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HomeMy WebLinkAbout1/3/2017 - Regular MINUTES OF A REGULAR MEETING OF VINT }N TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, ,JANUARY 3, 2017, IN THE COUNCIL CHAMBERS OF THE VINTc N 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 Susan Waddell, Town Attorney Richard W. Peters, Assistant Town Manager/Director of Economic Development Anne Cantrell, Interim Finance Director Tom Faster, Police Chief Joey Hiner, 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 Mayer Hare and Roll call Mayor Grose present. After a Moment of Silence, Council Member Scheid led the Pledge of Allegiance to the U.S. Flag. Under% upcoming community events, Council Member McCarty commented on the success of the New Year's Eve Gala at the Velar Memorial, Under requests to postpone, add to or change the order of agenda items, the Town Manager asked to add Item No. 2 under briefings to discuss the use of Town property. Vice Mayor Hare made a motion to approve the Consent Agenda as presented; the 'motion was seconded by Council Member Scheid and carried Approved minutes of the regular by the following vote,with all members voting:: Vote Council meeting of November`15, 2016 -0; Yeas ( — Liles, McCarty, Scheid, Hare, and the regular Council meeting of Grose; Days (0)— None. December 6, 2016 The next item on the agenda was the recognition of Lindsay Murray, Teacher at W. E. Cundiff Elementary School, who was the winner of the Milken educator Award. The Mayor made brief comments and then recognized Ms. Murray by presenting her with a Certificate of Congratulations. Ms. Murray made comments in appreciation for her recognition by Council. The Mayor recognized Ms. Sherry Bryant, Principal of the School, and Mark Seiler, Ms. Murray's father. The Town Manager commented that Mark Seiler is an employee of the Roanoke County IT Department. The Town [tanager commented that Ms. Bryant asked for him to share with Council that a good neighbor in the Town made an anonymous payment before Christmas of all of the lunch debts of her students in the amount of$515.19, The react item on the agenda was a briefing on the 2017 Peal Estate reassessment. Billy Driver, Roanoke County's Director of Real Estate Valuation, first commented that the presentation shows some progress in the real estate market for the Town and then reviewed his Power Point presentation. The overall assessment for the Towns increased by 1.27%. (A copy of the presentation;is on file in the Town Clerk's Office and will be made a part of the permanent record.) Council Member Scheid asked how the trends in the Town compare to those in Roanoke County as a whale. Mr. Driver responded that some of the neighborhoods in the Town had a large number of sales. One trend to took at are younger people who may want to move to an area to be near an elementary school or athletic fields. Also, there have been a good number of sales in the commercial areas which is a good indicator that people want to do business here. Vice Mayor dare asked what the change was for the County and Mr. Driver responded that the County increased t 83%,which included the Town. The next item added to the agenda related to the use of Town property. The Town Manager commented that he has been working with a group that is owned by the Lynchburg Radio Group. This group is under a time crunch because they need to be on the air by January t" for an FCC filing. If Council agrees to proceed with their request; the Town ,Attorney has advised that we would have to advertise for a Public Dearing to be held at the January 17`h Council meeting. Their request is to use the water tank on Td Street for the placement of an antenna and to enter into a lease for a term of less than five years. We are 2 also requesting Council to give us the ability to negotiate with them a price per month. The cost of the advertisement would be their expense; They are also requesting to temporarily use our radio tower at Virginia Avenue until they are able to construct at the 3rd Street location, Since this i where the Town's public safety communications is located, they have agreed to cease operations at the temporary location if any interference is caused by their transmission, The Town Manager next commented that Ir. Parker and Mr. Murray are present and they can explain the technical aspects. He there turned the meeting over to Mr. Murray. Mr. hurray began by commenting that he is the General Manager of the Lynchburg Radio Croup. They have groups of stations in Covington, Lewisburg and Lynchburg and also own properties in Arizona and Colorado. Recently the FCC came up with low power translators that can rebroadcast Ali stations to hopefully revitalize the Ali market. His group puts up the translators and are requesting to erect on the Town's water tank a small antenna system that would rebroadcast an AM radio .station. They were in negotiations with another party, but the cost was going to be too high. The antenna is very simple and only uses 250 watts;. Vice Mayor Dare asked about their programming. Mr. hurray responded that they do not originate the program, they repeat existing programs of another station. They are in the final negotiations with an AM station, but final documents have not been signed. Council Member Scheid asked the range of the programming from the actual translator. Mr. Murray referred the question to Mr. Parker, Mr. Parker, an engineer for Mr. Murray's group, responded that the range of a translator at 20 watts is basically the bowl of Roanoke and Vinton, a circle of the antenna from 15 to 20 miles, Mr. Parker snowed Council a picture of the antenna and commented that the mounting pipe that the antenna would be placed on would be about 15 feet; That is basically no taller than the antenna that is already on top of the tank. It will be clamped to the rails that are already on the 3 water tank just adjacent to the antenna that is already there: It will be a two-bay antenna and the feed line will go up from the ground level probably up the back of the climbing ladder to the antenna. The gear will be mounted in a small metal box probably in the four by four foot range. They will do their own power working with AEP and use any electrician that the Town could recommend.. They only need one 20 AMP circuit. 1r. Parker next commented that his job was to get Mr. hurray on the air before he loses his construction permit and apologized for the urgency. He had suggested that they could possibly use the short tower on Virginia Avenue temporarily if they cannot construct on the 3d Street location to meet the January 25th deadline. The Mayor asked what the temporary time frame would be for the Virginia Avenue location.. Mr. Parker responded it would be 30-45 days at the maximum. Once an agreement is worked out with the Town and the fawners of the translator, he has to order the feed line and the antenna and set u a tower crew. The actual construction would only take a day or two if the weather cooperates. In response to a question regarding any warning or flashing lights; Mr. Parker commented that FAA regulations state that nothing under 199 feet needs to be lit. He estimated the water tank to be 50 to 50 feet and the total structure height from the top of the pale would he under the FAA rules. The same would apply to the Virginia Avenue site, Council Member Scheid asked the Town Manager if there were any zoning ordinance or special use permit concerns. The Town Manager then asked Joey Hiner if he had any concerns about the Street location as far as the attachment of the antenna. Mr. Hiner responded that they would prefer not to have third-party facilities attached to our water system utilities. His understanding i there would be wiring that would have to be attached to the ladder or the tank itself.. The ether antenna that is on the tank is for the S ADA system for the Town's utilities. The Town Manager commented that T-Mobile already has a tower there and they are not using our facility. He was under the impression that Mr. Parker would be constructing a tower:_ Mr. Parker responded that he would be constructing the 15 foot pale on top of the water tank. If the agreement that T-Mobile has with the Town allows them to sublet, they could contact T-Mobile if that s the path the Town would like them to take. Vice Mayor Hare asked why Virginia Avenue would not be a prime spot for the permanent location. Mr. Parker responded mainly because the tower is only 80 feet and the top of the water tank sees much more of the bowl of Roanoke. If an agreement is"worked out with the Town, they have to re-file the construction permit through the FCC for the water tank location which could be done in 48-72 hours; Council Member ,Scheid asked the difference in elevation of the two sites; Mr. Parker responded probably only 100 feet. Both sites will wont, but the water tank is the most desirable location. Ms. Scheid then commented it appeared that the Public Works Director is not in favor of the 3rd Street water tank being used as an antenna site. Mr. Hiner asked if there was available space on the T-Mobile tower and if T-Mobile owns the tower or does the Town own it and lease it to T-Mobile. Vice Mayor Hare commented that the Town is leasing the land. Mr. Parker next commented if there is concern about the 3rd Street tank, they would be willing to use the Virginia Avenue site. Council Member Scheid asked Mr. Ebner how he felt about that site. Mr. Hiner commented there is a concern with interference with the Town's radio system and Public Works has a SDADA antenna at the Virginia Avenue site as well. Mr. Parker commented that today's technology allows him to generate 50 watts and everything is adjustable on the front panel. He can change frequency and power levels within 20 seconds. If we enter an agreement on the Virginia Avenue site, they will license it for 250 watts ESP. If it causes interference, he can reduce the pourer down to 10-20 watts. If there is still interference, they will have to add language in the lease that will allow it to be terminated and they will turn it off.. The Mayor commented that what needed to be determined tonight is if there is enough interest to set the Public Hearing for January 17 . He then asked the Town Attorney is a Public Hearing can be set without an exact site and let them work those details out between now and then. The Town Attorney responded that the notice can list all of the potential locations that are being considered. Mr. Parker asked Mr. Hiner if he was concerned about a structural concern or Interference on top of the tank. Mr diner responded he had a structural concern with regard to any damage to the water tank. Mr.. Murray commented that they have liability insurance and would name the Town as an additional insured. Mr. Hiner further commented that the ladder has a locking date on it as well, so that brings up security issues when maintenance would be required on the antenna. Mr. barker responded that he would go through him and have someone present when he does the construction. Typically once constructed, there is no problem with the antenna system. Vice Mayor Hare made a motion to advertise the matter for a Public blearing on January 17, 2017; the motion was seconded by Council Member Scheid and carried by the following vote, with all members voting: Mote 5-0; 'Yeas ) — Liles, Approved advertising the matter for a McCarty, Scheid, Hare, Grose; flays 0)—None. Public Hearing on January 17 2017 The next item on agenda was to consider adoption of a Resolution appropriating funds in the amount of $20,000.00 and transferring fends in the amount of $ 0,000.00, for a total amount of $40,00.00 for the installation of a waterline and fire hydrant as required by the Roland E. Cook Redevelopment Project. Mr. Hiner commented that during the review process for this project, the Roanoke County Fire Marshal indicated that another fire hydrant would be required for the site and the best location would be on the Poplar Street side near the alley. By his measurements, the hydrant that exists at Jefferson and Blair was not close enough to the building. The Town did not have a water line on the Poplar side, so the project would require the installation of eight inch water line from Jefferson op to the alley to place the hydrant. This cast would typically be borne by the developers. The Jefferson Avenue/Cleveland Avenue waterline improvement project calls for an eight inch connecting line from Jefferson to Cleveland. The Town saw this as an opportunity to share the cost with the developers to get the line they needed for their hydrant and the Town getting the line needed to connect to Cleveland to enhance the looping in that area.: The project was put out for hid and the low bid was $ I0000 through S. C. Rossi & Company, The Town and the developers agreed that each would pay ono-half of this cost. There is $20,000 in the Wastewater CHIP that is low-priority item and we are requesting that those funds be transferred to the Water System CIP. Also, the $20,000 from the developer needs to be appropriated to the stater System CIP so we can pay the contractor. Council Member Scheid commented that the Finance Committee reviewed this matter and supports it. Council Member McCarty commented that the Public Works Committee had reviewed it as well. Adopted Resolution No... 2181 appropriating funds in the amount of Council Member Liles made a motion to adopt the $20,000.00 and transferring funds in Resolution as presented, the motion was the amount of $20,000`00, for a total seconded by Council Member McCarty and amount of $40,000 00 for the carried by the following roll cell vote, with all installation of a waterline and fire members voting: Vote 5-0; leas (5) — Liles; hydrant as required by the Roland E. McCarty, Scheid, Hare, Grose; ploys (0)--None. Cook:Redevelopment Project The next item on the agenda was to consider adoption of a Resolution appropriating finds in the amount of $55,200.00 to cover the costs of equipment for two Dodge Chargers and the purchase of two replacement vehicles in the Police Department: Chief Foster first commented that due to all of the vacancies being filled in the Department, they are short one vehicle. He researched ways to more effectively purchase automobiles to save the Town money and still meet the needs of the Department. Currently, there are two Dodge Chargers that are police packaged and assigned to the Investigations Division.. We want to shift those two vehicles over to Patrol and use $15,200 to install two In-Car Camera Systems; two MDT mounts; and two prisoner. partitions with shotgun/rifle mounts plus installation. In order to "provide the two investigators with vehicles; they would like to purchase two sleep Cherokee Latitudes from Enterprise Rental Car. They are 2015 models with around the 30,000 mile ranee and the reminder of a five-year, 100,000 mile warranty package. Also, they are four cylinders and 7 will get better fuel economy and provide them room to carry their crime scene equipment and the ability to get out during inclement weather. In comparison, Ford pursuit utility like the one recently purchased approaches $ t}p000. going this route, they will be able to purchase two vehicles for the price of one and use the additional funds to equip them to be used as police vehicles. This will give all of our officers an assigned vehicle and make one of the existing Crown Vic's as a spare for use when a vehicle is in for service. also; the two Ford Explorers that they have are nearing their serviceable life and they will be looking to surplus those vehicles in the coming year.. Vice Mayor Dare commented that the gown Vic that will be taken out of service is a 2008 and the Department still has a 205 Chevy Impala and a 2002 F-150. Chief Foster came to the Finance Committee in November indicating that he needed two vehicles and we told him he needed to come back with a proposal. In December he came back with his own solution by using ATF Funds and he should be commended. Chief Foster commented that it was a team effort in his department. Council Member McCarty made a motion to adopt Adopted Resolution No. 2182 the Resolution as presented; the motion was appropriating funds in the amount of seconded by Council Member Scheid and carried $55,200.00 to cover the costs of by the following roll call vote, with .all members equipment for two Dodge Chargers voting: Vote 5-0; Yeas (5) — tiles; McCarty, and the purchase of two replacement Scheid; blare, Grose, flays 0) None. vehicles in the Police Department The next item on the agenda was the Financial Report for November 2016, Vice Mayor Hare commented that the Finance Committee met on December 13th. For a clarification on the November summary, he commented that they made some adjustments to the budget to steal with all of the grants we have been receiving. The financial system treated all of these adjustments at the end of the month, so it snakes the budget look skewed for this month. It shows that we are off of our General Fund revenue target by 88% and our expenditures by 78%. The: grants were the $526,000 for the glade Creek Greenway and the $129,000 for the Call Task Force grant. If we were to adjust the budget back clown for that, we would be over our budget target for revenues at about 105%. n the expenditure side, the main difference is the 8 CIIC Grant tinning of about $125,000 as well a some savings from staff, particularly the Police Department that is $85,000 favorable year-to-gate so far with about half coming from ATF reimbursements. Overall, expenditures would be at about 32%. The business licenses are up 2 °l, meals tax year- to-date is up almost $45,000 from our projection, which is about a 17% increase in our budget and up 4% year-over-year. The cigarette tax is up 3% year-over-year. Sales tax is rip $44,000, which is about 1 % and year-over-year it is up about 4 6. The War Memorial is up $13,000 year to date for the budget and $18,000 over last year at the same time. Cash is down about$100,000 year over year which is due to the grant timing and the way money flaws in and out. The utility Fund continues to operate very strong with revenues at 112°lei and expenditures are showing at 87%. In closing, Vice Mayor blare commented that an adjusted November Financial Summary would be sent to Council. Vice Mayor bare made a motion to approve the November 2015 Financial Report; the motion was seconded by Council Member Scheid and carried by the follom ing vote„ with all membersvoting: Vote 5- I, Yeas (5) Liles, McCarty, Scheid, Flare; Approved Financial Deport for Grose-, flays 0 --a alone. November 2015 The Mayor expressed his thanks to everyone on staff and Council for a great 2015 and he is looking forward to all that is going to happen in 2017: Under comments by Council, Vice Mayor Hare asked about service coverage while the two First Aid Crew vehicles are out of service; The Town Manager responded that an ambulance was brought in from another department and that the one ambulance is back in service and the other one was supposed to he back this afternoon; Vice Mayor Aare then commented that the status of those vehicles would need to be discussed in Finance Committee. The Town Manager commented that he was scheduling a Public Safety meeting and it would be on that agenda a well. 9 Council Member Scheid asked for an update on the discussion in November with Mr. Br bham and Mr. McCarty about the stormwater pond and the private road. The Town Manager responded that he and the Mayor had spoken about it recently and it needs to be brought back up at another meeting. Ms. Scheid next commented that she understood there was some more research that staff was going to do and that Council needs to bring it back up for consideration. Council Member Scheid asked for an update on the Right-of-Way Policy that had been approved by the Finance Committee and the question as to whether it would be an Ordinance or not.. The Town Manager responded that he would follow up on the Policy. Council Member Scheid requested that the Malley Metro project be updated on the Project Management Report to reflect the recent meeting with them. She also commented that she thought it would be important for the Town ]Manager to keep in contact with Sherman Stovall in this regard and that they had indicated they would be doing a ridership daunt in Januaryfor us: Ids. Scheid next commented that she and her husband Lawn a piece of property on hardy Road that they planted in trees. She wanted to thank whoever it was that put a set of scalar Christmas lights can one of those trees. Council Member McCarty asked for an update on lacado's. Fete Peters responded that our Public Works staff have been working with the engineers to provide some water service information to the building. The engineers and architects are working on the site plan and all the logistics of the permits and water needs. They are about two weeks short of submitting the building permits to the County Building Official for review. Our staff and Roanoke County staff will review those and perhaps will go through a series of revisions perhaps to come up with the final plan.. Realistically, he thinks it will be under construction late whiter or early spring. Council Member Liles commented on the Employee Holiday Luncheon and those who received service awards. He also commented on the success of the New Year's Eve Gala, He 10 asked when Roanoke Gas was going to come back and make the repairs on Virginia Avenue where they installed the gas line; Mr; Ebner responded it would be late winter or early spring. He would call and remind them: The Mayor asked when the first phase of the Glade Creek Greenway would be completed. Fete Peters responded that it is essentially complete except for some repair work to the asphalt caused by the contractor r doing the bridge work for the City. The repairs will be completed when the asphalt plants open and there is some stormater run-off from the bridge that will be corrected. Under appointments toBoards/Commissions/ Committees, Council Member Scheid made a Motion to re-appoint Robert A. Patterson to the Highway Safety Commission for a term ending December 31, 201 ; the motion was seconded by Council Member Liles and carried by the following roll call vote, with all members voting. Vote 5-0, Yeas (5) — Liles, McCarty, Scheid, Hare, Grose, Reappointed Robert A. Patterson to Nays(0)—None. the Highway Safety Commission The next item on the agenda was a request t convene in Closed Meeting, pursuant to 2.2- 711 A) of the 1050 Code of Virginia, as amended, for discussion regarding appointments to boards and commissions as authorized by subsection 1. Council Member Scheid made a motion to convene in Closed Session, the motion was seconded by Council Member Liles and carried by the following vote, with all members voting: Vote 5- 0; Yeas (5) — Liles, McCarty, Scheid, bare, Grose; Nays 0) — None. Council went into Closed Session at 3:33 p.m. At 0:50 .m., the regular meeting reconvened and the Certification that the Closed Meeting was held in accordance with State Mode requirements was approved on motion by Vice Mayor blare, seconded by Council Member Liles and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) — Liles, McCarty, Scheid, Rare, Grose; Nags 0) None. Certification of Closed Meeting Vice Mayor are made a motion to appoint' Robert W. Benninger to the Planning Commission for a four year terra beginning January 3, 2017 and ending January 2, 2021 the motion was seconded by Vice Mayor Hare and carried by the following vote, with all members voting. Vote 5-0; Yeas 5 — Liles, McCarty, Scheid, Hare, Grose, Appointed Robert W. Benninger to the Nays —None; Planning nning Commission The Mayor commented that with regard to the offer by Mr, and Mrs. Brabham to gift to the Town a private road and stormwater pond that was tabled at a prior meeting, he had spoken to Mrs. Brabham before the holidays and she had indicated that the Town delaying in malting a decision would not affect any pending economic development activity. He indicated he would follow up with her. Council "further discussed stormwater issues in general,. Vie Mayor bare made a motion to adjourn the meeting, the motion was seconded by Council Member ,Scheid and carried by the fallowing vote, with all members voting: Vote -0,- Yeas 5j Liles, McCarty, Scheid, Hare, Grose; Nays tuj — None. The meeting was adjourned at 15.21 p.m. Meeting adjourned APPROVED: Bradley E. Grose, Mayor A EST:: i Susan N. Johnson, own Clerk 1 AT A CLOSED MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, JANUARY 3, 2017 AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING,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 Liles with all in favor. "Clerk f Council