Ms. McMillan began by commenting that staff provided Council with a report and the proposed amendment to add a mixed-use provision in the Zoning Ordinance. The reason for this proposed amendment relates to the two vacant school buildings in the Town. For the past five years there has been a lot of discussion regarding the Roland E. Cook and the old William Byrd High School buildings. At a community meeting held about three years ago, many in attendance felt that we should not demolish these buildings. Our current zoning is very traditional and we only allow single use. We can have multiple buildings in our three districts, but we do not have a zoning provision that will allow multiple uses. For the past five years, the City of Roanoke has allowed a lot of mixed-use development. In August, staff was informed by Roanoke County Economic Development that they had received some proposals for the two schools. However, most of those proposals require mixed-use clue to the fact that they want to take advantage of the historic tax credits. Historic tax credits require that the building have multiple different uses, not just residential or just commercial, In the Town, use also have other under-utilized buildings such as the former Ford Motor Company and the River Park. Shopping Center. A list of properties that might be eligible for 4 mixed use in the Tow was also provided with the agenda. lbs. McMillan next commented that in most localities there is a size requirement: We are proposing that possibly the requirement be at least an acre. Before anyone can submit for a rezoning under mixed use, they must meet with staff and a master plan development has to be submitted. We are trying to attract developers, but at the same time we want to make sure the proposed use is compatible with surrounding property owners. Some of the items that Council might want to review are the list of uses that are permitted by right and those uses and structures that will require a special use permit. For example, mixed-use only limits the square footage of a commercial building from 2,000 to 3,000 square feet. If for some reason someone wants a huge retail space of at least 10,000 square feet or more, it will require a special use permit. mother requirement is 445 feet in height for any new building, but not for an existing building. Roland E. Cook is about 60 feet high. We do not want-a new building to overshadow existing buildings in the surrounding area. The planning Commission has had one work session on the mutter and will have another one. They commented that they really like the concept.. Another provision that Council may want to review is the parking requirement. formally in zoning we require off- street parking, but for mixed-use we might grant to consider on-street parking especially for Roland E. Cook as an example. According to the developer that looked at the property; they feel that the street is wide enough to allow on-street parking which tends to slow down traffic. Also, there is a church adjacent-to Reiland E. Cook and because of the use they might have an agreement for shared parking. Ms. McMillan further commented that a majority of the under-utilized properties on the list are along the Valley Metro bus route or no more than two blocks away. This goes along with wanting to start developing a pedestrian and bicycle-friendly community. The Town Manager commented that staff wants Council to have enough time to review this new district concept. Both schools have proposals with Roanoke County that are in the very beginning stages of discussion with developers. We do not have an ordinance to facilitate an adaptive mixed-use redevelopment of either of those schools. However, we do not want to create something for two specific pieces of property. This needs to be a tool that we can use for redevelopment in the entire Town. Timing wise, we have communicated to the County that we want to try and have this developed, brought before the Planning Commission and then Council for consideration and adoption by March. Ultimately, if the County chooses to proceed with either or bath of the developers, they will have to came back to Council for any rezoning. Ms. McMillan"commented that Roanoke County world b the entity applying for the rezoning for the two schools to make them more attractive for the developers. Staff has clone a lot of research since October of ether localities who have redeveloped old schools and lbs. McMillan indicated that she could email Council that information for their review. Also; Council can email her any questions or suggestions regarding the proposal. Council Member Nance asked about the proposed permitted use of group homes and how is that defined. Nis. McMillan responded that by lava they have to be allowed in R- , Rw2 and R- . The Town Attorney' commented they are regulated by State statute. The Town Manager further co►'nmented that this really develops the framework to say to a developer this is what the community could possibly consider. There will have to be detailed master plan submitted for approval. Nothing in the Town will be zoned mixed-use, but we will have this district as an option to apply to a location. It is a conditional rezoning. Nis. McMillan commented that Roland E. Cook is zoned R-2 and the Gild William Byrd High School is zoned R-3. In order for a developer to convert those buildings to mixed-use, they will have to go through rezoning. Basically that zoning will be changed if approved and then you can attach any conditions to the property; In response to a question, what is the legal standard to approve or disapprove a rezoning, the Town Attorney responded that there are certain factors to consider. One cannot be arbitrary or capricious, but there are many factors to consider. Any conditional rezoning will have proffers made by the developer which are voluntary. The Town Manager stated that we can tell any developer what we are looking for, but they have to voluntarily offer any proffers. The Town Attorney then stated that special use or exception permit would have conditions that the Town would set. The Mayor asked if M . McMillan thought it would be of any value for Council to have a joint meeting with the Planning Commission. Ms. McMillan said she would be glad to schedule such a meeting and in fact, some of the Commission members indicated that possibly we could schedule a field trip to one of the localities to see how they redeveloped a school building. It has also been suggested to have a;community meeting. Ms. McMillan further commented that we would also need to amend the definitions to add mixed use and to revise the one for multi-family. Also, there have been two requests from property owners to see if the Town would consider zero lot-line development. We do allow this for town homes, but there are size requirements. For example, if a property is adjacent to a creek or has a steep slope and someone wants to preserve those sensitive areas, we may want to consider allowing the lot to be smaller and share a wall line. Ryan Spitzer next commented regarding the Town guide that was given to Council. This will be a tri-f old brochure to promote places to eat; shop and play in Vinton. Vice Mayor Hare commented that Woods Auto Parts should be included and the Town Manager agreed. Mr. Spitzer commented that we will have the capability of updating the brochure as needed and it will be posted on the Town°s website After additional comments, it was also suggested to add Firehouse Skate`N Play. The Town Manager next commented that he wanted to propose allowing Town employees to have an additional half day off (four hours) on Christmas Eve and close the offices at 12 boon. Roanoke County and the Governor have bath approved this half clay for their employees. Vice Mayor bare asked about the employees who still have to work and the"Town Manager responded they will each be given four hours to take off at a later time. Vice Mayer Dare made a motion to approve an additional half day off (four hours) on Christmas Eve for all Town employees; the motion was seconded by Council Member Nance and carried by the following roll call vote; with all members voting: Vote 4-0; Yeas (4) — Adams, Approved an additional half day Nance, Hare, Grose; bays (0) -- None; Absent (1) — off (four hours) on Christmas Eve Weeks. for all Town Employees 7 Vice Mayor Hare made comments concerning the October Financial Deport. He first commented that the Finance Committee met on Monday and reviewed the report. From a General Fund standpoint we are doing very well. From a revenue standpoint, we are approximately $13 ,000 favorable. The meals and sales taxes are very strong. Expenditures are about where we projected for this time period. From a cash standpoint, we are down about $000,000 from September, but we expect that this time of year. On the utility side, as we discussed as part of the audit presentation, we are doing very well. We are running approximately $7 ,000 favorable year-to-date. This is a good indication of where we are heading and what w should be able to put into the reserve to fund some more capital projects and give us the needed cushion that we have been looking for. We also reviewed the War Memorial and Fool reports. Unfortunately, the t111'ar Memorial is not doing as well as e would like at this moment. This time last year we were at about $97,000 in revenue and this year it is around $69,000 in revenue. From an expenditure side; the figures are better, but we are losing more money this year than last year at this same time. fast year we were down about $36,000 and this year we are clown about $ 8,000. We knew it would be a touch year after losing Elevation Church, which was steady income every Sunday. The Pool did show a larger subsidy than what we had the same time last year. This was driven by some lower admissions of around $ ,000 and higher costs in wages due to giving raises to the lifeguards. This time last year we had a subsidy of about $19,000 and this year it is $ 7,000. The Mayor commented that the good news is that the General Fund looks good. slice Mayor bare then commented that we received a very good audit report with fewer adjustments than last year. We are making good progress on correcting the deficiencies of some of our controls. The General Fund and the utility Fund are in good shape, We are exactly where we want to be with a little bit ahead. Vice Mayor Hare made a motion to adopt the Financial Report for October 2014 as presented and the motion was seconded by Council Member Nance. The Mayor expressed his appreciation to the Finance Committee and staff for all the work that goes into maintaining the Town's budget. Vice Mayor Hare further commented that the Committee also did a cursory review of the costs of services that is being prepared by staff for the upcoming budget process. These services will be scored based on the community's responses to the survey from 2011 and Council's six strategic goals that were set several years ago. The motion was carried by the fallowing roll call vote, with all members voting:: Vote 4- ; Yeas 4 —Adams, Nance, Approved Financial Report for Here, Grose; flays 0)--None, Absent 1)--Weeks. October 2014 The Mayor commented can the Rescue Squad an Volunteer Fire Departments' Christmas parties. He also expressed thanks to the Committee that worked on the Holiday Employee luncheon and the success of the event. He then wished staff and our citizens a Merry Christmas. Comments from Council: Council Member Adams commented on the Holiday Employee truncheon and that he truly enjoys being on Council and working with the other Council Members and the employees of the Town. He also wished everyone a Merry Christmas, Council Member Nance apologized for not being able to attend the Holiday Employee luncheon; He commented on the Rescue Squad and Volunteer Fire Departments' Christmas dinners. In closing, he mentioned former Council Members Bobby Altice, Carolyn Fidler and Billy Obenchain as well as current Council Member Sabrina Weeks: He has enjoyed working with each one as well as Town employees. He expressed best wishes to the Town Attorney as she moves into a Federal Judgeship, Vice Mayor Hare wished everyone a Merry Christmas. Under poi nt ents to Beards, Commissions and Committees, Council Member Nance made a motion to reappoint Mick Michelsen to the Board of Zoning Appeals; James Childress and Fred Swisher to the Reappointed Mick Michelsen to Highway Safety Commission and Dave Janes to the the Board of Zoning Appeals; Planning Commission; the motion was seconded by Vice James Childress and Fred Mayor blare and carried by the fallowing vote, with all Swisher to the highway Safety members voting: Vote 4-0; Yeas (4) Adams, Nance, Commission and Dave Jones to Hare, Grose„ Nays ( - None-, Absent(1)—Weeks. the Planning Commission Council Member Nance made a motion to appoint Michael Hopkins to the Highway Safety Commission the notion was seconded by Council Member Adams and carried by the following vote, with all members voting: Vote 4-0t Yeas (4) — Adams, Nance, bare, Grose, Nays Appointed !Michael Hopkins to the ( )- None; Absent —Weeks. Highway Safety Commission The Town Manager announced that the 2015 Town Calendars are here and Public forks is in the process o delivering them. Council a be Adams made a motion to adjourn the meeting; the motion was seconded by Vice Mayor Hare and carried by the following vote, with all members voting: Vote 4-0; Yeas 4 —Adams, Nance, bare, Grose; Nays 0 None; Absent 1) Weeks. The meeting was Meeting adjourned adjourned at 8:25 p.m. APPROVED: 117 AV* Bradley E. Grose, Mayor JEST; f Susan N.Johns ,Town Clerk 0