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HomeMy WebLinkAbout5/21/2013 - Regular MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, MAY 21, 2013, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGI NIA. MEMBERS PRESENT: Bradley E. Grose, Mayor William W. Nance, Vice Mayor 1. Douglas Adams, Jr. Matthew S. .are MEMBERS ABSENT: Robert R. Altice STAFF PRESENT: Christopher S. Lawrence, Town Manager Susan N. Johnson, Town Clerk Elizabeth Dillon, Town Attorney Ryan Spitzer, Assistant to the Town Manager Gary Woodson, Public Works Director Barry Thompson, Finance Director/Treasurer Anita McMillan, Planning &Zoning Director Karla Turman, Assoc. Planner/Code Enforcement Ofcr. Chris Linkous, Fire&EMS Captain Ben Cook, Police Chief Joey Hiner,Assistant Public Works Director Christopher Froeschl, Police Officer Brandon Gann, Summer Intern The Mayor called the regular meeting to order at 7:00 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. After a Moment of Silence, Mr. Adams led the Pledge of Allegiance to the U.S. Flag, Vice Mayor Nance made a motion to approve the Approved minutes of Council's consent agenda as presented, the motion was seconded by Special meeting of April 30, 2013 Mr. Adams and carried by the following vote, with all members voting: Vote 4-0; Yeas (4)—Adams, Hare, Nance, Grose, Nays(0)—None;Absent(1). Vice Mayor Nance read a letter from Chief Cook naming Officer Christopher Froeschl as Police Officer of the month for April 2013. The next item on the agenda was a Proclamation declaring Click It or Ticket Mobilization in the Town for May 20th to June 2nd. Mr. Hare read the Proclamation and Chief Cook made brief comments. The next item was a Proclamation declaring National Emergency Services Week in the Town for May 19th to May 2 th 5 . Mr. Adams read the Proclamation. The next item was a Proclamation declaring Public Works Week in the Town for May Ig1h to May 25th. The Mayor read the Proclamation. The next item on the agenda was a Public Hearing to Public Hearing cancelled- receive comments regarding a request for a fifty ) foot application withdrawn wine by approximately one hundred and fifty (150) foot long undeveloped right-of- way, known as Daleview Drive, Map of Section No. 4, Ball Hai, Plat Poole F, Page 30, to be closed, vacated, and deeded to the adjoining property owners. The Mayor announced that the Public Hearing has been cancelled because the applicant has withdrawn their application. The next item on the agenda was a Public Nearing to receive comments regarding the issuance of general obligation bonds of the Town in the estimated maximum amount of $2,000,000 (the "Bonds") to finance the costs; in whale or in part, of various capital improvements, which may Include without limitation the Roanoke Regional Wastewater Plant, water line replacement Jefferson/ Jackson/Cleveland Ave Phase 1 & 2, Glade-Tinker Creek Wastewater Interceptor Replacement Phase 2, capital equipment purchases and other capital improvements for the Town (collectively, the "Projects"), and to pay the casts of issuance of the Bonds. The Town Manager made brief comments regarding the four major projects to be financed through the Bonds--cur 5.5% portion of the Western Virginia Water Authority's Wastewater Treatment Plant improvements; the refinance of the bridge loan for the Glade/Tinker wastewater Intercepter Line Improvements; Phases 1 and 2 of the design and replacement of water lines in the Cleveland/Jefferson/ Jackson Avenue neighborhood and a five-year lease to replace four pick-up truck service vehicles and one bckhoe. Requests for proposals have been advertised to financial institutions through Davenport & Company. We propose to have all the information to present to Council at the dune 0 meeting. Interest rates are expected to be in the % to - /4% range for terms of 20 to 30 yearn The equipment lease will be for a five-year term. The Town Manager then commented that we cannot take on this new debt without an increase in our water and wastewater rags of 8 7%. After the staff report,the Mayor opened the Pudic Hearing at Public bearing opened and 7:25 pm. Hearing no comments, the Public Hearing was closed—no public comment closed at 7:25 p.m. Mr. Hare asked if the 8.7% rate increase funds all of the bond' debt of 2 million. The response was yes and that none of the increase is intended to cover operational costs. Council will be briefed on the financing options at their June 4, 2013 meeting and formal action will be taken at their June 18, 2013 meeting. e next item on the agenda was a Public Hearing to receive comments regarding a request to revise Water and Wastewater Fees and Charges Schedule by an increase of 3.7 percent, pursuant to authority granted by Virginia Code 1 .2-211' .. 15.2-2119 and 1 .2-2122, according to the Vinton Town'Code, Chapter 24,'Utilities, Section 94-22 Fees and charges for water service and Section -74, Fees and charges for wastewater service. The Town Manager commented that the rate increase is to cover the financing to pay for current obligations and other capital improvement projects already mentioned. After the staff report, the Mayor opened the Public Hearing at 7.29 Public Hearing opened and p.m. Hearing no comments, the Public Hearing was closed closed—no public comment at 7.30 p.m. Mr. Hare commented that he understood according to the rate study that we would be presenting a schedule of rate increases instead of just for one year. The Town manager responded that dealing with the issue one year at a time gives the opportunity to have a more exact amount for consideration. We did not advertise it that way, but it is an option. Mr. Hare then asked if we would engage Davenport every year to update the rate study and the response was not every year, but possibly every two or three years. To clarify, Mr. Rare asked if our customers in east Roanoke County pay the exact same rates as the Town. The Town Manager responded that it is our contractual agreement between the Town and Roanoke County to provide the same service at the same rate schedule. Mr. Thompson then commented that the water and serer rates are the same, but the utility tax is more in the County. The Town's tax i $1.80 and theirs is $3.60, Mr. Hare further commented that he feels the rate increase is necessary and the data that we have to support it is more solid this time than in the past. There is a perception that we may not be fair with our rate structure, however, we provide a service that has to always work. Whether a customer uses 00 gallons or one gallon; every time they turn on a faucet, the water needs to be there, Our culture believes we should only pay for what we use, but we also have to pay for access to the system. Also, some of our lines are 80 to 100 years old and we owe it to all our citizens to make sure they have adequate fire protection and water flow. Mice Mayor Nance commented that he is supportive of the rate increases and also a scheduled lute of increases, He 3 mentioned that our water and sewer lines are not as visible and we do not see the needed repairs until something breaks. The rates increases will allow us to not only cover our expenses but to invest in upgrading our infrastructure and to pay for the repairs that need to tale place this year and in the future.. r. Adams commented on the storm event last year that caused our customers to lose water and the number of fire hydrants that are not able to provide adequate fire protection.. e do not have a choice but to make sure we have the water available and he supports the increase, The Mayor then commented that the rate increases are necessary to make an investment in our Town not just for the convenience of our citizens; but for our safety. It is important that our citizens know this increase was backed up by a lot of research on what type of investment we need to make for the future of our system. He commented on the 1 million spent recently on our wastewater system on Walnut Avenue that most citizens are not aware of, but it shows how important this Council believes in the importance of maintaining our system. He also supports the increase.. Council will take formal action on this matter at their June 4, 113 meeting; The next item on the agenda was a Public Hearing to receive comments regarding a request to increase are excise tax on the sale of cigarettes from $ .24 to $0.35 on each package containing 25 or fewer cigarettes. The Town Manager commented that the cigarette tax is one tax that the Town has the ability to control. The proposal of a $0.15 increase per pack would generate approximately $159,000 in additional revenue. The original cigarette tax was implemented in 2010. This additional revenue is not earmarked for capital, but would help to fund several capital projects such as equipment replacement and investment in bridges, buildings, technology and vehicles. He commented on the comparative rates for surrounding localities. We currently receive around $300,000 at the current tax rate; After the staff report, the Mayor opened the Public Tearing at Public hearing opened and 8:00 p.m. Tearing no comments, the Public Tearing was closed no public comment closed at 3.01 p.m. Council will take formal action on this matter at their June4, 2013 meeting: The next item can the agenda was a Public Hearing to receive comments regarding the proposed 'Y2013-2314 Town of Vinton Budget, The Town Manager reviewed his prior budget presentation showing a total recommended budget of $1 ,g33,{ 16 which is a General Fund of $7,875,91 and a later and Sewer Fund of $3,107,055. The Water and Sewer fund amount does not include the 8.7% proposed rate increase. The budget maintains the $0.53 real estate tax rate, the $1.00 personal property and machinery and tools tax rate. It proposes a $0.15 increase in the cigarette excise tax. There is a 5.46% increase over the FY2013 budget which accounts for the $250,000 CDBG money and the cigarette tax increase. Other budget highlights are the funding of capital items in the amount of $194,21, milling and paving, increases in electricity and fuel expenses and contributions to our Volunteer Fire & EMS.. Our annual payment of $50,000 toward the land purchase for the library branch is included as well a $250, 00 of our CDBG grant money. The Town Manager next commented on budget items related to personnel such as a health insurance increase of 9.75%, an evaluation and consideration of either a merit bonus or a cost of living adjustment and maintaining increased professional development and tuition reimbursement. breakdown of the capital improvement program was mentioned totaling $194 230 as well as the community contributions and joint local government services. The Utility fund proposes a 0.21% increase over the FY2013 budget. This does not; include the proposed 8. % rate increase. Mr. Thompson indicated the rate increase would bring in additional funds of around $242,000. Mr. Thompson further commented that the rate study did not look at the water and sewer system development fees even though several years ago a commitment was made to review those on an annual basis. We should review those in January to make sure we are competitive with our surrounding jurisdictions. There is proposed an increase in the wastewater maintenance and repair of inflow and infiltration and an operating contingency of$48,352. Again, the Torn Manager reminded Council that the results from the RFP for the financing for the general Obligation Bond will be brought back at their dune 4th meeting and formal action will need to be taken at the June 18th meeting. After the staff report, the Mayor opened the Public Hearing at Public Hearing opened and 8 23 p.m. Hearing no comments, the Public Hearing was closed—no public comment closed at 8:24 p.m. Mr. Dare stated that his comments at prior meetings regarding the cigarette tax increase still stood. After the 5 Finance Committee meeting on June 3rd, there should be a better sense of where we will end this year. In lieu of trying to go after some additional revenue, he would like to see us pull as much CIP forward into this budget. The $35,000 for the Tinker Creek Greenway should be paid from the allocated funds that we received from AEP. The presentation makes it look like we are raising taxes to pay for something that we already have the money for. Mr. Hare indicated he can support an increase in wages. Our employees do a phenomenal job and are a valuable resource that we do not need to neglect. We need to come to a balance between funding raises and CIP. When you raise a tax you better make sure that people can see what it is that they are being taxed for. Although the CIP is important, no one is going to see those improvements, Vice Mayor Nance commented that this is very reasonable and practical budget. He appreciates staffs' hard work and sound theories behind their recommendations. After several weeks of consideration, he is not ready to support an increase in the cigarette tax. He believes it is a very reasonable way to raise the funds that are requested and suggested. However, he feels that before we raise taxes we need to be at a level of absolute necessity and we are not at that point. Vice Mayor Nance does support the increase in the water and sewer rates because there are improvements and repairs to the infrastructure that has to take place over the next few years that we have to fund. He also anticipates that we will have a surplus this year of approximately $75,000 which we can use to attack the CIP list starting with the priorities set by staff. With a 1-1/2% raise to employees, not to include Town Council, he feels we will still have some surplus that can be applied to the CIP. He stated that we can close the 3rd street dumpsters and apply that cost savings to the CIP and the new janitorial contract to be considered later in the meeting will also save us some money. He does not intend to go line by line, but has to believe with some reasonable decisions and the surplus that we anticipate having at the end of this fiscal year, we will not have to increase the cigarette tax. Mr. Adams commended the Finance Committee for the work they have done on the budget. However, he would not want to see the 3rd street dumpsters close. If we do have a surplus this year that can be used toward the CIP, he thinks we have to honor the priorities. But also we have to make sure that we have funds available for emergencies. The Mayor agrees and supports the idea of a 1-1/2% salary increase for our staff and not Council.. He thinks the 3rd street dumpsters are a valuable service to our citizens and of great benefit to the Town. If we eliminate that service we possibly will have a lot more trash around the Town. s far as the surplus and how it relates to the 'CI ; his concern is that all of these items listed are necessary. It is necessary for us to invest and re-invest in our town and we have not done that for several years. We need to start making some steps even if they are small steps. If we have surplus of 75-1 0,000 and the majority of Council wants to apply that toward the CIP that would be one approach. However, we still need to be sure we have enough to fully fund the {SIP. The Mayor then commented that he does not life the idea of the cigarette tax increase, but there are a limited number of revenge sources that the Mate will allow us to have and this is one of them. It is one I think we have to use and just like the other taxes we collect as a Town, they are not set aside for one particular item►, they all go into the General Fund. He can support the cigarette tax increase because it is vital for us to maintain the services we have now and at least take some small steps toward reinvesting in our Town. The Town Manager summarized that it is staffs'job to bring back legitimate options for consideration.. Vice Mayor dance and Mr. Hare are correct, we do plan to end the year with a small surplus and we have a healthy, safe reserve fund balance. Staff can re-evaluate the CIP list as well as the proposed salary increase for employees at 1-1/2% and bring back options as to what we can fund within our current means and what we could do if you choose to increase the cigarette tax: The list is prioritized and we will go through each project and fund them along the way. However, when we hit the bottom line that becomes the time to decide is it worth any adjustment in revenue and if not, then those projects get bumped. There are two things on the list that we have to pay for, we have to pay VD T for our part of the Walnut Avenue Bridge project and we have to replace our server that runs the Town's entire computer system. The cigarette tax proposal is not based just on one year, but on the revenue needed for a five.-year capital plan. We are trying to develop a financially stable and modest plan to be sure that we have funding to pay for those future items. Vice Mayor dance commented that perhaps we should have a Finance Committee meeting before June 3rd, The Town Manager agreed and suggested they meet with the 29th or 30th. He will confirm the exact date and time with the Committee. The next item on the agenda was to consider adoption of Resolution approving a settlement and authorizing the Town Manager to execute an Agreement with the Confederated Tribes and Bands of the Yakama to resolve a lawsuit pending in federal court in the Mate of Washington. The Town Attorney commented that this settlement is to resolve a pending lawsuit in Federal Court in the State of Washington. The Vinton Police [department has a member of its farce that serves on a Federal Task Force that was Involved in going onto Yakama lands in February of 2011. The Yakama ration filed a lawsuit against the Attorney General of the United Mates, the FBI Director, the Federal Law Enforcement Officers and also localities that had Task Farce members that participated. The Virginia Municipal League defended the case through an attorney in Spokane, Washington. This settlement will dismiss the case and there is no payment of any monies nor admission of any liability or wrongdoing. By entering Into the settlement the Town has to agree not to go onto Yakama lands in violation of any treaties or laws. Adopted Resolution No 01 Mr. Hare noted that a correction needs to be made to the last approving a settlement and whereas paragraph from "City" to "Town" Council. Mr. Hare authorizing the Town Manager to then made a motion to adopt the Resolution as corrected; the execute an Agreement with the motion was seconded by Vice Mayor Nance and carried by Confederated Tribes and Bands the following roll call vote, with all members voting: dote 4-0, of the Yakama to resolve a Yeas (4)—Adams, Hare, Nance, Grose; Nay (0), Absent 1 lawsuit pending in federal court in —Altice. the State of Washington The Town Manager requested that we move the briefing on the purchase of the new brush truck for the Vinton Volunteer Fire Department ahead of the action items. The Town Manager commented that a new Brush Truck has been purchased by the Volunteers with their own funds. Now, the truck needs to be outfitted with the proper lighting and equipment to make it ready for service. This will be paid by grant funds that we have already received from the Virginia Department of Fire Programs, Craig Sheets, Deputy Fire Chief; then commented that the skid unit was removed from the existing truck and will be mounted into the new truck bed.. They are also doing some needed upgrades. The chassis in the amount of $27,000 was purchased by the Volunteers with their own funds. Blase Ridge Rescue Suppliers has made a proposal of $9,337 to de the work. Since they have this proposal, they will go through competitive bidding to get the best price. Mr. Sheets also commented that the volunteers and career staff have wonted on this project together to come up with the most practical and safest piece of equipment. In response to a question, he responded that there are other localities that have a brush truck for backup while this one is out of service. Roanoke County will maintain and service the truck and it will be titled to Roanoke County. All of Council expressed appreciation for how the volunteers and career staff worked together to come up with the best investment for these grant funds. The next item on the agenda was to consider adoption of a Resolution authorizing the Town Manager to execute an agreement between the Town of Vinton and APCO granting and conveying an easement for pales to be relocated in connection with the WalnutAvenue Improvement Project. Anita McMillan commented that Town staff met with APCO and requested that they relocate the poles so as to not Adopted Resolution No. 201 interfere with the Town°s underground sewer and water lines authorizing the Town Manager to and any future use of the property. This agreement will grant execute an agreement between APCO the easement to relocate the poles, After further the Town of Vinton and APC ) comments from the Town Manager, Mr. Adams made a granting and conveying an motion to adopt the Resolution as presented; the motion was easement for poles to be seconded by Vice Mayor Nance and carried by the following relocated in connection with the roll call vote, with all members voting: Vote 4-3; Yeas (4) — Walnut Avenue Improvement Adams; Mare, Nance, Grose; Nays (g);Absent( )—Altice.. Project The next item was to consider adoption of a Resolution authorizing the Town Manager to execute a Contract with Redlee/SCS, Inc.. for janitorial services for the Town's facilities. Ryan Spitzer provided background information regarding our current janitorial services. We have been operating on a month-to-month basis and decided to send it out for bid.. We received five bids including the current provider. Due to the wording in our procurement policy and the :Mate guidelines; we must accept the lowest bid if they are responsive and responsible. Redlee was that company.: We anticipate the total contract to be around $49,000 for the year which includes chemicals, some supplies and the per use fees for the War Memorial. The contract is for a one- year initial term with the option of extending for four more gears based on satisfaction of performance. The mayor commented that he was glad to see that the general liability insurance requirement is million and the minimum wage escalation in the contract. Mr. Adams asked about the service to the Fire & EMS Building and the response was it was for stripping and waxing the floors. They handle their own cleaning. Mr. Hare asked if the contract can be renegotiated after the first year and could they increase their prices. Mr. Spitzer responded that they could, but it the price was not within our budget, we will go through the RFP process again. Every department in the Town was contacted regarding their janitorial needs and had input in the decision. Vice Mayor Nance then made a motion to adopt the Adopted resolution No. 2019 Resolution as presented, the motion was seconded by Mr. authorizing the Town Manager to Adams and carried by the following roll call vote, with ,all execute a Contract with tedleel members voting: Vote 4-0 Yea (4) Adams„ Hare, Nance, SCS, Inc.for janitorial services for Grose; Nays( ); Absent(1)—Altiee. the Town's facilities The Town Clerk reminded Council of the Start of the Summer Luau event on May 31st at the Vinton Pool to recognize our volunteers; The Town Manager commented on the aline Festival and the Mother's Day Brunch„ both held at the War Memorial. The Mayor commented on the Wine Festival and the Mannathon and expressed thanks for the invite to the EMS class on Monday night. He indicated he had heard a lot of positive comments regarding the Mother's Day event. Comments from Council embers: Mr. bare apologized for being unable to attend the EMS class, He also publicly thanked the Roanoke County Board of Supervisors for the action they took in moving forward to the next step for the library branch.. Vice Mayor Nance and Mr. Adams also commented on the Wine Festival and the Mother's Day Brunch. Gary Woodson invited Council to Public Works Day at the facility on Friday from 11 am to 2 pm. lunch will be provided and there will be equipment displays and demonstrations. Mr. Hare made a motion to adjourn the meeting; the motion was seconded by Mr. Adams and carried by the following vote, with all members voting: Vote -0; Yeas (4) —Adams, Hare, Nance, Grose; Nays ( Absent (1) — Altice. The meeting was adjourned at 9:35 p.m. ZAtVF Bradley Grose; ayo 7;XnAr usan N. Johnson, n Clerk 10