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HomeMy WebLinkAbout9/20/2016 - RegularMINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 6:30 P.M. ON TUESDAY, SEPTEMBER 20, 2016, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA MEMBERS PRESENT: Bradley E. Grose, Mayor Matthew S. Hare, Vice Mayor Keith N. Liles Sabrina McCarty Janet Scheid STAFF PRESENT: Barry W. Thompson, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Theresa Fontana, Town Attorney Richard W. Peters, Assistant Town Manager/Director of Economic Development Anne Cantrell, Interim Finance Director Anita McMillan, Planning & Zoning Director Joey Hiner, Public Works Director Tom Foster, Police Chief Donna Collins, Human Resources Director The Mayor called the Work Session to ord t hear a briefing on aspects of public transit servic provided to the Town of Vinton by GRTC d/b Valley Metro, Carl Palmer, General Manager fo Valley Metro, commented that the focus of hi presentation is to share information on ridershi and cost indicators over the past four years, som 0 iij cost containment initiatives and some conceptua service modifications. The Mayor commente, that it had been suggested that this Work Session be followed up with another Work Session t review the information that Mr. Palmer will b providing. Mr. Palmer next shared his PowerPoint presentation in connection with the Valley Metro Service to the Town. (A copy of the presentation is on file in the Town Clerk's Office and will be made a part of the permanent record.) With regard to the cost containment initiatives for the STAR Route, Mr. Palmer commented that hiring a third party for eligibility determination did not materialize because it was cost prohibitive. Council Member Scheid asked if it would be possible to ask the individuals who are using this service to recertify themselves every so many years. Mr. Palmer responded they now have a staff member who is dedicated full-time to monitor the service. They are taking an average of 60 new applicants each month with a lot of the referrals being Rehab Centers and Nursing Homes. As they are entering these facilities, they are automatically determined to be eligible for the service, but many of them do not use it. They also need to look at those who were granted eligibility on a temporary basis and have them re- evaluated. The monthly pass program for the STAR Route is also being monitored for the number of rides per person and a way to come up with a statistically fair limit on rides, per month, per person. Council Member Scheid asked if it was legal to eliminate the monthly pass altogether and Mr. Palmer responded yes because the regulations do not address monthly passes. If they are silent on any regulations, then by default they have no opinion on the subject and it is a matter of local policy. However, if that step is taken, there would be a considerable amount of fall -out, Council Member Scheid then asked if the monthly pass could be eliminated for the STAR Route and kept it for the Fixed Route. Mr. Palmer responded that since it was not addressed in the regulations, then one does not have to be in parity with the other. Council Member Scheid next asked if the purpose of the trips could be an option of the monthly pass. Mr. Palmer responded that under the regulations it would not be legal because of its comparability to the Fixed Route service in terms of accessibility to any need. For example, during inclement weather or heavy snow, they focused on dialysis and similar medical treatments which may have proved to be life -threatening. They sought a legal opinion from the Federal Transit Administration on the issue. The opinion stated that as long as it was for a specified period of time, it was allowed, but it could not be done for ,?,n undetermined period of time because it is a form of discrimination. They are also exploring the idea of free rides for individuals with disabilities on the Fixed Route. Council Member Scheid commented that she understood that currently a disabled rider is able to pay half of the fare on the Fixed Route and Mr. Palmer responded that was correct. Council Member Scheid then commented that the proposal would be to take the fare to zero to try I 0 and encourage more people to transfer froml STAR Route to the Fixed Route. 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, Council Member Scheid, Vice Mayor Hare and Roll call Mayor Grose present. After a Moment of Silence, Council Member Scheid led the Pledge of Allegiance to the U.S. Flag. Under upcoming community events, Counci Member McCarty announced the Fall Festival o October 8h along with the Breakfast Lions Clu pancake breakfast. Anita McMillan announce the Fall Waterways Clean-up on October I" an the Roanoke Valley Greenway annual picnic o October 23rd in the area of the Twin Creek Brewery and the Farmers' Market. the order of agenda items, the Town Manage commented that there was a revision to the Cove Sheet for Item 2 under the Briefing section of th 9genda and a revision to the Resolution for Item 1 under the Items Requiring Action section whichl have been provided to Council, M Council Member Liles made a motion to approve the Consent Agenda; the motion was seconded by Council Member McCarty and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) — Liles, McCarty, Approved minutes of the Regular Scheid, Hare, Grose; Nays (0) — None. meeting of September 6, 2016 Chief Foster announced that Danny Cox ha been hired as a new Officer with the Department He then recognized Officer Michael Giles in hi promotion to Corporal in August. Donna Collins, Human Resources Director announced that Sam Landes and David Holme are two new employees in the Public Work Department. I The next item on the agenda was a report o the Vinton Volunteer First Aid Crew for August Chief Guffey reported the volunteer truck hou were 533 out of a possible 468 for 114%. Th truck was marked up 86% for ALS and 14% BLS They responded to 90 out of 109 calls an handled 84, The fractile response time was 10.11 I and they had 1,519 man hours for the month. H also reported they have 40 members currently o roll. They have just added four new members an have seven prospects in the application process. I IN V 51YcKT t:d(;Fl M011U) aflU LnU lFen =4 the entire year. Chief Guffey responded that he could provide such a report. The next item on the agenda was the consideration of public comments regarding the *f ator*y YKw*4�s!,42vr Development, Inc., for a rezoning of the former William Byrd High School properties, from R-2 Residential to MUD Mixed Use Development District, in order for the properties to be redeveloped to residential units with supporting recreational and civic uses. The properties are located at 100 and 156 Highland Road, Vinton, Virginia, Tax Map Numbers 060,11-04-17.00 and 060.11-04-2000. M :MM 1011 - F W71—i" 1 1 T# Farceis are located off Gus Nicks Boulevard and Highland Road. In 2014, Roanoke County advertised a Request for Proposal to develop the property g,imilar to the one they did for the former Roland E- Cook School. The Roland E. Cook property was ,ezoned to Mixed Use Development District and th.9 redevelopment is underway on that property. — The proposal is to convert the main building and the annex building into at least 77 apartment units, but not to exceed 90 units. Based on the Mixed Use Development, they are requesting for the off-street parking spaces to be 1.5 per unit. The property is currently zoned R-2, which does not allow for multi- family under the definition of three or more units. The proposed use of the maintenance building has not been determined, but Mixed Use will allow flexibility. Also, the auditorium of the existing main building could also be used for civic or recreational use. The properties to the west of these parcels are zoned R-2 and R-3 and the properties across from the main building are zoned either R-1, Residential, or M-1, Industrial. A tour of the building was conducted on August 156' followed by an open house at the War Memorial. 0 I T'Tith regard to the future land use, the lower lot was designated when the Vinton Area Corridor Study was done as recreation due to the fact that a majority of the property was either located in the floodway or floodplain area. The three buildings are located outside the 100 years floodplain. The conceptual plan as submitted with the rezoning request shows 127 off-street parking spaces for the apartment units. Roanoke County as one of the petitioners and Mr. McCormack are aware that once they know the use for the auditorium and exactly how many units are to be built, the additional off-street parking spaces will be required, These can be addressed during the site plan review process. At the open house, several concerns were brought up by the adjoining property owners which were included with the staff report. Those concerns basically relate to safety especially with regard to exiting Highland Road or turning onto Highland Road. They have requested that the Town consider decreasing the speed limit from 35 mph to 25 mph along Gus Nicks Boulevard and the installation of flashing signs to warn motorists, They also commented that in the past there was a road between the two parcels which ran from Highland Road to Gus Nicks Boulevard and requested that the developer consider opening this road back up. The Planning Commission had their Public Hearing in September and they voted unanimously to recommend approval of the rezoning of the two [,#arcels. Roanoke County has submitted to the Virgini Department of Historic Resources an application for the building to be designated as a historic building, They tentatively have been approved on the firs round. Mr. McCormack would like to use histori tax credits to develop this property to make i financially feasible. I Wayne Guffey asked what the plans were for tm— basketball court de the building. Ms. McMill r esponded that it will be converted into apartme units. The only section that will not be convert into apartment units is the auditorium. Williall M KRIPIRTM OJAL # Ms. McMillan commented on the concerns from Alan and Katye Hale that were a part of the staff report. Ms. Hale, who was present, commented that they were very excited about the development and hoped that as the process moves forward that their concerns with safety remain forefront in everyone's minds. They would like to see the road opened back up so they could enter and exit from the north side of the school. The visibility is better ,,tt the lower entrance. Roanoke County Board of Supervisors Chairma Jason Peters expressed appreciation to Council fo their openness to renovating this school, the Rolan E, Cook school, the Macado's restaurant in th former library branch, the support of the new libra I branch and other future projects. Together th o County and the Town are accomplishing a lot great things. He also expressed appreciation to the Town and the County staff for all of their hard work. I Council Member Scheid asked for a clarification of the number of units that will be built. Mr. McCormack commented that working in an historic building there are so many challenges and they are trying to make the project work from a logistical standpoint while at the same time complying with the historic standards. When the layout was first done, they wanted to see if it was workable to run a pro -forma to get financing and spend the energy and time to move forward to the next step. If approved, they will get into taking more specific measurements of the entire building. It is difficult for a developer to spend a lot of money early on and then find out that the Town was not interested in the project. That is why there is a range. If they find theoretically they can do 90 units in the building, but do not have enough parking, then they will scale it back. They have found financing for the project through the Virginia Credit Union out of Richmond. Vice Mayor Hare commented that the safety issues do need to be addressed during the process. Council Member Liles, Council Member McCarty and the Mayor also commented on the project and partnership. 0 After further discussion, the Mayor closed the Public Hearing at 7:45 p.m. Public Hearing closed Vice Mayor Hare made a motion to adopt the Adopted Ordinance No. 978 rezoning Ordinance as presented; the motion was seconded the former William Byrd High School by Council Member Scheid and carried by the properties, from R-2 Residential to following vote, with all members voting: Vote 5-0; MUD Mixed Use Development District, Yeas (5) — Liles, McCarty, Scheid, Hare, Grose; in order for the properties to be Nays (0) - None. redeveloped to residential units with supporting recreational and civic uses. The properties are located at 100 and 156 Highland Road, Vinton, Virginia, Tax Map Numbers 060.11-04-17.00 and 060.11-04-20.00 The next item on the agenda was a briefing on a request from Mr. Audley Robinson, 222 Highland Road, to purchase the vacated and undeveloped portion, 25 feet wide by 138.52 feet long (3,463 square feet) of Glencoe Street right- of-way. Anita McMillan commented that in 1993 the 50 feet wide by 138.52 feet long portion of undeveloped right-of-way was vacated and half went to Mr. Robinson and the other half went back to the Town to be a part of Gearheart Park. Mr. Steve Robinson on behalf of his brother, Audley Robinson, has requested that the Town consider selling the 25 feet wide by 138.52 feet long portion to his brother for the purpose of installing a handicapped ramp and to relocate the existing driveway. Ms. McMillan indicated she had consulted with the Town Attorney and they will have to notify the adjoining property owners and advertise it once. It would be very expensive to have an appraisal done of the property, so staff used the assessment value of Gearheart Park as the basis for figuring a purchase value of $1,281.31 of the 3,463 square feet. Mr. Robinson has been advised that he will be responsible for the costs of the surveying, the plat, all of the recording costs and the legal advertisement. Council Member Scheid asked if a portion of Mr. Robinson's gravel driveway was currently on the property. Ms. McMillan responded yes and it has been like that since back in the 1980's, Council Member Scheid next asked if Gearheart Park is maintained by the Town. Ms. McMillan 0 responded that Roanoke County maintains the building and the property. Council Member Scheid next commented that the property was very steep and she thought it would be difficult for him to do anything with it without putting a retaining wall or some severe cuts. She asked if there had been any involvement with Roanoke County in terms how that would affect the park. Ms. McMillan commented that if the property is going to be vacated, all the adjoining property owners would be contacted, which will include Roanoke County. The Town Attorney commented that Mr. Robinson will be using this property to meet the required setback and he is not going to actually build on the property. Ms. McMillan commented that he wants to make sure that the addition will meet the setback and will on[,,!, be doin + new portion. After discussion regarding whether Mr. Robinson should be required to pay a purchase price for the property, the Town Manager commented that he would prefer for there to be a purchase price for the property along with the other costs. Council gave their consensus that the Town should be paid for the property. The sale of this property does not have to go before the Planning Commission, The Public Hearing will be held by Council at their October 18, 2016 meeting. The next item on the agenda was a briefing on the proposed application for allocation of Virginia Department of Transportation (VDOT) SMART SCALE funds for the Walnut Avenue Improvements Project. Joey Hiner first made comments on the paper alleys in the Town and Vice Mayor Hare suggested that the matter be discussed by the Public Works Committee. Mr. Hiner next commented that the Town desires t submit an application through the VDOT SMAR SCALE program for Walnut Avenue improvemen to include sidewalks, bike lanes or shared -us paths, curb and gutter, signage and lightin concentrating to the north of Walnut Avenue fro the Farmer's Market Stage to the new bridge to th west. The original proposed project to be submitte was for the area to the west of the bridge and] N 1h Council Member Scheid asked why the 8 Street intersection would not work for this application. Mr. Hiner commented that in the beginning the Walnut Avenue Improvement Project included the corridor from the west corporate line up to Lee Avenue to include this intersection. When the funding changed, the Town chose to do the bridge. At that time VIDOT did a lot of the professional engineering work. Now, they require the Town to do more of the background work and staff thought more had been done, but it did not go any further than just the concept. The Town Manager commented that an assessment needs to be done of the intersection and that is why they decided to submit this part in 2018 after they have a better understanding of what we need to do with that intersection. Vice Mayor Hare asked if the plan is to do bot sides of Walnut Avenue. Mr. Hiner responded tha it will be both sides where needed with mo concentration on the north side. On the south sid particularly from e Street to where the bridg project ended will need the most attention. Wi regard to the area between 2 nd and 3d where the are a lot of commercial businesses, VDOT' recommendation is putting a sidewalk there woul r te, I. not be conducive to the businesses that a currently there, but perhaps painting a walkwa through there would work. On the opposite sid there can be something more continuous and w can decide where we can put in drive -way aprons t control the access. The Town Manager commented that the Mountain View Road rebuild will be submitted as a separat1 project in 2018 along with the west end of Walnu Avenue. Mr. Hiner commented that the Mountai View project would prob]ably come under the RST funds as opposed to the SMART SCALE sinc SMART SCALE does not cover road rebuilding. Vice Mayor Hare commented that when we consider rebuilding Mountain View, we need to take into consideration the money that was spent to have the roads prioritized and make sure that we are not jumping in front of those priorities. Vice Mayor Hare asked how much we would be �-mpplying for through the SMART SCALE Program. Mr. Hiner commented that they will be giving an 9 estimate. Staff will also need to decide if they are going to administer or ask VDOT to administer. If VDOT is going to administer, then they will add their cost to the estimate, The Mayor commented that he would like to see th I new lighting included to make that area morl attractive for businesses. 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) SMART SCALE funds for the Walnut Avenue Improvements Project. Council was furnished with an Amended Resolution which changed the Scope of the project to be submitted. Vice Mayor Hare made a motion to adopt the Amended Resolution Adopted Amended Resolution No. as presented, the motion was seconded by 2168 authorizing the Town Manager to Council Member Liles and carried by the following file an application for allocation of vote, with all members voting: Vote 5-0; Yeas (5) Virginia Department of Transportation — Liles, McCarty, Scheid, Hare, Grose; Nays (0) — (VDOT) SMART SCALE funds for the None. Walnut Avenue Improvements Project The next item on the agenda was to consider adoption of a Resolution appropriating funds in the amount of $3,265.09 for the receipt of an insurance claim made on a Dodge Charger (Unit 1137) of the Police Department, Chief Tom Foster commented that there have been some delays with the other party's insurance company and asked that the Resolution be tabled to a future meeting. Vice Mayor Hare made a motion to table the Resolution as presented; the motion was seconded by Council Member McCarty and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) — Liles, McCarty, Scheid, Hare, Grose; Nays (0) — None. Resolution tabled to a future meeting The Town Manager commented that a letter was sent to Debra Brogan who addressed Council at their last meeting concerning issues on Bexhill Drive. The construction debris has been removed, the street has been swept, and the "No Outlet" sign has been ordered and will be placed as soon as received. With regard to the paving, the street will be added to the list for consideration as part of next year's paving schedule. I OVUM a M14 V 1 a Loa•0 KI A 101 PATZI I I — 4MM 11 im The next item on the agenda was the Financial Reports for July 2016. Vice Mayor Hare commented that the Finance Committee met on September 12'h and discussed the July financial statement. We were almost on target with the General Fund revenues. It is hard to know with one month what the trends are with expenditures. The Utility Fund is up over budget and is slightly under in spending, The Stormwater Fund which was set up to start tracking expenditures incurred approximately $11,000 in July. The purpose is to show the true costs versus using estimates. At this point they are planning to transfer $300,000 from the General Fund into the Stormwater Fund. If at some point a revenue stream is created to fund these exv,,enses, then theA300-000 will qo back to the General Fund. The Town Manager, commented that by the end of this fiscal year, we should have a better handle on what are actually stormwater expenses. Vice Mayor Hare asked Anne Cantrell to provide a proper balance sheet for the Stormwater Fund for the next Finance Committee meeting, With regard to the War Memorial, he reported that at the end of the fiscal year, the subsidy increased over the budget as well as over last year. It was $153,000 and the budget subsidy was $104,000. Last year the subsidy was $130,000. This was a year of transon and the subsidy was due to some prior decisions that were made, Without that, the subsidy probably would have been $115- 125,000. Council needs to decide at some point what they are willing to subsidize. Council Member Scheid commented that staff has requested that Council decide what they can live with and then staff can adjust to that cost. Vice Mayor Hare next commented that they reviewed the Volunteer First Aid Crew request for their quarterly funding and it was approved. Also, they reviewed a request to consider a proposal from another company for a lease of the cell tower on 3d Street and the Committee decided not to accept the offer and continue with the company that currently has a lease. They also discussed Valley Metro. There is a current policy on uniform reimbursements of an allowance for detectives of Im $500 per year. After discussion about some concerns from a tax standpoint and to make record keeping easier, the Committee recommended that they give them a lump sum payment. Vice Mayor Hare made a motion to approve Financial Report for July 2016; the motion was seconded by Council Member Scheid and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) — Liles, McCarty, Scheid, Hare, Grose; Nays (0) — None. The Mayor commented on the success of the Drug Cartel training session at the War Memorial and all of the positive feedback. Chief Foster commented that the company that did the training stated it was the most organized training they had ever been a part of and expressed their gratitude to the Town. He extended congratulations to Lieutenant Mark Vaught upon his retirement from the Police Department after 34 years. Comments from Council: Council Membe Liles congratulated Council Member Scheid o receiving the A. Victor Thomas Environmenta Stewardship Award given by the Blue Ridge Lan' Conservancy. Council Member McCart expressed appreciation to Vice Mayor Hare an Council Member Scheid for serving on th Finance Committee. Council Member Schei• ' expressed thanks to Carl Palmer for hi presentation on Valley Metro and requested work session at the next Council meeting fo further discussion. Vice Mayor Hare made furthe comments regarding Valley Metro. He als commented on the cuts made on Virginia Avenu by Roanoke Gas and requested the Tow Manager to contact them. Council Member Scheid made a motion to adjourn the meeting; the motion was seconded by Vice Mayor Hare and 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 9:05 p.m. IMEMME WA 9—rad—iey E.Grose, Mayor ZT Susan N. Johnson, own (Clerk IV