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HomeMy WebLinkAbout12/2/2014 - Regular MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 6:00 P.W ON TUESDAY, DECEMBER 2, 2014, 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 I. Douglas Adams, Jr. William W. Nance Sabrina M. Weeks STAFF PRESENT- Christopher S. Lawrence, Town Manager Elizabeth Dillon, Town Attorney Susan N, Johnson, Town Clerk Ryan Spitzer, Assistant Town Manager Gary Woodson, Public Works Director Ben Cook, Police Chief Joey Hiner, Public Works Assistant Director Donna Collins, Human Resources Specialist The Mayor called the work session to order at 6:00 p.m. for a briefing on the current Town of Vinton Street Maintenance Operational Program. The Town Manager first commented that this item has been presented to the Public Works< Committee on two different occasions. He then turned the meeting over to Gary Woodson for the presentation. Mr. Woodson began by commenting that historically the Town's street maintenance operational program has been done on a "fix the worse" basis. Each year approximately $270,000 is allocated to roadway maintenance and we use those funds to mill and re-surface roadways. With this presentation he wanted to walk Council through some different tools and show new technologies that are now available. The beginning of this year they joined with Roanoke City and solicited the services of Enterinfo/Enterprise Information Solutions, Inc. to perform a town-wide roadway assessment. Enterinfo did a scientific analysis which eliminates the subjectiveness and allows us to take a visual look at our streets and prioritize them. Mr. Woodson next began his first presentation from the Federal Highway Administration in order to give some background information. The first slide showed that 94% of paved roads are asphalt services with 77% of those roadways controlled by localities, 20% by the State and 3% are federal. The key to extending pavement life is to stop oxidation which occurs within the first three years of a new road. Two primary causes of oxidation are UV rays and moisture. There are five stages to the life cycle of a road--design, construction, initial deterioration, visible deterioration and disintegration and failure;. The key is to operate within the initial deterioration stage. If we gait to the visible stage, that is when we begin to see potholes and cracking. Delaying and deferring maintenance leads to higher repair and reconstruction costa. Mr. Woodson continued by commenting that new processes are now being used such as fog seal/rejuvenators, slurry (Types 1, 11 and 111), high density mineral bond; micro-surface and chip seal. In the Town, e typically do only milling and resurfacing, but we did do a_section of Mountain View with slurry as a test strip. (Preservation is being proactive and investing in our roadway systems prior to any visible signs. Fixing the worst reads first is not the best fiscal policy because maintenance on other roads is neglected and their conditions become worse. He commented that because of the recent repair work that had been clone on Mountain View„ when the analysis was done, it scored higher. Another slide showed a graph of the Pavement Condition Index(PCI). This was based on arterial; collector/industrial and residential/alley roadways. The ideal range is 70 to 55 and once a roadway gets to 55, there is no way to improve upon it other than investing a significant,amount of money. Mr. Woodson next commented on the price; pavement extension and public acceptance of slurry, chip seal, fog seal and micro-surface. Mr. Adams commented on the rough surface on Mountain View and on Edgemont and that he has received complaints. Mr. Woodson responded that each of these methodologies will :not give a finished product like when the road was new, but what is a threshold that people can accept. Sometimes, though, depending on how slurry is applied, after it warms up and there is more traffic on it, that will help to smooth it out to some degree: Mr. Woodson next commented that the American Association of hate Highway and Transportation Officials has concluded that for every $1 spent in keeping a good road it precludes spending $5-$ 4 to rebuild one. The real key to maximizing pavement life is the right treatment on the right surface at the right time. The next presentation shared by Mr. Woodson was from el oadlnfo, the group that the Town and Roanoke City contracted with to do the roadway assessments. They came in with a van and drove all over the Town collecting data. The automated pavement data collection took about two days to collect after which they provided Public Works with the software and a report. Staff then attended training session along with Roanoke City to learn how to use the software. The van had a 3D laser that was constantly reading the road and taking pictures every 25 feet. We have 77 miles of roadway in Town and with this software we can look at every piece of our roadway system the day it was done. It shows long/transverse cracking, alligator cracking, raveling, rutting; potholes, IRIlroughness and macro- texture. The van did a 360 degree collection with panoramic imaging and also records the depths of any ruttings or potholes. So;we now have a 3D image as well as a physical image of all the roadways. Mr. Woodson next commented that this software integrates with ArcGIS and we received this feature for ogre-year included in the cost of the software. The software will also integrate with the City-Works program and can be customized to pick up sidewalks, signs and striping. We would want the data collected every three to five years so there will be a comparison and we can adjust how we are spending funds for our roadways. The next slide showed the pave repair decision tree; a part of the software package.. This tree allows you to select a certain area of the Town, put a time range in years, a budget< amount and apply certain tools to see how it will affect the PI scare. The final presentation was on the Town's current roadway system. The current P I is 5 %. Marty percent of the roadways are under the 5 % P I rating. The fair rating is at 7% and the satisfactory rating of 70-35 is at 3% with< only 10% in the excellent range; With this data, we can now decide the parameter that we want to keep our roadways at and begin taking measures to keep us at that level. The next slide showed a map of the Town with the roadway ratings. Mr. Woodson next slowed several scenarios based on the decision tree. The Town receives around $270,000 a yearw for roadway maintenance. He took this amount and put in ten years as the time frame. If this amount is invested in only milling and resurfacing our roadways will drop to 48 in ten years. With a 15 year time frame, they would drop to 44.9% and at 20 years, to 42.6%. If we continue to just o milling and resurfacing, we would need $457,500 a year to get the P I tip to 75 in 15 years.. Ititr. Woodson next commented that he feels we are at a time that it would be beneficial to add some other tools to the decision tree from an operational standpoint to help improve the life of the Town°s roadway systems. Another point to consider is when roadway systems fail and crack it often compromises the sub-lease. He does not know o S any roads where we have rebuilt the roadway sub- surfaces when we mill and repave.. Vice Mayor bare commented that he assumes we would need more than one reading to have something to compare. Mr. Woodson responded that the roads will only get worse and if another reading is clone in three years, he feels that the percentage will drop. The Mayor asked if any of our neighboring localities are using any of the various methods mentioned. Mr. Woodson responded that City of Salem is very proactive and they use a lot of different methods as well as Blacksburg: There is a sustainability group that meets quarterly to twice a year to discuss different methodologies and their successes and failures. Vice Mayor bare asked what we could do with our current budget using some of the different methods, Mr. Woodson responded that he felt using slurry and crack sealing would be the best to get the most value for the dollar. However, the first step would be to determine what tools are acceptable; Most roads will only last about 15 to 20 years under ideal conditions. 'There are other factors to be considered such as workmanship, when you do it; conditions of the roadways, how many chemicals are being put dower; among ether things. The Mayor asked if we did the crack sealing, would it be done in-house or by a contractor. M . Woodson responded that we would have to look and see which would be the most cast effective approach. He feels it would probably be to do it in-house with maybe a 20-25 00 investment and use our employees during the Spring and Fall. A determination would need to be made for the right place, the right time and the right conditions. For instance, we would not want to dame in the downtown area and do crack sealing, but possibly in residential areas or secondary roads. Council Member Dance commented that he appreciated the presentation and as we are trying to get more value for our available funds; he is willing to look at these other options. The Mayor called the regular meeting to order at 7:05 Roll call p.m. The Town Clerk called the roll with Council Member Adams, Council Member Dance, Council Member Weeks, Vice Mayor dare and Mayor Grose present. After a Moment of Silence, ,lames Wright led the Pledge o Allegiance to the U.S. Flat . 4 Under upcoming community eventslannounce ents, Council Member Weeks announced the Christmas Parade on December 4¢' with the Breakfast Mons Club spaghetti dinner prior to the parade from 4 p.m. to 7 p.m. There will e a Holiday C pen Hose at the History Museum on December t from 10 a.m. to 2 p.m. A Holiday Concert and Afternoon Social with the Roanoke Valle Children's Choir at the War Memorial on December t at 3 p.m. Madeline's Christmas Breakfast will also be at the Naar Memorial on December 13`" from g a.m. to 11 a.m. The tickets are now on sale for the Vinton New Year's Eve Gala, hosted by the Chamber of Commerce. Council Member lance announced that the Finance Committee meeting that was originally scheduled for Monday has been rescheduled for December 15t" at 5:3 ? p.m: Council Member Adams made-a motion to approve the Approved minutes for the regular Consent Agenda as presented; the motion was seconded Council meeting of November 18, by Vice Mayor Hare and carried by the following vote, with 2014 all members voting: Vote -0; Yeas 8) Adams, Nance, Meeks, Hare, Grose; Nays (0). The next item on the agenda was an update on Bank on Roanoke Valley. The Town Clerk began by commenting that she has been serving on the Steering Committee as the Town's representative. In November of 2013, Council agreed to support the Program with a $1,500 donation for Calendar Year 2014. The Program was launched in January at the Roanoke Valley Financial Fitness, Lifestyle and Career Fair where goals were set for two years to open 1,000 new accounts (checking and savings) in the Roanoke Valley and to provide at least 200 hours of free adult financial education per year. Ms. Johnson next commented that in the first year(as of November) 383 new savings and checking accounts were open in the region (as of November) which can have a potential savings of $858,000 for these families.. There were also over 35 public classes offered at public libraries as well as small group classes at nonprofit and far-profit organizations for a total of 100 hours of adult education. Some of the organizations that participated for their clients were habitat for Humanity and Bethany Full. Although, Council decided not to financially support the Program beyond the 2014 Calendar Year; she has been asked to continue as a member of the Steering Committee and for the Town to still be a sponsor (not financial) of the Program so they can continue to hold education programs in facilities in Vinton such as the library and Senior Center. 5 The next item for consideration was a Resolution in support of a capital fundraising campaign by the Vinton Historical Society for the expansion of the Vinton History Museum. After comments from the Town Manager, Barbara Marais, Doug Forbes and Mattie Forbes, Council also made brief comments: Vice Mayor Mare asked how the logistics of the fundraising would work. The Town Manager responded that this gives the Historical Society permission to develop a fundraising program. Town staff'will work with them and we will brief Council as the program progresses and ultimately there will have to be an agreement between the parties. Ms. Forbes commented also that they never do anything to the Museum until they get permission from the Town. Any design plans will have to came through the Town as well,. Vice Mayor Mare made a motion to adopt the Resolution Adapted resolution No. 2092 in as presented, the motion was seconded by Council support of a capital fundraising Member ranee and carried by the following roll call vote, campaign by the Vinton Historical with all members voting; Vote -0 leas 5) — Adams, Society for the expansion of the Nance, Meeks, Hare, Grose; days 0). Vinton History Museum Ender update on old business, the Town Manager commented that a neighborhood meeting was held yesterday regarding the skate park. The meeting was well- attended and very productive. It appeared that there is a strong interest and desire to investigate and pursue the need for a skate park. We are going to look at some ether locations that might be suitable in our community and bring that information back to a larger community meeting. We also want to give options related to costs, impacts on neighbors and benefits to the community. The Mayor commented that four of the five Council Members were in attendance. They did not make any comments, but were there to listen to the comments from the community. Council Member Adams commented that everyone at the meeting felt there is a need for a skate park, but a lot of discussion needs to happen and we want to make sure that everything we are being told is correct. Also, we want to be sure that everyone involved is aware of the skate park wherever it goes and has the opportunity to be heard.. There is no need to rush into the matter. Council Member Weeks commented on the options that were given at the meeting that can at least be looked at and presented at a community meeting. That will allow us to get the pros and cons of each location. We need to let the Chamber of Commerce know of the community meeting so they can let their members know and possibly get a notice put in the bulletins of all the surrounding churches. 6 Council Member fiance commented that he is still interested in the idea of a skate park. The idea that was brought to us has not yet fully developed and it is unfortunate that the idea was not presented to the immediate stakeholders in the area t an earlier stage. Another issue is the financial burden that is being left to the Town. Our next budget process is going to be a difficult one because our budget has been tight for several years. We have been discussing even eliminating the service of the 3d Street dumpsters and he feels it would be disingenuous to stop a service to save $10,000 and spend $20,000 to start a new one. perhaps we need a third financial partner to make this work and to get his full support. Also, if we are talking about additional sites, we must look at the immediate area and see who is going to be impacted. It can get our blessing, but not our approval if it causes turmoil in the community where it is going to be placed. Vice Mayor bare commented that he is fine with gathering_ more information. We can probably guarantee that no matter where it goes there will be turmoil because someone will always say it is not goring to be in my backyard. The Mayor then commented that if we wanted to pursue another financial partner, we would need to have the location picked out. The next item on the agenda was a review of the Review of Financial Report for Financial Report for October 2014. This item was October 2014 was postponed for postponed to the December 16 to meeting. the December 16, 2014 meeting The Mayor expressed thanks to those who attended the State of the Town and commented on the Police Department awards banquet: He also mentioned that Officer Michael Byrd was named Officer of the Year and a couple of citizens were recognized that had been pro- active in stopping crime. The Mayor also congratulated Liz Munn-Lively, the outgoing President of the Vinton Area Chamber of Commerce and expressed appreciation for her leadership. Comments from CouncilMembers:` r.- Nance also commented on the Police Awards Banquet and the comradry that you see in the department. Vice Mayor` Hare asked about the work session at the prier meeting on the improvements to the Farmer's Market and the bids needing to go out in December. Mr. Spitzer responded that he will be meeting with the Council Members individually and then the Downtown Management Team will review the design again based on the comments by Council. The matter will probably come back to Council in January. Mr. bare then asked if the funds designated in the grant for the Farmer's Market have to be spent on the market 7 area or can they used for the building behind the market. Mr. Spitzer commented that the funds must be spent for the Farmer's Market first. If we get a design that comes in under budget and meets all of the requirements, then we can petition the State to use the extra funds for other projects. Mr.. Hare asked about using the funds for blight in the adjacent area. It seems like it would fit with the intention of the grant to deal with blighted areas to revitalize the downtown. Council Member Nance made a motion that Council 9 into a Closed Meeting pursuant to § 2.2-3711 A of the 1950 Code of Virginia, as amended, for discussion regarding appointments to boards and commissions as authorized by subsection I. The motion was seconded by Council Member,Adams and carried by the following vote, with all members voting: Vote 5- ; Yeas ( ) -- Adams, Nance, Meeks, Hare, Grose; Nays ( ) — None: council went into Closed Meeting at 7.-45 p.m. t 8:12 p.m; the regular muting reconvened and the Certification that the Closed fleeting was held in accordance with Mate Code requirements was approved on motion by Vice Mayor Hare; seconded by Council Member Weeks and carried by the fallowing roll call vote, with all members voting: Vote 5-0; Yeas (5) — Adams, Nance,Weeks, Hare, Grose; Nays (0)=None, Certification of Closed Meeting Mice Mayor Hare made a motion t4 adjourn the regular meeting; the motion was seconded by Council Member Nance and carried by the Following vote, with all members voting: Vote 5-5; Yeas (5)--Adams, dance, Weeks, Mare; Grose; Nays 5j — None.. The meeting was adjourned at 8 14 p.m. Meeting adjourned APPROVED- Bradley F. Grose, Mayor 7EST,* ( Al ' Susan N. ohnsa ,Town Clerk AT A CLOSED MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, DECEMBER 2, 2014, 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, 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 Weeks, with all in favor. QRa�& 0erkLdof Council