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HomeMy WebLinkAbout10/20/2015 - Regular MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 6:00 P.M. ON TUESDAY, OCTOBER 20, 2015, 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. Hare, Vice Mayor Janet Scheid Sabrina McCarty MEMBERS ABSENT: 1. Douglas Adams, Jr. STAFF PRESENT: Christopher S. Lawrence, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Theresa Fontana,Town Attorney Anita McMillan, Planning &Zoning Director Donna Collins, Human Resources Director Barry Thompson, Finance Director/Treasurer Gary Woodson, Public Works Director The Mayor called the work session to order at 6:00 p.m. for a briefing on the Virginia Pollutant Discharge Elimination Systems (VPDES) Permit Program. Anita McMillan began by commenting that on October 'It she submitted the Municipal Separate storm Sewer System (MS4) permit program, the Total Maximum Daily Load (TMDL) action plans, the Standard Operating Procedures (SOP) and the Stormwater Pollution Prevention Plan WPPP). As of last week, she has already received comments from DEQ on the TMDL Action Plans and they gave her until this Friday to provide additional information. She provided Council with a handout of a larger flowchart of the DEQ/VPDES Permit Program and a summary of potential Best Management Practices for the TMDLs. M . McMillan began a review of her Power Point presentation by commenting that the VPDES Permit Program consists of the MS4s permit, the Virginia Stormwater Management Program (VSMP) and the TMDL Action Plans for Impaired Waterways. The VSMP for construction activities was transferred by DEQ to the localities in July of 2014 in order to address water quality issues Because the town is an MS4 locality we were told at that time that we could not transfer the administration or authority of the VSMP to another locality. Ms. McMillan next commented that the TMDL process began in 2005 when the localities in the Roanoke Valley were asked to participate in DEQ meetings regarding how they were going to address the pollution diet. The VPDES started with the Clean Water Act in 1973 and after 30 years the water quality requirements were not being met. As late as September of last year, all the MS4 permit managers were required to attend a conference sponsored by EPA. At the conference they were told that Virginia and Pennsylvania are failing„ so the EPA from Region III basically said they are coming to do site visits to make sure the localities are doing what they say in their permits. We started doing the MS4 in 2003 and every permit runs for five years. We have to reapply 93 days prier to the expiration and pay a fee for the VPD S I I permit as well as an annual maintenance fee. We also have to advise DEQ and all the adjoining localities about any outfall that might go to the City of Roanoke and Roanoke County. Every five years when we renew„ we have to send a letter to let there know that we are an MS4 and if there are any changes to our BMPs. We also have to inform the Virginia Department of Transportation because they awn and maintain the roadways for Roanoke County. s. McMillan next commented on the six minimum control measures: public education and outreach on stormwater impacts; public participation and involvement; illicit discharge detection and elimination; construction site stormwater runoff control; post construction stormwater management in new development and redevelopment and pollution prevention/good housekeeping. With regard to public education the localities have contracted with the: Clean Valley Council because they are part of the education program in the schools. The Town, Roanoke City and Roanoke County share information with each other for their websites and R -3 has done PSAs. DECK has always been pleased with the efforts made in these areas; With regard to illicit discharge detection and elimination, there is still a lot to be clone. In 2003, Roanoke County hired an intern to map all of the ouifalls that go directly into {Made Creek, Tinker Creek and Wolf Creek and then to the Roanoke River. By 2017, we will be responsible to inspect all of the outfalls to see where they are connected and i they are in gored condition: This would require the use of a sewer camera. Currently, the maintenance can these pipes is handled on a complaint basis.. Another issue relates to detention ponds. Prior to 2003, they were constructed more for quantity and now the quality requirement kicks in and they are not designed for quality. With regard to the stormwater management program; Roanoke County has been the Town's E & S Agent sine 1984. As of December 2014, DEQ has changed the requirement to allow counties to be the VSMlP administrator for towns. The matter is still pending with Roanoke County due to some questions that have been raised by home builders concerning the square footage to be disturbed to require a permit. Continuing with the illicit discharge detection and elimination, Ms. McMillan next commented that we need to enhance our program because DEQ is now questioning if we have done dry-weather screening on our 36 otfall : Since we have less than 50 outfalls; we have to do an inspection every year: They have all been mapped and we have inspected about ten of them. With regard to construction site stormwater runoff control; Roanoke County serves as our program administrator, but she still has to pull the information for the town and report it Ms. McMullan reminded Council of the two M OUs that have been in place since July of 2013 with the County for plan reviews and inspection services. There are 43 storrnwater BMIP facilities and we have sent letters to three detention pond owners that were inspected by Roanoke County. We still need to send the other 46 a letter and most of them probably do not even know they have stormwater facilities in their backyards. The Town has four--the War Memorial„ the Gladetown Regional Basin and two on Hardy Road. The County has inspected the one at the War Memorial and Gladetown and they have asked for us to do something by December so they can do the proper follow-up inspection. We are required to tell DEQ in our annual report that we have inspected our own ponds and by 21 we have to state that we have inspected them and that we have performed the required maintenance. Ms. McMillan commented that the reason why a lot of localities are now charging stormwater utility fees is to help with the casts of all of the requirements. Council Member Scheid asked in the interest of time to forward to the high-priority town facilities. Ms. McMillan commented that by 2017, we have to do Ste water Pollution Prevention Plans tSWPPP for all of the Town facilities. We have completed the one for the fueling cuter, main facility parking areas, secondary containment area, vehicle maintenance bay and workshop area at;Public forks. There are still four SWPPPs to be done and the major one that is going to present a lot of challenges is the outdoor storage of construction materials because it is beside the creek. The other three areas are where organic waste such as leaf collection and roadkill is stored, the road salt and vehicle/equipment storage and another area for vehicle/equipment storage. The plans will have to be completed by 2016 and implemented by 201 `: The TMDL action plans that were die to DEQ on October 1st were for sedimentation and bacteria. PCB action plans will be due next year; For some reason when the study was done, they included the Town with Roanoke County and we do not have PCB allocation. However; Roanoke County has indicated that it is not fair for them to tape the Town's PCB allocation and we should have our own. This is still being considered by DEQ. s. McMillan referred back to the pollution prevention/good housekeeping minimum control measure. She was audited by the DEQ on this area because of the Town facilities and the training of employees. Council Member Scheid asked how the issue with the area of the outdoor storage of construction materials would be handled by July 2016. The Town Manager commented that it will require an engineer to analyze the areas and make recommendations to correct them, DEQ is going to be looking for a plan and now they are going to require that the plan be implemented. Council Member Scheid commented that she appreciated the frustrations of Ms. McMillan and Mr. Woodson. When she visited the sites several months ago, it was clear that everyone was doing the best they could with the,resources they have today; But we still need to get from here to July 1, 2016 and she understands there are significant fines and fees to be paid if we do not get there and that concerned her. Ms. McMillan commented that she has already received comments from DEQ on the TMDL action plans. She has received no comments yet on the MS4 report which included the SyPPP for the facility that they completed. 4 The Town Manager commented that there are stile two other sections for review and he recommended that the matter be placed on another work session. Ms. McMillan has done a great job at this point to keep up with what we are supposed to do, but this i becoming more advanced with more responsibility and the solutions are now Going to cost money. The Mayor called the regular meeting to order at 7:00 p.m. The Town Clerk called the roll with Council Member McCarty, Council Member Scheid, Vice Mayor Hare and Mayor Grose present. loll call Council Member Adams was absent. After a Moment of Silence, Vice Mayor Hare led the Pledge of Allegiance to the U.S. Flag. Under upcoming community events, Council Member McCarty announced the Downtown Trick or Treating on October 2e from 3.-00 p.m. to 5:30 p.m. Donna Collins announced that there will be a reception at 6:00 p.m. on November 3Td, just prior to the Council meeting, in the lobby to honor our Veterans who are Town employees, They will be recognized during the regular meeting as well. She also announced that the last softball games for the Town team will be tomorrow evening and next Monday evening. Council Member McCarty also announced the Zombie Walls will be this Saturday at the Farmer's Market and through the downtown area, The Town Manager announced that the retirement reception for Chief Cook will be at the War Memorial on Monday, November 2"d, from 4:30 p.m. to :30 p.m. with the recognition ceremony being at :30 p.m. The Town Clerk announced that invitations would be doing out on Friday for the State of the Town to be held on November 1gtn at 3:00 a.m. at the War Memorial, Council Member Scheid made a motion to Approved minutes for Regular approve the Consent Agenda as presented; the meeting of September 15 2515, motion was seconded by Vice Mayer Aare and Special called meeting of September carried by the following vote, with all members 24, 2015, Special called meeting o voting: 'Vote -u; yeas t -- McCarty, Scheid, Hare, October 7, 2015 and Special called Grose; Nays ( — None, Absent 1 -Adams. meeting of October 14, 2015 The next item on the agenda was the appointment of an Interim Chief of Police. Following comments by the Mayor and his reading of a biography on Jeff Dudley, retired Chief from the City of Salem, Vice Mayor Fare made a motion to appoint Jeff Dudley as the Interim Chief of Police. The notion was seconded by Council Member McCarty and carried by the following vote; with all members voting: Vote -6; Yeas 4 — McCarty; Scheid, Hera Grose; Nays ( ) -- None; Absent 1 - Appointed Jeff A. Dudley as Interim Adams.. Chief of Police Under awards, recognitions and presentations, the Mayor reed a plaque and made comments. He then presented the plague to Mr; Mason for his service on the Board of Zoning Appeals and the Planning Commission for the Town.. After comments made by Anita McMillan, Mr. Mason expressed his appreciation. Council Member Scheid read a Proclamation recognizing Benjamin L. Cook who is retiring as Chief of Police on October 25, 2015. After comments from Council; the Proclamation was presented to Chief Cook, Chief Cook also made comments. Council Member McCarty read the Memo from Chief Cook naming Officer Michael Caldwell as Officer of the month for September. Chief Cook recognized Michael Byrd who was present at the meeting on his promotion to Sergeant: The next item on the agenda was to consider public comments regarding a proposed ordinance to declare 123 Gus dicks Boulevard, Tax Map Number 60.16-1- , zoned CB Central Business District, a blighted property and in violation of Chapter 1 Buildings and Building Regulations, Article V Spot Might Abatement, of the Vinton Town Code, and to consider approval of the proposed plan to demolish the structure and clear the property. The Mayor opened the Public Hearing at 7: 2 p.m. Public Hearing opened Karla Turman commented briefly on the process that was followed by the Community Blight Abatement Team (COMBAT) to declare the property blighted; Notification was made to the property owner last August and they had no contact until the day of the Planning Commission Public Hearing on October 6, 2015, The owner indicated he would be having the structure demolished and clearing part of the property. He was told that would not abate the violation. Ms. Turman then showed several pictures of the property: 6 The Planning Commission held their Public Hearing and there were no public comments. They were concerned about whether or not Mr. Atkins would follow through and have the property demolished: Their recommendation to Council was to adopt the Ordinance to declare the property blighted and accept the spot blight abatement plan. Ms. Turman next commented that a contractor for Mr. Atkinson has contacted her and he is currently trying to get the utility releases. The only release h still had to get was with AEP and staff was able to intervene and contact AEP. The contractor should be making application to demolish the structure. Council Member Scheid asked if there was a schedule for this and Ms. Turman responded no, but that Mr. Atkins has indicated it would be demolished by the end of October: There is no application► yet and once the permit is issued, it will be good for six months. Staff would request that Council adapt the ordinance and the spot blight abatement plan, but give Mr. Atkins 60 days to have the structure, demolished and the property cleared: If he does not, then the Ordinance will dive the Town the authority to proceed. Vice Mayor Hare asked if the Ordinance needed to be amended to include the 60 day window. The Town Attorney responded that the time frame would not need to be included in the Ordinance; The Town can set their own schedule for taking care of the property: Council Member Scheid asked how long it takes to get a demolition permit. Ms. McMillan responded that once they have the utility releases, the permit will be issued by Roanoke County within two or three days. Ms: Scheid next asked about the demolition process. Ms. Turman commented that the asbestos test was ordered today which is required because the property is in a commercial district. Once demolished, the contractor will be responsible for removing the demolition materials. After the demolition, the County Inspector will do a final inspection of the site. Ms. Turman further commented that staff recommends the deadline to be December 31, 2015. Having received no public comments, the Mayor closed the Public Hearing at 7: p.m. Public Hearing closed 7 Council Member McCarty made a motion to adopt Adopted Ordinance No. 963 the Ordinance as presented; the motion was declaring 123 Gus Ricks Boulevard, seconded by Council Member Scheid and carried Tax Map Number 00.16-1- , zoned by the following roll call vote, with all members CB Central Business District, a vesting: Vote-4-0, Yeas (4) McCarty,:Scheid, Hare; blighted property and in violation of Grose; Nays 0) None; Absent(1)-Adams. Chapter 14 Buildings and Building Regulations, Article V Spot Blight Vice Mayor Dare made a motion to direct staff to Abatement, of the Vinton Town execute the Ordinance as of December 3 „ 2018; Code, and approval of the proposed the motion was seconded by Council Member plan to demolish the structure and Scheid and carried by the following roll call vote, clear the property with all members voting: Vote 4-0; Yeas 4) McCarty, Scheid; Hare, Grose; Nays (0) — None; Directed staff to execute the Absent 1)-Adams. Ordinance as of December 31, 201 The next item can the agenda was to consider public comments regarding a proposed ordinance to declare 830 S. Pollard Street, Tax Map Number 0.19-4-4, zoned R-2 Residential District, a blighted property and in violation of Chapter 14 Buildings and Building Regulations, Article V Spat Blight Abatement, of the Vinton Town Cede, and to consider approval of the proposed plan to demolish the structure and clear the property. The Mayor opened the Public Nearing at :49 pm. Public Hearing opened Karla Turman commented that this property is located in the Gladetown community and showed a wrap and pictures of the property. The COMBAT team event through the process of declaring the property blighted and sent notice to the sore of the deceased property owner, Mary Banks. Mr. Banks who lives in the house next door indicated he had lived in the house until he could no longer afford to beep it up. The Planning Commission Public Hearing was held on October 8t . Two individuals spoke at the Public Hearing, one being Casey Macauley who lives next door and has offered t purchase the property, but there is an issue with the title. A title search has been done and it identified nine potential heirs, all of whom have been notified, but we received no responses back. Mr. Macauley also expressed concern about the safety of the property. Allen Ksey also attended the public hearing in support of Mr. Macauley. Staff would recommend that Council adapt the proposed Ordinance and the spot blight abatement plan and for the Town to demolish the property. The Town Manager commented that this was one of the properties that generated a lot of questions with regard to who is authorized to force a sale for outstanding liens. The Town Attorney has prepared d a legal Memo on the topic which has been furnished to Council. Having received no public comments, the Mayor closed the Public Hearing at 7:56 p.m. Public Hearing closed Council Member Scheid made a motion to adapt the Adopted Ordinance No. 964 Ordinance as presented; the motion was seconded declaring 830 S. Pollard Street, Tax by Vice Mayer Hare and carried by the following roll Map Dumber 6 t.` 9-4-4, zoned R-2 call vote, with all members voting: Vote 4- ; Yeas Residential District, a blighted 4 — McCarty, Scheid, Hare, arose Nays (3) — property and in violation of Chapter None;Absent(t)_Adams. 14 Buildings and Building Regulations, Article V Spat Blight Abatement, of the Vinton Town Code, and approval of the proposed plan to demolish the structure and clear the property. The next item on the agenda was to consider public comments regarding a proposed ordinance to declare 308-B 9th Street; Tax Map Number t .9 -4- 27, zoned R-2 Residential District, a blighted property and in violation of Chapter 14 Buildings and Building Regulations, Article V Spot Blight Abatement, of the Vinton Town Code, and to consider approval of the proposed plan to demolish the structure and clear the property: The Mayor opened the Public bearing at 7: 3 p.m. Public Hearing opened Karla Turman commented that this is non- conforming property in the Midway section located in the alley between t" and gth Streets. The property in front and the house trailer and duplex below it are all owned by the same individual: This property has been vacant at least since 2005 and the owner has been contacted numerous times for broken windows and an opened door. She then showed several pictures of the property. Last year Ms. Parker indicated she wanted to repair the house and in November she submitted a plan to abate the violation. Roanoke County and the Town accepted the elan and the policy gave her gg days to complete the work: Ms. Turman contacted her in April and Ms. Parker indicated she had been told she had to do an asbestos study and she was not going to spend the money for the study. She checked with the Building Commissioner who indicated it was recommended, but not required. However, M . Parker said she was not going to do anything else; Yesterday, Ms. Parker's son contacted Ms. Turman and indicated that she was getting quotes from l contractors to have the structure demolished. She told him that they would still go through this process in case she did not follow through with the demolition herself, There are no liens on the property and the taxes are up date. The Planning Commission held its Public Hearing on October 8, 201 and there were no public comments. They did recommend adoption of the Ordinance and the spot blight abatement plan. The Mayor asked if the property owner understands the process and her son indicated that she does. Vice Mayor Hare commented that Council adopted a Spot Blight Abatement program which created a team to go through a very long and careful process to get to this point. Council is not taking this action because the properties are eyesores or falling dawn, but because they create public safety issues. These buildings impact the total value of our community. Having no public comments, the Mayor closed the Public bearing at 8:07 p.m. Public Hearing closed: Vice Mayor Aare made a motion to adapt the Ordinance as presented; the motion was seconded Adopted Ordinance No. 965 by Council Member Scheid and carried by the declaring 03-B gth Street; Tax Map following roll call vote, with all members voting: Number 0.10- -27, zoned - Vote 4-1; Yeas t4 — McCarty, Scheid, Hare, Grose; Residential District, a blighted Nays ( )—lone;Absent 1)-Adams. property and in violation of Chapter appropriating funds in the amount of $6,000 14 Buildings and Building received from the Roanoke County Friends of the Regulations, Article V Spot Blight Library for street lighting. Abatement, of the Minton Town Code, and approval of the proposed Ms. Turman commented that the process does plan to demolish the structure and work. The team initially had fine properties they clear the property were working on and one of them was demolished by the property owner. Another property has been vacant over a year and gone through several;owner changes, but there is an active permit on file to repair it. In response to a question, Ms. Turman commented with regard to the property at 303-B Street, staff would also request Council to set a deadline of December 31 2015 for the property owner to abate the violation: Vice Mayor Hare asked the proper way to make the motion regarding the deadline. The Town Attorney clarified that the Ordinance is effective today, but we are diving a gift to the property owner o 60 days before the Ordinance is executed. It will amend the plan to give them until December 31, 201 if they are taking appropriate steps toward abating the 0 property: The Town Manager commented that as long as they are making a good:faith effort, staff will work with them. Vice Mayor bare made a motion to authorize staff to amend the Spot Blight Abatement Plan for 308-B Street; Tax flap #60.16-4-27, to delay town action to demolish the property until December 31, 2015 to Authorized staff to amend the Spot provide the property owner additional time to abate Blight Abatement Plan for 8-B 9t' the violation. The motion was seconded by Council Street,Tax Map#60.10-4-27, to delay Member Scheid and carried by the following roll call town action to demolish the property irate, with all members voting: Vote - ; Yeas 4 — until December 31, 2015 to provide McCarty, Scheid, Hare, Grose, Nays { l) — None; the property owner additional time t Absent(1)-Adams. abate the violation. Vie Mayor Hare made a motion to amend the original motion with regard to the property at 123 Gus Nicks Boulevard, Tax Map Number 66.16-1-3, to authorize staff to amend the Spot Blight Abatement Amended the original motion with Plan to delay town action to demolish the property regard to the property at 123 Gus until December 31, 2015 to provide the property Nicks Boulevard, Tax Map Dumber owner additional time to abate the violation: The 60.16-1-3 to authorize staff to amend motion was seconded by Council Member Scheid the Spot Blight Abatement Plan to and carried by the following roll call vote, with all delay town action to demolish the members voting:. Dote 4-0; Yeas (4) -- McCarty, property until December 31, 2015 to Scheid, Hare, Grose; Nays (6) -- None; Absent t1 - provide the property owner additional Adams. time to abate the violation The next item on the agenda was to consider adoption of a Resolution authorizing the Town Manager to file an application for allocation of Virginia Department of Transportation (VDOT Fiscal Year 2 17-201 MAP-21 Transportation Alternatives (TA) Program funds for Glade Creek Greenway Phase 2. Anita McMillan began by commenting that she was contacted by Liz Belcher regarding this application and indicated it was due by November 1, 2015, Also, before submitting to VDOT; it has to go before the Transportation Organization tTP© this Thursday and this was the last Council meeting before the deadline: She turned the meeting over to Liz Belcher for the presentation.- Ms. Belcher first commented that we would not have the greenways without grants and we have to plan ahead. With regard to the Glade Creek reenway, the Town has received revenue sharing to do Phase 1. The Greenway plan that was done in 2007 shows the portion that connects Tinker Creek and goes to the Blue Fridge Parkway. This section was listed as a Priority 3. The current` Phase 1 goes from Virginia Avenue PFG site, under 1'I the bridge and then to Walnut Avenue to the new bridge. Phase 2 would go from Walnut Avenue to Gus Nicks Boulevard. This Phase has a much larger budget clue to the grant being federally funded as opposed to revenue sharing which is a state grant. The grant is due November 2`d and the Commonwealth Transportation Board would make a decision in June. Between November 2"`' and June, it gees back.. to VDOT and they score all the projects, a total of four from this region. She felt that this project would score higher than at least two of the ether projects. She next showed a slide with a map of the proposed Phase 2 and then showed photos to walk through the path of the proposed trail. It would begin at Walnut Avenue, go under the railroad trestle„ comp: into Gearhart Park, through the Park and wrap around the old William Byrd School and come out to taus Nicks Boulevard. Ms, Belcher commented that Roanoke County owns the school property, but getting an easement from the County can count as part of the match required for the grant application. The end of Phase 2 will end at Gus Nicks Boulevard which is across the street from the former Holdren's Country Store, The future plan for Phase 3 would be the connection from there to Vinyard Park. lbs. Belcher next commented that VD T wants the money to be spent in four years and in doable pieces. In order to proceed with the chant application, the TPA has to pass a resolution of support on Thursday if Council approves the matter tonight. Crater, probably in January, there will be presentations on the various projects to figure out what they would recommend in terms of financing of the various projects they have been given. She and Anita McMillan have worked some on the match because of the tight financial situation of the Town. One part of the match would be the pipe and its installation and another would be Ms. McMillan's time in managing the chant. We will need an easement to go under the trestle and the railroad will require an overhead shelter to be built. She has a majority vote from the Pathfinders for Greenways to buy the materials and construct the shelter. The City has done a lot of these and has indicated that if we allow enough time to file all of the paperwork, getting the 12 permission on a spot like this is not difficult because it is grade separate. In response to a question regarding the value of this easement; Ms: Belcher indicated that if it is counted, It would require an appraisal which might cost as much as the value. .visa McMillan commented that we already have a sewer easement with the railroad and we would contact them to see if they would add the greenway to this existing easement, Ms. Belcher°next commented that the entire project i 500,000, but we can only ask for tat%, which is 400, 00 If the Commonwealth Transportation Board selects the project, they have to give you 50% of what you ask for. In the application we have $100,000 for engineering and right-of-way: If the TPO approves $100,000, we can get started and them apply again next year and you are on the books. Once you are on the hooks for the project, then it is much more likely that you will get the next level of funding. Last year the ©alellle greenway got 100% of the money they asked for. Council Member Scheid asked what the other three projects are. Ms. Belcher responded they are a request from Roanoke County for a bridge from the end of Friendship Lane to the field at Rollins. The City of Salem is applying for pedestrian streetscpe for one block- of downtown from Broad to Market. The City of Roanoke is applying for bike lanes and sidewalks to Virginia Western Community College. They have them on the Towers side and this would be for the other side. Vice Mayor Rare asked if the Greenway Commission would be asked to submit a Cotter of recommendation and Ms. Belcher- responded it will be discussed at heir meeting on October 28th The grant dries require the locality to be the applicant and to adopt a Resolution. Ms. McMillan commented that Roanoke County will be submitting a letter of commitment for the easement along the old William Byrd High School to go with the grant application. Adopted Resolution No. 2118 authorizing the Town Manager to file Vice Mayor Hare Trade a motion to adopt the an application for allocation of Resolution as presented; the motion was seconded Virginia Department of by Council Member Scheid and carried by the Transportation (VDOT) Fiscal Year following roll call vote, with all members voting: 2017-2 d18 MAP-21Transportation Vote 4-0; Yeas 4) -- McCarty, Scheid, bare, Grose, Alternatives {T program funds for Nays (g) None; Absent(1)-Adams. Glade Greek Creenway Phase 2 13 The next item on the agenda was to consider adoption of a Resolution authorizing the creation of two part-time employee positions to convert them from Historical Society Contract employees to Town of Minton part-time employees and approving the appropriation and transfer of funds. The Town Manager commented that the Historical Society submitted a request several months ago to allow then- contract employees to become Town employees; These two part-time employees are essential to the operation of the Museum. After a review of the matter, the Town Manager proposed that the two employees become Town of Vinton employees and fall under the structure of our Human Resources. Mary Beth Layman, Special Programs Director, will be their supervisor for the Town. We will handle their payroll, workers comp insurance and general liability coverage. They will work less than 20 hours a week and will not be eligible for health insurance, leave accrual or the VRS pensionplan. With regard to funding, we give the Historical Society a contribution of $3, 00 annually. They also have received a grant in the amount of $2,000, along with other donations. They will give the Town the necessary amount to fund the expenses of the two part-time employees. Roanoke County provides $2,000 to the Museum and that will be used for operating expenses, supplies, etc: The Town Manager further commented that these employees were working anywhere from 4 to 1 hours a week plus special events. He presented two funding options--gone with the Town contributing no additional funds and the taxes being covered by the funds from the Historical Society, This will allow up to 13.5 hours a week to divide between the two employees. The other option would be for the Town to cover the taxes in the amount of $ 17, which would give them an additional hour a week. He also referred to a job description that was provided with the agenda package. In response to a question from Council Member Scheid, the Town Manager commented that the two employees are currently volunteering at the Museum and are not getting paid. Council Member Scheid asked if they were aware they would have to go through the whole hiring process. The Town Manager commented that they would have to apply, 14 but he fully expected they would offer the positions to the previous employees. If they decided not to apply or it changed over time, the position would be ripened back up with input from the Historical Society. The Town Manager further commented that the proposed Resolution is level funding without paying the additional taxes. If Council is willing to pay the taxes, they can adapt the Resolution and then he can transfer the funds to cover them. Mice Mayor Hare commented the Museum is a valuable resource that we have with a very committed team to make sure that our history is preserved for generations to come. He supports it since it is bucket controlled and as long as it is not requiring any more resources from the Town than it is now, such as staff time. Adapted Resolution No. 2119 Council Member Scheid made a motion to adopt the authorizing the creation of two part- Resolution approving level funding as presented; time employee positions to convert the motion was seconded by Council Member there from Historical Society McCarty and carried by the following roll call vote, Contract employees to Town of with all members voting; Vote -t; Yeas (4) — Vinton part-time employees and McCarty, Scheid, Aare, Grose•, Nays (0) — None; approving the appropriation and Absent 1)-Adams. transfer of funds The next item on the agenda was a review of the Financial Report for August 2015. Vice Mayor Hare commented that overall on an adjusted basis the General Fund revenues are doing well. We are under spending which is partly due to the delay in paving. Compared to the same time last year, cash is up approximately $300,000. With regard to the prior financial report, the expenditures that were over budget in Public Works which were accounting adjustments of items that belong in inventory are being corrected. The Utility Fund is down from what was projected and compared to the same time last year, it is down approximately $1 0,00 l in revenue.: From the standpoint of expenditures, it is under spending. Vide Mayor Aare further commented that the Committee also spent some time discussing with the Police Chief how our pay scales for officers compare around the Roanoke galley. It was very interesting and we are still validating numbers and seeing what is best for the Town. We also creed to look across the board with all of the staff to make sure everybody is ,correctly funded because they are a valuable resource. 1 i Vice Mayor Hare made a motion to approve the Financial Report for August 2 ?15; the motion was seconded by Council Member McCarty and carried by the following vote, with all members voting: Vote -0; Yeas McCarty, Scheid, Hare, Grose; Nays ,Approved Financial Report for 0)--None; Absent 1)-Adams: August 2015 The Mayor expressed appreciation to the Chamber and all of staff who helped with the Fall Festival`. The next item was to hear a report from the Public :safety Committee. The Town Manager briefly commented the Committee discussed two items relating to Fire and EMS, the new electronic lock system that is being installed and the staffing structure which will be brought back to Council for consideration. They discussed the future replacement of the fire truck and the possibly of an opportunity to buy a new fire truck today with the County: The Committee decided to just put it back; in the GIP process. With regard to the Kg Unit with the Police Department, Jax is now owned by the Nelson County Sheriff's Department. Chris Froescl l resigned from the position of Kg Officer about three months ago and is now a regular police officer: Comments from Council embers: Council Member McCarty asked if staff had followed up with Vinton Baptist with regard to the repairs to their parking lot. The Town Manager commented`that he had emailed Pastor Booth to advise him that we need to have a formal written agreement and to submit the final invoice to me. He will bring the matter back to Council for action.. Council Member Scheid made a motion t adjourn the meeting; the motion was seconded by Vice Mayor Hare and carried by the following vote, with all members voting: Vote 4-0; Yeas (4) -- McCarty„ Scheid, Hare, Grose; days (0) -- done; Absent 1) -Adams. The meeting was adjourned at 30 p.m. Meeting adjourned APPROVED: Bradley E. Grose, Mayor EST: "TownSusan N, John Clerk