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HomeMy WebLinkAbout10/17/2017 - Regular MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7.00 P.M. ON T ES }AY, C CTOBER 17, 2017, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET; VINTON, VIRGINIA MEMBERS PRESENT: Bradley F. Grose, Mayor Matthew S. Dare, Vice Mayor Keith N. Liles Sabrina McCarty .Janet Scheid STAFF PRESENT. Barry W. Thompson,Town Manager Susan N. ,Johnson, Executive AssistantlTown Clerk Theresa Fontana, Town Attorney Pete Peters, Assistant Town Manager Anne Cantrell;Treasurer/Finance Director Donna Collins, Human Resources Director Tom Fester, Police Chief Fabrieio Drumond, Deputy Police Chief Anita McMillan, Planning &Zoning Director for Joey Hiner, Public Works Director The Mayor called the regular meeting to order at 7 0 p.m. The Town Clerk called the roll with Council Member Liles, Council Member McCarty, Council Member Scheid; Vice Mayor Hare and Mayor Carcase present. Roll call After a Moment of Silence, Carson Bivins, a Cub Scout with Pack 235 led the Pledge of Allegiance to the U.S. Flag. Ryan Apple, Cub Master, introduced the other Cub Scouts of the Pack that were in attendance at the meeting. The Mayor next called on Chief Torre Foster who gave the following quote from Sir Winston Churchill—"We make a living by what we get, but we make a life by what we give" and made brief comments. Under upcoming community events, Council Member McCarty announced the following events. October'31-Trick or Treat-3:00- :30 pm.-Downtown; November 3-1 9-The Second Man-Star City Playhouse; November 11-Mingle at the Market with Fuzzy Logic-Farmer's Market; October 20-Party in the Park with Superhold and October -,aim Quick and the, Coastline-Farmer's Market and November 30-Christmas Parade. In response to a question, Pete Peters commented that we have averaged to events a month and in some cases three. This past 1 month we had four events. The Event Zone has requested dates for next summer to have their events in Vinton. The next item on the agenda was a report on the efforts of the Police Department. Chief Faster first commented that he wanted to begin giving a monthly report; so Council would know how hard the Department is working in the community. For a September 2616 to September 201- comparison, there has been a 120% increase in traffic stops with 496 in 2617 compared 226 in 2616 and calls for service increased 24% from 1,031 in 616to1,276in2017.. With regard to drug arrests, there has been a 290% increase with 10 drug arrests in 2616 compared to 39 drug arrests in a 30-day period this year. This was only attributed to more drugs in the community, but more policing by the Department.. Traffic summons and arrests have gone up 105% with 134 in 2016 compared to 275 in 2017. Overall criminal arrests are up 116% with 37 in 2016 compared to 80 in 2017, Chief Fester next commented that there were 54 D l arrests in 2016, but so far just in 2017, that number has been succeeded by 16.5% with 65 arrests. Chief Foster read his Memo recognizing Officer Adam Hoover as Officer of the Month for September. Officer Hoover was present at the meeting and congratulated"by Council: Deputy Chief Drumond react a prepared statement regarding an Active Shooter Incident on August 22, 2617 and recognized Officer Benson, Officer Mitchell, Officer Hoover and Sergeant Alike Caldwell. Officer Shrewsbury, the first Officer on the scene, was not able to be present at the meeting due to teaching an officer survival class at the Criminal Justice Academy. The Mayor expressed his appreciation to the Officers for what they do and for being in Vinton. Mice Mayor Rare commented that the FBI had released a report that last year that 116 law enforcement officers died and over 57,000 were assaulted in the line of duty. The restrain that these officers showed and how they kept our community safe is a testament to their character. Council Member McCarty commented that she wished there were more people present to see an hear exactly how mach the officers care about the community and each other. 2 The next item can the agenda was a report on the Vinton First Aid Crew for September 2017. In the absence of Chief Guffey, Assistant Chief Chris Sayre gave the report. The Volunteer Trek hours were 453 out of 48 passible hours for 97%; a unit was in service 100% of the time with the volunteers handling 117 calls out of a total of 214. A medic truck was marked up 91% and a BLS Unit for 9%. They responded to 93 out of 117 calls for %a and handled 91 of the calls for 8%, The Fractile Response time was 9.52 with 1,825 man hours for the month. They currently have 50 members with two members joining in September--Trey Pestles and ,rosette McMillan. Approximately 30 citizens attended the Open House and the EMS Academy will begin in late January and run to the middle of May.. Assistant Chief Sayre also expressed appreciation to the Police [department for the assistance they give to the First Aid Grew, The next item on the agenda was a report can the Vinton Volunteer Fire Department for September 2017. Chief Richard Oakes commented that they committed to try and staff a truck two nights a week and for September, they staffed the truck for sever nights for a total of 238 man hours. There were no fire calls for the month. There is a follow-up meeting with Council scheduled for November 14th to discuss recruitment, He has been working with ;Jennifer Sexton at Roanoke County who has 'shared some ideas and literature and has offered to assist in the recruitment process. Under citizens' comments and petitions, Kathleen Scott of 117 hest Cleveland Avenue; Vinton, first expressed appreciation to Chief Foster for addressing a safety issue in her neighborhood; She next expressed appreciation to the Town Manager for having Public Corks address an issue she had with brown water at her residence in a timely manner. She further commented on the serious water problem in the Town that she felt was not being addressed: Bobbie Crowder of the same address commented on health issues that she had developed due to the water in the Town and the increases in the water bills. She also commented on the number of individuals that speed through the residential areas and that the intersection of Pollard street and West Cleveland Avenue was dangerous, The Mayor responded the issues dealing with highway safety will be referred to the Highway Safety Commission for further review along with Police Department, Chief foster commented that he could immediately place the "Your Speed" signs on Pollard and would see if his Department could operate stationery radar there as well to address her concerns, The Mayor further commented on the increased water rates being used to replace some of the Town's aging infrastructure and that a large improvement project was done recently on Jefferson Street. GIs. Scott next asked why the Town has not hooked up to the Western Virginia Water Authority. Vice Mayor Hare responded because the Town's water quality is better and their rates are double the Town's rates. There are areas with problems and when we are made aware of therm, we do address them. The water is tested by an independent agency and that report is available to the public. Mice Mayor Hare further commented on the costs to upgrade the infrastructure. Ms. Scott further commented that she was told the increases in the water rates were being placed into the General Fund for events in the Town. The Town Manager responded that he had explained to her that the water and sewer fund was a separate fund. Council Member Scheid asked Joey Hiner what can be done about GIs. Crowder's water. nor. Hiner responded that they both live at the same address. Benjamin Waid, one of the Cub Scouts, asked if the Town could recycle cardboard and glass jars, Joey Hiner responded that recycling the cardboard is not cost effective at this time. The company that the Town currently recycles is not accepting glass at this time and there is not much of a market for it;. The Town Manager commented that our recycling numbers include the businesses that do recycle cardboard, but the Town does not collect it. Chief Foster commented that Hollins University recycles glass and they have a large facility there for the public. Carson Bivins, another one of the Cub Scouts; asked if the Trick or Treating time could be later in the day for people who work. Pete Peters responded that he understands the Downtown Trick or Treating event was scheduled so that the downtown merchants could participate before they leave for the evening. 4 The next item can the agenda to consider adoption of a Resolution awarding a contract and authorizing the Town Manager to execute an engineering services contract with blurt & Proffitt for the Glade Creek Greenway Phase 2 Project. Arita McMillan commented that in 2016 the Town applied for the funding for Phase 2 of the Glade Creek Greenway with an estimated cast of $517,000 with $418,000 to be funded by the grant.. Because this Phase is funded by Federal and Mate money, the guidelines are different from the Phase `.. She further commented on the RF ' process that was followed to select Hurt & Proffitt for the engineering services and a Notice of Intent to Award was presented to them on August 1 t". The Scope of Services and Contract Agreement have been reviewed and approved by VIDOT and the Contract has been reviewed by the Town Attorney, Vice Mayor Hare asked if the $141,000 for their services is in line with the original estimate. Ms. McMillan responded that she has approximately $137,000 in her budget; however, we need to do the two additional tasks recommended by VC CT so there is not a problem when we ask for reimbursement. Aide Mayor Flare next asked about the Norfolk and Southern right of entry permitting, coordination and flagging fees estimated cost of $3,500 and if Hurt and Proffitt would be negotiating the right of way. Ms. McMillan responded that this is the fee to apply for the permit from their website: Council Member Scheid asked if the trailhead at Gus Dicks would include a parking lot. Ms. McMillan responded that it was in the conceptual plan and will be discussed at a later date with Roanoke County. Council Member Scheid made a motion to adopt the Adopted Resolution No. 2218 Resolution as presented; the motion was seconded awarding a contract and authorizing by Vice Mayor Hare and carried by the following roll the Town Manager to execute an call vote, with all members voting. Vote 5-0; Yeas engineering services contract with (5)— Giles, McCarty; Scheid, Flare, Grose; Days (3) Hurt & Proffitt for the glade Creek None. Greenway Phase 2 Project The next item can the agenda was to consider adoption of a Resolution authorizing the Town Manager to support an application for allocation of the Regional Surface Transportation Program (ISTP) Fiscal Year 2525 Program Funds for the Walnut Avenue Phase III Improvement Project in the amount of $463,500. Pete Peters commented that this application is for bile and pedestrian improvements along Walnut Avenue between Lee 5 Avenue and First Street. We originally submitted an application for $463,099; however, earlier this week, the Transportation Planning Organization contacted all the applicants and indicated there were additional funds that were not being requested. They offered for us to go back to our projects and look for any modifications that could be resubmitted by Wednesday of this week. We contacted the engineering firm that assisted in preparing the preliminary design for the project and asked them to pert the street lamps back into the project. The cost estimate is now $545,250.00. Mr. Peters further commented on the scope of work and that the funding request includes design, construction and grant management services with no local match. He then reviewed the diagrams that were included with the agenda package. Mr. Paters next commented that VID T has made a change and this program is only offered on odd years. If we do not apply this year, we would have to wait until the Fall of 2019. This is a part of the project that we applied for SMART SCALE last year, but that program is not opera this year. We do anticipate applying for the;remainder portion (Phase II) from t'c Street to 5th Street through SMART SCALE next year. Vice Mayor Flare asked how do we get four foot bike lames and sidewalks and still have bi-directional traffic. Mr, Peters responded there would likely be some right-of-way` acquisition on the north side. However, the right-cif-way there is sufficient to accommodate both the five foot sidewalks, the bike lames and still maintain 11 foot travel lane in both directions. Joey Hiner commented that the travel lames are currently about 14_1 5 feet wide each. Further discussion was had regarding the cost of the project and the consideration of any utility Adopted Resolution No. 2219, as improvements to include storm water: revised, authorizing the Town Manager to support an application for Mice Mayor Hare made a motion to adapt the allocation of the Regional Surface Resolution, as revised; the motion was seconded by Transportation Program tRSTP Council Member Liles and carried by the following Fiscal Year 2020 Program Funds for roll call vote, with all members voting; Mote 5-0 the Walnut Avenue Phase III Yeas 5 — Liles, McCarty, Scheid, Hare, Grose; Improvement Project in the amount of Nays t —alone. $545,250.00 The next item on the agenda was to consider adoption of a Resolution authorizing the Town Manager to support an application for allocation of the High Safety Improvements Program (HSIP) 6 Fiscal Year 2019 Program Funds for the Hardy Toad Crosswalk Improvement Project in the amount of 117,000.00. Pete Peters commented that this application is for a signalized crosswalk on Tardy Road. The scope of work consists of installing necessary curb and entrance ramps, a raised median„ signage and scalar-powered motion activated crossing signals. The funding request includes design, construction and grant management services. TIP does not require any local match funding and if the application is successful this year, the Town anticipates applying for additional crosswalks potentially for Washington Avenge and Pollard Street in the future. Mr. Peters next reviewed the diagram showing the location of the crosswalk and a picture and description of the actual Cross Alert System, which were included with the agenda package and explained how the signal will work. Council Member Scheid asked if it would be a moving offense if someone does not stop. deputy Chief Drumond responded it would be a traffic violation and is considered a hazardous violation and would oast points on your license. Council Member Scheid next asked if there had been any conversation with the school. Anita McMillan responded that she called the Director of Operations and submitted a letter of support to the Schoch Superintendent and the Roanoke County Administrator. Council Member Liles commented this is not only positive for the school but as a connection the Wolf Creek Greenway. Ms. McMillan further commented that in the letter she submitted to the school she had indicated that this crosswalk will not only provide connection to Cundiff, but also to the Greenway, William Byrd Middle and Nigh Schools and the parks. Mice Mayor Mare asked how the location would wore with the flow of people dropping their children off. Adopted Resolution No. 2220 . McMillan responded the engineer prepared this authorizing the Town Manager to as a conceptual plan. If we receive the grant, they support are application for allocation of will do an analysis and the location might change. the High Safety Improvements Vice Mayor Hare next asked if the light would work Program HIP) Fiscal Year 2019 for the visually impaired. Ms. McMillan responded Program funds for the Hardy Road that anything that uses federal money will have to Crosswalk Improvement Project in the meet the ADA requirement and that would be taken amount o 117,000.00 into consideration. Council Member Liles made a motion to adopt the Resolution as presented, the motion was seconded by Council Member McCarty and carried by the T following roll call vote, with all members voting: Vote 5-0,- Yeas (5) — Liles, McCarty, Scheid, Hare, Grose,- Nays ( —None. The next item on the agenda was to consider adoption of a Resolution in support of a newly established Town Employee Safety Committee, Donna Collins commented that Council was briefed on October 3 concerning the Employee Safety Program that was initiated as of duly 20, 2017. At the briefing, Council Member Scheid suggested extending any training opportunities to members of the Volunteer Fire Department as well as the Volunteer First Aid Crew® Language to that effect has now been put in the Program and a copy was emailed to Council. As of today's training, 75% of our employees are now First Aid and CPR certified with one more session to be held. The Town Manager commented on the training and Ms. Collins expressed appreciation to "Bo" Herndon and Deputy thief lrumond for being present at the meeting in support of the Safety Committee. Vice Mayor Hare made a motion to adopt the Resolution as presented; the motion was seconded by Council Member Scheid and carried by the following roll call vote, with all members voting: Vote Adapted Resolution No.. 2221 in 5-0, Yeas 5 — Liles, McCarty, Scheid, Hare, arose, support of a newly established Town Nays g)—None. Employee Safety Committee The next item can the agenda was a briefing on proposed amendment to the General Fund Reserve Policy adopted by Council on November 18, 2014. Anne Cantrell commented that in the process of reviewing our budget document, the Town Clerk noticed that this Policy adopted in 2014 did not have language to replace the original Deserve Policy, The Finance Committee reviewed the Policy and recommends increasing the amount that the Treasurer is allowed to move during the fiscal year from $750,000 to million from the original fund reserve, wring the first six months of the year, we do not have a heavy collection period and have to pull from our reserves to cover the ongoing costs that continue despite the fact that we are not bringing in the General Fund revenue. At the point of time; which is typically in May, that we start collecting our revenues, the money is replaced lack into the Reserve Account. Under reports from Council Committees, Vice Mayor Hare reported from the Finance Committee. They did not review any of the financials, but did review the General Fund deserve Policy. The Committee also reviewed the equipment needs for the Utility Fund: Several items pikes in need of replacement were built into the budget. Staff has been asked to move forward on with the replacement of the sewer fetter vac, the 1999 dump truck and the two Colorado pick-up trucks that are used for meter reading. They will be looking at financing opportunities and bringing them back to Council. We have put a moratorium on the General Fund CIP because those items will have to be funded through debt issuance. We are in need of a dump truck and are starting to invest rather large sums of money on some of the equipment. We have spent 10-1 , 00 on one of the garbage trucks alone this year, We have got to figure out a better way to carve out funding if we"want to be able to continue to replace these items. Vice Mayor blare next commented on the difference between the Utility Fund and the General Fund. Vice Mayor bare next commented that on the CIF' item to upgrade to the lift station at 3`d Street which is estimated to be $1.7 million and cannot be funded out of the current rate structure: The Finance Committee feels that we do not need to hire a consultant because we know what the expenditures are and what the different rate increases would be. The Committee will bring back to Council recommendations on the work that needs to be done, the cost and what funds it would take to support that work. e Mayor commented on the success of the Roanoke Chamber of Commerce Small Business Awards annual banquet, the Conner Group ribbon cutting and block party and the Fall Festival. Comments from Council: Council Member Liles commented on the"No U-Turn" sign being put back up at PFG, the success of the Fall Festival and mentioned the Mingle at the Market on November 11th. Donna Collins commented that Chasity Barbour has'worked with the Chamber to make this Mingle the Town of Minton Employee night. Council Member McCarty also commented on the Canner group alone with Council Member Scheid who also commented on the success of the Creenway Picnic: 9 Vice Mayor Hare expressed condolescences to the Wood's Family in the loss of Tommy Wood, The Town Manager commented that the funeral will be at 11.00 a.m. on Friday at Lynn Haven Baptist Church. Council Member Scheid made a motion to adjourn the meeting, the motion was seconded by Council Member McCarty carried by the following vote, with all members voting: Vote 5-0; Yeas (5)— Liles, McCarty, Scheid, Hare, Grose-, Nays (0) — None. The meeting was adjourned at 9:10 p.m. Meeting adjourned APPROVED: 61 - EST: Bradley E. Grose, Mayor Susan N. Johnson, CMP,Town Clerk 10