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HomeMy WebLinkAbout10/3/2017 - Regular MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, OCT{ BER 3, 2017, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA MEMBERS PRESENT- Bradley E. Grose, Mayor Matthew S. Hare, Vice Mayor Keith N. Liles Janet Scheid MEMBERS ABSENT: Sabrina McCarty STAFF PRESENT: Barry W. Thompson, Town Manager Susan N. Johnson, Executive Assistant own Clerk Susan Waddell, Town Attorney Pete Peters, Assistant Town Manager Anne Cantrell, Treasurer/Finance Director Donna Collins, Human Resources Director Tom Foster, Police Chief Fabricio Drumond, Deputy Police Chief Chris Linkous, Deputy Chief, Fire/EMS 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 Liles, Council Member Scheid, Vice Mayor Hare and Mayor Grose present. Council Member McCarty was absent, Roll call After a Moment of Silence, Vice Mayor are led the Pledge of Allegiance to the U.S. Flag. Under upcoming community events, Council Member Liles announced the following events: October 14-Fall Festival with Pancake breakfast beginning at 5:00 a.m. by the Breakfast Lions Club and ending with Mingle at the Market with the band Superhold; October 20-Party in the Park with Superhold-Farmer's Market; October 27-Party in the Park with Jim Quick and the Coastline-Farmer's Market and October 31-Trick or Treat-3-00-5:30 p.m.-Downtown. Pete Peters announced a downtown block party on Lee Avenue on Friday organized by the Conner Group from 7:00-10:00 p.m. with entertainment and food. On Saturday, Project Support is doing a benefit concert at the Farmer's Market with a number of bands participating and on Sunday is the Greenway Commission Picnic from 4.-00-6:00 p.m. at Twin Creeks Brewery. Anita McMillan announced the Fall Waterways Cleanup on Saturday. The Town Manager commented on the success of the Feed America Food Truck event downtown last Friday. Vice Mayor Hare made a notion to approve the Consent Agenda as presented; the motion was seconded by Council Member Liles and carried by the following vote, with all members voting: Mote 4-0-1, Approved the minutes of the Regular Yeas (4) — files, Scheid, Hare; Grose; bays 0) - Council meeting of September 19, None,Absent(1) McCarty 201 The next item on the agenda was a Proclamation for Fire Prevention Week. Deputy Chief Linkous commented that Fire Prevention Week will be from October e through 14th and this year's theme i "Every Second Counts: Plan 2 Ways Out!', After additional comments, the Mayor presented the Proclamation to Deputy Chief Linkous. Under citizen comments and petitions, Richard Turner of Vinton commented that he is currently the Chairman of the Economic Development Committee for the Vinton Chamber of Commerce. He next commented on his excitement with all the things that have been going on in town over the past year and what great leadership we have on Council and with Town staff. The next item on the agenda was to consider adoption of a Resolution authorizing the Town Manager to execute a Contract for Professional Legal Services between the Town of `Minton and Roanoke County Commonwealth's Attorney retroactive to July 1, 2017 and to transfer funds in the General Fund to cover the FY 2018 Contract amount of 11,250.00. The Town Manager commented that on June 25, 2015, the Town entered into a Contract for Professional Legal Services with the Roanoke County Commonwealth's Attorney for a two-year period which began on July 1, 2015 and ended on June 30, 2017. Staff has negotiated with the Commonwealth's Attorney for a new two-year period beginning July 1, 2017 and ending June 30, 2019 for a per ann m amount of 11,250.00, the rate of the old contract. Vice Mayor bare asked if this was the same Contract that has been in place since 2004, but renewed every two years. The Town Manager responded that was correct. He also indicated that Chief Foster had received some statistical information, which is a requirement of the Contract, but was the first time that we have received this information. Chief Foster 2 commented that he would be providing Council a report at least quarterly on the data. The Town Manager next commented that the $11,250.00 would be transferred from the zoning ordinances account. We have received the grant funding; however, if there should be a need for additional funding, we would came back to Council for an appropriation. At this time, we do not feel here will be a need for additional funds, but if so, it could probably be in the next fiscal year's budget. This will leave an $18,000 balance in that account. Adopted resolution No. 2217, as amended, authorizing the Town Vice Mayor bare requested that the Resolution be Manager to execute authorizing the amended to add "To" and "From" in the budget entry Town Manager to execute a Contract section. He then made a motion to adopt the for Professional Legal Services Resolution with an amendment to add"Te and "Front" between the Town of Vinton and in the budget entry section; the motion was seconded Roanoke County Commonwealth's by Council Member Scheid and carried by the Attorney retroactive to July 1, 201 following roll call vote, with all members voting. Vote and to transfer funds in the General 4- -1; Yeas ( — Liles, Scheid, bare, Grose, Nays g} Fund to coven the FY 2018 Contract None;Absent 1 -McCarty. amount of$11 251.00. The next item on the agenda was a briefing on Economic Development activities and upcoming transportation related grant applications; Pete Peters first commented that he had recently given economic development updates to the Roanoke Valley Realtors Association, lions Club and Chamber's Economic Development Committee. The Mayor requested that he give this same update to Council along with information regarding future projects. Mr. Peters next gave his Power Point presentation. (A copy of the presentation is on file in the Town Clerk's Office and will be made a part of the permanent record.) He first reviewed the past year's projects and the four major ribbon cuttings. With regard to community events, there will have been over 21 concerts and festivals at the renovated Farmer's Market stage once the season is over compared to six last summer. The Food Truck Rodeo and the Creek Fest have requested dates for next year and the town is not only working with the Chamber, but also with went Mane about returning their Party-in-the Park series next summer. The Macado's`is under construction with construction of their front parking area and significant construction underway inside the building. They are on target for an early winter opening. With regard to the William Byrd apartments, the demolition phase inside the building began in early August to remove items of Importance that they want to reuse. The Gi h's Mill redevelopment is under way. David Hill with Hill Studios will present Council with some additional planning documents at the Planning Retreat. Draper Aden was on site last week and has begun the site analysis as part of the Brownfields grant the Town received and we are receiving inquiries about the property from developers. An appraisal has been done on the former Vinton Motors property, the Town took an option on the property so would market the facility and we have issued an RP. There have been some serious inquiries and we continue to wont with those developers to work out the details and continue to have discussion with the property owner. Mr. Peters next commented on two on-going transportation enhancement projects, which are a team effort with hire; Joey Hiner in Public Works and Anita McMillan in Planning & Zoning. The Glade Creep Greenway Phase 11 is a Transportation Alternatives (TA) grant, which is fully funded for this budget cycle. The Town just recently held engineering firm reviews for design services and Hurt & Proffitt;was selected. They will begin work in the next couple of weeks. The other project is the Tinker/Glade Creek Connection. A couple of years ago, Anita McMillan n applied for an RSTP grant and was successful in receiving the grant in the amount of $1.4 million for the connection. This called for building a bridge. With our current focus on Walnut Avenue; we are investigating the possibility of realignment of than connection to go away from the bridge idea to raking on-street improvements along Walnut Avenue to connect'Glade Creek Greenway from 5 t" Street down to Wise Avenue. We are working with Hurt & Proffitt to some design analysis of bike lanes, dedicated sidewalk and a shared-use path. Council Member Scheid asked Mr. Peters if he was talking about sidewalks or a shared-use path or both. Mr, Peters responded both. She then asked if he was talking about both sides of the road and he responded yes. There is sidewalk and curb and gutter along the new bridge and we want to mimic that design down to approximately the 8th Street intersection. At that point we will curb and gutter one 4 side with a small sidewalk and on the opposite side will be the wider shared-use path, the Southern States side.: This is just a conceptual plan and we have some work to do, but we have to petition the TPt7 to allow us to transfer those funds and we are trying to put-something on paper to validate that it will work. Mr. Peters next reviewed some future grant applications that are proposed to be submitted. V OT has recently adapted a two-year grant cycle for the TA, RSTP, Revenue Sharing and SMART SCALE. We have to be very strategic on how we apply for the grants because we will only get an opportunity every second year. Staff has been working with Hurt and Proffitt and VD T this summer to identify opportunities that the town might have to get projects completed. We are primarily focusing on Walnut Avenue, a major corridor entrance into town. Mr. Defers next briefly reviewed two future projects, the Walnut Avenue Phase 11 and Phase 111 improvements. Phase 11 would include 5th Street to 1st Street with an estimated cost o $750,0 }, which is part of the SMART SCALE application that was submitted last year. The project is being split into two phases to see if we can apply for the current year grants. if we are not successful, we can reapply for SMART SCALE next year. Phase 111 would be 'st Street to Lee Avenue and would be an . STP application, The last project is the Hardy Road Crosswalk. There is a Highway Safety Improvement Program tHS1Pj grant that requires no match and we are working on the application to provide a pedestrian crosswalk from one side of Hardy Road to the school. This will e a signalized crossing, Vice Mayor Hare asked how all of this fits into the overall transportation needs of the Town. Between that and the greenway, it is over $1.5 million and we have Mountain View Road that is falling apart. Mr. Peters responded that we are also in the process of completing an application for Revenue Sharing for the Mountain View Road project. Council Member Scheid asked when the Highway Safety funds would be available. Mr. Peters responded they usually make the award in the Spring, but the funds would not be available until October. Ms, McMillan commented that for the 5 RSTP the application due date was Friday and the Highway Safety and TA applications are due November 1't. Mr. Peters next commented that he recently submitted a CDBG Planning Grant through DHCD to target home ownership and blighted housing. This would extend the economic redevelopment activities that were recently completed downtown to a couple blocks in any direction and identify homes that are in need of rehabilitation to hopefully encourage home ownership of those properties. Council Member Scheid asked if the Oish's Mill is now in a condition that people can actually be taken inside the property to show them the building. Mr. Peters responded that it is not necessarily unsafe, but it needs to be cleaned up. Mr. Peters next introduced Lori Kroll with Draper Aden who will be doing a presentation on the EPA lrownfields Assessment Fund. This is a similar presentation that was given to the Economic Development Committee. That Committee was expanded to include stakeholders from various aspects of the community from business owners to school representatives to hear about the program. This grant application has a very tight window and if we are going to apply this first year, we had to move things forward very quickly. The next item can the agenda was a briefing on the FY2018 Community-Wide ro nfield' Assessment Grant. Lori Kroll, with Draper Aden & Associates, first commented that she has been taken knack by everything that is going on in Vinton. She next commented that the Environmental Protection Agency offers Brownfields grants for communities. They have been speaking with your staff since March after Ms. McMillan approached them at the Virginia State Brownfields Conference in Fredericksburg. They have discussed the Nish Mill and Vinton Motors sites and got those rolling with some State grant funding. She then gave her PowerPoint presentation. 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. Kroll next commented that those funds are providers to communities to begin assessing some of these vacant or underutilized properties. Site them reviewed the steps to identify, inventory, prioritize, assess, plan and renew and showed slides of 6 examples of properties in Pulaski County, the Town of Clifton Forge and the City of Roanoke. The assessment gents they will be applying for on behalf of the town this year will be for $ 00,000 which combines $200,000 in hazardous substances and $100,000 in petroleum substances. The funds can be used for cooperative agreement oversight and most localities have their consultants take care of the major administration of the grant because it is a Federal program. It can also be used for an inventory, site prioritization; environmental site assessments, community outreach, remediation planning and redevelopment planning. She next reviewed the grant schedule and how the EPA ranks the proposals. This is a three-year program and is a very competitive Grant Sometimes it takes two years to receive it Council Member Scheid asked if she understood that there is one grant that is being applied for; but the funds can be used for multiple properties in Vinton. Ms. Kroll responded that was correct. Typically with these funds the first year, the inventory takes a little bit of the funding away, but we would probably be applying for six to eight Phase I Environmental Site Assessments and maybe four Phase 11 Assessments, depending on the sites. The funds can be used to leverage with Virginia State funds a a match. Pulaski has received $1.2 million in EPA funds; but they have leveraged another $500,000 from State funds and have not put any funding into it themselves. The stakeholders that Mr. Peters mentioned earlier have been aspect to provide support letters which is a requirement of the grant. The next item on the agenda was a briefing are proposed Resolution in support of a newly established Tower Employee Safety Committee. Donna Collins, Duman Resources Director, first commented that this Safety Committee was formed and reinstated in July and she announced the members of the Committee. As a first step, the Committee began evaluating where the Town is as far as liability and workers compensation claims. A representative with VML, our insurance carrier, met with the Committee and made recommendations where we can improve in these areas. The Committee also reviewed the types of employee safety training that needed to be done for the Town employees. With the assistance of the career staff and Chief Cuffey, we have scheduled three CPR/First Aid Certification classes, Roanoke County will be doing fire extinguisher training and we have reached out to some ether resources to find out how e can better equip our departments and our vehicles with the proper first aid equipment.. She has also been working with VML to get trench and confined space training at no cast to the town. Ms. Collins next commented that she is going to apply again for the VIL. Safety grant and is getting estimates on equipping the front doors of the Municipal Building to lock automatically like the doors going out the back of the building, The Committee is also working closely with the Emergency Management Services concerning a program they have to assist us in case of an emergency and are looking at a Safety Incentive Program for employees. Vice Mayor Nara asked why this would require a Council Resolution. Ms. Collins responded that if she had to came to Council regarding a safety issue, she wanted there to understand where the Committee is coming from and that the Committee itself has the support of Council, Council Member Scheid asked if volunteers from Roanoke County would be able to take advantage of any of the training opportunities. Ms. Collins commented that she had no issue with involving volunteers to participate in different aspects of the safety program. Council Member Scheid asked that the language in the Safety Program Policy be amended to provide for volunteers. Council Member Scheid asked if there was a mechanism in place for review of vehicle accidents. Ms. Collins responded that vehicle accidents are handled by her and usually there is a Police report filed. If there is not a report filed, she interviews individuals that were present or were privy to the information; This Committee will begin reviewing any accidents that happen at their monthly meeting unless the specifics of an accident requires that it be reviewed immediately, She would send Council a copy of the policy by email. The ext item can to agenda was a briefing on the history and current structure of the highway Safety Commission. Susan .Johnson, the Town Clerk first commented that the Commission has met several times this year and with mine members it has been difficult to get a quorum present. Some discussion was had at the last meeting to research the current requirements of the Commission and to bring it to back to Council. Ms. Johnson next commented that Highway Safety Commission was established in 1974 by Resolution No. 537 with nine initial members. Local Highway Safety Commission were required to prepare and submit a program for highway safety to determine their eligibility to participate in funds and grants available under the Act and such State funds as may be available. Staff contacted Bryan Hill with the Roanoke Valley- Alleghany Regional Commission to see if he could determine if Highway Safety Commissions are still required to receive highway safety grants. He researched the matter and in corroboration with Carol Linkenhoker with the VDOT [district Office, he concluded that there was nothing to suggest that a Highway Safety Commission needed to exist or remain for purposes of any transportation funding eligibility and such Commissions for equivalent) are left to the discretion of the locality to form. The current grant program is administered by the National Highway Traffic Safety Administration ( HTS ) at the federal level and by the Virginia Highway Safety Office (VAHSO) at the state level. Last year, the Police Department ent applied for and received two grants—one for Selective Enforcement and the other for the DUI Task Force; both of which did not require the Town to have an active Highway Safety Commission. Staff recommends that we dissolve the current Highway Safety Commission and either create a new Town Highway Safety Committee or refer items that come up relating to highway safety to the current Public Safety Committee. The Town Clerk next commented that a list of the current members and the topics that have been discussed by the Commission over the past several Mears was included with the agenda package. She sent a Memo to all of the members inviting them to attend the Council meeting. Mr. Altice and Mr. McCarty contacted her and indicated they were supportive of any decision that Council might make. Mr. McCarty also indicated that he wished we would get some younger citizens to serve. 9 Doug Adams, a member of the Commission, who was in attendance commented that he has been on the Commission several years. After additional comments, he indicated that he weed hope that {council would keep the Committee and he would like to serve on it. It does serve a purpose and there are decisions that have been made by the Commission that have made the roads safer in the Town. The Town Manager commented that he agreed with Mr. Adams that there needs to be some citizen input; which is valuable. Having the nine members as it is structured currently is very difficult to get a quorum there. If Council were to appoint a five-member Committee or create a sub-committee of the Public Safety Committee; it would be more manageable. Council Member Scheid commented that it appears from the topics that have been discussed that it does fall under Public Safety, but she did understand Mr. Adams' comments regarding citizen input. Possibly it needs to be a separate Committee.. The Mayor further commented that if we do establish a new Committee, there should be some key-laws to set a requirement as far as attendance. We have had some instances where individuals have volunteered for committees, but never attend and that has created an issue. Council Member Liles asked on average how many meetings are held a year. The Town Clerk responded initially the Commission met quarterly, but recently it has been on an as needed basis. The Town Manager next commented that perhaps it could meet on a quarterly basis. Vice Mayor Hare asked what would happen if we just folded it into the Public Safety Committee. The Town Clerk commented that typically Council committees do not have citizen representation, but have two Council members and staff unless a sub- committee was created. Doug Adams further commented that we consider the time of the meetings in whatever decision is made. The Town Manager commented that staff would work with Mr: Adams and draft guidelines for a new Committee and report back to Council,. The next item on the agenda was the Financial Reports for June 20 (unaudited), duly 2017 and August 2017. Vice Mayor Hare commented that the Finance Committee met last week and discussed three months of financials and spent a significant amount of time with Valley Metro officials and working through the next steps and snaking sure we understand the data they have provided so they could snake a recommendation to Council. With regard to the June preliminary report, the revenues are off $364,000, which was grant money that was not spent and will roll over. The biggest portion was the Greenway of$650,000 as well as the DUI task force and the Cl3 G grant. Because of the transfers that we made for stormwater, it diluted the General Fund and Utility Fund. We were in the black in all funds b $33716. The Utility fund was very close to its revenue targets as well as the projected spending. A good strung finish to the end of the year. Cash was a little less from where we ended FY2016. Also, there were carry-avers such as paving at $350,000 that should have come out of FY2016 and VDOT held onto $90,000 longer than they should have. Vice Mayor Hare next commented that the August report showed we are pretty much on target from a revenue standpoint on the General Fund and all departments are underspending. We started the year off with the Utility Fund doing well. The cash flow looks very similar this year as it did last year. We are up in cash year-aver-year about $400,000, but it is the way it flows normally. This is the time o the year that funds are tight because of the way taxes come in and payments go out, but it is being managed very well. Vice Mayor Flare made a motion to approve the Financial Reports for June 2017 (unaudited), July 2017 and August 2017; the motion was seconded b Council Member Scheid and carried by the following vote, with all members voting: Vote 4-6-1; Yeas (4) Approved the Financial Reports for Liles, Scheid, Aare, Grose, Nays (0) -- None; June 2017 (unaudited), July 2617 and Absent(1)- McCarty. August 2017 Vice Mayor Fare next commented that he felt this was a much better way to review the financials with Council rather than listing them in a Consent Agenda and assuming that all five members have reviewed them. He appreciates the way that Council allows the Committee to make the report in this way. Council Member Scheid commented that the Finance Committee met with Valley Metro and received some additional information that helped the Committee to understand some of the numbers they were previously given.. The Finance Committee recommended that we move forward with a Public Hearing on eliminating some of the Valley Metro stops, particularly the Washington Avenue route. We have seen through the numbers that Valley Metro has provided that those steps have very low ridership and there are tither snaps within a block or two of those that the riders could use. We do want to get public input on this proposal and we have decided on October 30th. This is a date that Valley Metro representatives can also attend and provide information on the general system and any questions that citizens might have. Staff is also going to put together an on-line survey to get citizen input, to will be having a Public Hearing on November 7t'. Mice Mayor bare commented that they did discuss adjusting the times with Valley Metro because there are times in the day when there is less ridership than others. Valley Metro indicated that the entire system requires it all to be running at the same or it does not work. The elimination of the route down Washington Avenge is forcing them to come up with special bus that will make the loop to get down Grange Avenue. The Mayor asked about the time for the Public Hearing and Council Member Scheid responded it would be at the regular Council meeting on November 7th. The citizen input meeting would be in the evening on October 30tn at 6:00 p.m. at the War Memorial. Council Member Liles asked if it would be all the way down Washington Avenue or just certain stops. Council Member Scheid responded it would be four stops down to Macado's and will turn on By- Pass Road. Council Member files next asked if we knew what the savings would be and Vice Mayor Hare responded it would be approximately $1 - 12,000. The Town Manager commented that these dates are after the G TC Public Hearing on the rate increase and the limit on the STAR pass scheduled for October 2 th. They were in favor of us holding our meetings after their Public blearing The Mayor asked if there would there be an effort to advertise the public input meeting to the individuals that actually use the service. Council Member Scheid commented a notice would be posted at each stop and Valley Metro would distribute them on the buses. slice Mayor Aare expressed concern with the notices being distributed on the buses because they would end up on the street. The Town Clerk 2 commented that it will also be advertised on the Town's webslte, all the social media, RVTV and in the Vinton Messenger two weeks prior: (council Member Liles made a motion to move forward with the public input meeting on October 30th and the public Hearing on November 7 th; the motion was seconded by Vice Mayor Hare and carried by the following vote, with all members voting: Vote - -1; Yea ) — Liles, Scheid, Hare, Grose,- bays { } — None; Absent(t)- McCarty. Approved moving forward with the public input meeting on October 30th The Town Manager commented that Sherman and the Public Hearing on November Stovall with the City of Roanoke and Carl Palmer Ph for the proposed elimination of with Valley Metro have confirmed that they will Valley Metro taus stops on attend troth of the meetings. Washington Avenue The Mayor commented that he, the Town Manager and Mr. Peters just returned from the VML Conference prier to the meeting and it was a good conference. He thanked Mr. Turner for making the positive comments about the things happening in Town. Comments from Council Council Member Scheid echoed the Mayor's comments on the exciting things that are going on in Town. The Town Clerk commented that she has confirmed the meeting with the Volunteer Fire Department for November 140' at :00 p.m. in the upstairs meeting room at the Fire House. Vice Mayor Aare made a motion to adjourn the meeting; the motion was seconded by Council Member Liles carried by the following vote, with all members voting: Vote 4-0- ; Yeas (4) — Liles, McCarty, Hare, Grose; Nays (0) — None; Absent ( Scheid. The meeting was adjourned at` :41 p.m. Meeting adjourned APPROVED- Bradley F. prose, Mayor EST: Susan N. Johnson, , MC,Town Clergy 13