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HomeMy WebLinkAbout10/5/2021 - RegularMINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 6:00 P.M. ON TUESDAY, OCTOBER 5, 2021, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA MEMBERS PRESENT: Bradley E. Grose, Mayor Sabrina McCarty, Vice Mayor Keith N. Liles Laurie J. Mullins Michael W. Stovall STAFF PRESENT: Pete Peters, Town Manager Cody Sexton, Assistant Town Manager Susan N. Johnson, Executive Assistant /Town Clerk Jeremy Carroll, Town Attorney Fabricio Drumond, Police Chief Anita McMillan, Planning & Zoning Director Bo Herndon, Public Works Director The Mayor called the regular meeting to order at 6:00 p.m. The Town Clerk called the roll with Council Member Liles, Council Member Mullins, Council Member Stovall, Vice Mayor McCarty and Mayor Grose present. After a Moment of Silence, Cody Sexton led the Pledge of Allegiance to the U.S. Flag. Under upcoming community events/ announcements, Vice Mayor McCarty announced the following: October 16 — 10:00 a.m. -2:00 p.m. - Arts & Craft Show - Farmers' Market; October 23 — 10:00 a.m. -2:00 p.m. - Unique2- Pop Up Sale — Farmers' Market; October 28 — Trick or Treating — 3 -5:00 p.m. — Downtown; November 11 — Veteran's Day and November 25 -26 — Town Offices closed for Thanksgiving. Vice Mayor McCarty made a motion to adopt the Consent Agenda as presented; the motion was seconded by Council Member Liles and carried by the following vote, with all members voting: Vote 5- 0; Yeas (5) — Liles, Mullins, Stovall, McCarty, Grose; Nays (0) — None. Roll call Approved minutes of Regular Meeting of September 21, 2021; adopted Resolution No. 2454 appropriating funds in the amount of $2,864.56 received for scrap metal and a hydraulic oil settlement to the Public Works budget; adopted Resolution No. 2455 appropriating funds in the amount of 30,000.00 for improvements to the Garthright Bridge and adopted Resolution No. 2456 appropriating funds in the amount of $479.98 from the Revenue Account - Recoveries and Rebates to the Police Department Operating Budget Account - Maintenance and Repair of Equipment to repair a police vehicle Under awards, introductions, presentations and proclamations, the Town Manager first commented that Jill Loope had a conflict and was not able to attend the meeting to make the presentation. Roanoke County submitted an application to the Virginia Association of Counties (VACo) for the Roanoke County Town of Vinton Business District Revitalization Project. Out of 120 applications, Roanoke County was one of 30 that was chosen to receive the award. The application was based on the last five projects the County and Town partnered on and did not include the hotel. The project represented over $20 million in economic impact and investment for the Vinton community and provided over 120 new jobs. The Town Manager next commented that notification was also received today that the International Economic Developers Council (IEDC) has also recognized the Town and Roanoke County for the same project with a Public /Private Partnership Award There were over 500 applicants from four different countries that submitted projects for those awards. The Mayor expressed appreciation to all Town staff for the hard work on this project and the partnership with Roanoke County. The next item on the agenda was a briefing on the transfer of title to six parcels of real estate in the Vinton Business Center from the Town of Vinton to the Roanoke County Economic Development Authority ( "EDA "). The Town Manager commented that the Town and Roanoke County share 50% ownership in the Vinton Business Center. Even though the County and Town are transferring title to the six remaining parcels to the EDA, both will still share in any revenues and the expenses Center and in all decision making and negotiations with potential prospects. It is common practice for EDA's to hold property on behalf of the member local governments. The Town Attorney commented on the Public Hearing the Town had recently to grant an easement over one of the parcels. Conveying the property will allow the EDA to handle those transactions in order to develop the property. We will advertise a Public Hearing and Council will take action on October 19, 2021. Roanoke County had their first reading today and will also take action on October 19, 2021. FA The next item on the agenda was to consider adoption of a Resolution appropriating funds from the ATF — Recoveries Restricted Cash Account in the amount of $74,159.00 to the ATF Special Projects Account to purchase 16 body -worn cameras and in -car cameras to include installation and accessories. Anne Cantrell commented that the Police Department is working on an in -car camera upgrade which will include adding body - worn cameras. In order to fund this project, the Department applied for and received grant funding in the amount of $48,663.00 from the Department of Criminal Justice Services (DCJS). Town Council also approved $100,000 in the FY 2022 budget to complete the grant match and provide additional funding. The balance of the project will be taken from ATF Forfeiture Funding in the amount of 74,159.00. The Forfeiture funding can only be spent on certain police expenses, but the use of the funds must be approved and appropriated by Council. Chief Drumond commented that this will create an eco- system between the radios, in -car cameras and the body -worn cameras. The in -car cameras, which are over 10 years old will be updated to have a much wider fish -eye lens to capture from corner to corner of the police vehicle and the prisoner compartment. There are many other options available to potentially capture in the future 360 degrees of a vehicle. The body -worn cameras are brand new technology and the V300 is completely new and will work with our current Motorola radios. are also Motorola. He will give a demonstration once the installation is complete. After comments from Council Member Stovall and the Mayor, Council Member Liles made a motion to adopt the Resolution as presented; the motion was seconded by Council Member Stovall and carried by the following roll call vote, with all members voting: Vote 5 -0; Yeas (5) — Liles, Mullins, Stovall, McCarty, Grose; Nays (0) — None. The next item on the agenda was to consider adoption of a Resolution authorizing the Town Manager to execute a lease with VINDOS LLC. for a certain lot lying to the rear of the former Vinton Branch Library on the southeast side of Meadows Street and below the storm water detention basin for the Vinton War Memorial located in the Town of Vinton, Virginia. Council was briefed on this matter Adopted Resolution No. 2457 appropriating funds from the ATF — Recoveries Restricted Cash Account in the amount of $74,159.00 to the ATF Special Projects Account to purchase 16 body -worn cameras and in -car cameras to include installation and accessories 3 and held a Public Hearing at their September 21, 2021 meeting. Council Member Stovall made a motion to adopt the Resolution as presented; the motion was seconded by Council Member Liles and carried by the following roll call vote, with all members voting: Vote 5 -0; Yeas (5) — Liles, Mullins, Stovall, McCarty, Grose; Nays (0) — None. The Town Manager expressed appreciation to Chief Drumond for submitting the application for the body -worn cameras and using AFT Forfeiture funds to meet the budget deficit and to the Town Attorney for making the procurement piece work for the purchase. While we are waiting for the repairs to be made to the 3rd Street traffic signal, Chief Drumond and his staff have been visually monitoring the intersection during peak commuter hours to see if there are any adjustments that need to be made. Kimberly Hunter started yesterday in the Finance Department as the new Financial Analyst. Several departments will be introducing new employees to Council at their next meeting. The Gish Mill received its historic designation on September 23, 2021, which is one of the final pieces before work begins on the project. This gives the Town three historic properties over the past five years -- Roland E. Cook, Billy Byrd and the Mill. The Town received formal notice that we received the Federal Emergency Management Agency FEMA) grant for flood hazard mitigation. The match is 75/25 and the funding could be as much as $674,000 toward the project. Under reports from Council Committees, Anne Cantrell first commented that a MUNIS software upgrade will take place on October 18 -20 and the office will be closed due to the fact they will not be able to access the system during the upgrade. Notices will be posted at the building, on social media and in The Vinton Messenger. This software will take the department from desktop to web -based software. Adopted Resolution No. 2458 authorizing the Town Manager to execute a lease with VINDOS LLC. for a certain lot lying to the rear of the former Vinton Branch Library on the southeast side of Meadows Street and below the storm water detention basin for the Vinton War Memorial located in the Town of Vinton, Virginia M The Finance Committee met on September 27, 2021. They reviewed the July 31, 2021 financial statements, which do not contain a lot of trend data at this point being one month into the fiscal year. However, the revenue performance compared to last July had definitely improved. Ms. Cantrell next reviewed the Financial Report Summary that was part of the agenda package. Comparing year over year data, our expenditures are pretty much the same, but the revenues have gone up in the $100- 200,000 range in the month of July. The Resolutions for the Body -Worn Cameras and In- Car Cameras, Scrap Metal and Oil, Garthright Bridge and Police Department Vehicle Repair were reviewed. The Committee also received an informal American Rescue Plan Act (ARPA) briefing on the estimated revenue reduction and different education components that staff is participating in. A formal briefing will be given to Council at a later date. Vice Mayor McCarty made a motion to approve the July 31, 2020 Financial Report; the motion was seconded by Council Member Mullins and carried by the following vote, with all members voting: Vote 5 -0; Yeas (5) — Liles, Mullins, Stovall, McCarty, Grose; Nays (0) — None. Under reports from Council Committees, Bo Herndon provided a report on the Public Works Committee which met on September 29, 2021. With regard to the 3rd Street Signal, a contract has been signed with Davis H. Elliott. They are about six to eight weeks out receiving the materials and supplies and once received it is approximately a two -day process to get the signal repaired. AEP will be providing some cost estimates for light improvements along Hardy Road from By -Pass to the Town limits and if received, the estimates will be presented to the Committee at their next meeting. A pre -bid meeting was held on September 29, 2021 for the Lift Station with ten contractors in attendance. The bid opening will be on October 14, 2021. The SCADA system upgrade is approximately two months ahead of schedule and as of today approximately 21% of the residential and 20% of the commercial meters have been installed. Completion date is still scheduled for some time in the Spring. Approved the July 31, 2021 Financial Report 5 With regard to the Shepherd Stormwater Infrastructure Repair, the entire storm drain from Popular to Blair Street will be replaced once we receive the materials. We have contracted with Mattern & Craig to do a scope of work and go through the bid process to make the Garth rig ht/Gus -Nicks Bridge repair and they will also be doing between four and six geo- technical bore testings a day on Mountain View Road and it will go out for engineering the end of November. Mr. Herndon next commented they have met with the paving contractors and are preparing the bid package this week and are targeting to go out to bid on October 11, 2021 for the Spring paving. The amount is approximately $420,000 and they hope to have it awarded sometime in November. After about a year of doing bulk collection bi- weekly, we are at the point of running two guys and two trucks every two weeks to keep up with the volume. Individuals are still setting bulk out on non -bulk weeks and in order to help the Town look better, we have decided to go back to weekly bulk collection starting on Monday, October 11, 2021. Two trucks will still be use on holidays. Council Member Liles suggested that we communicate to citizens once the paving begins the reason why some areas near Mountain View Road are getting paved, but not Mountain View and the reason for that. Council Member Stovall commented that we cannot spend ARPA money on Mountain View Road. Council Member Stovall announced his daughter is getting married this Saturday. Council Member Mullins commented on the ongoing projects, and the Fall Festival. Vice Mayor McCarty expressed appreciation to Deb's Lemonade for visiting all eight of the Pinnacle locations in Roanoke and delivering lemonade for "Teller Appreciation Week ". Council Member Liles commented on the success of the Mingles at the Market, ribbon cuttings and the Fall Festival and expressed appreciation to the Vinton Area Chamber of Commerce. The Mayor made comments on the recent opening of Tractor Supply and the Fall Festival. He also commented on the recent "A Penny for your Thoughts" community meeting concerning the updates to the Town's zoning ordinance; the X Roanoke County 200 Plan and the Route 24 Study. He encouraged citizens to attend these meetings because their input is important. The next item on the agenda was a request to convene in Closed Session pursuant to Section 2.2- 3711 (A) (6) of the 1950 Code of Virginia, as amended, for discussion of the investment of public funds in the town -owned sewer and water system where bargaining is involved and where, if made public initially, the town's financial interest would be adversely affected and Section 2.2 -3711 (A) (29) of the 1950 Code of Virginia, as amended, for discussion of the award of a new or amended public contract concerning the town -owned sewer and water system, where discussion in an open session would adversely affect the town's bargaining position or negotiating strategy. Council Member Mullins made a motion to convene in Closed Session; the motion was seconded by Vice Mayor McCarty and carried by the following vote, with all members voting: Vote 5 -0; Yeas (5) — Liles, Mullins Stovall, McCarty, Grose; Nays (0) — None. Council went into Closed Session at 6:56 p.m. At 8:15 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 Council Member Stovall; seconded by Council Member Liles and carried by the following roll call vote, with all members voting: Vote 5 -0; Yeas (5) — Liles, Mullins, Stovall, McCarty, Grose; Nays (0) — None. Council Member Liles made a motion to adjourn the meeting; the motion was seconded by Vice Mayor McCarty and carried by the following vote, with all members voting: Vote 5 -0; Yeas (5) — Liles, Mullins, Stovall, McCarty, Grose; Nays (0) — None. The meeting was adjourned at 8:17 p.m. ATTEST: Jito &-,, Y Qq n tyu Susan N. Johnso CMC, Town Clerk Certification of Closed Meeting Meeting adjourned APPROVED: Bradley E. Grose, Mayor 7 AT A CLOSED MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, OCTOBER 5, 2021 AT 6:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. CERTIFICATION THAT A CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA 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 member's knowledge: 1. 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 Council Member Stovall and seconded by Council Member Liles with all in favor. J,aj&t,N- 4rtiYltD7yu Clerk of ouncil