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HomeMy WebLinkAbout10/4/2022 - Regular1 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 6:00 P.M. ON TUESDAY, OCTOBER 4, 2022, 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 Laurie J. Mullins Michael W. Stovall MEMBERS ABSENT: Sabrina McCarty, Vice Mayor STAFF PRESENT: Pete Peters, Town Manager Cody Sexton, Assistant Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Jeremy Carroll, Town Attorney Andrew Keen, Finance Director Fabricio Drumond, Police Chief Tim Lawless, Deputy Police Chief Brandon Hill, Police Services Administrator Anita McMillan, Planning & Zoning Director Nathan McClung, Assistant Planning & Zoning Director Donna Collins, Human Resources/Risk Management Director Chasity Barbour, Community Programs & Facilities Director The Mayor called the meeting to order at 6:00 p.m. The Town Clerk called the roll with Council Member Liles, Member Stovall and Mayor Grose present. Vice Mayor McCarty was absent Roll call After a Moment of Silence, Chasity Barbour led the Pledge of Allegiance to the U.S. Flag. the order of agenda items, the Town Manager requested Proclamations due to the fact that Quincy Randolph was not able to attend the meeting. Council Member Liles made a motion to approve the Consent Agenda as presented; the motion was seconded by Council Member Mullins and carried by the following vote, with all members voting: Vote 4- 0; Yeas (4) – Liles, Mullins, Stovall, Grose; Nays (0) – None; Absent (1) - McCarty. Approved minutes of the Regular Meeting of September 6, 2022 Under awards, introductions, presentations and proclamations, the next item on the agenda was the r receiving re- 2 is the 6th award of accreditation for the Department and after additional comments, turned the meeting over to Deputy Chief Lawless. important and then Accreditation Manager, Brandon Hill. Mr. Hill was responsible for maintaining all of the 764 files and making sure the Department was incompliance with all standards. Mr. Hill completed the task flawlessly Manager. Deputy Chief Lawless further commented on community, his rating as a Senior Accessor and how he is quickly progressing to meet the Standards of a Master Accessor. Department had a perfect score, which is extremely difficult to achieve and showed the plaque that was presented to the Department. After comments from Council Members and the Mayor, Mr. Hill made closing comments. Chief Drumond also commented on a flyer that was provided to Council on the “Honor the Fallen” program. The Officers will be growing facial hair for the month of October and will be donating money to the First Responders Children Foundation. The next item on the agenda was the update on the Community Programs marketing outreach Chasity Barbour events: October 8 – 10:00 a.m.- 4:00 p.m. – Fall Festival - Downtown; October 14 – 7:30 p.m. – VT v. West Virginia Hockey and October 15 – 7:30 p.m. – VT v. George Washington – both at Lancer Lot and Wednesdays – 6:30 p.m. - Bingo; Thursdays – 6:30 p.m. - Trivia; October 8 – 4:00-10:00 p.m. – Rocktoberfest - all at Twin Creeks Brewery. Ms. Barbour next commented on the War Memorial’s participation in the recent Career Quest sponsored by Virginia Career Works in conjunction with the Roanoke Regional Partnership, where she taught 4,000 Seventh Graders table etiquette. She has signed up for the Spring event for Tenth Graders and has invited the Departments to participate. Ms. Barbour further commented on a two-day 3 participated in through UVA; her current role in Leadership Roanoke Valley and her participation in the Smith Mountain Lake Leadership Academy for 2022; the success of the “All Things in Vinton" produced by RVTV and engagement at Ferrum College on Growth Mindse She has also been studying the DiSC assessment and is certified to teach a two-hour class. The next item on the agenda was a briefing on the Community Rating System (CRS) community Nathan McClung commented that annually the Town Federal government and communities that want to insurance have to participate in the program. The i community that live within a flood plain can get a 10% discount on their flood insurance policies and residents living outside the special flood hazard area can get a 5% discount as well. Mr. McClung next commented on the statistics on contact the Planning & Zoning Departm receive information about their property as it relates to floodplains, mitigating risks and any potential grants that they may be able to apply for. In response to a question from the Mayor if the discounts happen automatically or do individuals have to ask their agent about the discount their agent. The next item on the agenda was a briefing on the Amendment to Adopt and Incorporate by Reference the 2022 Town of Vinton Route 24 Bike/Ped Plan Nathan McClung commented that and Investment (OIPI) Grant and was completed in May of adopt and incorporate the Plan by reference to our plans that have been completed reference are the 2018 Roanoke Valley Greenway Plan, the 2019 UDA Downtown Public Realm Design Guidelines and Action Plan. 4 It is important to adopt a plan into the Comprehensive Plan to solidify recommendations of the Steering Committees, the public and Town Staff efforts and more importantly when we apply for future VDOT, State and Federal Grants, the number one checkbox to meet is to ensure it is already in a local or regional plan. Mr. McClung next commented that there are tools that can be utilized in different parts of the Town and project recommendations that we could implement in certain corridors. Although we would like to see a over time, we are not tying ourselves to any type of timeline by adopting this plan, but ensurin back to in the future when we have a project we can apply for grant funds. The Planning Commission will hold at Work Session and Public Hearing on November 3, 2022 followed by a Work Session and Public Hearing November 15, 2022 Council meeting. The next item on the agenda was to consider Manager to execute current and future agreements and any modifications with the Virginia Department of Transportation (VDOT) enhancements. Anita McMillan Council adopted a similar Resolution in 2018 and it has to be done every four years. Every project that requires an agreement to be signed by VDOT and the Town. Currently we have advertised and two that are at 60% design. Also, we hope within a year to begin preliminary engineering for Phase III of the Glade Creek Greenway which is from Trailhead Parking off of Gus Nicks Boulevard to Vinyard Park and is already funded. Council Member Stovall made a motion to approve the Resolution seconded by Council Member Stovall and carried by the following vote, with all members voting: Vote 4- 0; Yeas (4) – Liles, Mullins, Stovall, Grose; Nays (0) Adopted Resolution No. 2516 authorizing the Town Manager to execute current and The next item on the agenda was to consider 5 Purchasing Policy and Procedures. Andrew Keen first commented this Resolution is to increase in some of the spending limits in our current policy, specifically in the areas of and professional services. with our Plann Projects Manager, we found that with some of the supply chain issues that have come along with the pandemic and the inabili some projects, there is a need to increase the limits of our professional services to the maximum that the State allows, which is $80,000 without the necessity of a formal Request for Proposal (RFP). When our maximum limit allowed by the State was $30,000. The recommended changes to the current policy are under Section 2. Large Purchases, to increase the professional services from $30,000 to $80,000 and under Section 3, Professional $10,000.01 and $30,000 to $20,000 and $80,000. This will allow the Town Manager to approve these expenses up to this limit. Council Member Mullins made a motion to approve the Resolution seconded by Council Member Liles and carried by the following vote, with all members voting: Vote 4- 0; Yeas (4) – Liles, Mullins, Stovall, Grose; Nays (0) – None; Absent (1) - McCarty. The Town Attorney commented that Council has the opportunity to raise the goods and services to $200,000 from the $100,000 in the current policy However, the Town Manager has indicated that staff is not recommending that increase at this time. Adopted Resolution No. 2517 approving a new Purchasing Policy and Procedures The Town Manager expressed appreciation to Nathan McClung accomplishment to submit the MS4-Permit. Collins recently applied and received through VRSA-- attend a LEAD Program through the Virginia Institute of Government, which is a similar program to the SEI Program that he completed this year and the other grant was for $4,000 to purchase two large ceiling fans that will go in our Public Works garage bay. 6 The Town Manager also complimented the Police Department for their accreditation and perfect score and Chasity Barbour on her presentation. Under reports from Council Committees, Andrew Keen Committee met on September 14 Committee reviewed the item regarding the changes to the current Purchasing Policy that was approved by Council earlier in the meeting. With regard to the preliminary June 30, 2022 Financial Report, the year ended in a positive cash position with total unrestricted cash available in the General Fund just shy of $4 million at $3.8 million and we started the year at $2.3 million. Total investments, markets and other investments totals $3.325 million which is also very strong. revenue budget was amended several times to take receiving across the board in all a amendments, the General Fund still exceeded what was budgeted by $300,000. In June, there was a $1.2 million expense deficit With the $1 million being rolled over in August for the paving project, this leaves approximately $200,000 funds. The Utility Fund is still remaining open to assist with the closure at the end of the year and any of those funds remaining will be rolled over into the Capital F Utility Fund came in less than budgeted for the year. approve the June 30, 2022 Preliminary Financial Report as presented; the motion was seconded by Council Member Mullins and carried by the following vote, with all members voting: Vote 4-0; Yeas (4) – Liles, Mullins, Stovall, Grose; Nays (0) – None; Absent (1) - McCarty. A Financial Report Council Members commented on the recent 7 coming into Town, the recent paving and positive feedback from citizens on the new lights on Hardy Road. The Mayor commented on the Transportation Workshop and Tour, reminded everyone of the Fall Festival this coming Saturday appreciation to the Vinton Baptist Church for sending pictures that the kids had drawn of services provided in the Town. The Mayor then announced that it was Debbie Adams’ birthday and everyone sand Happy Birthday to her. Council Member Liles made a motion to adjourn the meeting; the motion was seconded by Council Member Mullins with all members voting: Vote 4-0; Yeas (4) – Liles, Mullins, Stovall, Grose; Nays (0) – None; Absent (1) APPROVED: Bradley E. Grose, Mayor ATTEST: _________________________________ Susan N. Johnson, CMC, Town Clerk