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HomeMy WebLinkAbout2/3/2009 - RegularMINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, FEBRUARY 3, 2009 IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. MEMBERS PRESENT: Bradley E. Grose, Mayor Robert R. Altice Carolyn D. Fidler William W. Nance William E. Obenchain, Jr. STAFF PRESENT: Chris Lawrence, Town Manager Elizabeth Dillon, Town Attorney Darleen R. Bailey, Town Clerk Herbert Cooley, Police Chief William Sankbeil, Police Detective Mark Vaught, Police Lieutenant David Cooper, Master Police Officer Todd Bailey, Police Officer Ben Cook, Police Lieutenant Mike Kennedy, Public Works Director Joey Hiner, Assistant Public Works Director Barry Thompson, Finance Director/Treasurer Agenda A. 7:00 P.M. – Roll Call and Establishment of a Quorum B. INVOCATION – Mr. Bill Booth C. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG D. APPROVAL OF MINUTES – Regular Meetings for January 6 and January 20, 2009 E. AWARDS, RECOGNITIONS, PRESENTATIONS F. CITIZENS’ COMMENTS AND PETITIONS 1. First Aid Crew Report – Wayne Guffey G. TOWN ATTORNEY H. TOWN MANAGER 1. Request to Set System Development Fees & Charges a. Staff Report b. Public Comment c. Council Comment and Action – Resolution No. 1811 2. Authorize Treasurer to Write Off Delinquent Personal Property Taxes for 2003 – Resolution No. 1812 I. MAYOR 1. Consideration of Request to Change to a Consent Agenda for Town Council Meetings J. COUNCIL K. ADJOURNMENT WORK SESSION 1. Second Quarter Financial Update 2. Report – Reappropriation of Funds for Patrol Office Upgrade 3. Report – Transfer of Grant Funds for Purchase of Four (4) Mobile Data Terminals 4. Report – Transfer from ATF Funds to Purchase Two (2) Vehicles 5. Report – Reappropriation of Grant Funds for Communication Center Upgrade Mayor Grose called the regular meeting to order at 7:00 p.m. Following roll call, Mr. Bill Booth gave the invocation and Mr. Obenchain led the Pledge of Allegiance to the U.S. Flag. Roll call, invocation and Pledge of Allegiance to U.S. Flag. The minutes for the regular meeting of January 6, 2009 and January 20, 2009 were approved on a motion by Mr. Obenchain that was seconded by Mr. Nance, with all in favor. Approved minutes Mr. Nance read a letter received by the Mayor from the Cheryl Ham Team of Long and Foster, thanking Police Officers Jones, Thompson and Sankbeil for their quick response to check on one of their team members on January 20, 2009. He read a second letter from Ray Lavendar, Chief Magistrate, thanking Chief Cooley and his department for services provided at the funeral of Magistrate Darryl Hutchins. The letter stated that Mr. Hutchins, who sat in the Salem Office, had high regard for Vinton Police Officers for the professional manner in which they performed their duties. Wayne Guffey, Assistant Chief of the Vinton Volunteer First Aid Crew, presented the Crew’s Operational Report for 2008. Following his report, he noted that the Vinton First Aid Crew has become a training center of American Safety and Health Institute which allows the members to teach CPR and other classes to the public and other crew members. Mr. Obenchain commended the Crew for their work. Mr. Nance added that their numbers were “mind boggling” regarding the number of hours the members put in to serve their community and asked Mr. Guffey to pass on his thanks to the other Crew members. Mayor Gross also thanked the members and asked for a copy of Mr. Guffey’s report. First Aid Crew’s Operational Report for 2008 Mr. Lawrence asked that Council defer Item No. 1 under the Town Manager’s section, which would set System Development Fees and Charges so that a public hearing could be advertised and scheduled Deferred request to set System Development Fees and Charges for the February 17th Council meeting. He advised that staff had determined earlier in the day that, under the State Code, an ordinance would be required to set those fees and charges. He went on to say that State Law is not completely clear as to whether the issue has to be advertised before an ordinance is adopted but to be safe, he felt that it should be advertised in the newspaper twice before a public hearing is held to hear citizens’ comments. The Town Manager reported on a request from the Town’s Treasurer to write off delinquent Personal Property taxes for 2003. He reported that after five years, the State’s statute allows localities to write off any delinquent taxes remaining on the books. He noted that the Town had used all means at their disposal to collect all taxes due but were not successful in some cases. Mr. Altice moved to adopt proposed Resolution No. 1812 authorizing the Treasurer to write off all delinquent 2003 Personal Property taxes. The motion was seconded by Ms. Fidler and passed unanimously on a roll call vote. Adopted Resolution No. 1812 requesting authorization to write off 2003 delinquent Personal Property taxes Mr. Lawrence asked that Council consider changing the format of their meeting agenda to include a consent agenda section. He explained that this is fairly common with other local governmental agencies and would allow Council to vote on several items at once. He further explained that items on the consent agenda would include the minutes, commission, committee and board appointments, or any item that had been previously discussed by Council. He stressed that Council would always have the option of removing any item from the consent agenda that needs further discussion; one they do not wish to approve; or an item where a Council member may need to abstain from voting. Mr. Lawrence assured Council that staff will try to avoid placing an item on the consent agenda that might be controversial. The Town Manager explained that if an issue is pulled from the consent agenda, it could be moved to the Town Manager’s section or the Mayor’s section for further discussion and consideration. Following a brief discussion, it was the consensus of Council that they add a consent agenda section to their meeting agenda format. Approved the use of a consent agenda for Town Council meet- ings. Mayor Grose advised that Roanoke County would like to take Vinton Town Council on a tour of their new facilities; a new garage and vehicle maintenance facility, a new fire house, the Multi-generation Center, and the new Regional Jail. He noted that they would use the Town bus for the tour. A date of February 20 at 8:00 a.m. was decided on by Town Council, for the tour. Mayor Grose asked Council if they wanted to sponsor this years’ luncheon to honor the Dogwood Queen and her Court or would they prefer to cancel it since funds were short this year. Following some discussion, it was the consensus of Council that they continue with this event. Mark McKaskill from the Roanoke Valley Alleghany Regional Commission, reported that Wayne Strickland and John Hall from his office had compiled a regional ready-to-go list with projects for the stimulus package when and if it is approved. He explained that Mr. Hall had computer software that would show how money spent on those projects would “ripple out”. Mr. McKaskill also reported that the Regional Commission was accepting candidate suggestions for next year’s work program. He noted they would finish their current work program at the end of June and would begin a new one in July. Regarding the Regional Commission’s work program, Mr. Lawrence advised that this year the Commission was doing a transportation study evaluation which would be tied in with the Corridor Study and a Way-finding Study. Mr. Obenchain asked if the Town could do anything to stop the “phone book litter problem”. The Town Manager replied that he would look into the matter. As there was no further business, the meeting adjourned at 7:35 p.m. WORK SESSION Mr. Lawrence requested that the work session item listed first would be the last item so that Council would have plenty of time to discuss the financial update. Police Department Requests Chief Cooley asked for Council’s consideration on a request to transfer ATF funds (asset seizure money) to purchase four mobile data terminals; four vehicles and to upgrade the Patrol Office. He also asked for authorization to spend $80,000 from the Wireless 911 grant funds to upgrade the Communications Center. He noted that the ATF funds could only be spent on crime prevention and related items. He also noted that no C.I.P. funds would be used for the four projects listed. The Police Chief advised that his top priority was the purchase of four mobile data terminals at a cost of $12,834. His second priority purchase with the ATF funds would be two new vehicles to replace the highest mileage patrol vehicle and the highest mileage detective vehicle. He pointed out that the purchase of the mobile data terminals and the vehicles would take most of the ATF money. He went on to say that he would be short by about $9,000 for the patrol office update as it will cost about $20,000 to complete the work for that project. This would be completed after the fund has built up again. Mr. Lawrence reiterated that staff is asking Council to move forward on the purchase of the four mobile date terminals and the two vehicles from the ATF. Chief Cooley added that he would come back to Council when they have they enough ATF funds for the patrol office update. The Chief went on to say that staff had prioritized, not what they wanted, but what they needed that would best benefit the Town. Chief Cooley advised that the last project to be discussed was the Communications Center upgrade which would not go forward until they are able to deal with mold issues in that area. It was noted that this project would be paid for with Wireless 911 grant funds. Mark Vaught touched on the dynamics of the Communications Center now and where they wanted it to be. Mr. Lawrence advised that the Police Chief’s requests that are listed above would be on their February 17th meeting agenda as consent agenda items. Second Quarter Financial Update The Finance Director/Treasurer gave a presentation on the Town’s second quarter financial status representing the Town’s revenues as of December 31, 2008. He noted that at the end of the first half of the fiscal year, the Town had collected only 33.42 % of year-to-date revenues for this period. He reviewed various revenues, when they are billed and when they are expected to come in. Mr. Thompson reported that expected sales tax revenue was below projections as well as War Memorial income, OTB income and investment income. During his report, Mr. Thompson reported that expenditures were also down to about 45%. He reviewed some of the major expenditures that had been made during the first half of the fiscal year. He advised that he had asked Department Heads to cut their budgets by 10% which would equate to approximately $218,000. Mr. Thompson noted that he is still trying to work with departments to get the requested amount. Mr. Thompson reviewed sales tax collections for 2005 through 2008. Regarding a $200,000 shortfall for the current fiscal year, Mr. Lawrence stated that along with the 10% department budget reductions, there were several projects that can be delayed and salaries which will not have to be expended this fiscal year, that will help to bridge the gap. Mr. Thompson reviewed his other revenue projections for the year. In a discussion on the possibility that 599 funding may come to an end, Mayor Grose asked if it would help if the Town sent out a letter to Vinton’s legislative representatives requesting that the funding remain in tact and Mr. Lawrence replied that a letter could be sent out the next day. Mr. Obenchain inquired as to whether doing away with vehicle decals would hurt personal property tax collections this year. Mr. Thompson replied that he had though DMV Stops would cut down on delinquencies but, instead, they had increased. He then discussed problems he has had with junked vehicles and antique vehicles. Mr. Thompson stated that owners of junked vehicles are paying the tax on them but are choosing not to pay the VLF fee. Because of this, he advised he would like to change the ordinance so that the owners of junked vehicles would not be charged this $20.00 fee. Mr. Obenchain questioned whether this would make the junked vehicle problem worse. Ms. Fidler advised that as far as antique vehicles are concerned, the Antique Car Owners Association will help with finding out if the cars are truly antiques or whether they are used on a daily basis. Mr. Lawrence stated that one of the things staff needs to evaluate is how to incorporate some type of collection agency that can be used as a tool for collecting large accounts so that a staff person does not have to spend time on it. Mr. Thompson reviewed debt service costs and advised that currently, the Town has over $400,000 in debt payments per year from the General Fund and about the same amount in the Utility Fund. He added that approximately 86% of the Town’s tax revenue is used to pay off debt. He also pointed out that the legislation allowing the Town to receive 11.777% sales tax from the County instead of getting just 1% as most towns do, enables the Town to survive on a $.03 real estate tax rate. Mr. Thompson reported that the Town’s per capita bond debt is $1,060 for 2008. During the discussion, it was reported that the Town’s unreserved fund balance was being eroded due to two factors: 1. From 2005 until 2009, the Town has continually increased the budget from $300,000 a year to $500,000 but kept the same amount in the unreserved fund 2. A large portion of revenue is not due to come in until the third and fourth quarter. Mr. Lawrence explained that as a result, it has been necessary to use some of the unreserved funds to pay bills. When revenues come in during March, April and May, there will be more revenue than expenses. It was noted that some of this revenue would ideally be shifted into the unreserved funds. Following Mr. Thompson’s report, Mr. Lawrence advised he would be presenting Council a report on the proposed cuts made by Department Heads to bridge the $250,000 to $300,000 gap in the current budget at the February 17th Council meeting. He went on to say the cuts would impact the budget and impact the way things are done, but would not change the level of service to the citizens. He added that next year’s budget would reflect approximately $500,000 less than the current budget. The Town Manager advised Council that he had appointed an Employee Budget Advisory Committee that will meet several times in the next month to try to find ways to carry on the Town’s business in a more cost effective way. He reviewed budget priorities and stated that he wanted to evaluate current revenue sources and look at new ones. He went on to say that he will continue to investigate business process efficiencies and to see if the Town can improve the way it does business. He pointed out that economic development is a very large revenue source and that the Town needs to look at economic development investments to see where it can improve those revenue sources. The Town Manager reported that the proposed budget cuts recommended by Department Heads would be reported to Council at their February 17th meeting so they will have a chance to review them before a budget amendment resolution is presented in March. Also noted, is that controlling personnel expenses is critical to maintaining and balancing the Town’s budget. Mr. Nance asked about the possibility of the 10% budget reductions without staff reductions. Mr. Lawrence stated that they were already at almost 10% reductions but he wanted to reduce it even more so there would be some buffer to make choices on what is cut. Mr. Lawrence advised that he would be working with Mr. Nance and Mr. Obenchain on the preamble and vision Council worked on at the retreat. He hoped to have a draft ready in a couple of weeks. It was decided that the Roanoke County Facilities Tour would take place on February 20th at 8:00 a.m. After further discussion on ways to cut costs, the work session adjourned at 9:26 p.m. APPROVED: Bradley E. Grose, Mayor ATTEST: Darleen R. Bailey, Town Clerk