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HomeMy WebLinkAbout6/18/2013 - Regularman MEMBERS PRESENT: Bradley E. Grose, Mayor William W. Nance, Vice Mayor 1. Douglas Adams, Jr. Matthew S. Hare STAFF PRESENT- Christopher S. Lawrence, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Elizabeth Dillon, Town Attorney Ben Cook, Police Chief Mark Vaught, Police Lieutenant Glenn Austin, Police Lieutenant Christopher Linkous, Fire/EMS Captain Joey Hiner, Assistant Public Works Director Anita McMillan, Planning & Zoning Director Stephanie Dearing, Human Resources Director Kevin Kipp, War Memorial Facility Manager Brandon Gann, Summer Intern The Mayor opened the meeting at 6:30 p.m. and welcomed everyone in attendance. There were no citizen comments. The Mayor called the regular meeting to order at 6:45 Roll call p.m. The Town Clerk called the roll with Council Member Adams, Council Member Hare, Vice Mayor Nance and Mayor Grose present. Council Member Altice was absent, The Mayor introduced the Moment of Silence and Mr. Hare led the Pledge of Allegiance to the U.S. Flag. Mr. are made a motion to approve the consent agenda as presented; the motion was seconded by Mr. Adams and carried by the following vote, with all members voting: Vote 4-0; Yeas (4) — Adams, Hare, Nance, Grose; Nays (0) — Approved minutes of regular None; Absent (1) — Altice. meeting of June 4, 2013 Vice Mayor Nance read a letter from Chief Cook naming Sergeant Todd Bailey as Officer for the month of May 2013. The next item on the agenda was a Public Hearing to I receive comments regarding a petition of Karen Sloan for a Special Use Permit (SUP) to operate a hair salon at 1031 Almond Drive, Tax Map Number 61.17-03-34, zoned R-1 Residential District. Anita McMillan, Planning & Zoning Director, commented that Council was briefed at their June 4"' work session. On June 131h , the Planning Commission had their Public Hearing and requested that the petitioner agree to two conditions to the SUP —that there will be n* rrW6 ardrr*nd �Ian two customers on site at any time. Ms. Sloan provided a written statement indicating she has agreed to these conditions. Ms. Mary Beth Layman, a neighbor of Ms. Sloan, attended the Public Hearing and indicated she does not have any problems with the request. Ms. Sloan was present at the meeting. After the staff report, the Mayor *pened the Public Hearing at 7:01 p.m. Hearing no comments, the Public Hearing was closed at 7:02 p.m. Concerning the condition of no more than two customers at a time, Mr. Hare asked if anyone waiting with the customer would also be considered a customer. Ms. McMillan responded only if they were also using the services of Ms. - Sloan. After additional comments, Vice Mayor Nance made a motion to adopt the Ordinance with an amendment to include only one condition imposed to be "only one work station allowed"; the motion was seconded by Mr. Adam and carried by the following roll call vote, with all member: voting: Vote 4-0; Yeas (4) — Adams, Nance, Grose; Nays (0) — None; Absent The Town Attorney reported to Council that t Dismissal Order in the Yakama Nation case was receiv I+��. The next item was to consider adoption of a Resolution authorizing the issuance of General Obligation Bonds in an aggregate principal amount not to exceed $4,240,000, and providing for the form, details and payment of the bonds and the refunding of certain prior bonds and authorizing certain related actions. The Town Manager began by commenting that the amount has been increased by $20,000 to $4,260,000 to be sure that we have enough to cover our closing costs on the refinancing side. The recommendation is to finance the new money in the amount of $2 million with Capital One and refinancing the 2004 series bonds with Carter Bank. Vice Mayor Nance made a motion to adopt the Resolution as revised; the motion was seconded by Mr. Hare and carried by the following roll call vote, with all members voting: Vote 4-0; Yeas (4) — Adams, Hare, Nance, Grose; Nays (0) — None; Absent The next item was to consider a Resolution authorizing the Mayor and/or the Town Manager to execute a Lease Purchase Agreement, between the Roanoke Valley Society for the Prevention of Cruelty to Animals, Inc,, a Virginia corporation, and the City of Roanoke, the Town of Vinton, the County of Roanoke and the County of Botetourt to purchase the current pound property for operation of the pound by the Localities. Public Hearing opened ani closed — no public comments Adopted 9 Ordinance No- 9 approving the petition of Kar Sloan for a Special Use Pe FE, 1 Resi ential District. Adopted Resolution No. 2021 authorizing the issuance of General Obligation Bonds in an aggregate principal amount no) to exceed $4,260,000, and providing for the form, details *4C the the refunding of certain prior bonds and authorizing certain related actions. K The Town Manager commented that in November the announcement was made that in principle it was agreed to separate the SPCA and RCACP (the Pound). The Pound is a partnership between Roanoke County, Roanoke City, Botetourt County and the Town of Vinton. The Town's share is approximately 4% which is based on the number of animals on an annual basis that come from the Town that are either owner relinquished or picked up by one of our Police Officers. The Pound is the public safety animal control side of taking care of the Valley's animals. The SPCA's real mission is adoption, spay and neutering and they are in essence a no -kill organization. The Pound does euthanize animals based on certain criteria such as health, behavior associated with poor health and, unfortunately, space constraints. In the past the concern was that the jaLuthanasia rate was too high. The managers and attorneys of the four localities along with the SPCA have been working together over the past eight months to create an agreement acceptable to all parties. The Pound is one building that is separated by a structural cause -way between the two, Operationally it has now become much more independent, but we share an Executive Director, a Veterinarian, a Behaviorist and numerous volunteers. When we separate the two entities, the Town's share will double from $40,000 to $80,000 to include our share of the debt on the building and the operational costs. However, the Pound will now have its #wn Executive Director, Veterinarian and Behaviorist. The proposed agreement includes the purchase and sale of the property which is an expected transfer of ownership, The localities currently pay the SPCA their share of the debt. Once the title to the property is transferred, we will still continue to pay the debt. In order to maximize savings through a refinance, we will close in September. The more quarter. All attorneys' fees will be paid by each respective party. The Town Attorney commented that an access funds 2ccount will be divided 50/50 between the SPCA and the Pound according to the current agreement. The reserve tccounts and the revenue accounts which total ?pproximately $900,000 will be transferred to the localities in their entirety. 0 documented by the Roanoke City Municipal Auditor. Tl-"- agreement will be effective July 1st and Roanoke City h already approved. Roanoke and Botetourt Counties 'I consider at their meetings on June 25th. The To Attorney further commented that the localities and t SPCA have a right of first refusal for ten years should eith side get an offer for the property. Mr. Mare commented that even though there is extra cost, this should meet the needs of citizens who have asked for a change and the localities are responding in an appropriate manner. The Mayor expressed thanks to the staff, management and attorneys of the localities who have worked so diligently on this matter. We are moving in the right direction with this agreement. He also commented Adopted Resolution No. 2022 that an increased emphasis on spay and neutering will be authorizing the Mayor and/or valuable to our community and he looks forward to the new the Town Manager to execute a administration working toward that goal. The Town Lease Purchase Agreement, Manager further commented that the live release rate of between the Roanoke Valley dogs has gone from under 50% to 90% and that is under Society for the Prevention of the SPCA's leadership. Mr. Adams commented on the Cruelty to Animals, increase in advertisement over the past several months. Virginia corporation, and the M City of Roanoke, the Town of Mr. Hare made a motion to adopt the Resolution as Vinton, the County of Roanoke presented; the motion was seconded by Mr. Adams and and the County of Botetourt to carried by the following roll call vote, with all members purchase the current pound voting: Vote 4-0; Yeas (4) — Adams, Hare, Nance, Grose; property for operation of the None; Absent (1) - Altice. pound by the Localities. The next item was to consider adoption of a Resolution awarding a bid, authorizing the Town Manager to execute a contract with Sawyer Paving in the amount of $228,977.18 for street resurfacing and authorizing the transfer of funds. The Town Manager reviewed the staff report and commented that the only bid received was from Sawyer Paving. Their bid came in over the budgeted amount by $13,977.18 and the recommendation is to use funds from the Water and Sewer fund to cover the difference. The streets selected are West Virginia Avenue, eastbound lanes from the west Town boundary (at the Tinker Creek Bridge) through the intersection at Pollard; North Preston Road from Ruddell Road to Washington Avenue; 2rd Street from Walnut Avenue to Virginia Avenue and Tinker Avenue from 6th Street to the Town boundary. Vice Mayor Nance asked if the decrease in the infiltration account would create a Adopted Resolution No. 2023 shortfall in that area and the response was no. Vice awarding a bid, authorizing the Mayor Nance made a motion to adopt the Resolution as Town Manager to execute a presented; the motion was seconded by Mr. Hare and contract with Sawyer Paving in carried by the following roll call vote, with all members the amount of $228,977.18 for voting: Vote 4-0; Yeas (4) — Adams, Hare, Nance, Grose; street resurfacing and Nays (0)- None; Absent (1) - Altice. authorizing the transfer of funds 51 The next item was to consider adoption of a Resolution appropriating $29,527.25 to the Virginia E-911 Services Board for reimbursement for overpayment of wireless board funds to the Vinton 911 Center during fiscal years 2008 and 2009. The Town Manager made comments that the Board allowed us a six-month reprieve Adopted Resolution No. 2024 to pay this amount. The Police Department has found appropriating $29,527,25 to the funds in this year's budget to make this payment. Mr. Virginia E-911 Services Board Hare made a motion to adopt the Resolution as for reimbursement for over - presented; the motion was seconded by Mr. Adams and payment of wireless board carried by the following roll call vote, with all members funds to the Vinton 911 Center voting: Vote 4-0; Yeas (4) — Adams, Hare, Nance, Grose; during fiscal years 2008 and Nays (0) — None; Absent (1) - Altice. : 2009. The Mayor commented on the Vietnam Vetera Celebration at the War Memorial and express appreciation to all those involved in that event. This eve begins a three-year celebration of the 50th anniversary• the Vietnam War, Mary Beth Layman commented th Colonel John Miller who recently retired from the Ar and has relocated back to this area is spearheading th effort in the area, The Mayor further commented that would like to recognize our Vietnam Veterans at upcoming Council meeting. The Mayor remind everyone of the upcoming July 4h celebration at the W Memorial. Comments from Council Members: Mr. Adams and Vice Mayor Nance commented on the recent storm and the quick response of Town staff. Vice Mayor Nance moved that the regular meeting be adjourned, the motion was seconded by Mr. Hare and carried by the following vote, with all members voting: Vote 4-0; Yeas (4) — Adams, Hare, Nance, Grose; Nays (0) — None; Absent (1) - Altice. The regular meeting was adjourned at 7.46 p.m. Regular meeting adjourned The work session began at 8:04 p.m. with a briefing on new catering policy for the War Memorial. The Town Manager commented that one of the goals from the recent Council Retreat related to the Town's subsidy to the War Memorial. Staff was tasked to find new ways to conduct business and generate revenue to help reduce this subsidy to the greatest extent possible. One of the original suggestions was to bring the catering back in- house; however, it was agreed that option was not feasible at this time. The goal for tonight is to review and discuss a new proposal and receive some direction from Council. 0 Kevin Kipp, Facility Manager, began by commenting that Council has been furnished a draft of an RFP for catering services. The proposal is to solicit one or more caterers who can offer our clients turn -key packages through a strategic partnership or relationship with the War Memorial. Such turn -key packages would include food and beverage as well as other services such as linens, dishes, d6cor, floral, rental items, etc. We are proposing to revise our current catering policy to cover these turn- key packages as well as provide our clients with more cioices. We are currently providing some turn -key packages, but revising the policy and doing an RFP will allow us to have more oversight of the process and provides a means to streamline what we are currently doing. Beyond the tum-key packages, we will have a recommended caterers list instead of our current approved list. The recommended caterers will be based on our relationship and our knowledge of what they do and how it relates to the entire product of the War Memorial. Clients will also be allowed to bring in other caterers not on the list. Mr. Kipp continued reviewing the proposed policy by commenting that we want to establish some fees to cover the use of the facility by a caterer. The proposal is a minimum of $50 or up to $1 per person possibly with a cap. We intend to get feedback from the caterers on what they would consider a reasonable fee to charge. All caterers will be required to provide a copy of their current health department certificate, business license and to add the War Memorial to their insurance policy with no less than $1 million coverage. Those caterers on our recommended list will be charged a $50.00 kitchen use fee. The Mayor asked if someone could bring in their own caterer and the response was yes; however, they will pay a fee for the use of the kitchen. He then asked what was meant by developing a special relationship with certain caterers, would there be special pricing for them. Mr. Kipp responded that as we grow and these relationships become stronger there could be opportunity for the War Memorial to provide caterers incentives to bring groups The Mayor then asked when we talk about packaging, is there going to be some flexibility and the response was yes. War Memorial staff will also serve as a consultant for the client to recommend other options to meet their needs. 0 a Mr. Kipp said he is not going to sell something that is not growth within the town system. He cannot say that this is i the golden ticket, but the process is working for us now. In two years we may have to revisit again how we do business at the War Memorial. Mr. Hare said he would like to hear Mr. Altice's opinion on the matter since he was instrumental in creating the old policy. ZT6*4711) A , 191 Susan N. Johnso , Town Clerk APPFTED: 4, y E le 4� r,lay LA