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HomeMy WebLinkAbout9/2/2014 - RegularMINUTES OF A REGULAR MEETING OF VINTONOUNCIL TOWN COUNCIL HELD AT 6:30 P.M, ON TUESDAY, SEPTEMBER 2, 2014, IN THE CCHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. MEMBERS PRESENT: Bradley E. Grose, Mayor Matthew S. Hare, Vice Mayor 1. Douglas Adams, Jr. William W. Nance Sabrina M. Weeks STAFF PRESENT: Christopher S. Lawrence, Town Manager Theresa Fontana, Town Attorney Susan N. Johnson, Town Clerk Ryan Spitzer, Assistant Town Manager Gary Woodson, Public Works Director Barry Thompson, Finance Director/Treasurer Joey Hiner, Public Works Assistant Director The Mayor called the work session to order at 6:00 p.m. for a briefing on two project efforts, a conceptual Eleven Intersection Traffic Improvements Plan and the existing VDOT Walnut Avenue/8th Street Intersection Improvements. Before the presentation by Mr. Woodson, the Mayor asked for a brief history of the RSTP grant funding. The Town Manager responded that RSTP (Regional Surface Transportation Program) funding was first made available last year because the Roanoke Valley's designation as an MPO (Metropolitan Planning Organization) grew to the next level of an urbanized area boundary population of over 200,000, Because of this, the federal government has issued additional funds to our local MPO which then decides how to distribute those funds through our member Roanoke Valley organizations. We need to decide how we can best compete for the $14 million that has been designated for our area over the next five years. Last year we received $100,000 for the Walnut Avenue sidewalk project. The pedestrian bridge project that Anita McMillan briefed Council on at the last meeting was out -year funded to 2017, The Walnut Avenue/8h Street Intersection project was submitted last year and the Eleven Intersection Traffic Improvements Plan is a new project for consideration. Gary Woodson began by showing a current aerial view of the Walnut Avenue/8 th Street intersection. He commented that in 2010, VDOT was asked to move forward on preliminary engineering for this project and in March of that year, VDOT held a pre-scoping meeting and discussed conceptual plans and ideas on how they would move forward with the project. Several ideas for the project included a roundabout, a non -signalized intersection and a signalized intersection. Based on the railroad tracks and traffic counts, it was determined at that time that the Town was interested in the traditional signalized intersection. There has been no further progress on the project nor is there a concept plan. The pre-scoping estimated budget from VDOT to do the project is $2,334,931 which is subject to change. The current expenditures on the project to date -pre $5,372 and the current allocations through the RSTP for the FY2017-FY2019 timeframe is $2,093,37Z The Town Manager commented that when the Walnut Avenue project was started several years ago, it was envisioned as one project. In late 2008, VDOT indicated there was only $3 million available and the bridge would take all of that. Just before 2010, our former Public Works Director suggested that we took divided the project into three phases --the bridge, the intersection and everything from the bridge to downtown which is primarily streetscape. The next phase is the intersection and the only work that has been done up to this point is a review of the geometry of the traffic circle along with the railroad tracks and the ownership of Southern States, Alvero's Market and Viking Fence, There is not enough room without the taking or purchasing of all that industrial commercial property. The other alternatives would be a T-intersection with traffic signalization tied into the railroad tracks or a non -signalized intersection which is what we currently have and is not the best option. One idea is if we submitted this as an RSTP project, would it help to speed it up. If VDOT only allocates small amounts of funding every year, it will take a long time to get to $2 million and the longer we wait the cost of construction goes up, Vice Mayor Hare asked if staff believed this to be the mosli dangerous intersection. Mr. Woodson responded that was No. 2 on our list of priorities and the Walnut Avenue bridge replacement was No. 1. When VDOT asked for us t* identify our No. 1 priority project, this was submitted. Mr. Woodson next briefed Council on a conceptual Eleven Intersection Traffic Improvements Plan by first showing an aerial view of all the Town's intersections. He commented that we would break up the intersections into five different phases over a five-year period, The Niagara Road and Vinyard Road intersections with Hardy Road would be the first order of priority. We would then continue with the PFG, 3rd Street and Pollard Street intersections with Virginia Avenue in Year 2; Clearview Avenue and Bypass Road with Hardy Road in Year 3; Bypass Road and Mountain View Road with Washington Avenue in Year 4 and Pollard Street at Washington Avenue/Gus Nicks and Lee Avenue in Year 5. 4 The entire project is projected to cost $2,750,000, but this phasing would break it down into $500,000 per year at a cost of $250,000 per intersection. The scope of services for the $250,000 would be surveying, engineering, minor pavement modifications and full signal installation upgrades to include controller, mast arms and detectors. If we want to qdd other items such as crosswalks or markings, that would increase the costs. We have been talking with a consultant whose traffic tngineers can put together the grant application for us at a cost of $1,500 which we hope would give us more of an ?dvantage to try and capture some of the RSTP funding. — I11r. Adams asked about traffic data that would show the number of accidents at each intersection and Mr. Woodson responded that the traffic engineer would pull that data and take it into consideration. The first course of action if we get funds allocated for this project would be the overall design for all eleven intersections at a preliminary cost of approximately $77,000. At that time we would review the traffic data and could prioritize the intersections, The Town Manager further commented that doing certain intersections in one year are not only based on public safety but also the geographic locations of the intersections. Mr. Woodson next commented that the applications go to the RSTP Committee which scores and grades the applications based on certain criteria and their recommendations are then forwarded to the local MPO for their review and final decisions on which projects get the funding. Mr. Nance asked if the five-year plan for the eleven intersections would be put in as one grant or five separatd ones. Mr. Woodson said we would put it in as one grant. The Town Manager commented that we have to competq each year for the next year's funding. We will ask for the total cost, but explain that we need to design the project firs), and then show some logical phasing. Vice Mayor Hare said that a complaint he has heard for many years while serving on the Greenway Commission is that we are not a pedestrian or bike friendly community. If we are going to do these intersections perhaps we should do them right even if it means that we might have to 9 eliminate some • from the project. The Town Manager commented that these preliminary figures are to replace the entire intersections, When an engineer comes in and reviews each intersection, it may •" that the mast arms are fine in some and we just need to upgrade the system. However, if Council would like for the project to include a factor for pedestrian friendly crossings, we can do that. The Mayor and other Council members agreed that we need to include that for those intersections where it is needed, In closing the Town Manager commented that we have three projects, the joint application with the City of Roanoke for the Tinker Creek Pedestrian Bridge, the Walnut Avenue/8th Street intersection and the Eleven Traffic Improvements Intersections. Now that we have briefed Council on all three projects, we plan to present our recommendation of the order of the three projects to submit for the RSTP funds at the next meeting and will need Council's approval to proceed with the applications. Council gave their consensus to bring the matter back at the next Council meeting for action, The Mayor called the regular meeting to order at 7:00 Roll call p.m. The Town Clerk called the roll with Council Member Adams, Council Member Nance, Council •... Weeks, Vice Mayor Hare and Mayor Grose present. After a Moment of Silence, Vice Mayor Hare led the Pledge of Allegiance to the U.S. Flag. • upcoming community • Mr. Nance announced the next Mingle in the Market • th September 13 . Ms. Weeks also announced the Chamber Golf Tournament on September 18 1h at Hidden Valley Country Club. The Mayor mentioned that the date of the Fall Festival will be October 11 1h and Mr. Nance reminded everyone of the Vinton Breakfast Lions Club pancake breakfast the morning of the Festival. Vice Mayor are made a motion to approve the Consent Agenda as presented; the motion was seconded by Mr. Adams and carried by the following vote, with all members Approved minutes for the voting- Vote 5-0; Yeas (5) — Adams, Nance, Weeks, Hare, regular Council meeting of Grose; Nays (0). August 19, 2014 The Mayor announced that the month of September is National Preparedness Month. The next item • consideration was a Resolution 4wthorizing the Town Manager to execute a Lease Agreement with Alexander Films, LLC for space in the Health Department Building located at 227 South Pollard Street, Vinton, Virginia. The Town Manager began by 51 commenting that staff was approached by Marc Hutchins of Alexander Films to film several scenes for a family -friendly movie in Vinton. During the filming, they are in need of office space in Town and we are recommending the vacant space on the top floor of the Health Department building for a three-month time period from September to November. We have worked with our Town Attorney to draft a Lease document which was included with the agenda. Our proposal is to charge $200 per month which will cover our utilities and we will work with them to get telecommunication cervices which the Lease provides they will pay for. The Resolution provides for the Town Manager to execute the Lease and we have three changes to make to the draft that has been presented. After talking to the Town Attorney and based on Mr, Hutchins' current insurance coverage of $1 million, we are in agreement that is enough. Regarding the language concerning worker's compensation insurance, Mr. Hutchins has all contracted employees. However, we are leaving the language in the Lease in the event he should hire any of his own. Also, he has requested five keys and we had the two doors re -keyed today and will change the number of keys in the Lease, Mr. Hutchins next made comments that the film they will be producing is a romantic comedy and all of their films are family in nature. He first made contact with Mr. Spitzer and he was very welcoming and all the other contacts he has made in the community have been very supportive of the film. They will be shooting from October 12th to November 8'h, six days a week and being able to have this office space for pre -production increases the productivity, Mr, Hutchins further commented that there will be a need for background extras and they have scheduled a big local casting call at Thrasher Church. After additional comments by Council, Mr, Adams made a motion to adopt the Resolution as presented; the motion was seconded by Ms. Weeks and carried by the following roll call vote, with all members voting: Vote 5-0-1; Yeas (4) — Adams, Nance, Weeks, Grose; Nays (0); Abstain Hare. Vice Mayor Hare indicated that he abstained from voting due to the fact that his niece is a contractor for Alexander Films, but he is fully supportive of the film. Under update on old business, the Mayor asked about the amendment to the animal ordinance. The Town Manager responded that he has been discussing with staff the process to enforce the proposed changes to the ordinance. The proposed changes will allow for up to a total of four dogs or cats or a combination thereof with the option to require that two of the four are spayed or neutered. IN MI ' RIWV - 11 1 with Alexander Films, LLC for Building located at 227 South Pollard Street, Vinton, Virginia 0 The Mayor also asked about the approximate schedule of the streetlights installation in the downtown area. The Town Manager commented that we had one submission at the bid opening that was way over budget. After discussing the bid further with the contractor, we now understand that they priced putting conduit all over downtown and we already Dave conduit there. If we are not able to work with this contractor to get it within budget, we will have to re -bid it. Mr. Adams asked about an update on the renovations to the Fire House. The Town Manager responded that the Roanoke County Board of Supervisors met last Tuesday and all seemed very supportive of the project. They will put it back on their September gth agenda to allocate $150,000. Two weeks ago the contract was signed to complete the i construction documents which is a five -week process, The Mayor mentioned that a Proclamation was issued to Belmont Christian Church for the 11 01h anniversary of the Church and they will be having their celebration on September 7th Joey Hiner, Assistant Public Works Director, announced that Walnut Avenue between 4 1h and 8th Streets will be closing at 6:00 a.m. on Wednesday, September 3d, for work on the new bridge and it is expected to be back open on September 14 1h . The Town Manager commented that we will be planning a formal ribbon cutting for the actual opening of the new bridge. Mr. Nance 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) — Adams, Nance, Weeks, Hare, Grose; Nays (0) — None. The meeting was adjourned at 7:42 p.m, Meeting adjourned APPROVED: Bradley E. Grose, Mayor ATTEST: EST- IIRJ�k 7 * U-od�' "�-qVU/ Susan N. Johnsck Town Clerk