HomeMy WebLinkAbout5/10/2011 - Work Session1
MINUTES OF A BUDGET WORK SESSION HELD ON MAY 10, 2011, AT 4:30 P.M., IN THE COUNCIL
CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET,
VINTON, VA
MEMBERS PRESENT: Bradley E. Grose, Mayor
Robert R. Altice
Carolyn D. Fidler, Vice Mayor
Matthew S. Hare
W. Wesley Nance
PLANNING AND ZONING
Anita McMillan reported on her department’s accomplishments for 2010/2011:
1. Received and administered DHCD Planning Grant for $35,000
2. Completed Downtown Vinton Master Plan
3. Submitted VDHCD CDBG Downtown Revitalization Project Grant Application
4. Processed three Downtown Façade Improvements grants
5. Handled rezoning on Hardy Road
6. The Planning and Zoning Coordinator assisted with launching the new website
7. Processed permits (valued at more than $1.4 million. Fees collected amounted to $13,589)
8. Administered the Town VPDES Stormwater Permit BMPs (Fall Waterways Cleanup, Annual Clean
Valley Day, Arbor Day event and tree plantings at Herman L. Horn)
She then reviewed her goals and objectives for 2011/2012:
1. Continue administration of land use planning, subdivision and site plan review, stormwater,
floodplain, code enforcement
2. Review and update Comprehensive Plan, Zoning and Subdivision Ordinances to reflect needs
and desires of community
3. Continue to administer the VPDES stormwater permit requirements
4. Continue to assist and be involved in the Downtown Façade Grant Program and implementation
of the Vinton Area Corridors Plan strategies
5. Will continue to hold Clean Valley Day, Fall Waterways Clean-up, Arbor Day celebration and
other environmental events
6. Organize plans and maps in the storage room
7. Continue to maintain and update Town website and provide technical assistance
Ms. McMillan reported on Planning and Zoning budget highlights for the next fiscal year. She advised
that Contractual Services funding would be needed to maintain vacant buildings/lots or those buildings
with absentee landlords that are located on main thoroughfares due to multiple complaints received in
her office.
Ms. McMillan pointed out that funds will be requested for line item 8101-323 if the Town receives the
VA DHCD CDBG grant. She reported that she would also need funding under line item 8101-332 for
matching funds if the Town applies for the VA DCR Trail grant for a trail connection or if the Town
receives funding from FEMA/VDEM for the stormwater improvement project.
2
Mr. Nance questioned why the Contractual Services line item had been increased in the proposed
budget when only $6,500 out of $10,000 allocated this year had been spent. Ms. McMillan replied that
gas was getting more expensive and there are more instances of property owners walking away from
their property and not taking care of it. She went on to say that when property owners do not take care
of their property, the Town has to do it.
Mr. Nance also asked about the printing and binding account and was advised by Ms. McMillan that her
department will need to print additional copies of the Downtown Revitalization Master Plan when and if
it is adopted. She also noted that she had just received a request for additional copies of the
Comprehensive Plan and the Zoning Ordinance. Mr. Lawrence felt the budget item could probably be
cut a little.
ECONOMIC DEVELOPMENT
Consuella Caudill reported on her department’s accomplishments for the current budget year:
1. New Industry recruitment. She discussed the types of businesses and industries being recruited.
2. Continued to analyze and improve formal marketing plan for prospect recruitment
3. Implemented existing industry retention and expansion program
4. Conducted First Quarter (10 visits) Existing Industry Database Program for existing industry
tracking and data management
5. Maintained and enhanced cooperative relationships with existing industry
6. Attended Roanoke Regional Partnership Developer meetings with industrial quality
professionals
7. Attended CEDS meetings – Focused on EDA designation through RVARC
8. Promoted success of local existing industry through local media and planned events
9. Vinton 20/20 newsletter
10. Inside Vinton newsletter on web
11. Actively identified and promoted state and federal grants for existing business and assisted with
application process as needed
12. Continued to refine and implement aggressive small business program through the Chamber’s
Small Business Council to tailor specific message to issues affecting small business.
13. Successfully completed IEDC Basic Economic Development Course in August 2010
Ms. Caudill reported on her goals for 2012:
1. Utilize media relations to generate a “buzz” about Vinton’s business development opportunities
2. Develop and implement an entrepreneurial initiative to grow businesses in Vinton
3. Evaluate what’s work/what’s not working and be accountable. Monitor and track business
development marketing-sales activities including tracking business development prospect
leads/referrals, visits and locations/expansions. Based on results, refine the plan to achieve
greater effectiveness. Promote and celebrate progress and successes.
Ms. Caudill made the following points:
1. The Town has implemented business-friendly policies and practices
2. Commercial square footage renovated is on the rise
3
3. The Town is fully committed to an action plan with specific deliverables geared toward
improving the business climate and community at large.
4. As the Town’s Business Advocate, she is fully focused on assisting businesses in Vinton
Ms. Caudill reviewed the budget highlights for her department:
1. Change of Use Grant was not used last year and will not be funded this year, the Façade
Program would be funded instead.
2. Her department is requesting additional training/travel/membership funds for new focus on
economic development.
3. Additional funds are being requested for continuing marketing and promotion of downtown and
Vinton Business Center.
Mr. Lawrence called Council’s attention to Ms. Caudill’s salary allocation which reflects a change from a
40% allocation to a 10% allocation from the water/sewer fund. He noted that the rest of her salary
allocation had been moved to Economic Development. He also noted that $50,000 listed in the
Contributions/Transfers to Other Local Governments account is for downtown investment. He noted
that Council would have more information in a week for that project.
During a short discussion that took place regarding the boundaries of the Façade Grant area, Mr. Nance
questioned whether a business ownerwho met all the requirements for the grant except for his business
location, would be eligible for a Façade Grant. Ms. Caudill replied that he would not be eligible under
grant boundary requirements.
PUBLIC TRANSPORTATION
Ms. Caudill advised that shewas not asking for increased funding for the Public Transportation account
and noted that STAR had been utilized less this year than in the past. Staff and Council briefly discussed
the STAR system (Specialized Transit Arranged Rides). Ms. Caudillreported that she did not anticipate
any increases in the cost for regular bus service or for STAR.
Mr. Nance commented that he felt bus service was a service that could be cut if the budget gets any
tighter. Mr. Hare disagreed and commented that if everyone who rides the bus drove their own
vehicles, Vinton would be “crushed”. He questioned whether the budget numbers for Public
Transportation were final numbers and Ms. Caudill replied that the tracking of costs this year was going
well and felt the numbers were on target. She noted an anticipated decrease for STAR.
VINTON BUSINESS CENTER
Ms. Caudill reported that she had not requested an increase for the Vinton Business Center. She
advised that if Roanoke County goes forward with their plans to rezone the Vinton Business Center
property, a community meeting would be held at the end of May and the issue would go before the
Board of Supervisors on June 28. She noted that the new covenants, if adopted, will take out the
original proffer of a trail.
At 6:15 p.m., the work session temporarily adjourned for dinner and reconvened at 6:15 p.m.
Vinton Police Department
4
Captain Ben Cook reported that the Police Department’s budget had been reduced from $2.1 million in
2007 to $1.8 million in 2011. He noted that his department surveyed other local governments with a
population in the same range as Vinton’s with a similar police force and found thatBedford’s annual
budget for their police department is slightly over $1.8 million; Galax’s annual police budget is $1.7
million; and Abington’s annual police department budget is slightly over $1.8 million. He further noted
that Bedford’s police department is receiving a 3% salary increase in 2012; Galax will receive a 1% to 2%
salary increase and Abington is getting a 3% increase.
Captain Cook reported that the Police Department generated $78,861 inCourt Fines and Forfeitures and
$1,355 for parking finesfrom April 2010 to April 2011. He also reported that the Police Department
brought in $1,864,498 in grants over the last ten years. He went on to say that they brought in $27,344
in asset forfeitures from 2003 to 2011.
The Captain reviewed Police Department accomplishments for 2011:
1. Began work to achieve “Certified Crime Prevention Community” status through the Department
of Criminal Justice Services
2. Achieved a 5% increase in seatbelt usage through education and enforcement
3. Achieved a 5% increase in DUI efforts and reduced the number of alcohol related crashes
4. Increased neighborhood patrols through utilization of DMV grants
5. Increased use of LIDAR (laser radar) for more effective traffic enforcement
6. Gathered required documentation to participate in the 2011 statewide LE challenge in traffic
safety
7. Maintained and utilized Police Department website which allows citizens to view current police
events or community alerts and receive public concerns and comments
8. Using Bob-Cop Police Website
9. Expanded neighborhood watch groups from four to six groups
10. Organized a very successful National Night Out celebration
Police Department Goals and Objectives were reported:
1. Continue to gather required documentation to achieve re-accreditation in 2014
2. Continue to provide outstanding community awareness/customer service
3. Will seek alternate funding through grants and asset seizures
Ms. Fidler questioned how the Police Department disposed of used technology equipment. Captain
Cook replied that they either loan or give computers to other departments when requested or remove
and destroy the hard drives and sell them through e-surplus. He went on to say that some of the used
equipment is donated to agencies such as domestic violence shelters. Mr. Lawrence noted that hard
drives are taken out of all technology equipment and destroyed before it is sold or donated.
Captain Cook advised that the Police Department had requested $35,000 for the Part-Time Employee
line item which was cut by $15,000. He noted that this decrease would cut one part-time person who is
responsible for equipment maintenance, internal affairs, delivering legal documents to the court, and
supplementing patrol officers.
Captain Cook reported that Account No. 3101.302 – Contractual Services, was reduced from $7,150 to
$1,000. He noted that this account includes funds to cover the cost of washing Police vehicles. He went
5
on to say that he felt it was important that police vehicles be kept clean, especially for events such as
funeral escorts which occur almost daily. He also felt it was unfair to expect officers to have to spend
their days off cleaning their work vehicles when they are already using days off for court and required
training. Mr. Hare questioned whether it was possible to negotiate a better price for the Town with the
car wash. Captain Cook responded that he feels they already have a good arrangement worked out. He
further responded that for $250 a year, each police vehicle is assigned a card that allows the vehicle to
be washed as often as needed at no further cost to the Town.
Captain Cook reported that Account No. 3101.304 – Maintenance & Repairs was reduced per the Town
Manager’s recommendation from $54,000 to $49,000. He defended his request for $54,000 due to the
fact thatseveral vehicles were getting older and it is anticipated that there will be maintenance issues
during the year. He also noted that they were not as fuel efficient as they were when they were newer.
Captain Cook advised that Account No. 3101.553 – Materials &Supplies, was cut by $5,000 from $17,000
to $12,000. He advised that he had requested an increase in this account in order to purchase
ammunition. Captain Cook noted that the Police Department has been waiting on an ammunition order
that was placed 8 months ago and has been delayed as a result of the wars being fought currently. He
also explained that the requested $5,000 increase would cover the cost of only a few cases of
ammunition. He commented that he would have to find other means of obtaining funds to make the
ammunition purchase.
The Captain reported that the requested $15,000 amount in Account No. 3101.560 – Travel/Training
was decreased by $2,000 to $13,000. He stated that the $15,000 is needed for leadership training for
new recruits and new MPOs.
For Account No. 3101.305 – Maintenance Service Contracts, Captain Cook advised that the requested
amount of $31,950 was increased to $37,800 due to changes made when the Town’s Communications
Department was moved to Roanoke County. He gave a brief description of each contract listed under
this item.
In conclusion, Captain Cook reported that the total cuts for the Police Department budget amounts to
$30,900.
A brief discussion ensued regarding SPCA Fees and veterinarian bills.
Mr. Lawrence reported that the Town’s funding for Communications will be approximately $50,000 less
for the upcoming year than it is for the current year.
Mr. Nance questioned the amount in Account No. 3101.104. Mr. Lawrence responded that account
includes overtime wages for the Police Department’s ATF officer. He went on to say that the Federal
Government reimburses the Town of all overtime for this officer. Mr. Lawrence stated that the account
also included contractual police work as well.
Council and staff discussed Police Officer attrition.
SPECIAL PROGRAMS
Mary Beth Layman presented her department’s accomplishments for the current year:
6
1. Organized and conducted 12 Farmers Market events
2. Facilitated nine non-town events at the Farmers Market
3. Increased promotion of the Farmers Market through posters, City Magazine ads and postcards
4. Conducted a new Veterans Day ceremony at the Veterans Monument
5. Served as 2010 Dogwood Festival president
6. Conducted in-depth research confirming the killed-in-action names for monument
7. Chaired an employee committee that produced the Town Calendar
8. Served as project manager for Veterans Monument
9. Developed new Farmers Market children’s series called “Shake, Bake and Sprout”
Ms. Layman listed goals for her department:
1. First and foremost, provide excellent customer service
2. Organize and conduct 10 special events at the Farmers Market
3. Continue to develop the on-line social networking and promotion of the Town and upcoming
events
4. Seek sponsors and partnerships for events and activities
5. Assist the Town of Vinton staff and the Vinton Chamber of Commerce with research and
implementation for economic development
6. Support economic development and downtown revitalization efforts
7. Promote the “High Ground” monument as an attraction
8. Conduct “Shake, Bake and Sprout” Children’s series
Ms. Layman reported that Account No. 7101.103 – Part-time Salaries and Wages had been reduced from
$4445 to $2000. Mr. Nance questioned how the $2,000 reduction in part-time staff would affect her
department and Ms. Layman replied that there will be days when her office will not be covered when
she is on vacation or has activities and meetings that take her out of the office. Mr. Lawrence noted that
Ms. Layman salary allocations were taken out of the War Memorial account and placed fully in Special
Programs accounts.
Account No. 7101.307 – Advertising, was reduced from $10,035 to $7,500.
SWIMMING POOL
Accomplishments for 2011 were listed by Ms. Layman:
1. Conducted safe and successful pool operation during the 2010 season
2. Assisted in facilitating a partnership between the Town and Thrasher Memorial United
Methodist Church
3. Received a $2,000 grant from Foundation for Roanoke Valley for an intern for 2011
4. Increased revenues from $26,976 to $42,054 and attendance from 6,563 to 11,012
Ms. Layman pointed out her goals for swimming pool during the upcoming year:
1. Conduct a safe pool operation and enjoyable recreation experience
2. Facilitate the partnership with Thrasher Memorial United Methodist Church to enhance
programming
7
3. Continue to increase participation at the pool through programming and promotion
Mr. Lawrence advised Council that staff is planning to apply for a VML Achievement award due to this
unique partnership.
Ms. Layman reported a reduction in her Materials and Supplies Account, 7105.553 for the Pool from
$7,350 to $6,000. She also reported a reduction from $5,628 to $4,200 for Electrical Services, 7105.510.
Ms. Layman advised Council of a federal law that requires the Town to have an ADA Lift at the Pool by
March 15, 2012. She noted that the lift will cost approximately $5,000. Following discussion on the
issue, Mr. Nance felt that they should just go ahead and set the pool budget at $82,500 and to proceed
with purchasing the lift. Mr. Lawrence advised that staff will try to work this out.
SENIOR CENTER
The Special Programs Coordintor listed her goals for 2012:
1. Continue to offer accessible, reasonable or free social and recreational activities to overcome
social isolation of the senior adult
2. Continue to increase participation in the Senior Program by promoting activities through various
activities and media
3. Continue to research the needs of the senior adult population
4. Continue to research funding opportunities such as grants or partnerships
5. Develop cooperative programming with other departments or efforts
6. Promote activities for a healthy body and mind
Ms. Layman reported on accomplishments for the Senior Center during 2011:
1. The Senior recreational program was successful with a variety of activities
2. Facilitated continuation of Tai Chi and line dance classes
3. Facilitated presentations by LOA on Medicare procedures and Council of Community Services
about 211 Information system
4. Conducted cooperative programming with the Vinton History Museum for four history tours
5. Participated in the Vinton Senior Expo
Ms. Layman reported that she had reduced part-time salaries for the Senior Citizen Department from
$39,950 to $36,000. She also reported that she had reduced Maintenance and Repairs to Buildings from
$4,000 to $2,000 and Operating Supplies from $1,000 to $600.
Mr. Hare questioned whether the repairs to the Senior Building would be completed and paid for by
June 30th. Ms. Layman assured him that the repairs would be completed by then.
Ms. Layman reviewed budget totals for the Senior Citizens budget and reported that her revenues are
running ahead of her expenses due to funds gained from rental of the building. She presented Council
with a list of participants who had taken part in Senior activities over the past year.
Ms. Fidler asked if Ms. Layman knew how many of Senior participants were from the Town and how
many from other localities. Ms. Layman replied that there were 254 participants, 95 are Vinton
8
residents and the rest are from other areas. The Mayor asked if zip codes were used to determine
residency or actual addresses. Ms. Layman replied that zip codes were used.
WAR MEMORIAL
Lauren Hodges reviewed her department’s accomplishments for 2011:
1. Placed Gold in the category of “Best Event Venue” in Roanoker Magazine’s Best of Roanoke
Awards 2011
2. Placed 2nd in the category of “Best Wedding/Commitment Ceremony Venue” in City Magazines’s
Best of City Awards 2011
3. Nominated for the 2010 Roanoke Regional Chamber of Commerce Small Business Awards
4. Continued relationships with both large and small businesses
5. Hosted multiple community and fund-raising events
6. On track to exceed expected revenue goal for the fiscal year
She then listed her goals for the year:
1. Significantly increase weekday business events through target advertising, networking and
building business relationships
2. Increase revenue by 10% by pursuing both new and previous clientele, increasing linen package
fees and offering event planning services
3. Further educate staff on successful sale methods and hospitality training
4. Seek opportunities to save in the operational budget, specifically as various contractual services
end
5. Continue to drive for increased environmental awareness through digital operations, recycling
initiatives and encouraging less waste from events
In reviewing budget highlights, Ms. Hodges pointed out that because the Special Programs Coordinator’s
salary was removed from the War Memorial’s budget (7103.101. Salaries Full Time) and the fact that the
salary for the former Facilities Manager and Assistant Manager was higher than it is for the current
positions, she was able to request a reduction in the Full-time Salaries account.She reported that the
budget for part-time positions has also been reduced for 2012
Ms. Hodges advised that Account 7103.302, Contractual Services, was cut considerably due to the fact
that staff was able to cut some janitorial services by having staff take care of clean-up for smaller events
and decreased mat/mop cleaning services.
For Maintenance and Repairs to Equipment – 7102-304, Ms. Hodges noted that this account was up last
year due to a light fixture that was damaged last year. She stated that the damage was covered by
insurance so the Town was reimbursed for the repairs. She anticipated an increase in this account for FY
2012 due to the aging of facility equipment.
Ms. Hodges reported that Account 7103, Maintenance Service Contracts was reduced by $2,410 due to
a reduction in HVAC maintenance contract costs. She commented that as each of the current service
contracts come up for renewal, she hoped to be able to get costs down for most of them.
9
For Account No. 7103,306, Printing and Binding, she reported that this account was not used last year
due to an overstock of printed material from the year before. She went on to say that she had to
request funding this year to replenish her supply.
Ms. Hodges noted that staff cancelled WEBJ Television advertising and has increased online presence.
She stated that this resulted in a decrease of $3,000 for 7103.307. She reported an increase in Account
No. 7103.35 – Maintenance and Repairs to Building by $1,800 due to aging of the War Memorial. She
also reported a small decrease in electrical and heating services. Ms. Hodges concluded by stating that
she decreased her materials and supplies account by $1,661.
Mr. Hare advised that he feels Council needs to be involved in efforts to bring down War Memorial
costs. Mr. Lawrence asked Council if they were interested in forming a War Memorial Committee that
would involve two members of Council. He added that this committee would receive a report from the
War Memorial team put together to try to reduce costs further. The Mayor stated that he felt that the
idea is worth thinking about.
The work session adjourned at 9:40 p.m.
APPROVED:
Bradley E. Grose, Mayor
ATTEST:
Darleen R. Bailey, Town Clerk