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HomeMy WebLinkAbout10/1/2019 - Regular MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, OCTOBER 1, 2019, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET,VINTON,VIRGINIA MEMBERS PRESENT: Bradley E. Grose, Mayor Keith N. Liles, Vice Mayor Sabrina McCarty Janet Scheid Michael W. Stovall STAFF PRESENT: Barry W. Thompson, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Jeremy Carroll, Town Attorney Pete Peters, Assistant Town Manager/Director of Economic Development Fabricio Drumond, Deputy Police Chief Anne Cantrell, Finance Director/Treasurer Anita McMillan, Planning & Zoning Director Joey Hiner, Public Works Director The Mayor called the regular meeting to order at 7:00 p.m. The Town Clerk called the roll with, Council Member Scheid, Council Member McCarty Council Member Stovall, Vice Mayor Liles and Mayor Grose present. Roll call After a Moment of Silence, Debbie Adams led the Pledge of Allegiance to the U.S. Flag. Under upcoming community events, Council Member McCarty announced the following: October 5 — 10:00 a.m.-4:00 p.m. —Big Lick Ocktoberfest/Vinton Fall Festival — Downtown/Farmers' Market; October 5 - 4-10 p.m. — Rocktoberfest — Twin Creeks Brewery; October 7 — 6:00 p.m. - Burgers and Boot Camp — Farmers' Market; October 11 — Virginia Tech Hockey vs Louisville 7:30 p.m. — Lancerlot; October 12 — Virginia Tech Hockey vs Kentucky — 7:30 p.m. — Lancerlot; October 12 — 7-10:00 p.m. - Mingle at the Market with Five Dollar Shake - Farmers Market, 7-10 p.m. and October 13 — Virginia Tech Hockey vs Maryland—7:30 p.m. - Lancerlot. Under requests to postpone, add to or change the order of agenda items, the Town Manager requested to add under Section J, Town Manager, Section 2, Items Requiring Action, Item (b) to consider adoption of a Resolution in support of immediate funding for repairs to Blue Ridge Parkway closures (between MP 106 — MP 112 and Roanoke Mountain Loop Road at MP 120). Vice Mayor Liles made a motion to approve the Consent Agenda as presented; the motion was seconded by Council Member Scheid and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) — McCarty, Scheid, Stovall, Liles, Grose; Approved minutes of Regular Council Nays (0) — None. meeting of September 17, 2019 The next item on the agenda was a briefing on the proposed adoption of the Roanoke Valley-Alleghany Regional Hazard Mitigation Plan. Anita McMillan first commented the first Regional Plan was the Pre-Disaster Mitigation Plan which was adopted in 2013. The new Plan has to be prepared and adopted in order for each locality to receive any federal mitigation grant funds. The review process started in June of last year and pertinent parts of the Plan were provided with the agenda package. The Committee completed the Plan in early May and submitted it to the Virginia Department of Emergency Management(VDEM)for their review and approval. After VDEM approved the Plan at the end of May, it was submitted to FEMA (Federal Emergency Management Agency) and the approval was received from FEMA for each locality to adopt the Plan by Resolution. Council Member Scheid asked if the Town was still in the Community Rating System. Ms, McMillan responded that the Town is currently Level 8. A recertification has to be done every year by August 1st and the one for this year has been approved. After five years,the Town would like to go to Level 7. Staff is trying to get Roanoke County to go to Level 7 because they are storm ready. We can receive extra credit because the Town cannot be storm ready without the County being storm ready, The City of Roanoke is Level 7 and the Town and the County are both at Level 8. The next item on the agenda was a briefing on the Notice of Intent to Award Engineering Services to Mattern & Craig for the Walnut Avenue Bicycle and Pedestrian Accommodations Project — 5th Street to Town West/City of Roanoke Limits. Anita McMillan first commented that when the grant was awarded to the Town formerly known as RSTP (Regional Surface Transportation Program) it was for a pedestrian bridge over Tinker Creek. Since we were able to receive a grant and complete the Glade Creek Greenway Phase 1, we felt that the pedestrian bridge was not needed and the funds would be better spent to improve Walnut Avenue by adding sidewalk and bike lane. The Agreement with VDOT was signed last year and in April of this year the RFP (Request for Proposal) was advertised and six (6) proposals were received. The Town's Selection Committee reviewed the proposals, interviewed four (4) firms and ranked them. Mattern & Craig was ranked the highest; The draft Scope of Services was provided with the agenda package. The total cost of the project is$1,44 ,2 2.00 and will go from 5t"Street to the Town's West limits. The final Scope of Services and the Contract will be on the October 15th agenda for action by Council. The next item on the agenda was to consider adoption of an Ordinance to amend Chapter 10, Animals, Article Ill, Animals Other Than Dogs and Cats, Section 10-93, Beekeeping of the Town Code. The Town Manager commented that Council was briefed on the proposed Ordinance at their September 17th meeting by Nathan McClung of the Planning & Zoning Department and the William Byrd Middle School(WBMS) Beekeeping Club. The Club made an excellent presentation at their meeting. There was one question that came up regarding Section (b) (5) of the Ordinance and the language has been amended to "'shall provide access", which was highlighted in the Ordinance that was a part of the agenda package. Vice Mayor Liles made a motion to adopt the Ordinance as presented; the motion was seconded by Adopted Ordinance No. 1006 to Council Member Stovall and carried by the following amend Chapter 10, Animals, Article roll call vote, with all members voting: Vote 5-0; Yeas lll, Animals Other Than Dogs and (5) McCarty, Scheid, Stovall, Liles, Grose; Nays (0) Cats, Section 10- , Beekeeping of None. the Town Code The next item on the agenda was the added item under Section J, Town Manager, Section 2, Items Requiring Action, Item (b) to consider adoption of a Resolution in support of immediate funding for repairs to Blue Ridge Parkway closures (between MP 106 — MP 112 and Roanoke Mountain Loop Road at MP 120). The Town Manager commented that he and the Town Clerk have been working with Catherine Fox, Vice President of Public Affairs & Destination Development) for the Virginia's Blue Ridge (VBR) in developing the Resolution. The template for the Resolution has been sent to our surrounding localities and he has talked with each of the Managers/Administrators. During the month of October, we are anticipating that they will each adopt a similar Resolution Those jurisdictions and their meeting dates are Roanoke County-October 8, Town of Bedford-October 8, Town of Boones Mill-October 8, 3 Roanoke City-October 10, Salem City-October 14, Town of Rocky Mount-October 14, Franklin County October 15, Botetourt County-October 22 and Bedford County-October 28. After each of the governing bodies have adopted the Resolution, we have asked that their Clerks forward a copy to Ms. Fox at the VBR and we will work with Ms. Fox in putting together packets to be sent to the Director of the National Park Service, Governor Northam, Congressmen Kline and Griffin, Senators Warner and Kaine, our State legislators and any other individuals recommended by the other localities. In addition to the Resolution, the VBR has provided language to go on our websites which details the detour route and businesses that tourists can take advantage of. The Blue Ridge Parkway has also been very good to work with during this process. In response to a question from Council Member Stovall about the delay in the repair; the Town Manager responded they have indicated it is closed indefinitely because of lack of funding. The Federal Highway Administration inspected the section from Route 24 to Route 460 and found that some box culverts had failed and they do not have the funding at this time to fix it. Yesterday, September 30t", was the end of the federal fiscal year and today, October 1st is the beginning of it and they still say they do not have the funding. This will have a huge economic impact on this area with the Fall season and the number of people that it draws. Council Member Scheid commented that she fully supports the Resolution; however, since there is a lot more traffic coming through Vinton now, we need to do whatever we can to capitalize on it and take advantage of the situation that we have very little control over. Council Member Scheid made a motion to adopt the Adopted Resolution No. 2321 in Resolution as presented; the motion was seconded by support of immediate funding for Council Member McCarty and carried by the following repairs to Blue Ridge Parkway roll call vote, with all members voting: Vote 5-0; Yeas closures (between MP 106 — MP 112 (5) McCarty, Scheid, Stovall; Liles, Grose; Nays (0) and Roanoke Mountain Loop Road at None. MP 120) Under the TownManager's comments/updates,the Town Manager commented that this Friday; October 4t" at 1230 p.m., the Vinton Planning Commission will be having a work session to discuss the subdivision ordinance and Council is invited to attend. Ms. McMillan commented that two VDOT personnel have been invited that handle subdivision ordinances for the right-of-way in Roanoke County that is owned by 4 VDOT. Our current subdivision Ordinance is from 1996 and does not require developers to put in sidewalks. This is one area we will be discussing along with the widths of the right-of-way to try and increase the walkability and slowing of traffic. The Town Manager next commented that after the briefing at the last meeting on the increase in the water and wastewater rates, Anne Cantrell developed an informational brochure. Ms. Cantrell provided Council with copies of the brochure for their information. The brochure will be posted on the website. The Public Hearing will be at the October 15th Council meeting. Once the Ordinance is adopted, the brochure will be included with the utility bills. With regard to the Joint Economic Development Tour with the Roanoke County Board of Supervisors on October 10th, the Town Manager commented that the original agenda has been revised. Pete Peters next commented that the tour will still be from 4.00-6:00 p.m., but will now start and end at the War Memorial and there will not be a dinner, There were further comments and discussion regarding the aspects of the tour. With regard to the dinner, Mr. Peters commented that the meeting was originally scheduled to end with a dinner in order to have a wrap-up discussion. The Town Manager commented that the request to adjust the schedule came from Roanoke County. After additional comments and discussion, it was the consensus of Council to continue with the tour as planned, but to contact the Roanoke County Board of Supervisors to try and get another dinner meeting scheduled in the near future. Comments from Council: Council Member Scheid commented on the ribbon cutting for the Hinchee Trail on Saturday and the annual Greenway picnic. The Trail, which is a connection to Carvins Cove is going to be invaluable to our Greenway system and our efforts to make Virginia's Blue Ridge a huge ecotourism site. Council Member Stovall asked Joey Hiner about the yellow lines that have been painted down Mountain View Road and are they going to dig for gas again, Mr. Hiner responded he does not know, but that yellow is for gas. The Town Clerk reminded Council that the V L Conference begins on Sunday afternoon for those that are registered to attend. There was further discussion 5 regarding the itinerary for the Conference and the Town Clerk commented she would send everyone information. Council ...ember Scheid made a motion to adjourn the meeting;the motion was seconded by Vice Mayor Liles and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) — McCarty, Scheid, Stovall, Liles, Grose;Nays(0)—None. The regular meeting was adjourned at 7:54 p.m. Regular Meeting adjourned The Mayor called the Work Session to order at 7:56 p.m. for further discussion on procedures for Council Committees and planning for the Council Retreat. The Mayor first commented that perhaps the procedures for the Council Committees needed to be modified so everyone on Council knows what is being discussed and can have an opportunity to request that a particular item be considered by a Committee. Maybe providing the minutes of the Committee meetings would help in getting the information out to Council. Council Member Stovall commented that minutes can be cumbersome and suggested a communication liaison. If an item is discussed in one of the Committee meetings that Council should know, then direct the Town Clerk, for example, to give the other Council members a call and apprise them of the discussion. The line of communication needs to be better. Council Member Scheid commented on the Committee Folder in Dropbox where agendas and minutes of the meetings can be found. The Public Works and Finance Committee folders are relatively up-to-date; however; the Public Safety folder has not had anything added since 2017 and there was a meeting in 2018. With regard to the Economic Development Committee, Council Member Scheid commented that is a little different beast and is the Committee that causes the most consternation. She occasionally makes an appointment with Mr. Peters to get an update because there is only so much you can put in minutes or say in this public session without endangering projects. Mr; Peters commented that he would be happy to meet with all five Council members every week. There was further discussion regarding items that members of Council are asked about in the community and not having the information to provide an appropriate response. The Town Attorney commented that if items discussed in Closed Session are brought 6 up in public and discussed, then that would constitute public disclosure and you would not be able to go into closed session about it any longer♦ The Town Attorney next commented that he has clients who have Committee meetings and other members of the governing body are invited to attend those meetings and that is always an option. The Town Clerk commented that all Committee meetings are advertised as public meetings and anyone can attend. The Mayor next asked the Town Attorney how a Committee would handle comments from someone to attends the meeting, but is not a member of the Committee. The Town Attorney responded that to the extent you have a'Committee that is an open meeting, anyone would be able to comment just like any other member of the committee. if the Committee goes into Closed Session, typically you would just have members of the Committee vote to go in and out of the Closed Session. When you are creating a subcommittee of a governing body with a defined purpose and it is an advisory committee that will come back and make recommendations to you,then whether you have one or two members you still have to treat it like a body that has to go through FOIA. Council Member McCarty made comments regarding the rotation of Council members on the Committees. Council Member Scheid recommended rotating every two years by keeping one person on and rotating one person off so there is always some continuity. Council Member McCarty next commented that she would like to serve on the Finance Committee and asked if it would be a conflict of interest when a bid is sent out to different financial institutions and the one she works for is awarded the bid. Anne Cantrell commented that normally the Treasurer looks around and decides on the best investment with the least risk. However, because we do have a Council Member with a financial institution with our money we want to make it very clear that institution has the best interest rate: The Town Manager commented that he does not see it as a, conflict of interest because Council Member McCarty would not be the final decision maker on the rates or the services provided to the Town. The Town Manager next commented that we now post the Committee meeting agendas in Drcpbox. We can start emailing them to Council when they are sent out to the media and if there is an item that you would like 7 to be discussed,we can add it to the agenda for that meeting. Council Member McCarty commented on the upcoming election and the fact that people who are considering running for Council need to know what is expected of them and about their attendance at Council Committee meetings or other meetings. The Town Clerk commented that Council had adopted an attendance policy for boards/commission/committees. Council Member Scheid commented that when talking to someone who is thinking about running, it is a good idea to let them know that there is a time commitment, not to steer them off, but to let them know it is more than two meetings a month. The next item was planning for the Council Retreat. The Mayor first commented that the date has been changed several times. In order for staff to prepare properly, he wants Council to provide topics for discussion at the Retreat. Since the job of Council is to set policy and to provide oversight, he would like to see any topics relating, to procedure like the Council Committees that was just discussed, worked out before the Retreat. Another date does need to be set. Council Member Stovall commented that we need to update the five-year plan and he wants to see what vision the staff has moving fo►ward. Council Member Scheid suggested that we discuss where we need to go with the capital improvements over the next five years. The Town Manager commented that we have not updated the capital improvement plan in a number of years and that staff has already started working on five to seven-year plan to present to Council. Council Scheid next commented that several years ago the housing situation in Town was discussed at a Retreat and what we are doing now with the housing grant is direct result of that retreat discussion. The retreat is important for planning. She then asked for an update on where we are with the security improvements that we approved, which can be done at one of our regular Council meetings. After further discussion, Council was requested to send their top three topics to the Town Manager and the Town Clerk. The Council Retreat was set for Friday, February 21, 2020 from :00 a.m. to 5:00 p.m. The Work Session was adjourned at 8:21 p.m. 8 APPROVED: A,* Bradley E. Grose, Mayor A EST: }f� Susan N. Johnson, C )C, Town Clerk 9