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HomeMy WebLinkAbout12/7/2021 - Regular1 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 6:00 P.M. ON TUESDAY, DECEMBER 7, 2021, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA MEMBERS PRESENT: Bradley E. Grose, Mayor Sabrina McCarty, Vice Mayor Keith N. Liles Laurie J. Mullins Michael W. Stovall STAFF PRESENT: Pete Peters, Town Manager Cody Sexton, Assistant Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Jeremy Carroll, Town Attorney Anne Cantrell, Finance Director/Treasurer Fabricio Drumond, Police Chief Donna Collins, Human Resources/Risk Management Director William Herndon, Public Works Director Anita McMillan, Planning & Zoning Director Nathan McClung, Assistant Planning & Zoning Director Fayula Gordon, Associate Planner The Mayor called the regular meeting to order at 6:00 p.m. The Town Clerk called the roll with Member Mullins, Council Member Stovall, Vice Mayor McCarty and Mayor Grose present. Roll call After a Moment of Silence, former Mayor Donald Davis led the Pledge of Allegiance to the U.S. Flag. Under upcoming community events/ announcements, Vice Mayor McCarty announced the following: December 14 – 5:30 p.m. – Santa Crawl through the Town; December 16 – 5:00 p.m. – Chamber of Commerce Holiday Open House - Charles R. Hill Community Center and December 23-24 - Town offices Christmas Holiday. commented on the upcoming bands that will be playing at Rosie’s. Council Member Stovall made a motion to adopt the Mullins and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Liles, Mullins, Stovall, McCarty, Grose; Nays (0) – None. November 16, 2021; Resolution accepting the donation of a flood sensor from the Center for Innovative Technology (CIT) and authorizing the Town Manager to execute any necessary documents for said donation and as approved by the Town Attorney; Resolution 2 $25,662.00 from the Capital Fund to cover two projects that were incomplete at the end of FY2021; Resolution No. 2465 appropriating $18,672.00 received from the Department of Motor Vehicles in Federal funds for Overtime Under awards, introductions, presentations and proclamation, Janet Scheid, Chair of the Roanoke Valley Greenway Commission, made brief comments and introduced Frank Maguire, the new Roanoke Valley Greenway Coordinator After comments from Mr. Maguire, the Mayor Valley. Under reports from Council Committees, Anne Cantrell first commented that the Finance Committee met on November 15, 2021. The Committee reviewed the August 31, 2021 and September 30, 2021 Financial Statements. Ms. Cantrell next commented that revenue and listed the outperformed budget expectations. Revenues under-performing included principal and interest, franchise license, admissions and bed taxes and permits. The expenditure line item for advertising of annual budget appropriation and funding will need to be allocated to that line item by the end of the fiscal year. Utility revenues outperformed with no expenditure concerns at this time. The cash position of the Town at the end of the month of September included total cash of $9.5 million with $4.2 million restricted, mostly due to ARPA $3.3 million and the year-over-year cash in the General Fund was up $300,000. The Committee also reviewed the flood sensor appropriation and the Enforcement Grant tonight under the Con account were updated and the Utility Assistance Program Award and the ARPA Premium Pay/Gratitude Bonuses were approval by Council. 3 Vice Mayor McCarty made a motion to approve the August 31, 2021 Financial Reports as presented; the motion was seconded by Council Member Liles and carried Vote 5-0; Yeas (5) – Liles, Mullin McCarty, Grose; Nays (0) – None. Approved August 31, 2021 and September 30, 2021 Financial Reports The next item on the agenda was the presentation of the June 30, 2021 Annual Comprehensive Financial accepting said Report turned the Brown Edwards to make the presentation on the Report. Mr. Gilmer first commented that he is a Director public presentation of their Audit of the Town for 2021 deliverables were discussed in great detail in the Finance Committee meeting. He expressed serve the Town a staff are enjoyable to work with. started in April and r with his firm. Mr. Gilmer next commented that the objectives of the statements. Their responsibility does not include financial statements. They also provide They issued a clean, unmodified opinion on the financial statements. Mr. Gilmer next proceeded to reference several pages in the Report. Page vii is the Certificate of Achievement for Excellence Financial Reporting by the GFOA, which the Town applied for and received again this year. Page 4 Management Discussion and Analysis, which is a good overview of the year. In the General Fund, the unassi balance was $3.4 million, which 4 5.5%. The positive is that if the Town were to not receive any more money, all of the expenses could be paid for approximately six and a half months. The national average is two months. On Page 20 and 21 is financial statements Fund had a positive net income of $310,000 which is excluding a one-time capital contribution that was received from the General Fund. It also reported a positive cash flow. Page 81 lists all the important because you do not want to see one customer that One customer is 7% and another is only 3% of the total water and sewer revenues. Page 93 is the Federal Awards, which is a new presentation to the Town. It lists all of the Federal Funds that being $1.4 million in CARES Act funding, which is what caused the single audit. On Page 100 is the Responses which contains a finding dating back to 2007 Town has done a lot to address this issue, but there is not enough staffing and at a certain point there comes a cost benefit to it. There was one other With the Town having a single audit for the first time, there were a few items that we not there, but Staff worked quickly and got that revised and updated in September. Mr. G c great job this year in terms of journal entries and only had a few recorded and past adjustments that were noted during the audit. The year relating to capital assets and dealing with some unique transactions that occurre year, one of them being an intangible asset. The Mayor expressed appreciation 5 Department and other Town staff that did an incredible job throughout the year. Council Member Stovall made a motion to adopt the Resolution seconded by Vice Mayor McCarty and carried by the following roll call voting: Vote 5-0; Yeas (5) – Stovall, McCarty, Grose; Nays (0) – None. Financial Report The next item on the agenda was to consider adoption of an Ordinance authorizing Premium Pay up to the amount of $138,869 from ARPA from the Stormwater Fund up to the amount of $781. Cody Sexton commented that Council was briefed on this item at their November 16, 2021 meeting. The premium pay bonuses being public works employees in the amount of $3,000 for full-time individuals hired prior to July 1, 2021 and $2,000 for all other employees. Those hired after July 1, 2021 will be paid one- amount along with an amount for part-time employees. The majority of the expense for this item is being covered by the ARPA funding Council Member Stovall commented that every single penny that goes to every staff member in this Town is well deserved agreed. Vice Mayor McCarty made a motion to adopt the Ordinance carried by the following roll call members voting: Vote 5-0; Yeas (5) – Liles, Mullins, Stovall, McCarty, Grose; Nays (0) – None. Adopted Ordinance No. 1039 authorizing Premium Pay up to the amount of $138,869 from ARPA funds and Gratitude Bonus from the General Fund up to the amount of $37,813, $13,887 and from the Stormwater Fund up to the amount of $781 The next item on the agenda was to consider Understanding and Certification for Use of State and Local Fiscal Recovery Funds for the COVID- 19 American Rescue Plan Act (ARPA) SLFRF Municipal Utility Assistance Program. Anne Cantrell commented that Council was briefed on 6 amount of $118,089.97 to provide utility relief to our customers that have an August 31, 2021. The Resolution will authorize County and to complete a Certification of Receipt for the use of the funds. Both Attorney and the Town Attorney have reviewed and approved the MOU and Certification. Council Member Mullins made a motion to adopt the Resolution seconded by Council Member Liles and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) – Stovall, McCarty, Grose; Nays (0) – None. Adopted Resolution No. 2467 authorizing the Town Manager to execute a Memorandum of State and Local Fiscal Recovery Funds for the COVID- Assistance Program The next item on the agenda was to consider adoption of an Ordinance accep $118,089.97 from the Commonwealth of Virginia for the COVID-19 ARPA SLFRF Municipal Utility Assistance Program. Anne Cantrell commented from Roanoke County and app funding. Council Member Liles asked about the timeline for use of 2022 and have to apply the funds before March of 2022. Council Member Mullins made a motion to adopt the Ordinance seconded by Vice Mayor McCarty and carried by the following roll call voting: Vote 5-0; Yeas (5) – Stovall, McCarty, Grose; Nays (0) – None. Adopted Ordinance Virginia for the COVID- Municipal Utility Assistance Program The next item on the agenda was to consider adoption of a Resolution of Intent to begin formal discussions with the Authority (Authority) beneficial comprehensive agreement to finalize system effective July 1, 2022. The Mayor first commented that Council had a momentous announcement to make and recognized special guests who were present: Jason Peters, Chairman Supervisors; Mike McEvoy, Executive Director of 7 former Mayor and current Board Member with the Western Virginia Water Authority O’Donnell, Roanoke County Administrator. The attendance and that he would give each of them an opportunity to comment about tonight’s announcement. The Mayor next commented that it is truly a great honor to serve as Mayor of this Town serve along with his fellow Council Members We are blessed to have opportunities to move this community forward in a positive manner. This T providing high quality and valued services for our residents, businesses and visitors. He believes innovative, efficient and challenging ourselves to be resourceful and think outside the box. Change is not always easy, although with prayer outcomes in ways that are not always obvious at first glance. The announcement tonight will have just that type of positive outcome for this community and the greater Roanoke Valley This Council has agreed that the time is right to transition ownership and operation of the Vinton Water and Wastewater System to the Western Virginia Water Authority as of July 1, 2022. The Mayor further commented that he wanted to recognize the Mayor and Town Council who had It was the right thing to do and their decision that resulted in tremendous residential and commercial growth in Eastern Roanoke County and provided financial stability for the Town for decades. This decision has not been reached lightly and has been many years in the making. With the desire to continue to provide the highest quality produc become apparent that it is in the best interest of necessary move. redevelopment successes; although, there is still 8 system will provide the Town with the flexibility for a more focused approach to additional community development and revitalization efforts that will continue to move Vinton forward. These include a more robust pavi replacement of our traffic signals and increased crosswalks and sidewalks. Also, the upgrading gateway enhancements that are needed improvements that will result in a better quality of life. The advancements will be more attainable for Vinton after tonight’s action. The Mayor further commented that many of the details associated with this transfer remain to be worked out over the next six months; however, necessary step forward. Since tonight is not an official Public Hearing, he will ask his fellow Council Members for comments and action. He encouraged all utility system that may have any attend a special public information open house to be held on Tuesday, January 25th, from 5- 7:30 p.m. at the Vinton War Memorial. Staff from the Water Authority and the Town will be present to answer any information available regarding the utility system transfer. Resolution. Council Member Liles motion to adopt the Resolution as presented; the motion was seconded by Vice Mayor McCarty. Council Member Liles commented with the way years and with what the future of it looks like, the Town could not find a better solution. We are blessed with the way this has worked out and the timeframe. We were going to scramble the next seven years to try and figure out what to do and ever. Vice Mayor McCarty commented that she agreed with Council Member Liles that this is the best solution for the community and our citizens Council Member Mullins agreed that the focus and main goal was to take 9 care of our citizens and she thinks we have accomplished it. Council Member Stovall expressed appreciation to every employee of the Town that has worked on the water and sewer system throughout the years to make it what it is today so we have this opportunity to show progress and to pass it to the Authority. He also expressed appreciation to the Vinton. The motion was carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) – Nays (0) – None. The Mayor next invited Chairman Peters to say a few words. Chairman Peters first expressed and Members of Council for this decision. This very long time number one priority is service to our citizens. As we look at the regulations that continue to come down on water systems, this is the right time to hand it over to the Authority. The County and Town have worked on a number of joint projects things and he thinks the best is yet to come. We need to think that as we continue that growth that the water and sewer will not be a hinderance to us. Don Davis, former Mayor and Authority Board member first commented that the Town is doing a great job with economic development and that should be the main focus now. T was formed in 2004 as a regional utility to benefit the citizens of the Roanoke Valley. jointed the Board Authority’s vision of being a regional expansion leader by providing customers in Franklin County, Botetourt County and the Town of Boones Mill. He is proud that the Town’s customers will now benefit from the pla Adopted Resolution No. 2468 of Intent to begin Water mutually beneficial comprehensive agreement Town’s utility system effective July 1, 2022 10 1965 and served on Town Council and was Mayor for four years. He understands the community development needs of the Town and has been a part of the Authority’s commitment to customer service and investment in the delivery of the treated drinking water and environmental Maintaining this high level of service requires a solid investment in infrastruc 5,200 Town customers will allow the Authority to share fixed expenses of treatment plan pipes across an even larger base. This means that each individual will have a lower cost to carry and redundant operations can be eliminated. A money can be invested in our water and sanitary entire Valley. Working to happy to share that the Board of Directors of the th welcoming you to the organization in 2022. The Mayor next invited Mike McEvoy, Executive Director of the Western Virginia Water Authority to make comments and introduce his staff that were Operations; Tammy Lawfield, Finance Director, Scott Shirley, Chief Operating Officer for Water Director. Mr. McEvoy next expressed a thanked the Town Manager and Town Staff for the way they handled the negotiations. Adding makes everyone stronger. The Town is already working on the 3rd Street lift st with the Authority Roanoke County. The Authority will bring some of its skill sets, long-term planning and financial strengths for infrastructure replacement. win-win for everybody. Council Members commented on the Vinton Christmas Parade, B 11 spaghetti dinner, the premium pay/gratitude bonuses, the great financial report everyone one a New Year. involved with the announcement about the utility system and thanked decision for what is good for Vinton. The Mayor Christmas Parade and wished everyone a Merry Christmas. adjourn the meeting; the motion was seconded by Vice Mayor McCarty following vote, with all members voting: Vote 5- 0; Yeas (5) – Grose; Nays (0) – None. The meeting was adjourned at 6:59 p.m. Meeting adjourned APPROVED: Bradley E. Grose, Mayor ATTEST: _________________________________ Susan N. Johnson, CMC, Town Clerk