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HomeMy WebLinkAbout5/15/2018 - RegularMINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P. ON TUESDAY, MAY 15, 2018, IN THE COUNCIL CHAMBERS OF THE VINT MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTO VIRGINIA MEMBERS PRESENT: Bradley E. Grose, Mayor Matthew S. Hare, Vice Mayor Keith N. Liles Sabrina McCarty Janet Scheid STAFF PRESENT: Barry W. Thompson, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Theresa Fontana, Town Attorney Anne Cantrell, Treasurer/Finance Director Pete Peters, Assistant Town Manager/Director of Economic Development Tom Foster, Police Chief Anita McMillan, Planning & Zoning Director Joey Hiner, Public Works Director William Herndon, Assistant Public Works Director Christopher Linkous, Deputy Chief/Fire & EMS Donna Collins, Human Resources Director Fabricio Drumond, Deputy Police Chief Mary Beth Layman, Special Programs Director Chasity Barbour, War Memorial Facility Manager The Mayor opened the work session at 6:00 p.r The Town Manager first commented that staff wou• like to review the recommended changes that wel discussed at the budget work session at the May I Council meeting. He then turned the floor over Anne Cantrell who commented she wanted to revie those changes and any others that Council might ha in preparation for the Public Hearing at the meeti tonight, I Ms. Cantrell commented the first recommended change is to eliminate the unfunded positions. With regard to the proposal to increase the business license tax, the Public Hearing on this matter has been placed on the agenda for tonight's meeting. Letters were sent to nine businesses that would have a significant increase and no response has been received from them. At Council's direction, an action item has been placed on tonight's agenda for Council to consider giving proper notice for the Town to withdraw from the Western Virginia Regional Industrial Facility Authority. Another recommended change was to add the use of fund balance for the purchase of trashcans in the Fiscal Year 2018-2019 budget. The Finance Committee reviewed the quote for the trashcans and the Committee feels that an appropriate amount would be approximately $190,000. This use of fund balance would be added to the revenue in the General Fund and would be included as a CIP item in the Refuse budget. There was a recommendation to transfer $30,000 from milling and paving to the CIP for bridge maintenance. This money would be placed into a restricted account. The last recommendation was to move $40,000 from the programming budget and put into a non - departmental account in the General Fund, reduce the I CIP in the Utility Fund by $20,000 and reduce the Stormwater Fund to provide some type of increase in employee compensation. Staff wanted to get direction from Council as to whether they still want to include this item or consider other options. Vice Mayor Hare asked if there was a general consensus to eliminate the two unfunded positions and Council gave their consensus to move forward with this recommendation. With reoard to the increase in the business license tax, V� ##n-nytwt&i t��,7,P�-rt come in conformity with the rest of the Valley. Roanoke County has now proposed to increase their minimum to $125,000. Ms, Cantrell commented there are two businesses that it would affect in the professional category, but overall we would receive between $5,000-8,000 less in taxes. Even though we advertised the Public Hearing for $100,000, the Town Manager commented that the Town Attorney had indicated there would be no problem with making the change. Council gave their consensus to increase the amount to $125,000. The next item for discussion was the consideration of withdrawing from the Western Virginia Regional Industrial Facility Authority. The Mayor read from a prepared statement concerning the budget process, the recent and future successes of economic development in the Town and the reasons why he supports regional cooperation. While it may be difficult to visualize or understand a direct benefit to the Town's citizens, our $1,500 contribution made to this regional effort will help to provide enormous return for the entire region. His hope was that this Council K The next item was to transfer $30,000 of funding from milling and paving to CIP for bridge maintenance and Council gave their consensus to move forward with this item. The last item was to remove the funding from several accounts to fund an increase in employee M compensation, Ms. Cantrell asked if Council wanted to still remove the $40,000 from the General Fund and if Council wanted to consider other options. Council had discussed setting aside funds to provide a one percent increase for employees. Staff provided an option to the Finance Committee to do a $250-500 Christmas bonus by making some budget cuts throughout the General Fund and the Utility fund. Staff has made this recommendation because it would be a one-time commitment. The Town Manager commented that staff is recommendinq a bonus rather than a one percent raise and that it be given in December. In order to o a $250 bonus, it would take approximately $18,900 in the General Fund. We have analyzed ce ain accounts and have come up with that amount of money if Council could like to look at that option. If we look at program functions from January to June, we could possibly come up with another $18,900 if Council would want to of at a different bonus option. Vice Mayor Hare commented that Council c4i recommend moving forward with the Christmin bonuses by cutting $18,900 out of the vario accounts and then Council can reassess the budget October or November. The Town Manager furth commented that the Finance Committee can th review the budget for any additional funding availab after the programming changes are made. Ms. Cantrell next commented that the funds would be taken from the identified accounts and moved to a non -departmental line item and once it was decided what we are going to do, the funds would then be transferred into the salaries of each affected department. The identified accounts in the General Fund totaling $18,900 were as follows: $2,000 from Town Council Committees Appreciation-200.1100,593 leaving $500,00, $6,000 from Human Resources Special Events-200.1203.592 leaving $3,000 and $6,200 from Police/Animal Control Contractual Services-200.3501.302 to adjust from a four percent to a three percent utilization. Also, an additional $3,700 will be out by taking a 10% deduction from all departments travel line items; $500 from Town Council Meeting Expenses-200.1100.589 and $500 from Treasurer/Finance Department -Merchandise for Resale-200.1214.552, In the Utility Fund, $5,300 from Meter Replacement-300.9405, 710, for meter replacement when meters fail which has not been heavily utilized due the use of CIP funds. M The work session ended at 6:45 p.m. Council took a 15-minute recess. The Mayor called the regular meeting to order at 7:00 p,m, The Town Clerk called the roll with Council Member Liles, Council Member McCarty, Council Member Scheid, Vice Mayor Hare and Mayor Grose present. After a Moment of Silence, the Town Clerk led the Pledge of Allegiance to the U.S. Flag. Under upcoming community events, Coun Member McCarty announced the following: May 19 1:00 pm to 6:00 pm - Grapes & Grain Festival - Vint War Memorial; May 19 — 11:40 am Capta Drumond, Detective Hill and Officer Bray will go "Ov the Edqe" for the Big Brothers Big Sisters fundrais May 29 - Party in the Park with The Worx Band Farmers' Market and Star City Playhouse will ha their next play in June. Council Member Sche commented on the success of the Gallop for t Greenways. Debbie Adams announced the Relay f Life this Friday night at Rivers Edge from 6:00 pm Midnight. Chief Guffey announced the First Aid Cre Installation Banquet on June 28 1h at 6:30 pm. Chief Foster commented that today was Nation 2 11 W I I f4-::UC-fb-ff-r5Ur f FT F0 Enforcement Memorial in Washington, DC, "it is n how these officers died that made them heroes, it how they lived." The President spoke today a indicated there will be 199 names added to t Memorial this year and thus far there have been officers killed in the line of duty this year, Under requests to postpone, add to or change order of agenda items, the Town Manager request to amend the Closed Session to include the subje 1 concerning the Town's appeal to an employ grievance determination". i The next item on the agenda was the Conse Agenda. Vice Mayor Hare commented that Coun had discussed using the Consent Agenda streamline some of the appropriations. All items li these go through the Finance Committee for revie before being placed on the agenda. Adopted Resolution No. 2246 appropriating funds in the amount of $3,928.00 received through the VML Insurance Programs Risk Management Safety Grant Program to the VML Risk Management Grant budget line item Council Member Scheid made a motion to approve the Consent Agenda as presented; the motion was Adopted Resolution No. 2247 seconded by Vice Mayor Hare and carried by the appropriating funds in the amount of following vote, with all members voting: Vote 5-0; $1,500.00 received through the 0 Yeas (5) — Liles, McCarty, Scheid, Hare, Grose; Nays Virginia Tourism Cooperation (0) — None. "LOVE" Artworks Program to the War Memorial Special Projects budget line item Chief Foster next read a Memo recognizing Officer Dustin Bray as Officer of the Month for April. Officer Bray was not able to attend the meeting. The next item on the agenda was a report on the Vinton Volunteer First Aid Crew for April 2018. Chief. Guffey reviewed his report which was a part of the i agenda package and is on file in the Town Clerk's Office as a part of the permanent record. Chief Guffey made one correction to his report, the total hours for the month was 2,131 instead of 2,228. They currently have 55 members after losing two to medical school and adding three new ones. Chief Guffey also commented they had four members to assist with the recent fire on Catawba Mountain and expressed appreciation to the Town Attorney for assisting with the updating of their application packet. The next item on the agenda was a report on the Vinton Volunteer Fire Department for April 2018, Chief Oakes reviewed his report which was a part of the 2genda package and is on file in the Town Clerk's #ffice as a part of the permanent record. With regard to new members, Chief Oakes :1 commented they have one new member who is being finalized through Roanoke County and would like to introduce him next month. A new banner has been ordered and will be placed in the yard at the Fire Station instead of on the building. Some shirts have been ordered to use for recruitment and they are sti I I finalizing the details to set up a booth for recruitment at the Berglund Center. Vice Mayor Hare suggested the banner be placed on the entrances to the Town and moved around to get more visibility, He also suggested putting information on the William Byrd High School sign. The next items on the agenda were several Proclamations. The first Proclamation was for National Emergency Medical Services Week. Chief Guffey commented the theme this year is "EMS Strong: Stronger Together" and about the collaborative effort between the career and volunteers as well as Town staff and Council. After additional comments, the Mayor presented the Proclamation. The next Proclamation was for National Public Works Week. Joey Hiner commented this is the 58 Ih 1#1 year of the celebration and the theme this year is "T , Power of Public Works". This week honors the vito contribution Public Works professionals make eve day and is the 12 th year of celebration in the Tow After additional comments, the Mayor presented t Proclamation. Under citizens' comments and petitions, Tessa Yarbrough requested that the vote on the Anti - Corruption Resolution be tabled until the next Council meeting. The Town Clerk commented that the matter could be discussed and a motion to table made with that item comes up on the agenda, The next item on the agenda was consideration of public comments regarding the proposed FY 2018-2019 Town of Vinton Budget. The Mayor opened the Public Hearing at 7:45 p.m. Public Hearing opene4 The Town Manager first commented that on April 17 2018, the FY 2018-2019 proposed budget waE submitted to Council, A work session on the budge, was held on May I't and tonight prior to the Counci meeting. The Town Manager next commented on thE policies that guided the proposed budget and that t E proposed budget for all funds total $12,141,962, made up of the General Fund, Grant Fund, Utility Fund and Stormwater Fund. The total funds were a 4.64% decrease over the past fiscal year. There are Capital Improvement Programs of $92,139 ir the General Fund and $100,800 in the Utility Fund, The grant funding and expenditures were placed into a separate fund due to the volume and dollar value of the grants being awarded to the Town over the past two years. Even though the proposed budget only reflected grant funds of $33,903, after July I", there would be other grants that will be moved over to this Grant Fund. A Notice of the Public Hearing was advertised on May 3rd and May 1 Oth. The Town Manager then turned the meeting over to Anne Cantrell. Ms. Cantrell reviewed an updated PowerPoint presentation from the April 17, 2018 Council meeting. (A copy of the presentation is on file in the Town Clerk's Office and will be made a part of the permanent record.) Ms. Cantrell commented that from the budget work session prior to the Council meeting, there are recommended changes to the proposed budget. The unfunded positions would be eliminated, which would make three eliminated positions. The Public Hearing was advertised for tonight to change the businessi 0 license tax rates and Council will be recommending increasing the amount from $100,000 to $125,000 for the minimum gross receipts to mirror the proposed adjustment in Roanoke County. An item has been placed on tonight's agenda for consideration to give notice to withdraw from the Western Virginia Regional Industrial Facility Authority (WVRIFA). Council has requested to add use of fund balance to purchase the trashcans in the FY 2018-2019 budget and to transfer $30,000 from milling and paving to CIP for bridge maintenance. Council has also requested to set aside $18,900 in the General Fund and $5,300 in the Utility Fund to provide an employee bonus at the end of the calendar year. This would be a transfer into a non -departmental account, Ms. Cantrell further commented that adding approximately $190,000 from fund balance for the purchase of the trashcans would increase the General Fund expenditures to just over $8 million. Council Member Scheid and Vice Mayor Hare commented on the budget process and expressed appreciation to staff and the budget committee. Council Member Scheid further commented that most of our General Fund expenditures go to Public Works and Public Safety which are the two most important services that we provide to the town and its citizens. Council Member Liles, Council Member McCarty and the Mayor also expressed thanks to the Finance Committee and staff for their work on the budget. Hearing no further comments, the Mayor closed the Public Hearing at 8:02 p.m. Public Hearing closed The action to adopt the final FY 2018-2019 budget will be considered at the June 5, 2018 Council meeting. The next item on the agenda was consideration of public comments regarding the proposed business license tax increase effective January 1, 2019. The Mayor opened the Public Hearing at 8:03 p.m. Public Hearing opened Anne Cantrell commented that in reviewing the Town's business license tax ordinance, staff is recommending that the Ordinance be updated to align with the surrounding jurisdictions in the Roanoke Valley. The anticipated impact of the change to the General Fund Revenues would be approximately an increase of $55,000Based on a case by case analysis, several small businesses will see a reduction when they renew their business license at the beginning of January 2019, The largest impact will be in the professional category. Pursuant to Virginia Code § 58.1-3007, the Notice of Public Hearing was advertised in The Vinton Messenger on May 10, 201& The businesses that were identified as key stakeholders have been notified and there has been no feedback received from those businesses, A draft Ordinance was included with the agenda package that was prepared with the assistance of the Town Attorney. Staff would recommend that the Ordinance be considered for adoption at the June 5, 2018 Council meeting. Vice Mayor Hare asked if the draft ordinance would be amended to reflect the change from $100,000 minimum gross receipts to $125,000 and for fortunetellers, clairvoyants and practitioners of palmistry, the charge will remain at $250 per year and Ms. Cantrell responded yes. Hearing no further comments, the Public Hearing was closed at 8:05 p.m. Public hearing closed The next item on the agenda was consideration of public comments regarding Special Use Permit (SUP) request of Elizabeth Meador to operate an in -home music studio for the instruction of individuals or groups in piano and/or voice at 705 Dillon Drive, Tax Map Number 061.17-03-70, which is zoned R-1 Residential District. The Mayor opened the Public Hearing at 8:06 p.m. Public Hearing opened Anita McMillan commented that the members of the Planning Commission and Council were given the staff report, the completed form of the Special Use Permit and additional information provided by Ms. Meador. Council was briefed on the request at their May I't meeting and as indicated in the staff report, Ms. Meador has provided information regarding the reason for her request. She was present at the meeting should Council have additional questions. On May 3rd, the Planning Commission held its Publ Hearing and voted unanimously to recommend th Council approve the request with two conditions bei proffered by the Ms. Meador. There will be no .s. for the business and there will be no more than two three students'cars at the home at any given time. Vice Mayor Mare commented that he appreciated the proffering of the no signage, The Mayor agreed and also thought that the limit of the number of vehicles was 9 MIC"WOUIRMImm- Hearing no further comments, the Public Hearing was closed at 8:07 p.m. Public Hearing closed The Mayor commented for those that do not regularly attend Council meetings that before Council comes to the point of taking action on an item, the matter has been thoroughly examined and has been before Council at least one time. Council Member Liles commented that these items also go before the Planning Adopted Ordinance No. 992 Commission as well. -ap-prQving the Special Use Permit Council Member Liles made a motion to adopt t"-n Ordinance as presented; the motion was seconded Council Member McCarty and carried by the followi roll call vote, with all members voting: Vote 5-0; Ye (5) — Liles, McCarty, Scheid, Hare, Grose; Nays (0) 1 Itate. The next item on the agenda was to consid,-" adoption of Resolution in support of the Americ Anti -Corruption Act. The Town Manager comment that Tessa Yarbrough has requested that the item tabled, but that Council had indicated they would li to discuss the matter. I Vice Mayor Hare first commented that he had reviewed the proposed Resolution and had concerns with the language in Section No. 4 of the Resolution relating to small tax credits for voters to contribute to candidates who only accept small donations. He was concerned with using taxpayer money to fund elections directly, especially on the local level since we already ask our citizens to fund two elections with their tax dollars, the one in May and the general election in November, Vice Mayor Hare next commented on the language in Section No. 5 of the Resolution relating to redistricting reform and establishing a ranked choice voting system. He would like to see other controls or laws in place that would force elected officials to have boundary lines on what they can do. The ranked choice voting system is an interesting idea, but he was concerned that it could create confusion when people try to figure out how to vote that way. Council Member Scheid commented that the curre system creates disincentives for voters to feel like th participation matters. There are barriers to ordina 3 people being a part of the system and running f] election at the State and Federal level because th (SUP) request of Elizabeth Mead to operate an in -home music stud for the instruction of individuals groups in piano and/or voice at 7 Dillon Drive, Tax Map Numb 061.17-03-70, which is ned R Residential District zo'I ITS] do not have the level of influence or access to the money. She would be fully supportive of public financing of campaigns. Council Member Scheid next commented that she also has questions regarding the ranked choice voting system, but feels there are a lot of improvements that can be made and it is imperative that we get big money out of campaigns. Council Member McCarty, Council Member Liles and the Mayor commented that they also had questions and appreciated M. Yarbrough requesting that the matter be tabled until the next meeting. David Denham, Chapter Leader for "Represent Roanoke Valley", commented that they are part of the National Organization "Represent Us" that developed this anti -corruption movement around the country. Mr. Denham made additional comments in support of the movement and expressed appreciation to M. Yarbrough for her efforts. Ms. Yarbrough asked if she could comment on the concerns expressed by Vice Mayor Hare, With regard to small tax credits, the suggestion is a $100 per person tax credit that they can donate to the candidate of their choice. To be eligible for this program they would be willing to not accept Super Pac money and corporate funding. The goal would be to remove the corporate influence where trillions of dollars are being allocated to items based on what corporations want rather than what the people want. With regard to the ranked choice voting system, Ms. Yarbrough commented that this system would be more representative of what the people want. In a normal voting system where you can only vote for one candidate, you cannot tell if people vote for a candidate because they support them or because they did not want the other one to win. Also, with regard to redistricting, results have proven that we have highly non-competitive districts, which has been caused by partisan redistricting. Council Member Scheid commented that one of the ways to reduce the cost of campaigns would be for candidates to receive a certain amount of money from the government, but limit the amount of time they could campaign. Council Member Scheid made a motion to table the Resolution to the June 5, 2018 Council meeting; the motion was seconded by Council Member Liles and Tabled adoption of Resolution in carried by the following roll call vote, with all members support of the American Anti - Is voting: Vote 5-0; Yeas (5) — Liles, McCarty, Scheid, Corruption Act to the June 5, 2018 Hare, Grose; Nays (0) — None. Council meeting The next item on the agenda was to consider adoption of a Resolution approving the updated Emergency Operations Plan for the Town of Vinton. Deputy Chief Linkous commented he is requesting that Council approve the updated Plan and would be glad to answer any questions. Vice Mayor Hare made a motion to adopt the Resolution as presented; the motion was seconded by Council Member McCarty and carried Adopted Resolution No. 2248 by the following roll call vote, with all members voting: approving the updated Emergency Vote 5-0; Yeas (5) — Liles, McCarty, Scheid, Hare, Operations Plan for the Town of Grose; Nays (0) — None. Vinton The next item on the agenda was to consider adoption of a Resolution giving thirty (30) days' notice of the Town's intent to withdraw from the Western Virginia Regional Industrial Facility Authority. The Town Manager commented that at the May Ist budget work session, Council discussed their membership in the WVRIFA and staff was directed to add the item to this :;k,genda for Council's consideration and formal action. Further discussion was also had at the budget work session prior to this Council meeting. MEMOS= - L144% The Town Manager reminded Council of the change in the timing of the traffic signal at the intersection of Hardy Road and Vinyard to take place on May 17 1h . He also commented on the new striping that has been done at the Walnut Avenue and 8th Street intersection. The next item on the agenda was a report from the Finance Committee, Anne Cantrell commented that the Finance Committee reviewed the February, March and April Financial Reports, but she would focus on the April Report. Ms. Cantrell next gave a PowerPoint presentation on the April 2018 Financial Report. (A copy of the presentation is on file in the Town Clerk's Office and will be made a part of the permanent record.) Resolution giving thirty (30) days' notice of the Town's intent to withdraw from the Western Virginia Regional Industrial Facility Authority lailed due to lack of a second IN With regard to the decrease in Sales Tax, staff has been in contact with Roanoke County and they have indicated there are some corrections being done between the allocation of sales tax between the City of Roanoke and the County. Some of those corrections Gk��421k-s-y,#4# sgL--CT-- tax; however, she felt that they would probably increase next fiscal year. Ms. Cantrell next commented on the cash report and the projected revenue shortfalls in the General Fund, With regard to the fund balance Ms. Cantrell commented that taxes are collected primarily in May and June and with the second half of real estate taxes being collected in December. From the period of July through December, we are spending, but we do not have a lot of cash coming in. As of November of this year, we used $1.3 million in cash reserves just to keep operations going. If we ever reduced fund balance to the 60 day requirement we would not have enough cash flow for the operations deficit. 1.0 Vice Mayor Hare made a motion to approve 1:1 financial reports for February, March and Ap1ril 201410 the motion was seconded by Council Member Sche and carried by the following vote, with all membe - voting: Vote 5-0; Yeas (5) — Liles, McCarty, Schei Hare The Mayor commented that he and the Town Manager have continued their regular meetings with Tom Gates, the Roanoke County Administrator and Jason Peters, our Board representative. He expressed appreciation to the Police Department for their participation in the recognition program for the Herman L. Horn kindergarten class, The next item on the agenda was a request to convene in Closed Meeting, Pursuant to § 2.2-3711 (A) (7) of the 1950 Code of Virginia, as amended, for consultation with legal counsel and briefings by staff members or consultants pertaining to actual or probable litigation, where such consultation or briefing in open meeting would adversely affect the negotiating or gating posture of the public body concerning the Town's appeal to an employee grievance determination. Council Member Liles made a motion to convene in Closed Session; the motion was seconded by Council Member McCarty and carried by the following vote, with all members voting: Vote 4-0-1; Yeas (4) — McCarty, Scheid, Hare, Grose; Nays (0) — None; Absent (1) Liles. Council went into Closed Session at 9:30 p.m. Approved the Financial Reports `111 February, March and April 2018 W At 10:33 p.m., the regular meeting reconvened and the Certification that the Closed Meeting was held in accordance with State Code requirements was approved on motion by Vice Mayor Hare; seconded by Council Member McCarty and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas Liles, McCarty, Scheid, Hare, Grose; Nays (0) — None. Council Member Liles made a motion to adjourn t - regular meeting; the motion was seconded by Coun Member McCarty and carried by the following vote, wi ,211 members voting: Vote 5-0; Yeas (5) — Liles, McCart A Scheid, Hare, Grose; Nays (0) — None. The regulo meeting was adjourried at 10:35 p.m. a] ."A 2 W WOM = ,--0 47r,10 & - I-wC4� Bradley E. Grose, Mayor A EST: UO vL/ Susan N. JohnYn 6MC, Town Clerk IV, kI% dift'Llffle'l 0 ME a He 1 .14 ki ffil LWE A I E 11: NA US I Ex 9 1 ffil W ffig I A � WHEREAS, the Town Council of the Town of Vinton, Virginia has convened a closed meeting on this date, pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act-, and, WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Vinton Town Council that such closed meeting was conducted in conformity with Virginia Law. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council hereby certifies that to the best of each men ber's knowledge: Only public business matters lawfully exempted from opening meeting requirements by Virginia law were discussed in the closed meeting to which this certification applies; and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Town Council. Motion made by Vice Mayor Hare and seconded by Council Member McCarty with all in favor. Clerk o Council