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HomeMy WebLinkAbout6/2/2015 - RegularMINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 6:00 PM. ON TUESDAY, JUNE 2, 2015, 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 1. Douglas Adams, Jr. William W. Nance Sabrina M. Weeks STAFF PRESENT: Christopher S. Lawrence, Town Manager Theresa Fontana, Town Attorney Susan N. Johnson, Town Clerk Ryan Spitzer, Assistant Town Manager Gary Woodson, Public Works Director Joey Hiner, Public Works Assistant Director The Mayor called the work session to order at 6:00 p.m. for an update on the Western Virginia Regional Industrial Facility Authority Site Study results. Beth Doughty began her Power Point presentation by first commenting that the Authority received a grant from DHCD which was used for a technical study. The purpose of this study was to identify large parcels of industrial property that could be acquired jointly by multiple governments. The site selection process began with Step 1 of defining the business case; Step 2 of preparing risk vs. cost feasibility and Step 3 of a location screening process. The location screening process was based on the parameters that a company would put together, Not every site or every community is good for every company, but they look at an area to see if it is in a Right to Work state and what are the logistics, the kind of industries or businesses that are already in the area, the transportation access and utilities. Often when a site consultant or a company is doing the screening process, real estate is the most important element and many times they will look at the State or the area's website for this information. If q locality does not have the real estate, it guarantees it will not be in consideration. They have reviewed the Regional Partnership records for five years to track, projects and see what kind of sites were being asked for, More than half were looking for sites of at least 50 acres and 20 fairly significant projects in the last three years have desired at least 50 acres and many even more, So, how many projects are we losing in the area just because we do not have that niche in real estate. • � •• � 1! a. .�. • a ,. ..�.,� � �► • ' s •• • • • -• •. • a s • ••• - 's. • - • e � •- • 1 •. +t •' s s • • - .; • -• •• .. • • - •. - � s - s.s •s .. s . •: • • � • -•. -• • r • • s �• � • ► • # '* •. ' # r # � 1. # # # • i.f �� •fit �+ .!' iM` •• � !' ^M ! t # • • • f . i' • ! ^ • • • • •!,` •; �, Vice Mayor Hare asked if the revenue projections were tax revenues and Ms. Doughty responded it is annual recurring tax revenue and does not include jobs or the economic impact of the wages paid at those jobs. Ms. Doughty continued by stating that the Authority up to this point has been meeting every other month, but now they will be meeting monthly. The next steps are for the Authority to determine a funding model for ongoing administrative costs and additional characterization/due diligence that has to be done on the sites, Following that, they need to decide on a site to pursue, get site control and everything worked out and then improvement and preparation of the site and marketing. Mayor Grose asked if the 11 owners of the site ranked No. I are aware of this and Ms. Doughty responded no and that she is not authorized to proceed on anything. The Town Manager commented that the committee has tried to be careful and has conveyed back to their staff that this is very confidential. ITs. Doughty commented that she has to give this presentation to four more of the localities. The discussion at the next Authority meeting will be how to set up the model. There are some additional grant opportunities that they can pursue to help with some of the steps that she has outlined. If the Authority to not continue to meet and move forward, then it will never get to its mission. Vice Mayor Hare asked where the 165,530 sites came from and the Town Manager commented this is the number of legal deeded parcels of property in all six localities of any size, After the zoning criteria was applied, the number of sites was narrowed down to 34,901 which means that over 130,000 parcels were either zoned residential or did not meet the criteria for the residential buffer that removed them from the list were excluded because of the major roads criteria. That is one item that could be fixed and what are we losing with that. Ms. Doughty commented that the criteria are a minimum of three miles from a four -lane road. The Town The next item in the work session was a report on Fiscal Year 201412015 Street Resurfacing Funded Program. Gary Woodson, Public Works Director, began by commenting that his department went out to bid for the annual resurfacing pavement contract. There were no responses even after they had contacted contractors NO before and even during the advertisement process. there was no response, they contacted Sawy Paving/Boxley to see why they did not get a bid fro I them. They were advised that there is a large back log work from VIDOT (almost three years' worth) that has no been released and they are inundated with more wo than they can handle. Because our timeframe was days, they did not submit a bid. The Lynchburg plant came back and indicated that they could some resurfacing work with some micro sealing such as slurry, crack and some fog sealing surface treatments in June. They had planned to use only a portion of the funds for this year's budget and use regular milling and paving funds for the other portion, Then the next year, they were going to do the same thing. The contract was re -written and sent out to bid again to include the costs associated with micro sealing. Mr. Woodson next commented that the recommendation is to go ahead and use the funds allocated for this year to do the resurfacing (not milling and paving), but crack sealing and chip sealing. He then showed a diagram of the streets in the Town indicating the areas of the proposed paving and the proposed crack sealing and surface treatments. They can do about 6.2 miles worth of resurfacing with this year's funds compared to about two miles of new pavement for the same roadway sections. While the current contract is out for bid, they have also asked for prices for milling and paving. If they spend the funds for the surface treatment work now, they will also have the bid for the milling and paving, so when the funds become available for the next fiscal year, they can go ahead and get on the schedule. The question is how to move forward. They can also hold the money and roll it over which would require filling out some paper work with VDOT, In response to a question from Council Member Nance regarding the roads that have been identified for surface treatments, Mr. Woodson, used the E-Study to get the PCIs and took the range on when surface work can be done. He tried to disburse the work around the Town based on the PCIs and the amount of funds that are in this year's budget to come up with the plan. The contractor visually identified the roads to do as well. Mr. Nance then commented that we are addressing real needs by just pivoting the money from resurfacing to this surface treatment process. Mr. Woodson further commented that after talking with Council, they got the green light to move forward with some of this resurfacing type of technology. They initially planned to use a long section of roadways to do crack sealing and wait to see M what kind of feedback they got. They did that on Third Street and have done some remediation work with some of the micro sealing techniques on some other roads. Council Member Adams asked about Mountain View Road and Mr. Woodson responded when money becomes available because it is an expensive project. Right now what he sees on Mountain View is the continuation of road maintenance until there is enough money to do full depth reclamation. That means you tear the whole road up, lime or cement to stabilize the base so it is good and solid and then relay a new road. There was further discussion and comments regarding options for Mountain View Road. Mr. Woodson next commented on how much more roadway they would be able to get done by doing resurfacing over five to eight years, but they always have the option to make specific projects a priority just like By -Pass Road. That road will be as much as a whole year's worth of budget to of milling and paving work, but it is an important piece of our roadway ,ctructure. Vice Mayor Hare asked if there was anything that Public Works employees could do at By -Pass and Washington to smooth it out. Mr. Woodson commented that they do not have the capabilities to re -work an intersection and make it better. There is the possibility that a couple of smaller contractors may put in a bid for some of the work and they possibly could be given the opportunity to do the work there. They used a smaller contractor to chip seal the area at the canoe launch this past weekend for a savings of around $6,000.00. Council Member Nance commented that it appears that Mr. Woodson is asking Council to approve going ahead the maintenance features since resurfacing cannot be done at this time so we do not fall behind both on maintenance features and the resurfacing. Mr. Woodson responded at some point they would have used a portion of the funds to do both, but right now the opportunity is to spend all of the funds this year for the resurfacing techniques. Mr. Nance said he would prefer to do some maintenance work as opposed to failing another year behind on maintenance and resurfacing, Mr. Woodson further commented that the estimate is 6.2 miles, but he feels it may be closer to 5 or 5.2 miles. They are going to pull some of these funds for the traffic camera system at By -Pass and Washington so when it is ready to be paved, they will not have to hold up traffic to pull out wires and then re -cut the pavement to put the loops back in. The Mayor commented that even five miles would be a significant amount of repairs. Mr. 0 I Or, 10 MAMMA MI t0l M 1101# lg�kftuyffl 9 The ITlayor asked if Council needed to make a motion or take other action during the regular Council meeting. The Town Manager responded that we just need a consensus of Council, This bid is out now and the matter will be brought back to Council for action at the June 16 th meeting to approve a contract. The Mayor commented that he personally thought it was a good approach to use some of the smaller contractors, The Town Manager agreed and commented that we are not getting as V,4,s from one contractor. Council gave their consensus to proceed with the micro sealing program with this year's paving funds. The Mayor called the regular meeting to order at 7:00 p.m. The Town Clerk called the roll with Council Member Adams, Council Member Nance, Council Member Weeks, Vice Mayor Hare and Mayor Grose present. After a Moment of Silence, Vice Mayor Hare led the Pledge of Allegiance to the U.S. Flag. Council Member Nance made a motion to amend the agenda to include a Closed Session regarding a personnel matter at the end of the meeting; the motion was seconded by Council Member Adams and carried by the following vote, with all members voting: Vote 5-0; : Approved amending the agenda Adams, Nance, Weeks, Hare, Grose; Nays (0) to include a Closed Session at the - None. end of the meeting Under upcoming community events/announcements, Todd Creasy, President of the Vinton Chamber, first expressed appreciation to Council Member Nance for his service on Council. He then commented that outside of the event in the Winter, the Chamber has shown a profit at every event so far. The Mingle at the Market this year is special as the Chamber celebrates its 651h anniversary. The first Mingle on June 13 Ih will have two bands performing and the hours will be from 7:00 pm to 10:00 pm. There will also be free admission on this night. He next commented that a few years ago the Chamber changed its mission statement and vision towards pushing these events and trying to get businesses and individuals within the Town to get more involved. They are developing a survey to give to all businesses within the Town and the surrounding areas. Some questions in the survey are how large their company is, are there plans for expansion, do they have a five-year plan and how can the Chamber help, They are also implementing 191 a survey for individuals that live within the Town to gel their thoughts about the Chamber and what they think the Chamber should be doing for them, Mr. Creasy also commented on a booklet that was handed to Council. This is an early phase of a project by Angie Chewing to put together of all the local restaurant's menus within the Town to distribute to every Chamber member. Council Member Adams asked if they would be listed on the Chamber website. Mr. Creasy said they would take that into consideration as well as other social media outlets. Council Member Weeks asked if only the June 13'h Mingle will have free admission and Mr. Creasy responded yes as of right now. This is a test run and they are hoping that free admission will bring more people to the event and the sale of food and beverage will increase. Ms. Weeks commented on the success of the open house at the Moose Lodge. Mr. Creasy commented that at the open house there was also the recognition of area businesses that had won awards with The Roanoker and several of those businesses were present. Council Member Weeks announced the ribbon cutting for the Tinker Creek Canoe Launch on June 24 �h at 9:00 a.m. The Town Manager announced the ribbon cutting for the enhanced 24-hour fire coverage and renovations this Thursday at 11:00 a.m. at the Fire House. Under awards, recognitions and presentations, Chief Ben Cook introduced Officers Jordan Keith and Terry Pitmann. The Town Manager commented that staff had I intended to bring the budget to Council for adoption at this meeting. Due to some events that took place last week, he asked to move it to the June 16 th meeting. The budget is completed and ready to be presented at that meeting. The next item on the agenda was to consider adoption of a Resolution authorizing the transfer of funds from the unappropriated General Fund balance in the amount of $22,015.00 to the Building and Grounds Capital Outlay expenditure account for the replacement of three HVAC Units for the Municipal Building, The Town Manager made brief comments and stated that these units have been installed today. There are a total of nine units for Adopted Resolution No. 2108 the Municipal Building and now six units have been authorizing the transfer of funds replaced. That will leave three units remaining from 1981 from the unappropriated General that will eventually need to be replaced. Vice Mayor Hare Fund balance in the amount of 0 made a motion to adopt the Resolution as presented; the $22,015.00 to the Building and motion was seconded by Council Member Nance and Grounds Capital Outlay carried by the following roll call vote, with all voting: Vote expenditure account for the 5-0; Yeas (5) — Adams, Nance, Weeks, Hare, Grose; replacement of three HVAC Units None. for the Municipal Building The next item on the agenda was to consider adoption of a Resolution authorizing the transfer of funds from the unappropriated General Fund balance in the amount of $38,763.00 to the Fire & EMS Special Projects expenditure account for the replacement of a boiler at the Vinton Fire House. The Town Manager commented that they evaluated just repairing the boiler at a cost of $10,000, but are recommending replacement and IES had the low bid. Vice Mayor Hare asked if Mr. Thompson would have included these items when he gave his estimate of the cash balance at the end of the fiscal year. The Town Manager responded that he would check with Mr. Thompson and let Council know. Council Member Adams made a motion to adopt ft; Resolution as presented; the motion was seconded by Council Member Nance and carried by the following roll call vote, with all voting: Vote 5-0; Yeas (5) — Adams, Nance, Weeks, Hare, Grose; Nays (0) - None. of a Resolution appropriating $6,956.00 received from t Department of Criminal Justice Services and the Town required $773.00 match for the replacement of t LiveScan Fingerprinting Equipment. Chief Co commented that the operating system for the curre fingerprinting equipment is no longer going to supported by the State. Council Member Ada commented that the Police Department has been worki with the First Aid Crew in making this available when t crew brings in a new member, Chief Cook furth - commented that this new equipment will send if that person is in the system, it will tell them who th are and give a criminal history, Vice Mayor Hare ma a motion to approve the Resolution as presented; t motion was seconded by Council Member Weeks a carried by the following roll call vote, with all membe voting: Vote 5-0; Yeas (5) — Adams, Nance, Wee Hare, Grose; Nays (0) The Town Manager commented that staff has met with Valley Metro again. We have asked for another option so we will have two options to present to Council and to the public. Adopted Resolution No. 21rno authorizing the transfer of fun from the unappropriated Generl Fund balance in the amount 41 $38,763.00 to the Fire & EM Special Projects expenditu f account for the replacement o boiler at the Vinton Fire House Adopted Resolution No. 2110 appropriating $6,956.00 received from the Department of Criminal Justice Services and the Town's required $773.00 match for the replacement of the LiveScan Fingerprinting Equipment The Town Manager commented that he will be on vacation at the next Council meeting. He then announced that Ryan Spitzer, our Assistant Town Manager, will be leaving at the end of the month to become the Town Manager of Strasburg, Virginia. The Mayor expressed appreciation to Mr. Spitzer and commented on the success of the Volunteer Appreciation Event. Comments from Council Members: Council Member Weeks and Council Member Nance both wished Mr. Spitzer the best of luck. Council Member Nance also commented on the success of the Volunteer event. Council Member Nance made a motion that Coun-M go into a Closed Meeting pursuant to § 2.2-3711 (A)(1) the I 1950 Code of Virginia, as amended, for the purpo of discussing the resignation of Council Member W Nance and to discuss the appointment of an inter Council Member. The motion was seconded by Council Member Adams and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) — Adams, Nance, Weeks, Hare, Grose; Nays (0) — None. Council went into Closed Meeting at 7:35 pm. At 8:23 p.m., the regular meeting reconvened and the Certification that the Closed Meeting was held in accordance with State Code requirements was approved on motion by Vice Mayor Hare,� seconded by Council Member Nance and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) — Adams, Nance, Weeks, Hare, Grose; Nays (0) — None. Vice Mayor Hare made a motion to adjourn the I meeting; the motion was seconded by Council Member Adams and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) — Adams, Nance, Weeks, Hare, Grose; Nays (0) — None. The meeting was adjourned at 8:24 p.m, F.11was, a-f-Masi 5radley E. Grose, Mayor — Susan N. Johnson Town Clerk N 0 UJIN [41 WIN W Un In I M 11-1 IDIOM -1 -------- XNE"FaIr K I a kmamw No] myj I V I= V I I a I MU 11 OKI] ATJ I W Ihm, 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 Nance, with all in favor. oa& W. a� Cler f Council