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HomeMy WebLinkAbout1/16/2018 - Regular MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, JANUARY 16, 2018, 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 Sabrina McCarty Janet Scheid MEMBER ABSENT: Keith N. Liles STAFF PRESENT: Barry W. Thompson, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Theresa Fontana, Town Attorney Anne Cantrell, Treasurer/Finance Director Tom Foster, Police Chief Christopher Linkous, Deputy Chief, Fire/EMS Joey Hiner, Public Works Director William Herndon, Assistant Public Works Director The Mayor called the work session to order at 6:00 p.m. for discussion regarding refuse collection. After brief comments from the Town Manager, he turned the meeting over to Joey Hiner for the presentation. Topics covered were fees and collection survey synopsis, collection method video, cans/containers use, manpower, ordinance points to review for modification and enforcement and commercial collection. (A copy of the presentation is on file in the Town Clerk's Office and will be made a part of the permanent record.) With regard to the Refuse Fees, Brandon Gann reviewed the details of the Excel spreadsheet provided to Council on the refuse fee survey results. Next a video was shown on the process used by Roanoke City with the semi-automated, rear loader with flippers, Mr. Hiner next commented on the current ordinance and the size of the cans. Council Member Scheid commented that the ordinance could be interpreted that a property owner could have a refuse container and also plastic bags. When the ordinance is updated, that will be a good opportunity to make the language clearer to understand. After reviewing the slide on the current refuse shift, Mr. Hiner commented there are approximately 3,300 service points per week. Each unit in a duplex, triplex and apartment building are counted as a service point. Council Member Scheid asked about the apartment buildings having dumpsters and Mr. Hiner responded that the Town has a limit of 12 cans that they can collect. Once that limit is exceeded, they are asked to get a private hauler. Domestic waste such as paper and office waste is collected up to the 12 can limit. The Town does not pick up commercial waste that is produced from the actual business_ Town Manager commented that we should also review our policy on commercial waste, Mr. Cann commented that he had spoken with Public Works in the Town of Bedford. They indicated that when they purchased the flipper truck and cans and made a change to their ordinance, it allowed them to better enforce the code. It improved the look of the Town. Mr. Hiner next commented on the points to review in the current ordinance, the recommended enforcement of any new ordinance and commercial collection, Discussion was had regarding the requirement for dumpsters to be enclosed and the Town Manager indicated that they would check with the Planning Department regarding the requirements under the zoning ordinance. The Town Manager commented that the back-up refuse truck is now out of service and we are down to one refuse truck... At the last meeting in December; Council voted to move forward with the authorization of the lease purchase; but staff needs direction from Council on the type of truck that we need to purchase and whether or not it will have the flippers. Public Works staff has been searching for a truck that would meet our specifications, but have not been able to find one. We need to move forward with the purchase so we can spec out our truck. Also; on Friday, the current truck had a problem with the brakes, but we were fortunate to be able to get the part locally and get the truck back on the road; Vice Mayor Aare commented that he will make a motion when we get to the section in the regular meeting to postpone, add to or change the order of agenda items to adjust the agenda to add an action item on the purchase of the truck. The Mayor called the regular meeting to order at 7.00 p.m. The Town Clerk called the roll with Council Member McCarty; Council Member Scheid, Vice Mayor blare and Mayor Grose present. Council Member tiles was absent. Roll call 2 After a Moment of Silence, Council Member Scheid led the Fledge of Allegiance to the U.S.. flag. Chief Foster made brief`comments and ten read from Martin Luther King, Jr., "if a man is called to be a street sweeper, he should sweep streets as (Michelangelo painted, as Beethoven composed music and as Shakespeare wrote poetry. He should sweep streets so well that the hosts of heaven and earth will pause to say:: Here lived a great street sweeper who did his job well. No work is insignificant; all labor uplifts humanity, has dignity and importance and should be undertaken with painstaking excellence." Under upcoming community events, Debbie Adams announced the following: January 18-Explore Park Public Meeting-Vinton War(Memorial and the Star City Playhouse starts their new season on January 28t . Under requests to postpone, add to or change the carder of agenda items; Vice (Mayor Hare made a motion to add under Section L, Item 1 an action item on the purchase of the garbage truck. The motion was seconder! by Council Member Scheid and carried by the following vote, with all members voting: Vote 4-0- Added under Section L, Item '1 an 1; Yeas -- [McCarty, Scheid, Hare, Grose; lays (0) action item on the purchase of the Zone; Absent(1)- Liles. garbage truck. Mice Mayor Hare made a motion to approve the Consent Agenda as presented; the motion was seconded by Council Member (McCarty and carried by the following vote, with all members voting: Vote 4-0- 1 Yeas (4) -- McCarty, Scheid, Hare, Grose; lays (0) Approved minutes of the Regular —bone, Absent(1)- tiles. Council meeting of,January 2, 2018 The Mayor read a Proclamation ation recognizing the Town departments; employees and volunteers who provided exceptional service during the recent adverse weather conditions. The next item can the agenda was a report can the efforts of the Police Department: Chief Foster reported for 2017, calf for service were up 16% and traffic stops were up 84%. Drug arrests were up 187% going from 87 in 2016 to 280 in 2017. Overall criminal arrests were up 68% from 462 in 2016 to 777 in 2017. Also, there were 84 DUI arrests in 2016 compared to 90 in 2017. Chief Foster next commented on the support that his Department receives from Council.. S Chief Faster read his Memo recognizing Officer Danny Cox as Officer of the Month for December. Officer Cox was present at the meeting and congratulated by Council. The next item can the agenda was a report on the Vinton Volunteer First Aid Crew for December 2017 and Calendar Year 2017. Chief Guffey reviewed his report which was a part of the agenda package and is on file in the Town Clerk's Office as a part of the permanent record. Vice Mayor bare commented on the total work hours of Chief Duffey and his family for the year. The next item on the agenda was a report on the Vinton Volunteer Fire Department for December 2017. Chief Richard Oakes reported the volunteers had 87 man hours for the month. Josh Parker has returned to the Department and they were able to staff a true all night. He and the Town Manager met with a Certified Firefighter in Bedford County and he is waiting for him to meet with Jennifer Sexton of Roanoke County. Chief Oakes next asked Deputy Chief Lnkous who was in the audience if he could get the call data for him every month to present to Council. Vice Mayor bare commented on the numbers being the same people and Chief hakes indicated that he is going to keep up with each individual mart hours so he can recognize those who put the most man hours in for the year. The Tower Clerk showed the PAs for the Volunteer Fire Department and Volunteer First Aid Crew that are currently running on R -Channel 8. The next item can the agenda was a briefing on the proposed amendment to the Intradepartmental and Interdepartmental Transfer Policy adopted by Council on July 18 2017 Anne Cantrell commented that the Finance Committee reviewed the current policy at their December 21 s' meeting, used on the current policy, the Town Manager is unable to make any budget transfers unless they are taken to the Finance Committee. The Committee is recommending that the current Resolution be revised to allow the Town Manager to approve budget transfers within a department and to move up to $10,000 in budget funding between department codes with the authorization of the Finance Committee. All budget transfers that exceed $10,000 would have to be approved by Council. A draft of the Resolution was included with the agenda package and will be presented as an action item at the February 8tn meeting, 4 The next item on the agenda was a briefingon a proposed Grant Fund. Anne Cantrell commented that the Town has seen an increase in grant activity during the past two fiscal I years and are anticipating additional grant activity in the upcoming fiscal years. In order to improve our financial reporting, the Finance Committee is recommending that the Town establish a separate grant fund from the General Fund. Ms. Cantrell next commented that grants received for the Police Department, treenwy, CDBG, Fish's Mill Study and Fire Department would be moved to this new fund. As new grants are approved, new general ledger numbers will be created in this new fund and go before Council for budget appropriation. The Finance Department will issue an administrative policy to be reviewed during the budget process each year and will be included in the budget document to provide guidance to departments on grant procedures. The next item on the agenda which was added was to consider a motion for the purchase of the garbage truck, The Town Manager commented that as he indicated in the Work Session, Council authorized the Town Manager to secure financing for a garbage truck at their December le meeting. Since that time the compactor on the back-up truck has failed and the cast to repair it is approximately$80,000. Practically it is not cast effective to put that Into a 25 year old truck. This leaves us with one truck and we have spent approximately $ 0,000 for maintenance on it since duly. Last Friday there was a problem with the brakes, but we were able to secure the part and make the repair. The Public Corks staff has diligently sought out trucks that might be available through venders. Two trucks were located; but they do not meet our specifications. Our recommendation is to proceed with ordering a truck with our specifications which would give us a lead time between three and four months. The question i whether to order the truck with the flippers or not which would accommodate the trash cans. Vice Mayor Flare commented that this issue was discussed at great" length in the Finance Committee meeting and they were made aware that during the holiday weeks where we lose a day, the crew uses two trucks to catch ups Because we are down a truck, the crew worked the holiday yesterday which required us to pay overtime. They are working to secure agreements with other localities for a back-up truck in case the existing one has mechanical failure. The funding has been approved for the truck, but the question is what to 5 des with the flippers. According to the study the cost will be$32,000 to fit the new truck and the existing truck: The Mayor commented that he supports the trash cans, but he does not feel we are in a position to spend that kind of money right now. He recalls that we can purchase the true with the hydraulics so it could be retrofitted at a future date and Mr. Hiner responded that was correct; Council Member Scheid commented that e need a semi-automatic truck with flippers. At some point the Town will either need to purchase cans or perhaps charge a monthly fee. The Mayor further commented that if it is the opinion of Council that we can afford cans at this time he assumed the funds would have to came out of our unappropriated fund balance. Vice Mayor blare responded that they sell from 55- 5,000 [total for 3,300 cans] depending can the type of can. Council Member McCarty commented that we need to purchase the truck and the trash cans need to be something we work towards. There was discussion regarding the time it would take to get the truck built and having that time to decide how to pay for the carts. Vice Mayor Hare next commented that we have the funding in they debt to do the flippers and asked how long the funds were available, Anne Cantrell responded the funds are in escrow and need to be spent within three months. Council Member McCarty asked the Town Manager and Ms. Cantrell for their opinion on purchasing the carts, Ms. Cantrell commented that the cans cannot be paid for out of the current budget and still maintain current service levels. Council would need to decide if they warm to change service levels in order to fund them. The Finance Committee recommendation was to spend fund balance which Council can decide on when they want to spend those funds and for what purpose. The Town Manager commented that if Council desires to move forward with the cans and use fund balance that we need to make sure we have our Ordinance updated, have time to educate our citizens and have a plan on how we are going to enforce it. Council Member Scheid commented there is non- compliance with the current Ordinance and it creeds to be enforced. If we want to move this community forward and be progressive, there is going to have to be some change in how we collect garbage.. The Mayor commented that he could support purchasing the truck 6 and the trash cans now. Vice Mayor Hare commented on the use of General Fund reserves in the past to make investments in the community that have;a pay-back. He would support getting`the track with the flippers. Council Member Scheid matte a motion to purchase a semi-automatic trash truck with the flippers and the purchase of flippers for the back-up true, The Town Manager asked Mr. Niger if the truck comes in with flippers and we do not have the cams yet would that affect the way we manually pick up trash. Mr; Hiner responded it is his understanding that the flippers can be removed and the hydraulics plugged so that the flippers can be set aside until such time as they are needed. Council Member Scheid asked if her motion needed to include the purchase of the cans. Mice Mayor Hare responded that Council would have to approve the Consensus of Council to purchase spending of fund balance for the cans. The Town trash cans with action on the Clerk responded that the original motion is correct, but funding to be taken at a later the minutes will reflect that Council also gave a meeting consensus that we would purchase the cans and that Council would be asked to take action on the funding for there at a later meeting. The motion was seconded by Vice Mayor Hare and Approved the purchase of semi- carried by the following roll call vote, with all members automatic trash truck with flippers voting; Vote -0-1 Yeas — McCarty; Schein, Hare, and the purchase of flippers for the Grose, hays (g)--lone; Absent 1 - Liles.- back-up truck The Torn Manager gave an update to Council regarding the noise variance granted to Avis Construction. He spoke with Mr; Bulls on Friday of last week and he indicated they had completed the concrete work and would not need an extension of the variance. He indicated that they did not work past 9-00 p.m. during that time because the merchants had adjusted their hours to allow them to work. Under reports from Committees, Vice Mayor Hare commented that the Finance Committee met and spent a great:deal of time discussing the refuse truck. A proposed Resolution will be brought to Council for consideration in revising the current policy with regard to retiree group health benefits. With our current policy, retirees are given 200 per month for employees who are age 55 and have 25 years of service: This has created a gap for our emergency services where V B retirement is at age 50. This is a post-retirement benefit, but for the Town is a small liability based on the number of employees that would be eligible. This benefit ends at age 65 or when the employee is eligible for Medicare or Medicaid. The Committee also discussed having to off a fairly large lien for a piece of property that we demolished and the County sold at e tax sole, which will be brought to Council at their next meeting. They also decided on the budget calendar. The Mayor commented on the success of the recent Lunch-N-Learn and the Downtown Management Team meeting. He reminded everyone of the upcoming Council Retreat scheduled for February 2, 2018 Comments from Council: Council Member McCarty announced that she would be seeking re-election to Council this May. Council Member Scheid expressed thanks to the Police Department for their recent assistance. Vice Mayor Hare commented on a book` titled "Good to Great" and the fact that we have the right people in the right places. With regard to the upcoming strategic planning retreat and budget; he asked that Council think about what we want Vinton to be,what it is right now, what we believe our core services are and why do we exist Next year's budget is going to be just like this year and it is really important for us to understand why we exist as a Town and what enhanced services we provide that mare it worth our citizens to pay the extra taxes; The next item can the agenda was the request to convene in Closed Meeting, pursuant to § 2.2- 711 ) of the 1950 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 McCarty and carried by the following vote, with all members voting: Vote 4-0-1; Yeas 4 — McCarty, Scheid, Rare, Grose; Nays ( — None; Absent (1) - Liles. Council went into (dosed Session at 8.-30 p.m. At 9:40 p.m., the regular meeting reconvened and the Certification that the Closed fleeting was held in accordance with State Code requirements was approved on motion by Vice Mayor Hare; seconded by Council Member Scheid and carried by the following roll cell vote; with all members voting: Vote 4-1-1; Yeas ( - McCarty, Scheid; Hare, Grose; Nays (0) — None, Absent('1)-Liles. Certification of Closed Meeting Vice Mayor Hare made aE motion to appoint Mandy Grose as a full member on the Board of Zoning Appeals to a term beginning January 15, 201 and ending January 1 , 2023. The motion was seconded by Appointed Mandy {arose as a full Council Member Scheid and carried by the following member on the Board of Zoning vote, with all members voting: Vote 4-0-1; Yeas (4) — Appeals to a term beginning January McCarty, Scheid, Hare, Grose; Nays (0)-- None; Absent 15, 2018 and ending January 15, (1)- Liles. 202 Council Member Scheid made a motion to re- Re-appointed Barry Thompson to a appoint Barry Thompson to a new four-year term on the new four-year terra can the Western Western Virginia Regional Industrial Facility Authority for Virginia Regional Industrial Facility a new term that will run from February 4, 2018 to Authority for a new term that will run February 3, 2022 and to re-appoint Bradley Grose to a from February 4, 2018 to February new four-year term as an alternate on the Western 2022 and re-appointed Bradley Virginia Regional Industrial Facility Authority for a-new Grose to a new four-year term as an terra that will run from February 4, 2018 to February 3, alternate on the Western Virginia 2022; The motion was seconded by Vice Mayor bare Regional Industrial Facility Authority and carried by the following vote, with all members for a new term that will run from voting: Vote 4-0-1; Yeas 4) -- McCarty, Scheid, blare, February 4 2018 to February 3 Grose; flays (g)—None;Absent(1)- Liles. 2022. Vice Mayor Hare made -a motion to adjourn the meeting; the motion was seconded by Council Member McCarty carried by the following vote, with all members voting: Vote - -1; Yeas (4) McCarty, Scheid, Hare, Cruse; flays(0)—None,Absent(1)- Liles. The meeting was adjourned at 0:44 p.m. Meeting adjourned APPROVED: ,a"* Bradley B. Grose, Mayor A BST: Susan N. Johnson, ClVib,Town Clerk 9 AT A CLOSED MEETINGOFT E VINTON TOWN COUNCIL HELD ON TUESDAY, JANUARY 16, 2018 AT 7:00 P.M.. IN THE COUNCIL CIL A E S OFT E'VINT I` MUNICIPAL BUILDING,311 SOUTH LLA STREET,VINTON,VI C INIA. CERTIFICATION THAT A.CLOSED EETIN WAS HELD IN CONFORMITY WITH THE CODE OF VI t II IA WHEREAS, the Town Council of the Town of Vinton, Virginia has convened a closed meeting can 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 Cade 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 RESOLVEDthat the Vinton Town Council hereby certifies that to the best of each men ber'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 McCarty with all,in favor. X` Clem of ouncil