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HomeMy WebLinkAbout6/16/2015 - Regular MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT :00 P.M. ON TUESDAY JUNB 16, 2015, IN THE COUNCIL. CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA MEMBERS PRESENT; Bradley F. Grose, Mayor Matthew S. Hare, Vice Mayor 1. Douglas Adams, Jr. William W. dance Sabrina M. Weeks STAFF PRESENT: Ryan Spitzer, Assistant Town Manager Theresa Fontana, Town Attorney Susan N. Johnson,Town Clerk Berl Cook, Police Chief Gonna Collins, Human Resources Specialist Barry Thompson, Finance Director/Treasurer (nary Woodson, Public Works Director Anita McMillan, Planning&Zoning Director The Mayor called the regular meeting to order at Roll call 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, Council Member Adams led the Pledge of Allegiance to the U.S. Flag. Under upcoming community events/' announcements, Council Member Weeks commented on the success of the first Mingle at the Market and that the next one will be on July 1'It . She announced that Chef Buzik with Succotash Catering will be selling prepared foods at the Farmers' Market every Tuesday from 11:00 a.m. t 2:30 p.m. There will be a ribbon cutting and grand opening for the Tinker Creek Canoe Launch on June 2 '�' at g, g a.m. The Mayor announced the July 0 event at the War Memorial. Council Member Nance made a motion to approve the Consent Agenda as presented; the motion was seconded by Council Member Adams and carried by the hallowing vote, with all members Approved minutes for the regular voting, Vote 5-0 Yeas ( — Adams, Nance, meetings of May 5, 201 and May Weeks, Flare, Grose; Nays (0)- None, 1 g 201 b Underawards, recognitions and presentations, the first item was the acceptance of Certificate of Achievement for Excellence in Financial Reporting for Fiscal Year Ended June 30, 2014 awarded to the Treasurer/Finance Department. Vice Mayor Hare commented that this is the 20th year that our Treasurer/Finance Department has received this award and made other comments. Council Member Nance also expressed congratulations and he and Vice Mayor Hare presented the award to Barry Thompson; Finance Director/Treasurer. Mr, Thompson made comments and expressed appreciation for the support of his staff; other departments and Council. The Mayor and other members of Council also made comments. In closing; Vice Mayor Hare commented that only 1 J of the towns and cities in Virginia received this award last year. Probably the percentage would be cut in half or less for those that have received it for 20 years in a row: The next item was recognition of Ryan Spitzer, Assistant `Gown Manager. The Mayor made brief comments and then presented a framed Lisa Floyd print of the Town to Mr. Spitzer. tuber members of Council also made comments as well as the Town Clerk in appreciation for his service to the Town. Bruce Mayer from the audience also expressed appreciation to Mr. Spitzer for his leadership of the Downtown Management Team and his involvement with the Chamber. The next item on the agenda was to consider adoption of an Ordinance approving the Town of Vinton, Virginia budget for the fiscal year beginning July 1,-201 and ending done 30, 2016. The Mayor asked for comments from Council. Vice Mayor Aare referred to the itemized changes to the final budget that was included in the agenda package and commented that it included the 2% raise for employees. The Finance Committee reviewed these changes at their meeting. There were some additional savings from the War Memorial budget which he recommended putting in paving since Council had agreed that was where additional money would be spent. This budget is not his ideal budget, but is a very good budget.. It fonds a lot of good things for the Town and allows us to push forward in some much needed areas. Some tough decisions were made this year by eliminating two services and raisins taxes and he commended Council for taking a balanced approach. However, they are going to have to work out funding strategies for additional paving and capital items in the future rather than continuing to take out more debt. He challenged Council in their strategic planning retreat in the fall to be focused on making some decisions to make changes. 2 Vice Mayor Hare also commented that fir. Thompson and the Town Manager will be looking at advertising and marketing, which is all through the budget, to see how we overlap and how we can get more focused on how to get our message out, Council Member lance commented that over the past few years, he has mentioned maintenance budgets, This budget seems to be like a transitional budget because bath staff and Council have made some tough decisions. They have started to tackle the issue of the Mar Memorial by cutting the budget and that will define the future of that entity. The core services have been emphasized with improvements in paving, public safety and the continued maintenance and improvements on the public works infrastructure. He was an advocate for closing the pool and does not take that lightly, but felt it was time for it to take place so we will be able to invest in the core services at the necessary levels in future years. This transitional budget that starts to look towards a different emphasis of services for the community and heapproved of the budget as presented. Council Member Weeks commented that this was her first budget and it was a learning experience. Everyone has taken the budget seriously and made the best decisions that they can for the Town. She looks forward to the upcoming year with marry more changes, hopefully more positives ones than has had to be made over the past few months.. She was in favor of the budget. Council Member Adams commented that he agreed with Council Member lance that there is a transition going on with this budget and also with the Town. It is still an exciting time and everyone has done a great job working this budget out because they all care about the Town. If we did not stork together to make this the best that it could be, then we are not doing our job. He was in favor of the budget. The Mayor commented that he supported the budget.. There are parts of it that he does net care for, but there are a lot positive things to come out of all the hard work that has been put forth by staff, the Finance Committee and Council. The budget is just about a year around process now. We have tried to take care of our employees this year and have cut back on some services such as the dumpsters and closing the pool. We have had to make these hard decisions because we care about the future of the Town. It is budget that we can live with and it sets the Town on a path toward a more solid financial situation. The Mayor commended Council for not participating in the raise that is being given to the employees. Vice Mayor Hare made a motion to adopt the Ordinance as presented; the motion was seconded Adopted Ordinance No. 951 by Council Member Nance and carried by the approving the Town of Vinton; following roll call vote„ with all voting: Vote 5-0; Virginia budget for the fiscal year Peas (5) Adams; Nance, Weeks; Hare, Grose; beginning July 1, 2015 and ending Nays(0). Jane 30, 2015 The next item considered was the adoption of a Resolution to transfer funds in the General Fund and Utility Fund between line items and cost centers to balance these accounts in the FY 2014-15 Budget, Barry Thompson commented that during the year certain expenditure accounts have been over spent and ether accounts have appropriated monies that will not be used. Last year our auditor recommended that we clear unfavorable balances prior to review of the variance report during the audit process. A list of the year-end budget transfers was provided with the agenda package. This is not new money, but funds that exist within the EY2014-15 budget: Council Member Nance made a motion to approve the Resolution as Adopted Resolution No, 2111 to presented; the motion was seconded by Council transfer funds in the General Fund Member Adams and carried by the following roll call and Utility Fund between line items vote, with all members voting: dote 5-0; Yeas t5 and cost centers to balance these Adams, Nance, Weeks, Hare, Grose; Nays (0). accounts in the FY 2014-15 Budget The net item on the agenda was to consider adoption of a Resolution to appropriate funds from the Capital Improvement Bond Series 2013 to Utility Fund Expenditure Accounts to properly record the expenditures for the June 30, 2015 ending budget. Barry Thompson commented that each year since 2013, the funds from the bonds are not appropriated at the beginning of the budget year, but we incur expenditures: The request is to appropriate the proceeds from the 2013 bond in the amount of 92 3,582.00 to the two remaining projects which is the WVWA Wastewater Treatment Plant Upgrade and the Cleveland/Jackson/Jefferson Waterline Project. Vice Mayes Hare made a motion to adopt Adopted Resolution No. 2112 to the Resolution as presented; the motion was appropriate funds from the Capital seconded by Council Member Weeks and carried Improvement Bond Series 2013 to by the following roll call vote, with all voting. Vote - Utility Fund Expenditure Accounts to g Yeas (5) — Adams, Nance, Weeks; Hare, Grose; properly record the expenditures for Nays (0), the June 39, 2015 ending budget The next item on the agenda was to consider adoption of a Resolution approving a loan to New Century Properties Inc. in amount of$28,759,04 from the CDBG Revolving Darr Fund. Mr. Spitzer commented that Bruce Mayer of New Century Properties, Inc. has applied for a loan through the Town's Revaluing loan Program. The funds will be used for renovations to 126 Fast Lee Avenue, The Barbegue gill. if Council approves his application, the prime rate will be set at the rate effective today and he will have five years to repay the loan: He plans to do some faade improvements to the side on Maple Street to mirror the front of the building as well as some roofing and interior flooring. The Loan Review Committee has approved the project. Mr. Mayer commented that he will be putting a red metal roof on the building in hopes to encourage people to turn left into the downtown off of Washington Avenue. Mr. Spitzer further commented that Mr, Mayer has received $5,000 through the Roanoke County/Town fa ade program and has committed 1 E % of his own funds to the project. Council Member Adams made a motion to approve the Resolution as presented, the motion was Adapted Resolution No. 2113 to seconded by Vice Mayor Hare and carried by the approving a loan to New Century fallowing roll call vote, with all members voting: Properties Inc. in the amount of Vote -0; Yeas t5 -- Adams, Nance, Weeks, Hare, $28,759.04 from the CI B Grose; flays (6)• Revolving Loan Fund The next item on the agenda was to consider adoption of a Resolution awarding a bid and authorizing the Assistant Town Manager to execute a contract for street resurfacing. Cary Woodson, Public Works director, first commented that when they first went out to bid on May 11`h they curl not receive any bias. Afterwards, they contacted Sawyer/Boxley, the contractor that usually bids on the Town's resurfacing contracts, and they indicated that V OT has released some of their projects which has created a three-year backlog of street resurfacing projects: Because we had a 96-day completion timeframe in our bid package, they could not bid; so we immediately re-advertised. There is a subsidiary of 1oxley, a Lynchburg division, that does a lot of street surface treatment and we had discussed with Council about using some of the available funds to implement some of those resurfacing treatments basest on the F-roads studies. There is an opportunity that the Lynchburg 5 division would be able to do some of this work fairly rapidly, as soon as tomorrow, if approved. This would be approximately a little over six miles of surface treatment for our reads. They put the bid back out and received the consensus of Council at the last meeting to try to move forward in than direction. bid name in yesterday with pricing for alternates for each of the street surfacing options to not only use this year's funds, but also next year's funds as well. They can have a contract in glace so when next year's finds become available, they can get on schedule now. Sawyer wanted us to give them a full year on the contract, but they were able to negotiate back 45 days to May 15, 2316 for completion. There was also the option that if we chose not to spend the funds in the FY2014-2015 budget that VDOT would allow us to carry therm over by doing some paper work for street maintenance reimbursement... Mr. Woodson next commented that on the bid they received yesterday, the base bid on milling and paving was $440,124 which is just about over 2 to 2-1/2 miles. The alternates of asphalt crack sealing, slurry seal, modified asphalt seal and striping and marking totaled $253,240.00 for a total bid of $693,364. The total funding available for the FY2014-15 budget is $2 1,615 and for FY2915-16 is $377,438, for a total of $649,053. This represents a shortage of $44,311.. He discussed the bid again with the contractor and has received letter indicating that he will allow up to a 20 decrease if we choose. 111e can still use the same contract and can cut the:amount of work that we do;. We are asking that Council authorize the Manager' to execute the contract and the shortage would be made up some time at the end of the year. At that time they would take a took at the available funds and transfer those funds from ether accounts to pay the shortage. Council Member ,Adams asked if they check with the utility companies and our water department t make sure there is not a project coming up so the asphalt will not be cut up once it is paved. Mr. Woodson responded that there is a committee made up of all the utility companies and the localities that meets quarterly to discuss what projects are coming up to best try to coordinate those activities. The Mayor asked if the paving included the intersection of Pollard and Lee and Mr. Woodson responded that it is included the downtown area along Pollard from Washington up to in front of the new library. Vice Mayor Hare asked if the milling and paving would also cover the Washington and By-Pass intersection. Mr. Woodson commented it would, but if there are other areas that are of more interest or need to the community, the contract can be modified because it is on a quantity basis. Vice Mayor Hare next asked about the $17,920 that is coming out of this year's street maintenance budget, Mr. Woodson responded that is an encumbered amount to camera the intersection at Washington and By-Pass. Council Member Nance made a motion to approve the Resolution as presented; the motion was seconded by Council Member Weeks and carried Adopted Resolution No. 2114 by the following roll call vote, with all members awarding a bid and authorizing the voting: Vote 5-0; Yeas (5) — Adams, Nance, Assistant Town Manager to execute Weeks, Hare, Grose; Nays (0). a contract for street resurfacing Council Member Adams asked about the bridge on Washington Avenue over Wolf Creek. Mr. Woodson responded that the bridge was struck earlier in the week and VDOT has closed it for repairs which should take four to five days. Mr. Woodson also commented that at the RFC light they have put a horizontal LED light up on the mask arm to give greater visibility. The next item on the agenda was the Financial Report for April 2015. Vice Mayor Hare commented that the Finance Committee met last Monday night. Revenues continue to do well on an adjusted basis at 105% on the General Fund. The meals and sales taxes are very strong, but the cigarette tax is dramatically under-performing by almost $100,000. Fee for transport is up and Council Member Adams commented that the volume of calls is going up. With regard to expenditures, all departments are under spending. The Utility side continues to perform well. The consumption is down, but the rate increase is doing what they had hoped it would. Mr. Thompson has managed to get our cash on hand back to a level in the investment account where he is comfortable. Mr. Thompson also commented that the $2 million has been reinvested again for another year. 7 Vice Mayor Hare made a motion to approve the April 2015 Financial Deport as presented; the motion was seconded by Council Member Nance and carried by the following vote, with all members voting; Mote 5- Yeas (5) — Adams; Nance, Approved the April 2015 Financial Weeks, Hare, arose, Nays (0). Report The Mayor commented on the success of the ribbon cutting at the Fire House on June 4 h that celebrated the enhanced fire services as well as the modifications to the building. He was at the Mingle at the Market for the first band at 7:00 pm. and there was a good crowd there. Debbie Adams from the audience commented that the Chamber reported around 800 people were there in all, coming and going. The Mayor next commented that the Roanoke Valley Convention and Visitors Bureau will be having their annual meeting on June 5�' with a dinner from 5.30 p.m. to 7:30 p.m. The Town has been asked to sponsor the event by purchasing a table to accommodate eight people for $500.00. After further discussion, Mice Mayor Hare made a motion that the $500 be paid out of Council's travel Approved $500.00 for a table at the budget; the motion was seconded by Council Roanoke Valley Convention and Member Dance and carried by the fallowing vote, Visitors Bureau annual meeting to be with all members voting:' Vote -0; Yeas 5) Adams; Nance,Weeks, Hare, Grose; Nays (0). taken out of Coun il' travel budget Comments from Council Members: Council Member Adams commented that he attended the Western Virginia EMS Service Awards banquet at the War Memorial and everyone commented on the War Memorial venue, He requested the Torn Manager to schedule a Public Safety meeting and he would like to have quarterly meetings since we now have the 4-hour enhanced fire and BM services. Mr. Adams also commented that every other year as part of Roanoke ounty's requirements to receive funds from them, the books of the Fire and EMS must be audited. They received a good audit this year for their entire budget. Along this same line, Council Member Weeks commented that she had mentioned in an earlier meeting that if Council were to fund organizations, such as the Chamber, that they should be given a report, at least quarterly; on how the funds were being spent. The next Item was to consider an appointment t the Roanoke Valley Creenway Commission. Council Member Nance made a motion to re-appoint Janet Scheid to the Roanoke Valley Greenw y S Commission for a new three-year term to expire June 30, 2018, the motion was seconded by Vice Mayor Re-appointed Janet Scheid to the Hare and carried by the following vote, with all Roanoke Valley Greenway members voting: Vote 5-0; Yeas (5) — Adams, Commission for a new three-year Nance,Weeks, Hare, Grose, Nays(0). term to expire June 30, 2018 Council Member Adams made a motion to adjourn the meeting; the motion was seconded by Council Member Weeks 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 8:38 p.m. Meeting adjourned APPROVED: Bradley E. Grose, Mayor ATTEST- 1IRm Susan N. Johnson own Clerk