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HomeMy WebLinkAbout3/20/2012 - RegularMEMBERS PRESENT: Bradley E. Grose, Mayor Vice Mayor Carolyn D. Fidler Robert R. Altice Matthew S. Hare William W. Nance STAFF PRESENT: Christopher S. Lawrence, Town Manager Susan N. Johnson, Town Clerk Elizabeth Dillon, Town Attorney Consuella Caudill, Assistant Town Manager/Economic Development Manager Ben Cook, Police Chief Gary Woodson, Public Works Director Joey Hiner, Assistant Public Works Director Christopher Linkous, Fire/EMS Captain Lauren Hodges, Facilities Manager Barry Thompson, Finance Director/Treasurer Anita McMillan, Planning and Zoning Director Mary Beth Layman, Special Programs Director Stephanie Dearing, Human Resources Director There being no citizen comments, the Mayor called the Roll Call regular meeting to order at 6:45 p.m. The Clerk called the roll with Council Member Altice, Council Member Hare, Council Member Nance, Vice Mayor Fidler and Mayor Grose present. The Mayor introduced the Moment of Silence and Council Member Altice led the Pledge of Allegiance to the U.S. Flag. Mr. Hare made a motion to approve the consent agenda as = Approved minutes of March 6, presented: the motion was seconded by Vice Mayor Fidler and = 2012 and the Slate of Officers for carried by the following vote, with all members voting: Vote 5-0; the Vinton Volunteer Fire Yeas (5) - Altice, Hare, Nance, Fidler, Grose; Nays (0). Department for 2012. Mr. Nance read a letter from Chief Cook naming Sgt. Greg Chieppa, Master Police Officer Todd Bailey and Officer Timothy Lawless as Police Officers of the month for February. Under citizens' comments, Mr. Bill Tyree, President, gave a presentation on behalf of the Vinton Dogwood Festival. He began by thanking the Town for their help and support with the Festival and indicated that they are not asking for money. He then made brief comments relating to the decrease in the number of sponsors and that the Festival has been in existence for 57 years, He also commented that only three bands will be participating this year and that the carnival is the driving force behind collecting any funds to help curtail necessary expenses. The Mayor made comments and then Vice Mayor Fidler asked if the band boosters at William Byrd High School had been contacted to see if they could help get bands to participate. Mr. Tyree responded that they had a contact at the school. The next item on the agenda was a Public Hearing, but it was delayed until 7:15 p.m., the advertised time. Consuella Caudill thanked Town Council and Staff in Vinton for giving her the opportunity to serve for almost eight years. She then proceeded to announce her resignation effective April 3, 2012 and that she had accepted a position in another community. She expressed that she had been blessed to work with a great Council and Staff who truly have the best interests of the community at heart and not personal agendas, Ms. Caudill also thanked the community and hopes she is leaving with some positive outcomes for the citizens and staff and she knows that her experience in Vinton has helped her move forward in her career. Mr. Nance congratulated Ms. Caudill on her new position and thanked her for her contributions to the Town especially how she developed the position of Economic Development Director into what this Council wanted, Mr. Nance indicated Ms. Caudill made a mark on this community and that her leaving has left the Town better than when she started. Mr. Altice commented that he appreciated all she has done with the economy the way it is. Vice Mayor Fidler also expressed her appreciation and that her transition will be smooth. The Mayor then thanked her and congratulated her on her new position and expressed how he came to appreciate her hard work, dedication and professionalism. The Town Manager briefed Council on the agenda item to consider an Ordinance authorizing the Town Manager to execute Amendment No. 2 to the RVTV Agreement. After briefing Council at their last meeting, Mr. Nance had raised a question concerning the wording on Page 5 of the Agreement which language "regarding the matters referred to in the prior sentence' has been added to clarify that the withdrawing party will still have voting rights during the withdrawing year, but no voting rights in any decisions regarding a new agreement between the remaining parties of RVTV. Mr. Altice made a motion to adopt the Ordinance as presented and the motion was seconded by Vice Mayor Fidler. Mr. Nance expressed his appreciation for the work that went into reviewing his concerns and indicated that his concerns about the wording were not reflective of RVTV and the service it provides. He was concerned about how it would impact our possible economic flexibility and also the ability to still have a say in a program if we were forced to stay in it for another year. The motion then carried by the following roll call vote, with all members Adopted Ordinance No. 924 authorizing the Town Manager to execute Amendment No. 2 to the Roanoke Valley Regional Cable Television Agreement 0 voting: Vote 5-0; Yeas (5) - Alike, Hare, Nance, Fidler, Grose; Nays (0). The Town 111anager next made brief comments on severa, items that Council will need to consider at a future Counci meeting: an additional $36,000 that has been received frory VDOT for street maintenance that will require a budge amendment; a possible VRS amendment to require employee,,; to pay their 5% share and require localities to give a 5% raise tc offset this cost which will not be reflected yet in the first budge draft; the chiller at the Fire/EMS building is broken and needs t( be repaired or replaced; and that Council has been furnishec with a list of all the vehicles currently owned by the Town anc insured by VML as requested by Vice Mayor Fidler. Vehiclec that are jointly titled with Roanoke County and insured b� Roanoke County or titled to the Volunteer Departments are nol listed. Vice Mayor Fidler asked if there was a contributing factor to the chiller and was it not replaced when the new building was built , The Town Manager responded that it was replaced in 2004, jusl prior to the new building and there are some contributing factorss which is why we want to get an engineer to look at it and give some options for the future. Vice Mayor asked if there are other things that may come up in those two buildings that we have not anticipated. The Town Manager indicated that there are items on the Fire Department side of the building there are maintenance issues. Mr. Hare asked what are they doing in the meantime for air conditioning and the Town Manager indicated that they are using fans and opening windows. Mr. Nance asked about a time frame and the Town Manager commented that it will take several weeks for an engineer to evaluate it and then send out for bid. The goal is to get it done before the summer. I At this time in the meeting, we went back to the Public i Hearing and Barry Thompson gave comments on setting the real estate tax rate for calendar year 2012. After his report, the Public Hearing opened and Mayor opened the Public Hearing at 7:26 p.m. Hearing no closed comments, the Public Hearing was closed at 7:27 p.m. Vice Mayor Fidler made a motion to adopt the Ordinance setting Adopted Ordinance No, 922 the real estate tax rate for the calendar year 2012 as presented; setting the real estate tax rate for the motion was seconded by Council Member Altice and carried calendar year 2012 at $0.03 per by the following roll call vote, with all members voting: Vote 5-0; $100.00 of assessed value, Yeas (5) - Altice, Hare, Nance, Fidler, Grose; Nays (0). Barry Thompson then made comments on setting the Public Hearing opened and personal property tax rate for calendar year 2012. After his closed report, the Mayor opened the Public Hearing at 7:29 p.m. Hearing no comments, the Public Hearing was closed at 7:30 P-m RI Vice Mayor Fidler made a motion to adopt the Ordinance setting Adopted Ordinance No. 923 the personal property tax rate for the calendar year 2012 as setting the personal property tax presented; the motion was seconded by Council Member Nance rate for calendar year 2012 at and carried by the following roll call vote, with all members voting: $1.00 per $100.00 of assessed Vote 5-0; Yeas (5) - Altice, Hare, Nance, Fidler, Grose; Nays (0), value and $.50 per $100.00 of assessed value of one motor vehicle owned and regularly operated by a disabled veteran. The next item for consideration was a Resolution to set the Adopted Resolution No. 1956 allocation percentage for the Personal Property Tax Relief for setting the allocation percentage the 2012 tax year. Barry Thompson made brief comments and for Personal Property Tax Relief indicated that the rate for the Town is 66.86%. Council Member for the 2012 tax year at 66.86%. Hare made a motion to adopt the Resolution establishing the percentage for the Personal Property Tax Relief for the 2012 tax year as presented; the motion was seconded by Council Member Nance and canied by the following roll call vote, with all members voting: Vote 5-0; Altice, Hare, Nance, Fidler, Grose; Nays (0). The Illayor again expressed appreciation to Consuella Caudill, thanked Staff for attending the meeting and read a thank - you card from Don Hamilton of Public Works for expressions of kindness during his recent hospitalization. Mr. Hare then made comments about the January and February 2012 financial reports. He commented on the February report that shows revenues on an adjusted basis are at 104% on the General Fund side and expenditures are under, running at 93% which is personnel related. Staff continues to provide the same level of service that we have come to expect with less people and they are guarding the savings from those unfilled positions. On the Utility Fund side revenues are over the projection and expenditures are under and the Committee feels that the finances are doing very well. Vice Mayor Fidler asked if there were funds available to take care of the problems at the Fire and Municipal Building. Mr. Nance replied that it will have to come from the existing budget and he felt there would be. She also asked about funds to compensate our employees for the efforts that they have made as far as a pay raise. Mr. Nance replied that would go more toward next year's budget and commented that the fact our revenues are about where we forecast them gives some hope that we will have some flexibility even with the potential additional costs with VRS and medical insurance, etc. We will have a balanced budget, it is just going to be tight and setting priorities is always the most difficult part. Mr. Nance indicated that he thinks the employees are a priority of most members of Council after four years of belt tightening. 0 Mr. Hare then commented again that the Committee and the Town Manager are still working on the creation of a deposit policy for utility customers. The Finance Committee also discussed what to do with the $126,000 received from the sale of the easements to AEP and at this point the funds will be put into an account similar to the flower fund and designated in the General Ledger as a separate account. Council will be asked to consider the use of those funds at a later meeting. Mr. Thompson said that Council will also need to consider an appropriation for our $100,fir payment on the library. Mr. Hare made a motion that the January and February 2012 Approved January and February financial reports be accepted. After comments from the Mayor, 2012 financial reports the motion was seconded by Mr. Altice and carried by the following vote, with all members voting: Vote 5-0; Altice, Hare, Nance, Fidler, Grose; The Town Manager next gave a report on the Public Safety Committee's meeting. First, he stated that the three standing committees need to be doing brief minutes to keep a record of their meetings, He then commented on three items which will be presented as part of the proposed FY2013 budget —the organizational change of the Police Department and the elimination of two part-time employees effective June 30, 2012; the recommendation of reinstating the K-9 Unit; and the recommendation of a $60,000 lease payment to replace vehicles and remove at least two from the fleet. The Town Manager expressed thanks to Herman L. Horn Elementary School for hosting the meeting and that Mrs. Brown, the Principal, and Ms. Stovall, the Assistant Principal, send their regards and apologize for not being able to attend the meeting due to a conflict with a conference. He also expressed thanks to Ms. Clary, the Guidance Counselor, for her assistance. He asked if Council could work out the budget meeting schedule following the meeting. Anita McMillan mentioned Clean Valley Day on March 31st and the fact that they only have one group signed up so far from Vinton. They would welcome more groups to participate and the event starts at Vic Thomas Park and the cleanup is from She also indicated they do allow groups to clean up before and after and that a group will be working on the new Gladetown Trail. Mary Beth Layman mentioned the Town's Strong Striders Relay for Life Team and how well it is doing and the Vinton Relay for Life Event itself. A Mr. Nance moved that the meeting be adjourned; the motion Meeting adjourned at 8:02 p.m. was seconded • Mr. Hare and carried ♦ the following • with all •_ voting-. • 5-0; Yeas (5) - Altice, Hare, Nance, Fidler, Grose; Nays (0). The -• meeting was adjourned at 8:02 p.m. APPROVED." Bradley E. G N e, Mayor 7EST: Susan N. JohnsoK Town Clerk 1.1