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HomeMy WebLinkAbout9/19/2017 - RegularMINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P ON TUESDAY, SEPTEMBER 19, 2017, IN THE COUNCIL CHAMBERS OF THE VINT MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTO VIRGINIA I ZFXTWQ=�* I L � Bradley E. Grose, Mayor Matthew S. Hare, Vice Mayor Sabrina McCarty Keitii V. Liles STAFF PRESENT: Barry W, Thompson, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Theresa Fontana, Town Attorney Anne Cantrell, Treasurer/Finance Director Fabricio Drumond, Deputy Police Chief 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 McCarty, Vice Mayor Hare and Mayor Grose present. Council Member Scheid was absent. Roll call After a Moment of Silence, Council Member McCarty led the Pledge of Allegiance to the U.S. Flag. I Under upcoming community events, Coun Member McCarty announced the following event September 22-Party in the Park with Fuzzy Logi Farmer's Market; September 29 from 5:00 p.m.• 9:00 p.m. -Virginia Food Truck Festival -Farmer Market; October 7-Fall Waterways Clean-u t i r 1 i P October 8-from 4:00 p.m, to 7:00 p.m.-Roano Valley Greenway Commission Annual Picnic-Twi I Creeks Brewery with a walk on the new Glade Cre Greenway at 3:30 p.m. and October 14-Fall Festivol with the band Hot Sauce playing the evening of th I th 4 Under requests to postpone, add to or change the order of agenda items, the Town Clerk commented that the Town Attorney advised that the Closed Session item listed as Item P. on the agenda would need to be discussed in open session as a briefing and requested to table the matter to the October 3d meeting, Vice Mayor Hare made a motion to table the Closed Session item on the Agenda to the October 3, 2017 meeting; the motion was seconded by Council I r-ufe��Icyl 1 - i # # #1 7mr with all members voting: Vote 4-0-1; Yeas (4) — Liles, McCarty, Hare, Grose; Nays (0) — None; Absent Scheid. Council Member McCarty made a motion to approve the Consent Agenda as presented; the motion was seconded by Vice Mayor Hare and carried by the following vote, with all members voting: Vote 4- 0-1, Yeas (4) — Liles, McCarty, Hare, Grose; Nays (0) — None; Absent The next item on the agenda was a Proclamation for Domestic Violence Awareness Month. The Mayor commented that this Proclamation is for the month of October and would be signed as a Joint Proclamation with the other localities, The Town Clerk commented that in conjunction with the Proclamation there will be a Walk on October 13 th at 12 Noon at the Wells Fargo Plaza. The next item on the agenda was a report on the Vinton Volunteer First Aid Crew for August 2017. Chief Wayne Guffey reported the volunteer truck hours were 457 of 468 possible hours for 98%; a unit was in service 100% of the volunteer time; there were 210 total calls with the volunteers handling 117; a Medic truck was marked up 92% and a BLS Unit 8%. They responded to 96 out of 117 calls at 82%. The Fractile Response time was 9.22. There were 1,916 man hours for the month and a total of 133 transports with the volunteers handing 49, They have 50 new members, to 6-00 p.m. The Mayor asked if they still have the associate - membership. Chief Guffey responded they do and the requirement is that they have to pull 24 hours a month 2.nd attend the training meeting. The next item on the agenda was to consider adoption of a Resolution authorizing the Town Manager to execute an Agreement with thot Commonwealth of Virginia, Virginia Department oY Tabled Closed Session Item to the October 3, 2017 meeting Approved the minutes of the Regular Council meeting of September 5, 2017 4 McMillan commented that on August 15 1h she briefed Council on the availability of this grant with no required match. Staff submitted the application on August 16'h and on August 301h staff was informed that we were awarded the $65,000 grant to assist in revising the zoning ordinance. Council may recall that in April, staff advertised for Request for Proposals for the zoning ordinance amendment and the lowest proposal received was $75,000, 111111111111I�J Plilet 1111 an 79 • Flit 191 1 ve one TIT1111111t 11111 ut� to ]a Council Member and one Planning Commission Member to serve on a grant committee just like when we received the UDA grant in 2016. That Committee assisted in identifying eight urban development areas. After a locality has adopted their UDAs, it can apply for this grant to assist in amending their zoning ordinance to try to mimic the traditional design guidelines. Staff realizes that for $65,000 there are , certain components of the zoning ordinance that they will have to do in -hours. For example, the sign ordinance has to be amended due to a recent ruling of the Town of Gilbert and that amendment will not be a part of what the consultant will be doing. The goal is to have the zoning ordinance revised within a year. There is a conference call scheduled with the consultant that has been assigned by VDOT to work with staff. She has submitted to the consultant the proposal that was used for the RFP in April and is waiting for them to send back a Scope of Services. In response to a question by Vice Mayor Hare regarding the consultant, Ms. McMillan responded that is VDOT chooses the consultant just like with the UDA grant. For the zoning ordinance, the Town was assigned the firm of Rhodeside & Harwell out of Washington, DC. After they received the Scope of Services, they indicated they had two other planning consultant services that would be good for us. Council Member Liles made a motion to adopt Resolution as presented; the motion was seconded bl�_ Council Member McCarty and carried by the followin, roll call vote, with all members voting: Vote 4-0-1. Yeas (4) — Liles, McCarty, Hare, Grose; Nays (0) None; Absent The next item on the agenda was a briefing oil Notice of Intent to Award Engineering Services ts Hurt & Proffitt for the Glade Creek Greenway PhasS AdopteIIId Resolution No. 2216 authorizing the Town Manager -t,#, execute an Agreement with the Commonwealth of Virginia, Virginia Department of Transportation (VDOT) Office of Intermodal Planning and Investment (OlPi) for the Urban Development Areas (UDA) Tier 3 Planning Grant 0 2 Project. Anita McMillan first commented that Phase I of the Project has been completed using State Funds and Phase 2 is funded by Federal funds under the Transportation Alternative Program. The Request for Proposal to provide the engineering services was issued on June 5 th with a due date of th July 12 . The Town received four proposals which were reviewed and scored by an Engineering Services Selection Committee. After the Committee's initial review, they interviewed the four firms and then had a follow-up meeting. Hurt & Proffitt was ranked at the top and a Notice of Intent to Award was issued to that firm on August 16". Staff is still negotiating the Scope of Services. Ms. McMillan reminded Council that the To received grant funds for this Phase from Wain Avenue to Gus Nicks Boulevard in the amount $446,000.00 with 20% matching from local fund # along with the work by Pathfinders, to build t required shelter under the Norfolk Southern Railro track. Once we have the revised the Scope Services, they will have to be reviewed again VDOT. Staff will also be working with the To Attorney on the terms and conditions of the contra with Hurt and Proffitt. They will share with Coun the names of the other three firms once the To and Hurt and Proffitt have agree to the terms an* conditions. and he gave him two dates to consider for a follow- up meeting with Council --October I oth or November 14 th The Department has training on these two dates and they could take part of their time to meet with Council. Chief Oakes also reported that he had been working with Jennifer Sexton, the Volunteer Coordinator with Roanoke County, on some recruitment ideas and she will be providing him with a packet. The volunteers are also working on some ideas. The Town Manager next commented that Chief Oakes had requested that he ask Debbie Adams to contact him to do an article in The Vinton Messenger about the Fire Department, its history and their need for recruitment. He is also going to work on getting a banner for the Fire House advertising the need for volunteers and run an ad in The Vinton Messenger. The volunteers have been partially meeting their M obligation. They were at the department last Saturday and a few Tuesdays-, however, he had been sick and not able to staff part of the time. He did indicate that when they were at the Station, they had not run any calls. The Town Manager asked if Chief Oakes would start Aid Crew does and he indicated he would present a report at the second Council meeting on October 1 7th The Mayor commented on the success of the Mingle -at -the Market events. He and Pete Peters gave a presentation recently at the Roanoke Valley Association of Realtors and he asked that Mr. Peters give the presentation at the next Council meeting, He attended a recent ribbon cutting at Izzy's, Also, he and Council Member Liles attended the first meeting of the Brownfield Advisory Committee, an application requirement to apply for Brownfield grants. The Committee consisted of some citizens, representatives from the Chamber, Roanoke County and Town Staff. The Town Clerk reminded everyone that the Mayor, Town Manager and Pete Peters would be attending the VML Conference in Williamsburg; however, they will be returning in time for the October 3rd Council meeting, The Town Clerk also reminded Council of an email she had sent out with regard to calling Roanoke County IT to get their GroupWise email password Id changed before October 2 Vice Mayor Hare 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 4-0-1; Yeas (4) — Liles, McCarty, Hare, Grose; Nays (0) — None; Absent Scheid. The meeting was adjourned at 7:41 p.m. I JAEST: . A Susan N. Johnson, C, Town Clerk zmzam�� 05N.050981 Bradley E. Grose, Mayor R