HomeMy WebLinkAbout12/17/2013 - Regular MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M.
ON TUESDAY, DECEMBER 17, 2013, IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA.
MEMBERS PRESENT: BradleyE. Grose, Mayor
William W. Nance, Vice Mayor
I: Douglas Adams, Jr.
Matthew S. Hare
MEMBER ABSENT: Robert R. Altice
STAFF PRESENT: Christopher S. Lawrence, Town Manager
Susan N. Johnson,Town Clerk
Susan Waddell, Town Attorney
Stephanie Dearing, Human Resources Director
Anita McMillan, Planning &Zoning Director
Geary Woodson, Public Works Director
Joey Hiner, Assistant Public Works Director
The Mayor called the regular meeting to order at 7:00 p.m. Roll Gall
The Town Clerk called the roll with Council Member Adams,
Council Member Hare, Vice Mayor Nance, and Mayor Grose
present. Council Member Altice was absent.
After a Moment of Silence, Mr. Here led the Pledge of
Allegiance to the U.S. Flag.
Under upcoming community events/ announcements, the
Town Manager commented that the Chamber is having their
New Year's Eve Gala at the Velar Memorial The Mayor
reminded everyone of the Chamber Open House this Thursday
and Vice Mayor Nance commented the reception for Mr. Alti er
is alsothis Thursday.
Vice Mayor Nance made a motion that the consent agenda
e approved as presented; the motion was seconded by Mr.
Adams and carried by the following vote, with all members Approved minutes of the
voting: Vote 4-0; Yeas 4) — Adams, Hare; Nance, Grose; regular Council meeting of
Nays(g)--None,Absent(1)-Altice. November 19, 2013
'dice Mayor Nance read a letter from Chief Cook naming
Officer Gregory Q esinberry as Officer for the month of
November 2013. Officer Que inberry was present at the
meeting and recognized by the Mayors
The next item on the agenda was consideration of public
comments on a request by Robert O. and Linda M. Quam,
owners of Lot 1, Block 12 and Sherman E. and Barbara B.
Sligh; owners of Lot 7, Block 9, of Plat Book 6, Page 30
showing Map of Section Number 4, Bali Hai Subdivision,
property of W.E. and Olney G. Cundiff, prepared by C. B.
Malcolm & Son and dated August 31, 1064, recorded in the
Clerk's Office of the Circuit Court for the County of Roanoke,
Virginia, on January 5, 1965, to abandon, vacate and deed a
fifty(50)foot wide by approximately one hundred and fifty(151
foot long undeveloped right-of-way, known as dal iew Drive,
to the adjoining property owners.
The Mayor commented that based upon a request from
Attorney Cranwell, the Town Attorney recommended that we
entertain a motion stating that Attorney Dick Cranwell„ on
behalf of the applicants, has requested a continuance of the
public hearing. Based on this request and the
recommendation from the Planning Commission that the
application be tabled for sixty days, he entertained a motion:
that the Public Hearing be continued for ninety days.
Vice Mayor fiance said he would applaud the parties for
trying to rectify this issue rather than the Town perhaps
making a very harsh ruling for one or two if not all of the
parties involved. Mr. lance made the motion suggested by
the Town Attorney and the motion was seconded by Mr.
Hare. The Mayor commented that he is also glad the parties
are going to try and work out a resolution that can be
agreeable with everyone. He also commented on the
Planning Commission's decision to table the matter for sixty
days. The motion was then carried by the following roll call
vote, with all members voting: Vote 4-0; Yeas (4) — Adams, Public Nearing continued for
Rare, Nance, Grose-, flays (0)-lone; Absent 1)-Altice. ninety days
The next item on the agenda was to consider adoption of
an Ordinance authorizing the Town Manager to execute a
Joint Powers Agreement with VML, Insurance Programs and
an Advice to Pay Agreement with Lincoln Financial group
pertaining to the VILIP Paid Leave Solution Program. The
Town Manager commented that Council has been briefed on
this matter several times and staff is now recommending that
we participate with VML. Insurance Programs through Lincoln
Financial group, This is for the legislated short-term and
long-term disability coverage relative to the January 1, 2014
introduction of hybrid plan covered employees. He further
commented that over the next several months, staff will be
reviewing options regarding providing this same benefit to all
of our current employees as part of our benefits package.
Mr. Hare asked the Town Attorney about having dealings
with this group in his business and did it create a conflict o
interests. M . Waddell asked Mr. Hare if the Lincoln
Financial group is one of many companies that he deals with
or does he have some exclusive relationship with them.. Mr.
Hare responded that it is not exclusive. The Tower Attorney
then stated to Mr. Flare that generally speaking to determine
conflict of interests; it would be based on the fact that he
would have any financial benefit from Lincoln Financial group
being awarded this item and if it would benefit hire in any
way. Mr. Hare said it would not..
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Vice Mayor Nance made a motion that the Ordinance be Adopted Ordinance No. 944
adopted as presented, the motion was seconded by Mr. authorizing the Town Manager
Adams and carried by the following roll call vote, with all to execute a Joint Powers
members vesting: Vote 4-0r Peas (4)--Adorns, bare, Nance, Agreement with VML Insurance
Grose, days (0)— None,Absent(1)-Altice. Programs and an Advice to
Pay Agreement with Lincoln
The Mayor then commented for those in the audience that by Financial Group pertaining to
the time an item like this is brought to Council for action they the VMLIP Paid Leave Solution
have been briefed on it at least one time in a work. session. Program
Any decision is based on prior information that has been
given by staff and reviewed by Council.
The next item on the agenda was to consider adoption of a
Resolution appropriating funds in the amount of $ 4 .12
received through the VML. Insurance Programs risk
Management Safety Grant Program to the Police Department
budget.
The Town Manager commented that originally this request
from the Police Department was denied because all of the
funds had been allocated. Later, some additional funds
became available and the Police Department was awarded
$54 .12 which they used to purchase lighted batons and
cones. This action is to acknowledge the revenue coming in Adopted resolution No. 2046
and to appropriate it to the Police Department budget. Mr. appropriating funds in the
Hare Made a motion that the resolution be adopted as amount o $64 . 2 received
presented; the motion was seconded by Vice Mayor Nance through the VML Insurance
and carried by the following roll call vote, with all members Programs Risk Management
voting: Vote 4-0, Yeas (4) -- Adams, Hare, Nance, Grose; Safety Grant Program to the
Nays (0)—None; Absent(1) -Altice. Police Department budget.
The next item was to consider adoption of a Resolution
authorizing the transferring of funds in the amount of
6,500.00 to pay the Berkley Group for the development of a
park master plan. The Town Manager commented that it was
discussed in the last meeting the proposal to hire The
Berkley Group to work with the Town on two park-related
projects; a children's pocket park and a skate park One of
the proposals from that meeting was to separate the two
projects. The projects were initially grouped together to save
some money.
Regarding the skate parts, at this point we know there is a
need for such a park, but we need to further investigate the
interests of the community. The Lions Club is interested in
the pocket park project through volunteering and financial
resources and we have been able to identify a piece of
property that is viable. This proposal would allow us to have
it researches) more specifically to make sure we have the
right piece of property, to engage the community to find out
what they want and to get more support for the project.
The Town Manager further commented that he had the
consultant separate the two projects and the process
basically stays the same. There would be_a public workshop
at a level where there is no specific plan; but to garner
information. The consultant would take that information and
develop a park master plan with some options such as type
of equipment and costs. These options would then be
presented at a second community workshop where a plan
would be chosen and we can move forward.
There are no funds allocated in our current capital
improvement budget to pay for this park master plan.
However, it is important to have a solid plan to use to gather
more support from the community and for use in applying for
any grants.. The park plan would also provide us with a
budget and some suggested funding sources. The cost is
,599 just for the packet park. If we decided to do the skate
park at later time;that cost will be an additional $4,250.
Vice Mayor Nance commented that several months ago
members of the Town and representatives of two of the Lions
Clubs met with County officials as an informal park
committee to discuss the steps that we need to take. He
then asked what is it that The Berkley Group can do that this
informal park committee cannot do, especially since Roanoke
County has built parks before and can give us a pathway.
The Town Manager responded that for projects like this the
opportunity for a lot of public input and engagement is
important and the consultant would be the facilitator for those
types of meetings as an extension of staff. Roanoke County
can provide us with experience and ideas, but when the time
comes to actually designing a park the County also hires
consultants. it is important to know how to engineer the site
so such issues as stormwatr, safety and fencing are
addressed. Vice Mayor Dance asked if the issue of
pedestrian traffic coming knack and forth from the proposed
hark site to the library would be addressed and the response
was yes.
r. Nance next asked if the consultant was aware this was
going to be a partnership if it comes to fruition and the
response was yes. Mr. Nance then commented that he does
not want this to become a partnership where our partners
would become silent partners. This park will not be built
without the assistance of a civic organization, such as the
Lions Club, playing a major role in it, so they need to have
major input into the plan and design. The Town Manager
responded that the consultant has worked with parks before
that had partnerships and he will take that into account.
In response to a question about the timeframe, the Town
Manager indicated the consultant can get us from point A to
the deliverables or plans in hared for how to move forward`
within 90 days.
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The Town Manager commented that there is a large
stormwater pipe that goes under the suggested property and
we need to make sure that the site is designed appropriately
to handle stormwater issues.
Vice Mayor Nance=commented that he understands with the
skate park component we need to determine the interest
level and if there are partnership opportunities before we ask
the consultant to proceed. The Town Manager said the
current challenge is that we need to do something about the
lot now because it is not safe. We have to make it a viable
piece of property to function as is without spending too much
money.
Mr. bare ,asked about the need for the second workshop and
the response was it will give two design options and will allow
the community and those who attend to pick what will
become the final design proposal. After this workshop,- he
will put the best of the options together into one plan and give
us a deliverable of construction style drawings: Mr. Hare
commented that he is trying to make the cost as little as
possible, so could the consultant give us the final document
and let staff present it and the response was yes.
Mr. Hal Mabe addressed Council and commented on behalf
of the Vinton Breakfast lions Club that he appreciated the
Town moving forward on this project.. This idea has been
mentioned for several years; :however, he wants to make
sure that the Town understands that the Lions Clubs have
agreed to look into this project and it is something they would
Bice to do. There is no guarantee on their end, but they will
stand behind whatever they decide to do. If all the dubs
comae together, there are enough members to help maintain
the park and raise some money, but it is important that they
are highly involved in the process and that every Club is kept
informed. However, if at any time there is not a majority with
the Clubs proceeding with the project; then they could pull
back.
Mr. Mabe further commented that it is "important to have the
Town's input about the location, how it is designed and that
e are providing the services that the Town needs. We
want to have a Lions park that people will know the Lions
Clubs stand behind and reinforces what we stand for. One
that serves a need for children, handicapped accessible, and,
of course, being near the library does make it a little more
attractive. The Clubs are interested and excited about this
and want to be involved in every step of the process.
The Mayor commented that it does sound like a great idea
and the concerns about the location and safety issues are
important. The consultant will be valuable in this respect. He
does not like spending this much money either, but he would
be afraid to proceed without something like this. Planning for
the use of public land is absolutely vital and we want as much
public input as we can get. Hopefully, the consultant will
make us aware of any hidden obstacles or legal issues that
perhaps maybe a committee of citizens might not be aware
of. In response to Mr. are's comments about the cast of
the last presentation, he thinks if a mars is going to put a :plan
together, he should be given the opportunity to came before
Council and Council members would be able to ask
questions.
Vice Mayor Dance asked if we approve the Resolution for the
entire amount, but the consultant develops a plan that costs
$1 0,t 0 3 that Council nor the Lions Club are interested in,
could we pull out a portion of the contract. The Town
Manager responded that the proposal is written as a lump
sum payment. However, as part of the input process, there
will be questions asked as to how much can we afford which
includes the Lions Clubs.
Mr. Flare asked Mr. Ivlabe how far into the process do we
have to go before the Lions Clubs will make a decision. Mr.
Mabe commented that the more he can take to the Clubs to
present, what the preliminary thoughts are; we would know
pretty quickly where the buy-in is. All the Clubs are bought
into the idea of the park, but there is nothing else to tell them
at this point. There will be stages of the process, but, again,
when we commit to something, we will help to raise the
money.
Vice Mayor Dance stated that he does agree we need to pay
this consultant to help put the partners in a knowing position
as to what they are buying into. Spending this money up
front will help us figure out where we are and then allow us to
have a realistic conversation with all the Clubs and with the
Town and then we go from there. Mr. Adams commented
that he thinks the park will be wonderful, but we have to have
the money to pay for it. We want it to be right and we want to
be proud of it. It is a lot of money, but we need the
consultant and he should present the final plan to Council so
we will be able to ask questions.
Adopted Resolution No. 2047
Mr. Hare made a motion that the Resolution be adopted as authorizing the transferring of
presented; the motion was seconded by Mr. Adams and funds in the amount of
carried by the following roll call vote,with all :members voting: $6,500.00 to pay the Berkley
Vote -0, Yeas (4) Adams, bare, Nance, Grose, bays ( )-- Group for the development of
None; Absent 1)-Altice: park master plan.
The Town Manager next commented that the Governor
has issued all State employees an additional holiday on
Monday, December 23d, as part of the Christmas holidays.
Anytime the governor grants an extra holiday, he always
brings it to Council's attention. In the past we have typically
given an extra holiday to our employees and he would
recommend that we approve the same holiday. Roanoke
County has approved this extra holiday for'their employees
and this would include all of our non-essential employees.
Our Police, Fire/Rescue and our Refuge and Recycling crews
with Public Works will work. All those personnel will be
given additional holiday hours that they can take off at their
convenience.
Mr. blare asked about payroll and the response was that it
would be processed on Friday. Anyone that works on
Saturday or Sunday outside of their regular shift will be paid
through a special payroll. After further discussion concerning
how the holiday would be paid out by the various
departments, Mr. Hare made a motion that the extra holiday
of Monday, December 23d, be granted; the motion was
seconded by Vice Mayor Nance and carried by the following
roll call vote, with all members voting: Vote -0; Yeas 4) —
Adams, Hard, dance, Grose, trays (0) — None; Absent 1 - Approved extra holiday of
Altice. Monday, December 23rd
The Mayor expressed thanks to the first Aid Crewe for
their Christmas dinner and also to these who attended the
State of the Town address and our launch of the Vinton
Branch of the library. The Christmas parade was a success
again and thanks to staff who assisted with that and he
wished all of staff and those present a Merry Christmas:
Comments by Council Members: Mr. Adams commented
that there are a lot of good things coming up and he has
appreciated working with this Council and staff and wished
everyone a Merry Christmas, Vice Mayor Dance said the
second meeting in December always reminds him of the loss
of Mr. Obenchain. He also commented that he had the
unfortunate opportunity to go to Richmond last weep and saw
how state-wide politics are handled. He was then able to get
back and attend the First Aid Christmas party and saw the
men and women that work, for this Town and other men and
women he has worked with while sitting on Council and
realizes how blessed we are. He then commented about
the few thousand dollars of taxpayer's money he was
concerned about spending at the last meeting. He may have
left the impression that we have things to be concerned about
and we do always have to watch our bottom line since
Council has been given a lot of responsibility and the power
to take people's money and use it for purposes and priorities
that we set. Everyone here takes that very seriously and we
have set a very strong foundation for the next phase of the
Town. With the tough decisions that were made over the
past few years, we are beginning to see the fruits of that with
the revitalization project, the investment in our wastewater
and our water projects and the strengthening of our
infrastructure, this Town is going to be a place of opportunity
in years to come. This staff has worked to get it to the place
it is and now that we have set the stage for it, he is excited to
see us taking the opportunities that are within our reach to
take this Town into the future. Mr. Hare wished everyone
Merry Christmas. The Mayor reiterated the comments made
by Mr. Nance and stated that it is an exciting time in the town.
r. Adams made a motion that Council go into a Close
Meeting pursuant to -3 11 A (1) of the 1950 Code of
Virginia, as amended, for discussion regarding appointments
to boards and commissions. The motion was seconded by
Vice Mayor dance and carried by the following vote, with all
members voting; Vote - , Yeas ) Adams, Hare, Dance,
Grose; Nays (0) -- None; Absent 1 - Altic . Council went
into dosed Meeting at 8:15 p.m.
At 9:05 p.m., the regular meeting reconvened and the
Certification that the dosed Meeting was held in accordance
with Mate Cade requirements was approved on motion by
Vice Mayor Nance, seconded by Mr. blare and carried by the
following vote, with all members voting: Vote 4-0 'Yeas ( --
Adams, Hare, Dance, Grose, Nays ( ) None, Absent 1) -
Altice. Certification of Closed Meeting
Under appointments toBoards/Commissions, Mr. Hare
made a motion to accept the following list of nominees: Re-
appoint Debra P. Hagans to a new five year terra ending
1/16/19 on the Board of Zoning Appeals; re-appoint Robert A.
Patterson to a new three year terra ending' 1 131/15 on the
Highway Safety Commission; appoint Wes Nance to an
unexpired term ending 6130114, re-appoint Hal Mabe to a new
unexpired terra ending 5130/14 and appoint Chris McCarty to
an unexpired term ending /3 /14, all on the Comprehensive
Economic Development Strategy (CES) appoint Ryan
Spitzer to a two year tern ending 1 /31115 on the Greater
Roanoke Transit Company, and appoint Thomas A.
Rotenberry to an unexpired terra ending 5130/14 on the
Roanoke Valley Metropolitan Planning Organization (MPG)...
The motion was seconded by M . Adams and carried by the
following vote, with all members voting;: Vote 4- ; Yeas 4)
Adams; Hare, Nance, Cruse; Nays 0 — Norte; Absent 1) - Approved Board/Commission
Altice appointments as nominated
Vice Mayor lance made a motion that the meeting be
adjourned, the motion was seconded by Mr. blare and carried
by the following vote, with all members voting. Dote 4-0
Yeas (4) — Adams, Hare; Nance, Grose; Nays (5) — None,
Absent 1)-Altice. The meeting was adjourned at 9::1 0 p.m;
APPROVED-
'164 g�'4�
Bradley B. Grose, Mayor
A SST:
Susan N. Johnson, wn Clerk
AT A CLOSED MEETING OF THE NTON TOWN COUNCIL HELD ON TUESDAY,
DECEMBER 17, 2013,AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILIDNG,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, THERE FORE, BE IT RESOLVED that the Vinton Town Council hereby certifies that
to the best of each men ber's knowledge:
I. 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
To Council.
Motion made by Vice Mayor Nance,and seconded by Council Member Hare, with all in favor.
Clerk of Council