HomeMy WebLinkAbout12/19/2017 - Regular MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT T-00 P.M.
ON TUESDAY, DECEMBER 19, 2017, 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
Keith N. Liles
Sabrina McCarty
Janet Scheid
STAFF PRESENT: Barry W. Thompson, Town Manager
Susan N. Johnson, Executive Assistant/Town Clerk
Theresa Fontana, Town Attorney
Pete Peters, Assistant Town Manager
Anne Cantrell, Treasurer/Finance Director
Donna Collins, Human Resources Director
Tom Foster, Police Chief
Anita McMillan, Planning &Zoning Director
Joey Hiner, Public Works Director
William Herndon, Assistant Public Works Director
The Mayor called the regular meeting to order at
7.00 p.m. The Town Clerk called the roll with Council
Member Liles, Council Member McCarty, Council
Member Scheid, Vice Mayor Hare and Mayor Grose
present. Roll call
After a► Moment of Silence, McKenna Moore led the
Pledge of Allegiance to the U.S. Flag.
Chief Foster made brief comments and then read
from Ronald Reagan, "I received a letter just before I
left office from a man. I don't know why he chose to
write it, but I'm glad he did. He wrote that you can go
to live in France, but you cannot become a
Frenchman. You can go to live in Germany or Italy,
but you cannot become a German or Italian. He went
through Turkey, Greece, Japan and the other
countries, but he ended by saying anyone from any
corner of the world can come to live in the United
States and become an American".
Under upcoming community events, Council
Member McCarty announced the following eveft
January 8-12.-15 pm — Bridal Party-free lunchtime play
for Vinton Seniors-Star City Playhouse. She also
announced that Karla Turman in the Planning &
Zoning Department on December 22nd and there will
be a surprise drop-in breakfast tomorrow from 8-10 am
in the TOV Conference Room.
Vice Mayor are made a motion to approve the
Consent Agenda as presented; the motion was
seconded by Council Member Scheid and carried by Approved minutes of the Regular
the following vote, with all members voting: Vote 5-0; Council meeting of November 21,
Yeas (5) — Liles, McCarty, Scheid, Hare, Grose; Nays 2017 and the Regular Council
(0)—None. meeting of December 5, 2017
The next item on the agenda was a report on the
efforts of the Police Department. Chief Foster reported
that in comparison of November 2016 with November
2017, the traffic stops are up 18%; calls for service are
up 4%; drug arrests are up 350% and overall criminal
arrests are up 60%. There were a total of 2,748 traffic
stops in 2016 compared to 4,604 this year.. Also,
there have been 81 DUI arrests year-to-date as
compared to 47 in 2016.
Chief Foster introduced Kris Moore, a new Officer
in his Department, made brief comments and
introduced his family. His daughter, McKenna, led us
in the Pledge to the U. S. Flag earlier in the meeting.
Chief Foster read his Memo recognizing Detective
Sergeant Valerie Cummings as Officer of the Month for
November. Detective Sergeant Cummings was
present at the meeting and congratulated by Council.
The next item on the agenda was a report on the
Vinton Volunteer First Aid Crew for November 2017
Chief Wayne Guffey reported volunteer truck hours of
463 out of a 456 possible hours for 101% (included
Holiday coverage for career staff); had a unit in service
101% of the volunteer time with two units in service for
51 hours; 187 total calls with volunteers handling 96;
medic truck was marked up 81% and a BLS Unit 19%;
responded to 71 out of 96 calls doing volunteer hours for
70% and handled 68 out of 96 calls doing volunteer
hours for 85%. The Fractile Response time was 10.09
with 1,729 man hours for the month, There were a total
of 135 transports with volunteers handling 46. They
currently have 49 members with Kai Abell now being a
Certified EMT and Peyton Youngblood and Tracy Shultz
being two new members,
Vice Mayor Hare asked about the difference between
calls dispatched and calls responded to and Chief
Duffey responded they are als handled by the career
staff because the volunteers were already on another
call.
The next item on the agenda was a report on the
Vinton Volunteer Fire Department for November 2017.
Chief Richard Oakes first commented that they have a
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new member in process and a former Junior member
who has indicated he would reapply in January as a full-
time member. Yesterday RVTV shot some scenes for
the PSA and a daft will be available for the second
Council meeting in January. Roanoke County has a
banner that will be put on the building this week. The
total man hours recorded for the month was 86.
Vice Mayor Aare asked if the volunteers have the
opportunity to run with the career staff and Chief Oakes
responded yes for those that are certified. Vice Mayor
Hare asked if them: were plans to put banners at the
entrances to the Town. The Town Manager responded
that he and Chief Oakes are working on putting them up
during the winter while there are no events to advertise
as well as on the WBNS sign. Information will also be
placed on the Town's webste and all social media.
The Town Attorney commented that Chief Foster
sent her information regarding a tethering ordinance;
which she will be drafting and bringing back to Council
for their review in January. She wished everyone a very
Merry Christmas and Nappy Holidays.
The next item on the agenda was the consideration
of public comments regarding the petition of Brigitte
Howard for a Special Use Pen-nit (SUP) to operate a
family home day care at 1567 South Pacific Drive, Tax
Map lumber 0 1.09- 1-42, zoned R-1 Residential
District. The Mayor opened the Public Tearing at 7 34
p.m. Public Hearing Opened
Anita McMillan commented that the Code of Virginia
defines family day care home as a child clay care
program offered in the residence of the provider or the
home of any of the children in care for one through 12
children under the age of 1 . Family stay care homes
serving five through 12 children, exclusive of the
provider's own children require for the home to be
licensed.
Council was briefed on December Vh regarding Ms.
Howard's request. After the briefing and prior to the
Planning Commission public hearing; Staff contacted
Ms. Toward to get additional information. Ms. Howard
would like to care more than four but not more than 12
children; as allowed by the Virginia Department of Social
Services VISS). A family day care home will require a
license from VDSS, and the locality's zoning approval.
The days and hours of operation will be Monday through
Friday from 7 g9 am. to :33 p.m. She will not have
school-aged children under her care and they will be
from the ages of six weeks to five years old. She plans
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to have one part-time employee in the morning and one
part-time employee in the afternoon. Under the zoning
ordinance, any home occupation or Special Use Permit
that is approved is allowed to have up to a two square
toot sign, but Ms. Howard is not planning to put up a
sign..
lbs. McMillan next commented on two phone calls that
were received prior to the public hearing of the Planning
Commission, one from Richard Maxey and one from
John Berry, both of Olney lead, At the Planning
Commission hearing on December 7th, Jocelyn Ash ell
one of the mothers of a child who is under the care of
Ms. Howard, asked that the request be approved and
indicated she has been pleased with the childcare
services provided by M . Howard. The Planning
Commission voted unanimously to recommend approval
of the request by Town Council. As stated in the report,
the Planning (commission and Town Council can impose
conditions to the request, but the Planning Commission
did not impose any conditions.
Council Member Scheid asked if there was discussion
by the Planning Commission of any issues. Ms.
McMillan responded that at a prior work session, the
sign was discussed, but Ms. Howard indicated in here
application and at the Planning Commission's Public
Hearing that she is not planning to put up a sign.
Council Member Scheid next commented that it would
e her intent to impose a condition on the SUP that a
sign could not be placed on the property. The Town
Attorney responded that a condition can be added to the
proposed Ordinance if the applicant is agreeable to it.
Under public comments, Ms. Howard commented that
she wanted the SUP so she can provide financially for
her children and still be home for them. She was
licensed in Nebraska before she moved to Vinton and
she does not have an issue with not putting up a sign.
Vice Mayor Hare commented that google wraps showed
pool in the backyard of the property and asked if it was
still there. M . Howard responded that was not her
backyard because she has lived there since July of 201
and there is no evidence there was ever a pool there.
The Mayor commented that his only concern was the
sign and that has been addressed. Council Member
Liles commented on the fact that Ms. Howard had to put
a deck on the back of her house and Ms.. Howard
commented that was because the home was not to code
when she bought it, did not have a landing out from the
back door and the regulations for the distance between
the slag on the railings had changed.
Hearing no further comments, the Mayor closed the
Public blearing at 7: 5 p.m. public bearing Closed
The Mayor next commented that Council needed to Adopted Ordinance No. 989 a
consider the Ordinance to grant the SUP with the revised, approving the petition of
restriction of no sign being allowed on the property. Brigitte Howard for a Special Use
Council Member Liles made a motion to adopt the Permit (SUP) to operate a family
Ordinance, as revised; the motion was seconded by home day care at 1857 South
Council Member McCarty and carried by the following pacific Drive, Tax Map Number
vote, with all members voting: Mote -0; Yeas t8 061.09-01- zoned -'I
Liles, McCarty, Scheid, blare, Grose„ Nays g —None. Residential District
The next item can the agenda waste consideration
of public comments regarding the Town's intention to
assess housing conditions in the community and the
feasibility of implementing a housing rehabilitation
program and to survey residents and/or potential
beneficiaries to confirm housing needs and income
status.
The Mayor opened the Public blearing at 7-46 p.m Public Meeting opened
Pete Peters commented that as previously briefed at the
December 5' Council meeting, the Town was recently
awarded a $3,000 Planning Grant from the Department
of blousing and Community Development(DHCD).. The
intent of the grant is to assess current housing
conditions and determine the feasibility to implement a
housing rehabilitation program for neighborhoods
adjacent to the Downtown Business District.
Staff has contacted Hill Studios to assist with the initial,
assessment and feasibility study. We have also reached
out to numerous stakeholders in the community and
invited them to attend two upcoming Downtown
Management Team meetings. The purpose of the
meetings will be to discuss the study and draft summary
comments that will be submitted to DHCD prior to the
,January le deadline. The hope is that these efforts
will result in DHCD awarding the Town additional grant
funds to develop a more comprehensive strategic plan to
address housing rehabilitation with the ultimate goal to
receive construction funds to implement some of the
rehabilitation activities. David Mill is in attendance to
address any questions that Council might have.
Mr. Peters next provided handouts and showed slides of
the three neighborhoods that are being considered--
Jefferson Park Neighborhood, Cleveland Neighborhood
and the Midway Neighborhood.
There were no public comments.
Council Member Scheid commented that the 2004
Housing Study identified five neighborhoods and asked
if we were settled on these three neighborhoods and if
so, why. Mr. Peters responded that DHCD had directed
us on the principle of expanding the most recent block
grant activity with the Downtown Revitalization Program.
While the ether two neighborhoods could also be
considered, we were looking for a more refined area that
could reasonably be accessed in the amount of time that
we had. David Hill and his staff have been contacting
property owners and tenants over the past several days
to see what areas within these three neighborhoods
have conditions that we think we can rectify.
In response to a question from Council Member Scheid
regarding the expectations of the Downtown
Management Team, Mr. Peters commented the Team
will discuss the time line and process„ their preferences
and hove to move this project forward, We want to also
identify some individuals that are actually residents
within these neighborhoods and who might want to be a
part of the Team. The team will also review the
assessment that David and his staff have prepared
before our submittal to D CD. David Mill commented
that this is the pre-planning application. Some of the
questions that are quite relevant would perhaps take
place during the planning grant, which would be
awarded after this initial application.
The Mayor asked if stakeholders for the Management
Team would have to be property owners or can they be
renters. Mr. Peters responded that he'would welcome
both renters and property owners. Doug Forbes has
agreed to assist us. The Mayor next asked what kind of
commitment would be required by anyone that might be
recruited. Mr. Peters responded that aside from the two
meetings already scheduled, we would schedule
meetings on a monthly basis for the time period that it
would take to develop the full plan, perhaps five or six
meetings during the Spring and Summer.
Nearing no further comments, the Mayor chased the
Public Meeting at 8:00 p.m. No action was taken. Public .Meeting was closed
The next item on the agenda was a briefing on the
results of an PFP issued by VM ACo for financing to
purchase certain equipment from the General Fund and
Utility fund from the Town Manager's GIP Funding gist
for Fiscal Year 201 -2{ 18. Anne Cantrell commented
that during the F'Y 2018 budget adoption, Council
requested that the Town delay the CIP purchases until
the Finance Committee had a chance to review the
financial position of the Town and see if the Town could
afford the items that were included in the budget. After
a review, the Committee is recommending moving
forward with the two meter reading trues, a refuse truce
with flippers, flipper to retrofit the backup refuse true, a
ewereter vac trunk and a utility dump truck:
The Town has worked with VML/VACo to issue an RFP
for financing. The results were given to the Town on
December 12 ' and US BankCorp had the lowest rates
and has agreed to lock them in until December 31't: For
five year equipment;we received a quote of 2.288% and
seven year equipment we received a quote of 2.431%.
VML.JVACo has recommended that we move forward
with the financing prior to the December 31 s` date
because the proposed tax laws in Congress are
anticipated to increase loan rates. The exact effect of
the law is unknown, but the best estimate would a
$4,475 annual increase on interest payments.
ML/VACo has indicated that the main reason for
estimating the increase is basest on the corporate tax
rate decreasing from 3 % to 20% which would mean
that the banks would not have to write off as much of
their income for tax purposes,
Mice Mayor blare commented that this does not cover all
of the CIP that was put in the budget, but the Committee
chose the ones that were most important. The meter
reading trucks bring in revenue and the refuse truck will
allow us to choose which path we want to go and take
out of service a -year old truck. With regard to the
utility dump truck and sewer fetter vac; both are very
important and rental of a sewer fetter vac is very
expensive. We are not replacing a dump truck on the
General Fund side at this time.:
The next item on the agenda was to consider
adoption of a Resolution approving the lease financing
of equipment and authorizing the execution, delivery and
performance of a master equipment lease/purchase
agreement and separate schedules to it and related
documents and actions. Anne Cantrell commented
that we reed to take action because the interest rates
are only guaranteed to December 31'. Vice Mayor
Hare commented that the Finance Committee also
recommends that we move forward with the financing.;
He then referred to No. 5 (iv) in the Resolution and
asked if this would be for this calendar year. The Town
Manager responded it would be calendar year 2017.
We will close on this financing on December 29th.
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The Town Attorney asked if there is one lease and the
Town Manager responded there are two. The Town
Attorney next commented that the Resolution under the
third WHEREAS, Section (b) only provides for Schedule
of Property No. 1, Ms. Cantrell commented that it
should be Property No. 'I and Property No. 2. There is
one Master Lease Agreement; but two property
schedules.
After further discussion; the Town Clerk left the sheeting
to retrieve the Iran documents from her once. The
Mayor suggested that we move on to the next item and
then come back to this Item for action.
The next item on the agenda was to consider
adoption of a Resolution approving a variance of the
Town's Eloise Ordinance to Avis Construction Company;
Inc.
The Town Manager commented that a building permit
was issued by Roanoke County to Avis Construction on
November r to replace existing concrete sidewalks and
curbs and to add handicapped/ADA ramps and curb
ramps. The construction work is to take place in the
vicinity of Subway and China Wall restaurants at the
Lake Drive Shopping Center;
In order to minimize the disruption to the business
tenants, and the fact that some of the work is directly in
front of the entrances to these businesses that want to
stay open during their regular business hours; Avis
Construction has submitted a request for a temporary
variance/waiver to Vinton's noise ordinance pursuant to
Section 34-27 for Avis, as well as their subcontractors.
As indicated in the letter provided with the agenda
package, they plan to work during the hours of 9:00 p.m.
to 7:00 a.m. during the work week, from December 21,
2017, through January 31, 2018, originally Avis had
requested the variance through January 19' , but staff
granted to extend it to January 3 't in case of inclement
weather so they world not have to came back to Council
and ask for an extension.
Mr. Bulls, Vide President of Preconstruction Services
with Avis, is present to answer any questions that
Council might have.
Council Member Scheid expressed her concerns about
lack of notification to the citizens that live in this area,
The Town Manager commented that staff has tried to
notify the residents by phone. The owners of the rental
property at 622 Clearview Drive were notified and they
indicated they would let their tenants know about the
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request and the Council meeting. The house at 626
Clearview Drive is vacant and several attempts were
made to contact the owner of 63 Clearview Drive-
without success. The owner of the rental property at
t Clearview Drive was contacted and he indicated he
would inform his tenants about the request and the
meeting. The Town Manager next commented that he
went to Berkshire and spoke with the Administrator who
indicated she did not think there would be a problem
because the units that are closest to the lake Drive
Plaza are mostly hearing-impaired units, The Town
Manager further commented that Chief Foster who
enforces the noise ordinance, felt that the noise would
move toward Verizon and Mclonald's.
Council Member Scheid asked what is the recourse if
we grant this variance and then it becomes a problem,
Mr. Bulls commented that the construction that will be
making the noise is not going to happen at 3:00 am in
the morning. The merchants operating hours are 10 am
to 10 pm on average. Once they close for about a two-
hour period from 10-12 prn they are doing to break u
the concrete with a jack hammer. From 12 pm on they
will be removing, hauling away and putting back the
stone sub-base to get it ready for their opening at 10 am
the next morning. The next night after the business
closes, they will take out the temporary walking surface,
pour the concrete and finish it, which will take about two
hours. They have five areas to do. They will not work
on any holidays, Saturdays or Sundays and will probably
be on a Monday-Wednesday time period unless the
weather is a factor;
The Mayor commented that he would feel more
comfortable if staff had actually talked to the residents
rather than the property owners. He expressed concern
in setting a precedent even though we want to be very
business friendly. He suggested a provisional waiver
and if an excessive amount of complaints are received,
we would have to ask them to stop. Mr. Bulls
responded that he would expect to be asked to stop if
the Town received complaints:
The Town Attorney commented that we can do a waiver
or partial waiver for any length of time that we want..
Unfortunately the ordinance is silent as to cancelling the
waiver, but if it was done for a short period of time, it
could be renewed. Mr: Bulls responded that he is
looking to be completed by the middle of January. The
plan is to do the work for two days, skiff the rest of the
week and continue that schedule until the work is done,
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Vice Mayor Hare commented that the Resolution
timeframe could be adjusted from December 21, 2017 to
January 3, 2018 and at the January 2 d Council meeting
if there have been no complaints, we can extend for
another two weeks. The Town Attorney commented that
we n also put a condition that if we are receiving
complaints that we can notify him. Mr. Bulls
commented that he may not do any of the work between
now and January 2" ; Council Member Scheid
suggested that the dates be from December 21, 2017 to
January 15, 2013, which is the date before the second
Council meeting. Mr. Burs stated that would allow him
to go through two cycles and if something has happened
it could be addressed.
Council Member Scheid asked about lighting while the
work is being done. Mr: Bulls responded that there
would be some close proximity lighting, but they will not
be lighting up the parking lot.
Council Member Scheid made a motion to approve
the Resolution with the revision for the time period to
be from December'21, 2017 to January 10, 2013; the
motion was seconded by Vice Mayer Flare and carried Adopted Resolution No. 2228, as
by the following vote; with all members voting; Vote - revised, approving a variance of the
0 Yeas ( ) — Liles, McCarty, Scheid, Flare, Grose; Town's Noise Ordinance to Avis
Nays )-- None. Construction Company, Inc.
The next item can the agenda was to take action can
the Resolution approving the lease financing of
equipment and authorizing the execution, delivery and
performance of a master equipment lease/purchase
agreement and separate schedules to it and -related
documents and actions. The Town Attorney
commented that it has been determined from the loan
documents that we need to revised the language Adopted Resolution No. 2229, as
under the third WHEREAS b) to "Schedules of revised, approving the lease
Property No. 1 and Property No. ". financing of equipment and
authorizing the execution, delivery
Vice Mayor Aare made a motion to approve the and performance of a master
Resolution, as revised, the motion was seconded by equipment lease/ purchase
Council Member McCarty and carried by the following agreement and separate schedules
vote, with all members voting: Vote 0-0; Yeas ) — to it and related documents and
Liles, McCarty, Schein, Hare, Grose; Nays (0)—Norte. actions
The Town Manager asked Chief Foster to give an
update on the recent request from a citizen regarding
the COPS routing for trues on Ruddell Road. Chief
Faster commented they have contacted the three
primary GPS manufacturers and they will review our
request to remove luddell Road and Berkley from
PS routing, but it will only occur as individuals update
their CAPS software. Lieutenant Austin is working with
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Roanoke City for some verbiage to place a sign near
the ling Street entrance that this is not for truck
routing. We will do the sane in the vicinity of Herman
L. Horn for vehicle that might be trying to turn off
Mountain View or come out Ruddell.
The Town Manager wished everyone a Merry
Christmas and a Happy New Year.
The Mayor commented on the Volunteer Fire
Department and Volunteer First Aid Crew Christmas
dinners. He also commented on the success of the
t ish's bill Community meeting and on behalf of his
family wished everyone a Merry Christmas.
The Mayor next commented that February 2 nd was a
suggested date for the Council Retreat and Council
agreed to schedule it for that date. Council Member
McCarty suggested scheduling future retreats in
advance.
Comments from Council: Council Member Liles
congratulated Chief Foster on receiving the Employee of
the Year award. Council Member McCarty commented
on compliments from individuals traveling through Town
of the lights downtown and the email that was received
from a citizen complimenting the refuse crew. Council
Member Scheid commented on the Roanoke County
Investiture Service that she, the Mayor and Town
Manager attended yesterday. She also commented
that the historic tax credit is in the tax bill, but not exactly
in the same form. The credit is the sage, but instead of
being able to get it all at once, it will be spread out over
five years.
Vice Mayor Hare requested that the Public larks
Committee work with Public Works and Fire/EMS in
preparing an overlay of a map indicating where we are
going to do utility work to show where there are black or
missing fire hydrants. He also asked about the
engineering study that has been done on the
intersection of Vinyard and Virginia. He suggested
making the right-hand lane coming out of Vinyard to go
straight or right, which always has the right of way and
making the left-hand lane only go left. The Town
Manager commented that we can do a briefing for
Council on the study and .Joey Hiner commented this
initial study was to look at the less invasive and less
expensive options. All Council members wished
everyone a Merry Christmas and Happy ewYear.
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Vice Mayor are made a motion to adjourn the
meeting; the motion was seconded by Council Member
Liles carried by the following vote, with all members
voting: Vote 5-0; Yeas (5) — Liles, McCarty, Scheid,
Hare, Grose, Nays, (0) — None. The meeting was
adjourned at 9-00 p.m. Meeting adjourned
APPROVED:
,17
Bradley E. prose, Mayor
ATTEST:
Susan N. Johnson,�CMC, Town Clerk
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