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HomeMy WebLinkAbout3/18/2014 - RegularMINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 5.45 P.M ON TUESDAY, MARCH 18, 2014, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. MEMBERS PRESENT: Bradley E. Grose, Mayor William W. Nance, Vice Mayor 1. Douglas Adams, Jr. Robert R. Altice Matthew S. Hare STAFF PRESENT: Christopher S. Lawrence, Town Manager Theresa Fontana, Town Attorney Susan N. Johnson, Town Clerk Ryan Spitzer, Assistant to the Town Manager Barry Thompson, Finance Director/Treasurer Karla Turman, Associate Planner/Code Enforcement Officer Joey Hiner, Assistant Public Works Director Anita McMillan, Planning & Zoning Director Ben Cook, Police Chief The Mayor called the work session to order at 5:45 p.m to hear request for funding presentations by some of ou community agencies, Christine Drake with the American Re• Cross -Roanoke Valley Chapter, began by commenting tha the Red Cross has submitted a request to help victims o local house fires. The majority of the 70,000 disasters tha the Red Cross responds to each year are local house fire and floods. In FY 2013, the Red Cross responded to fiv incidents in Vinton, four single-family fires and one single family flood. These incidents affected 17 people and the received immediate disaster relief. Also, all residents o Vinton who wished were afforded shelter and food followin• the Dericho. Ms. Drake then introduced Chris Bruner, th Disaster Services Program Manager, who made brie comments on what the Red Cross does on a day to da b�;_sis. Doug Forbes commented next as Treasurer of the Vinton Historical Society. The Society operates the Vinton Museum, which is the only historical museum in the County. He expressed thanks for the operating fund grant and the use and support of the Upson House where the Museum is housed. There are approximately 3,000 artifacts currently at the Museum and we are collecting more. We have outgrown the present facility and need to expand; however, we would like to stay in our present location because of its proximity to the new library branch being built downtown. A 251" ;P,nniversary celebration of the Museum is planned for April 12th and everyone is invited to attend. Mr. Forbes also recognized the members of the Historical Society who were present --Barbara and John Hargis, Mattie Forbes, Mayor Grose and Doug Adams. Liz Lively, current President of the Vinton Area Chamber of Commerce, commented that she is excited about the upcoming projects and the coming together with some of the local business owners to took at how we can better help and serve them. The Chamber is looking to grow the partnership with the Town, to grow the strength of the businesses already here and to help bring in new businesses. The focus is on what we have and how we can grow and make it better. Over the next 24 months the Chamber intends to partner with the Town in several areas, one being advertising to help with economic development. Vice Mayor Nance asked Ms. Lively how specific she could be about the proposed usage of their requested funding increase. Ms. Lively responded that the Chamber wants to allocate $5,000 to partner with the Town to host joint town membership meetings at venues in Vinton for free of charge. We want to bring in some high caliber speakers that can help some of the local businesses. Also, over the past couple of years we have not been able to use any of that money for economic development, economic growth or to put new programs into place. Mr. Nance then commented about the banners needed for the new streetlights and he recalled the Chamber helping with those banners. Ms. Lively responded the Chamber has provided the funds for the banners every year in the past and the costs would be coming out of this year's bottom line. Mr. Nance then asked if the Chamber would be tying in the new branding campaign with that and the response was yes. Over the past two weeks, the Chamber has changed everything we use such as logos, signatures and everything in social media to include the Vinton". The Mayor commented that he, the Town Manager, Angi Lewis and Ms. Lively meet about once a month. Their recen discussions have been along the lines of formulating som type of group that can call on businesses. The Tow Manager commented that with the request for extra money an agreement is being drafted, that will spell out how thes funds will be used. Kelly Cass, on behalf of the Mountain View Humane Spay/Neuter, presented a handout to Council. She began by commenting that each year we ask the local governments of the areas that we serve to fund &ta�kq/nel W their residents. Last year the Town gave a $500 grant and we have served 96 animals from Vinton and only 19 of those animals used the funding provided by the Town. Other resources of funding were found for 33 of the animals and 44 required no subsidy. We are requesting the same $500 amount again this year. After other comments, Ms, Cass read a letter from a Vinton resident who did receive assistance for a kitten, The Town Manager commented K about how Mountain View did not request their funds up front, but waited until they had used the $500 as a subsidy for Vinton residents. He also commented that the Pound is going to start a coupon program that individuals can use at Mountain View or other local veterinarian offices for spay and neuter services. The last presentation was by Lisa Kornegay on behalf of th William Byrd High School After Prom Committee. Sh announced that the After Prom is this weekend and is a saf alternative for the kids from midnight to 3:30 a.m. Willia Byrd is the only School in Roanoke County that offers th n event for free. The After Prom is run 100% on donations a I fundraisers and the budget this year is $10,000. Th Committee appreciates the donation from the Town last yea and we want to keep it free as long as possible. Ms Komegay further commented that last year the Committe put out a request to all of the parents in Vinton for gift card for prizes and through their contacts collected 150 gift cards The retention rate (number of kids that stay for the entir event) was the highest last year at 87%. There ar incentives to stay such as a t-shirt and chances at som great prizes, I The Mayor expressed thanks to all the agencies that made al presentation this evening and all of their requests will b considered as part of the budget process. I The Work Session ended at 6:20 p.m. and Council took recess. 1, The Mayor called the regular meeting to order at 7:0 p,m. The Town Clerk called the roll with Council Membe Adams, Council Member Altice, Council Member Hare, Vic Mayor Nance, and Mayor Grose present. After a Moment 0 Silence, Mr. Hare led the Pledge of Allegiance to Flag. Under upcoming community events/announcements Doug Adams announced that the second meeting on th small pocket park will be on March 27th. The Town Manage announced that a ground breaking for all of the downtow projects will be on April 3rd at 10 a.m. on the site of the ne library. Invitations will be going out today. Ryan Spitze announced the Senior Expo on March 251h at the Wa Memorial. The Mayor reminded everyone of the Dogwoo1 Festival to be held ♦April =1 I Mr. Adams made a motion that the consent agenda be Approved minutes of the approved as presented; the motion was seconded by Vice regular Council meeting of Mayor Nance and carried by the following vote, with all March 4, 2014 members voting- Vote 5-0; Yeas (5) — Adams, Altice, Hare, Nance, Grose; Nays (0) — None. N The next item on the agenda was a Public Hearing to receive comments regarding setting of the real estate, personal property and machinery and tools tax rates for calendar year 2014. Barry Thompson, Finance Director/ Treasurer, gave brief comments and reviewed the assessment rates as advertised for the Public Hearing. The rate was a 0.25% decrease for a total amount of $349. After the staff report, the Mayor opened the Public Hearing at 0 Hearing no comments, the Public Hearing was 461 7:11 p.m. Public hearing opened aw closed at 7:12 p.m. closed, no comments I Mr. Hare commented there is no proposal to change the tax rate and Mr. Thompson responded that the proposed rate for 2014 is $0.03, the same as it was for 2013. Mr. Hare asked when would the bills go out and the response was the first week of April. Mr. Hare then asked if in theory they could have one more Council meeting to act on this and Mr. Rr*i *s* -az4 it-w#,M4 , 0 d 4-a-cevied-R-ta-rit-, IT is looking at the last week in March to make all of the changes for the billing. Mr. Hare further commented that these questions were prompted by the struggle with what to do on the challenge we have on the Fire/EMS side. There is not an unlimited pool of money in the budget and public safety is the No. 1 priority. With the potential to have to add staffing, we know it is going to cost us $70-80,000 in personnel costs along with a potential loss of $30,000 in ambulance recovery fees. Mr, Hare stated that he is not a proponent of tax increases, but he would not want a couple of cents difference to come between his family's safety and not having After additional comments from Mr. Hare and the Mayor, Mr. Altice said it is rather unusual how it is set up, you set the tax rate and then you prepare the budget. Mr. Thompson then commented that if we wanted to increase the tax rate, we would have to advertise again for two times, which would put us into April. The Town Manager asked Mr. Thompson what .......... ---------------- The Mayor asked Mr. Thompson what would happen to thi schedule if this was delayed for one meeting and h responded that it would be doable. However, if we ar looking at increasing the tax rate, we would have to advertis twice for a Public Hearing and April I 5th would be too late. I El Vice Mayor Nance asked what had been requested of the department heads as far as budget goals. The Town Manager responded that he has asked for two proposals, one was level budget and with that there is still a $200,000 gap right now. We also asked for a 5% cut to each budget and we are working through those numbers, Mr. Adams stated that next year he would like to be able t discuss this at an earlier time where Council is not locked int a time period. The Town Manager commented that usuall we I do a revenue presentation, ask for approval to advertise certain rate and then we have the Public Hearing in March We can move that whole schedule back to February i Council desires. Mr. Altice made a motion to adopt the Ordinance setting - the real estate tax rate for calendar year 2014 as presented; the motion was seconded by Vice Mayor Nance. After additional comments by Council, the motion was carried by Adopted Ordinance No. 946 the following roll call vote, with all members voting: Vote 5-0; setting the real estate tax rate Yeas (5) — Adams, Altice, Hare, Nance, Grose; Nays (0). for calendar year 2014 F,�fter comments by motion to adopt the Ordinance setting the personal properN and machinery and tools tax rate for calendar year 2014 as presented; the motion was seconded by Mr. Altice, and I Adopted Ordinance No. 947 carried by the following roll call vote, with all members voting: setting the personal property Vote 5-0, Yeas (5) — Adams, Altice, Hare, Nance, Grose; and machinery and tools tax Nays (0). rate for calendar year 2014 The next item for consideration was a Resolution to set the allocation percentage for the Personal Property Tax Relief for the 2014 tax year. Mr. Thompson made brief comments and stated that for 2014, the rate for the Town is 63.41%. Vice Mayor Nance made a motion to adopt the Adopted Resolution No. 2056 Resolution as presented; the motion was seconded by Mr. setting the allocation Adams and carried by the following roll call vote, with all percentage for the Personal members voting: Vote 5-0; Yeas (5) — Adams, Altice, Hare, Property Tax Relief for the Nance, Grose; Nays (0). 2014 tax year The next item was to consider adoption of an Ordinance decreasing an excise tax on the sale of cigarettes from $0.35 to $0.25 on each package containing 25 or fewer cigarettes. The Town Manager commented that last year when he proposed increasing the tax $0.15 his primary focus was on the continued financial need primarily in capital. The increase was approved and we estimated it would bring in about $460,000 which is an additional $160,000 over our previous year's budget. If we look at what we approved in the budget, revenue to date and our new projection, we are expected to be down around $130,000 by June 301h of this year. Based on information from the wholesalers and the 61 it . •- - - r.-I -01 a LaTkao M m. I win I In•0111 a I *�12 The Town Manager next commented that we are obligated tr'm only spend what is approved and only if the revenue is ther to cover those expenditures. We began looking at the budge in January to see where we could trim and the first items t consider were capital improvements. We were able to sav $90,000 and are now looking at trimming in other areas. The Mayor commented that this is not an encouragement fo people to smoke more, Vice Mayor Nance commented tha when the tax increase does not help the Town, does no increase the revenues and hurts our businesses, it makes fo a pretty easy decision. Council received two emails fro citizens who discouraged them from decreasing taxes o cigarettes because they felt it was encouraging people t ja 0 t smoke and may send a wrong message o. Mr. Nance furthe stated that the taxes in the Town are to fund the working o this gvernment and to fund the infrastructure, public safety, public works and the services we provide to our citizens an I stakeholders and nothing else. He is in support of th decrease. Mr. Hare commended Council and staff for taking a look a this issue and recognizing the need to change direction. Th funds received over the last several years from this tax hav funded some important infrastructure and personnel need for our community. By responding to the needs of ou community that this is not what we want and is not what w are going to support, that sends a strong and valuabi message that the Town is still open for business and want people to come and purchase items in Vinton, The Mayor added that the tax did not work and we are willing to admi that and make the appropriate changes. Mr. Adam commented that we listened to our citizens, researched th issue, realized it was not the right thing and are willing t correct it, - Adopted Ordinance No. 948 Mr. Hare made a motion to adopt the Ordinance as I presented; the motion was seconded by Vice Mayor, and * decreasing an excise tax on carried by the following roll call vote, with all members voting: the sale of cigarettes from Vote 5-0; Yeas (5) — Adams, Altice, Hare, Nance, Grose; $0.35 to $0.25 on each Nays (0). The Town Manager commented that this decrease package containing 25 or will go into effect tomorrow. fewer cigarettes The next item was to consider adoption of a Resolutio approving the final Revolving Loan Program Plan an Guidelines Manual and its supporting documents administer the Revolving Loan Program as part of the CDBG Program. Ryan Spitzer reviewed the change on Page 4• h the Program Plan and Guidelines Manual to add that t Loan Review Committee can determine if no subordinate or not based on the amount or specifics for the loan. There were also changes on Page 2 of the Loan Agreement under Section 2 and there will be a requiremenli for other loan closing documents to be completed along with this Agreement. In response to a question about participation, Mr. Spitze commented that four different businesses have inquire about the loan program, Mr. Hare commented that if th decision to allow subordination will happen at the time th Committee reviews the application, what would happen someone comes back later and asks to subordinate. Mr Spitzer responded they would have to go back to th Committee as a matter of procedure. After further discussion about subordination, the Tow Attorney commented that because the Town loan is first, i cannot be subordinated without the Town's permission. Th Agreement is to memorialize that they have gone through th process and we have agreed to loan them a certain amoun of money. The loan is subject to the applicant signing all o the closing documents and prior to that, the Committee wil identify what collateral is going to be used, who needs to be party to the closing documents and the appropriat documents will be recorded. Mr. Hare made a motion that the Resolution be approved -40 presented; the motion was seconded by Mr. Adams a carried by the following roll call vote, with all members votin Vote 5-0, Yeas (5) — Adams, Altice, Hare, Nance, Gros Nays (0) — None, 51 Under briefing, the item related to required amendments to Division 4, Accessory Buildings and Temporary Buildings, Sections 5-15 through 5-17.2, of Article V, Supplementary Regulations, of Appendix B, Zoning, of the Town Code. Karla Turman began by commenting that in the past Council had approved temporary health care structures that were mandated by the State. These are structures that localities have to allow on properties if they meet certain requirements in a residential district. During the 2013 legislative session, the General Assembly amended the ordinance to add some definitions to clarify "activities of daily living", "assistance", and also if the couple is married, one of them can live there as long as one of them is assisting the one who needs the help. This new legislation also requires that once the structure is no longer needed, it can remain on the property for 60 days instead of 30. The Town Manager asked if we currently have any of thes structures in Town and Ms. Turman responded no. Sh stated that it would be difficult for anyone to have on because of the setback regulations and there are not thal Adopted Resolution No, 2057 approving the final Revolving Loan Program Plan and Guidelines Manual and its supporting documents to administer the Revolving Loan Program 112 many properties that would accommodate one of these structures. Mr. Hare asked about Section 5-17.2 (b)(5) that refers to a married couple and how would that stand up now that ouT Constitution has been amended and how does it define a married person. Ms. Turman responded that she does no) know and the Town Attorney responded in the same way. Ms. Turman further commented that possibly that issuit would be challenged in the future and that there are also couples who are not legally married that would not fall under this. The Planning Commission Public Hearing is scheduled for March 25 1h and the Council's Public Hearing is scheduled for April 15th. The Town Manager commented that the delivery of th proposed budget will be delayed two weeks. After w adjourn our meeting, he would like to check everyone calendar to schedule the department presentations. H would also propose to use the fifth Tuesday in April as budget work session as well. That will leave the May 5 meeting for additional budget discussion and then the Publi Hearing can be scheduled for May 20th and the adoption o the budget set for the first meeting in June. However, th adoption could be done at the second meeting in June. Th Town Manager further commented that VRS and our healt Insurance are going up and revenues are going down in couple of areas. The Mayor expressed thanks again for those who helpe 4uring the recent weather events. He also expressed thanks to staff for their monthly reports which are very informativ] 9,nd detailed. Weirwilet'll,•r7=1 information out about the Thompson responded that send out tomorrow. Anita McMillan announced that April 5 1h is Clean Valley Da for the Roanoke Valley and that April 17'h will be the Town' Arbor Day Celebration at the Craig Center at 4:00 p.m. I Mr. Hare asked Ms. McMillan about the status of the boat ramp. She responded that we applied for a grant through the Roanoke Valley Foundation, but did not receive it. There is a budget for it of $3,500-7,000 to improve a section of the parking area and to put proper signage as required by our insurance. We are talking about $3,500-7,000. There is an area where we need to stabilize a section to prevent any future erosion, but at least $2,100 we can probably get in donations or possibly get it done as a boy scout project. Mr. Hare then asked if there would be any way -finding signs and N the response was just the sign to meet the insuranc requirements. Mr. Hare then commented that he wants t make sure we are a part of the overall effort in the Valley t promote outdoor recreation. Ms. McMillan responded tha she is on obe p the Blue Way Cmmittee and there will a•res release and a map showing the boat access coming fro t a Tinker and 22 other access points to the Roanoke River She is also on the aesthetic committee working on signage t let people know where the Greenways, are and the trails, bu 21SO for safety management for individuals in case they ge hurt on a trail, they will be able to identify exactly where tl�e by markers or signage. mi Mr. Adams made a motion to adjourn the meeting, the Meeting adjourned motion was seconded by Mr. Hare and carried by the following vote, with all members voting: Vote 5-0; Yeas Adams, Altice, Hare, Nance, Grose; Nays (0) — None. The meeting was adjourned at 8:15 p.m. The 11ork -Session was continued to hear funding presentations by the Vinton Volunteer First Aid Crew and the Vinton Volunteer Fire Dep,rtment. Tom Philpott, Chief of the Vinton Volunteer First Aid Cre gave the first presentation. Mr. Philpott began by stating ho much the Crew appreciates all that Council does for them This year we are requesting $17,000. We have eight ne members we need to equip with the basic uniforms an personal protective equipment at a cost of around $800-90 per person. We would also like to replace a couple o computers and need funds for training, batteries fo equipment and service on equipment to keep it certified. I October the Vinton First Aid Crew will be celebrating 75 year and there will be an event that everyone will be invited to. We are puffing the Rehab Truck together and the offer is stil on the table to pay the Town's portion on an ambulance. We know the Town is in a financial situation and w .?,ppreciate anything the Town can do. The Mayor commented that he appreciates all the Crew does and this is one of the oldest partnerships with the Town. Mr. Philpott stated that the Crew did answer over 1,300 calls this past year and this past weekend the training officer conducted classes in Town and awarded some 840 continuing education hours for peogle from all over the State. Mr. Altice asked how much we received in transport fees and Mr. Thompson said around $175,000. Mr. Adams commented that he would like to have a better understanding of the reporting because he does not understand how the number of calls are going up, but the dollar amount is staying the same. Mr. Thompson commented that Chief Simon is sending a report that reflects the payment we get from L* Roanoke County and he will be glad to send that report to Council, but it does not give the details of each of the calls. The Town Manager commented that he can check with the County about getting such a detailed report. Richard Oakes, Chief for the Vinton Vo:� Department, began his presentation by commenting that we are asking for the same amount again this year. The funds will be used for station uniforms replacement and shirts, contract fees, office supplies, travel for some out-of-town classes that are not available locally and equipmenj replacement. This past February is the first time in about five years that we were able to go to the Chiefs' Conference in Virginia Beach. Mr, Oakes expressed appreciation to Council for all they do for the department. Mr. Adams asked about the new brush truck and the response was we still need to ;zdd side steps, but that it was used on a brush fire call last week. ITIr. Rare commented that he has the pleasure of serving wit Chief Philpott and Chief Oakes along with Mr. Adams on th Public Safety Committee and in regard to the 24-hour fi coverage, they have stepped up and attended ext meetings. They are willing to give up their personal time wit the family to serve their fellow citizens. Mr, Adam commented that Chief Cook, who was present in th audience, is also on that Committee. I 30MEE��* � WAINS Bradley E. Grose, Mayor A EST* Susan N. Johnso Town Clerk WE