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HomeMy WebLinkAbout7/19/2016 - RegularMINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 6:00 P.M. ON TUESDAY, JULY 19, 2016, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 1104 ky-12 I Ist R %Z1 0 IMIMAIMMUMEi ZVOCIZIN ikoilLillill, 0. 1111*", Bradley E. Grose, Mayor Matthew S. Hare, Vice Mayor Keith N. Liles Sabrina McCarty Janet Scheid Keith N. Liles William E. Booth STAFF PRESENT: Barry W. Thompson, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Theresa Fontana, Town Attorney Richard W. Peters, Assistant Town Manager/Director of Economic Development Anne Cantrell, Interim Finance Director Joey Hiner, Public Works Director Mary Beth Layman, Special Programs Director Mark Vaught, Lieutenant -Police The Mayor called the joint work session t order for a briefing on the Town of Vinton Urba Development Areas (UDA) Comprehensive Pla Amendment. Anita McMillan began bl, commenting that the Town was awarded a LID technical assistance grant in the amount o $65,000 to provide consulting services. Michae Baker International and the Renaissance Plannin 11 Group were hired by VDOT as our consultants. As part of the requirement of the grant, we had to have a Citizens' Advisory Committee. Council Member Scheid and Dawn Michelsen from the Planning Commission along with ten others served on the Committee. The grant did not include costs for printing, but Roanoke County and the Roanoke Valley-Alleghany Regional Commission assisted with the printing of the maps. The Kick-off meeting was held in Novembe followed by two other meetings with the fina meeting being on June 28th. At the final meeting there was a field site visit of the eight areas tha the Committee identified as the urban development area boundaries for the Town. Afte the tour, a brief presentation was given by th consultant at an open house, i Another requirement of the grant was to amen• the Comprehensive Plan. The State Cod requires a locality to review their Comprehensiv Plan and make amendments every five years Plan in 2010 with a minor amendment in 201 when the Downtown Plan was done and we wer applying for the Community Developmen I Planning Grant. This will assist us in meeting th State requirement. I Ms. McMillan next commented that the consultant will give a presentation on the background of the project. A Public Hearing is required to amend the Comprehensive Plan and has been scheduled as a joint Public Hearing with the Planning tR Commission for August 16 She then turned the meeting over to Sachin Kalbag with Michael Baker International, Sachin Kalbag shared a PowerPoint presentation in connection with the Town of Vinton Urban Development Areas (UDA) Comprehensive Plan Amendment. (A copy of the presentation is on file in the Town Clerk's Office and will be made a part *f the permanent record.) Following questions and comments by Council, Anita McMillan asked for Council to contact her between now and August 5 th with any recommendations or suggestions on the items that were presented tonight and they will be incorporated into the final document. I n the future, if we apply for HB, Smart Scale, TL or RSTP funding, this will help us score better. 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 Roll call Mayor Grose present. After a Moment of Silence, Council Member Liles led the Pledge of Allegiance to the U.S. Flag. 0 Under upcoming community events, Council Member McCarty announced the next Mir the War Memorial on August 13 th with the vvorx. The Vinton History Museum is soliciting donations th for a yard sale to be held on September 17 Anita McMillan announced the old William Byrd High School Open House on August 1 51h from 6:00 p.m. to 7:30 p.m. at the War Memorial with a tour of the property from 5:00 p.m. to 5*45 p.m. The Town Manager reminded everyone of National Night Out on August 2 nd at 6:00 the Senior Center. Council will be attending the event in lieu of their regular meeting. Mary Beth Layman announced events at the Farmers Market on August 13 th -Arts and Crafts Show; August 1 9th_ blood pressure screening and on August 20th_ Shake, Bake & Sprout. The next item on the agenda was a Proclamation in support of the Dallas Texas Police Department. After the Town Clerk commented that Chief Foster assisted in writing the Proclamation, it was read by Council Member Scheid. The original will be sent to the Department. Lieutenant Mark Vaught read a Memo from Chief Foster recognizing Officer Chris Froeschl as *fficer of the month for June. The next item on the agenda was the Unitei Way Most Innovative Campaign Award for th®r Town Employees' 2015 Campaign. The Tow", Manager made brief comments and recognizel', Susan Johnson, the United Way Campaign Coordinator, and the members of the Vinton CARES Committee: Robbin Reams, Chasity Barbour, Valerie Cummings, John Foutz, Mary Beth Layman, GinaMarie Overstreet, Fred Sink and Karla Turman. Present at the meeting were Susan Johnson, Mary Beth Layman and GinaMarie Overstreet. 0 volunteer truck was _• up 459 of 45 possible hours with a unit in service 100% of th time. They responded to 95 out of 120 calls an handled 90 of them. The fractile response tim was • with 1,486 man hours for the month. I As an overview of the last six months, he AN lN 590 JTIVJMIFAIrF�&�M I A M of 2015, In December, approximately $331,000 that had been spent to date of the $700,000 total. He applied and received a ten-month extension from DHCD in January to September 30, 2016 In January, there was $149,000 left for the Farmers Market Stage/Streets, $71,000 for the Revolving Loan Program, $74,000 left in the fagade program, $15,000 for administration and the potential Grant close-out. The Town had budgeted $35,000 for some local match related improvemP_WG,0_t4_A&&r,_4_P_ get it to the total match in addition to what we leveraged with the library upgrades. Working with the management team, the top priority was the Farmers Market stage improvements. The f#R4!a'54 more on some of the spectator viewing areas and the parking areas. It was redesigned to provide more of a renovation to the stage. The project was awarded in early April and it remains on track for an August 26 1h completion. With a few Change Orders, the project will be under just $150,000. The original bid included some sidewalk, curb and gutter replacements across the street from the stage, but these items were pulled out of the original contract. The plan is to use some of the remaining funds toward the end of the project and some of our local match to do some stall upgrades at the market area. The current signage will also be painted to tie into the new paint scheme. Mr. Peters next commented that the Revolving Loan Program originally had $100,000 allocated to it to provide low -interest loans to community businesses. All of the $100,000 has been loaned out and as they are paid back can be re -issued as new loans in the future. He then commented on the three properties that received the loans. With regard to the Fagade Program, the Block Grant originally included 11 pre -approved properties and we were able to finalize and get agreements with five property owners out of the original 11. He showed a picture of the five properties and commented on the improvements to be made. The last remaining component of the major bid pieces of the Block Grant was the Washington/ Pollard intersection improvements. He showed a 9 #*' .�# ! 'f' # # # • li • "' i • #t It ,,, !. ! i . fl . � �� i ! • i • i #. w i i • • ># • • w !1 '' i ! # " f # •M• "i ..� r.. .�"' ! i "# •; • ! f .. �, # • "" ! • f The next item on the agenda was a briefing on the on the availability of Virginia Department of Conservation and Recreation (DCR) Recreational Trails Program (RTP) funds for Glade Creek Greenway Phase 2. Anita McMillan commented that staff was informed of the availability of this grant on July 8 1h . The grant is due this Thursday at 400 p.m. in Richmond. With regard to Phase I Ms. McMillan commented that a pre -bid meeting will be held this Thursday and the bid is due on August 41h If everything goes as planned, we hope to award the bid in September and they will have 120 days to complete Phase 1. Staff would like to apply for this grant is to reduce the required local match for the $417,710 for Phase 11. Federal funding allows another grant program to be used as a match as long as the match is not exceeding 95% of the Federal funding, If we are awarded this grant, our required match can be reduced to $28,000. The $8,000.00 will come from Pathfinders for the shelter across the railroad trestle and the additional $20,000.00 is staff administration of the grant and $5,000.00 for the Norfolk Southern coordination. A copy of the proposed project budget was a part of the agenda package. Council Member Scheid asked when we would expect to hear if we receive the grant. Ms. McMillan responded that we would know by October. Ms. Scheid next asked who else locally was applying for these funds. Ms. McMillan responded Roanoke County is re -submitting again for their Catawba trail. The next item on the agenda was to consider adoption of a Resolution authorizing the Town Manager to file an application for allocation of Virginia Department of Conservation and Recreation (DCR) Recreational Trails Program (RTP) funds for Glade Creek Greenway Phase 2. Council Member Scheid made a motion to adopt the Resolution as presented; the motion was seconded by Council Member Liles and carried by the following vote, with all members voting: Vote Adopted Resolution No. 2161 authorizing the Town Manager to file an application for allocation of Virginia Department of Conservation and Recreation (DCR) Recreational Trails ru 5-0; Yeas (5) — Liles, McCarty, Scheid, Hare, Program (RTP) funds for Glade Creek Grose,- Nays (0) — None. Greenway Phase 2 The next item on the agenda was to consider adoption of a Resolution authorizing the Town VINDOS LLC and the Roanoke County Economic Development Authority as part of the redevelopment of the former Vinton Branch Library into a Macado's Restaurant. Pete Peters commented that as presented earlier this month, Richard Macher has agreed to purchase the former Vinton Branch Library from Roanoke County for $700,000.00 to redevelop the property into a full service Macado's restaurant. During the negotiations, staff in consultation with Council and the Economic Development Committee agreed to consider various incentives to encourage redevelopment through the use of a Performance Agreement between VINDOS, LLC and the Roanoke County EDA. The terms of the Performance Agreement include appropriating to the EDA on an annual basis an amount equal to the annual meals tax collected by the Town from the Vinton Macado's location, not to exceed $50,000.00 annually for the ten year term of the agreement. This also includes a separate shared use agreement for the adjacent parking lot owned by the Town for the purpose of employee and overflow patron parking for the restaurant. The shared -use agreement will be presented to Council in August for their consideration. No existing Town funds will be required to meet the obligations of the Performance Agreement and all Town expenditures associated with the Agreement are solely based on the future performance of the Vinton Macado's location. Vice Mayor Hare asked about Item No. 5 in the Agreement and if it meant that a future Council could say they were not going to pay. The Town Attorney responded that he has to be stated that way or otherwise it is counted in the debt. The Town has a constitutional cap on its obligations and most items like this are always subject to appropriation. i Adopted Resolution No. 2162 Council Member McCarty made a motion to adopl, the Resolution as presented; 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; Nays (0) — None. authorizing the Town Manager to execute a Performance Agreement with VINDOS LLC and the Roanoke County Economic Development Authority as part of the redevelopment of the former Vinton Branch Library into a Macado's Restaurant The next item on the agenda was to consider adoption of a Resolution awarding a bid and authorizing the Town Manager to execute a contract with TAS Design INC., in an amount not to exceed $71,319.97 for the Fagade Improvement Project for five downtown properties as part of the Community Development Block Grant. Pete Peters commented that as part of the Community Development Block Grant, staff recently advertised for bids for a Fagade Improvement project for five downtown properties. Staff received sealed bids on June 30'h from two general contractors, with both meeting the obligations as requested by the town, the design team at Hill Studio and DHCD. The specific properties and cost estimates to receive fagade improvements through this bid i include: 107 South Pollard — $26,291 - Vinton Improvement Corp - currently the site of Heritage Baptist Church; 109 South Pollard — $6,897 - Vinton Improvement Corp - currently the site of OMA Self Defense and Fitness; I I I South Pollard Vinton Improvement Corp - future home of Twin Creeks Brewery, 119 South Pollard - $9,942 - Judy Cunningham — current home of the Vinton Post Office and 123 West Lee Ave — $22,454 — Mr. and Mrs. Frank Stone - future reopening of Cornerstone Antiques, all totaling $71,319.97. Mr. Peters next commented that the approximately $74,000 remaining within budget fo the Fagade Improvement work. Sta recommended that Council accept the low bid an authorize the enclosed Resolution to allow thl,,] Town Manager to execute a contract with TA Design INC for an amount not to excee $71,319.97. Vice Mayor Hare made a motion to adopt tll"- Resolution as presented; the motion 0 w'IC1. seconded by Council Member Scheid and card by the following vote, with all members votin Vote 5-0; Yeas (5) — Liles, McCarty, Scheid, Har Grose; Nays (0) — None. The Town Manager commented that on June 29th the Intergovernmental Agreement to bring in Botetourt County as a member of the Roanoke Valley Greenway Commission. He then showed the commemorative award that was given to the Town. Adopted Resolution No. 2163 awarding a bid and authorizing the Town Manager to execute a contract with TAS Design INC., in an amount not to exceed $71,319.97 for the Fagade Improvement Project for five downtown properties as part of the Community Development Block Grant. A wf commented on the LIDA presentation and that h enjoyed being a part of the Committee. I Vice Mayor Hare made a motion to adjourn the meeting; the motion ©aseconded by Council Member Liles and carried by the following of with all members voting: Vote 5-0; Yeas Liles, McCarty, Scheid, Hare, Grose; Nays (0) — None. The meeting was adjourned at 945 p.m. Meeting adjourned APPROVED: Bradley E. Grose, Mayor TTEST: A )U J i - Susan N. Johns4 Town Clerk If