HomeMy WebLinkAbout9/3/2013 - Regular MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 6-00 P.M
ON TUESDAY, SEPTEMBER 3, 2013, IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA.
MEMBERS PRESENT- Bradley E. Grose, Mayor
William W. Nance, Vice Mayor
1. Douglas Adams, Jr.
Robert R. Alfice
Matthew S. Hare
STAFF PRESENT- Christopher S. Lawrence,Town Manager
Susan N. Johnson, Town Clerk
Elizabeth Dillon, Town Attorney
Ryan Spitzer, Assistant to the Town Manager
Barry Thompson, Finance Director/Treasurer
Ben Cook, Police Chief
Gary Woodson, Public Works Director
Anita McMillan, Planning &Zoning Director
Joey Hiner, Assistant Public Works Director
Karla Turman, Associate Planner/Code Enforcement
Kevin Kipp, War Memorial Facilities Manager
Lijah Robinson, Accounting Manager
The Mayor called the work session to order at 6:00 p.m.
The first item related to a briefing on the update to the
Roanoke Valley-Alleghany Regional Pre-Disaster Mitigation
Plan. Karla Turman commented that in 2006 the original
Plan for the Valley was adopted and it has to be updated
and approved every five years, Without the Plan, we
would not be eligible for FEMA funds, The Roanoke
Valley-Alleghany Regional Commission serves as the
central point of contact for monitoring implementation of the
plan and the required five-year updates. The updated Plan
has gone to the Virginia Department of Emergency
Management to get pre-approval and now it has to be
adopted by all of the jurisdictions and then it goes to FEMA
for final approval.
There is one area in the Town's plan that will have to be
amended based on a FEMA Community Assistance Visit
last month. This relates to a flooding hazard in the Cedar
Avenue Mobile Home Park, We will have to amend our
plan and add a new mitigation strategy and goal that if any
mobile homes in this Park are flooded in the future, that
they cannot be replaced because they are in a floodway.
According to our current Plan, they can be replaced which
is not in compliance with the flood standards. If we do not
comply, we will be dropped from the National Flood
Insurance Program. There are currently ten trailers in that
area that could be affected. The trailers going up the hill
would not be affected because they are not in the floodway
and not in a-designated mobile home park. Duplexes and
such would not be affected because they are permanent
buildings, not mobile.
Ms. Turman explained that the flood way would be the land
right around the creek and the flood plain would be on the
outside of the flood way.
Mr. bare asked how would the mobile home owners be
made aware of this new change and the response was the
Town would be responsible for letting them know. The
Park is one piece of property and the individuals rent the
lots from that owner. Anita McMillan commented that
when the Town's floodplein ordinance was amended in
2007, every owner of a floodplain property was notified.
The Town will do the same again as well as notifying any
occupant of the properties, One of the reasons that FFMA
is doing this is to avoid repetitive loss claims, There are at
least three properties in the Town that constantly file claims
for flood damage, but the owners have done nothing to
mitigate the risks.
Ms. Turman briefly commented on other aspects of the
Plan and steps that the Town has taken in the past to
mitigate losses due to floods. We have our own
stormwater ordinance and participate in the National Flood
Insurance Program. The National Flood Insurance
Program has adjusted their rates and those whose rates
were grandfathered will see an increase of 20% per year.
The Town Manager commented that the approval of the
Plan will be on the next Council meeting for action.
Mr. Darr: asked about Table 84 that has a list of projects
with cost estimates and Ms. Turman responded that these
projects have been identified in the mitigation goals as
strategies; Each locality has to list each project and the
Regional Commission comes up with the cost estimate.
The Town Manager stated that the list is an assessment of
the needs and then they are prioritized as funding is
available. Ms. McMillan commented if funding is made
available, we will not be eligible if we do not list these
projects. Ms. Turman further commented] that there are
some projects that have probably been taken care of
because this update was worked on two years ago and it is
just now getting back to the localities for approval.
The next item was a briefing can the Stormwater
Programs Development Study/Stormwater Utility
Feasibility Study, Anita McMillan reviewed her staff report`
commenting that by July 1, 2014, the Town, like other MS
localities, will be responsible for enforcing the new Virginia
Stormwater Program. lip to this point, the State has
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accepted, reviewed and issued the stormwater permits for
any development that is an acre or more, but effective July
1, 2014, the localities will have to start doing this. Because
of the new requirements, we will not only have to address
the construction activities, but will have to start sampling
some of the water duality to make sure we meet our
allocation as far as the sedimentation and e coli
Ms. McMillan reminded Council about the recent
Memorandums of Understanding that Council approved
with Roanoke County to provide two stormwater services to
the Town. Roanoke County sent out an IP to select
consultant to assist them in evaluating their existing
stormwater programs and they have selected AMPC. The
County applied for and received a grant from the DEQ in
the amount o $49,621 to offset the cost of the study. The
total cost of the study is $119,378 and the County has
contacted the Town to see if we want to share in the
consultant's costs and include evaluation of the Town's
program as well. We feel that the Town's share would be
approximately $10,000.00. We hope to have a formal
agreement by the .text meeting for Council's review and
approval. Ms. McMillan then read the list of the
consultant's anticipated tasks included in her staff report.
A Stormwater Advisory Committee Kick-off will be held in
each magisterial district. The one for the Vinton Magisterial
District is tentatively set for October 3rd and we hope to
have it at the gar Memorial.
In response to a comment by the Mayor regarding our
stormwater retention ponds, the Town Manager stated that
as part of leading up to all the stormwater work and our
partnership with the County regarding inspections, Anita
McMillan and the County Inspector visited all of the private
and public ponds and inspected them, came up with a task
list and communicated with the owners. There are 32
ponds in the Town,four of which are public.
Regarding the consultant cost, Ms. McMillan commented
that the Town's share of the consultant's cost was reduced,
through several telephone calls, from the original amount of
$25,000.00 to $10,000.00. The Town Manager er further
commented that the County has developed a Btormwater
Advisory Committee. We have recommended three Town
representatives, David Jones, one church representative
and one small business owner and we will let Council know
who is chosen for the Vinton District. There will be two
seats.
lbs. McMillan next commented that by December 15,-2013,
the Town has to send to the DEC, a draft ordinance that
has been reviewed by Council. It will have to be formally
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adopted by March of 2014. The public engagement will
be through the Advisory Committee and as that Committee
along with the Consultant narrows down what our options
are, that information will come back to Council from a draft
standpoint to give to DE . Once the DEQ reviews the draft
and gives us comments back, then it will have to be
officially adapted by Council. This will require a public
hearing,
Ms. McMillan also commented that if the County and the
Town decide the way to fund the program is with a utility
fee, then a joint public hearing has been tentatively set for
January 23, 2014
The Work Session ended at 5.55 p.m. and Council
recessed for five minutes.
The Mayor called the regular meeting to order at :00 Roll Cali
p.m. The Town Clerk called the roll with Council Member
Adams, Council Member Altice, Council Member Hare,
Vice Mayor lance; and Mayor Grose present. After d
Moment of Silence Per. Adams led the Pledge of
Allegiance to the U.S. Flag,
Chief Book introduced Officer William Welch to
Council and made brief comments. He also announced
that Officer Zachary hurt has returned back to the
Department from deployment.
The Mayor presented to Barry Thompson, Finance
Director/Treasurer, the Certificate of Achievement for
Excellence in Financial Reporting for Fiscal Year Ended
June 30, 2012. The Department has received this award
for 17 years. Mr. Thompson there recognized t.ijah
Robinson, Accounting Manager, who will be leaving the
Town in mid-September, to move to Knoxville.
The Mayornext commented on a Proclamation
declaring September as National Preparedness Month in
the Town.
Under citizens' comments and petitions, Glenn
Marshall of 529 Tinker Avenue, Vinton, indicated that he
had not heard anything further regarding his request at
the Iasi Council meeting to be allowed to keep chickens
on his property. The Town Manager commented that
staff has met and the goal is to brine the report back at
the next meeting to get direction from Council.
Anita McMillan commented that since we have adapted
the chicken ordinance in 2011, there have been four
permit holders, In 2512 there were three renewals and
one new one and this year we have three permits issued.
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There are approximately 72 parcels in the Town that will
qualify with one acre or more. Mr. Marshall's property is
about 12,600 square feet and there are 2,500 to 3,000
parcels that fall into that size category.
The next item on the agenda was to consider
adoption of a Resolution awarding a bid and authorizing
the Town Manager to execute contracts with Fidelity
Power,Systems in the total amount of $116,244.0 } for a
permanent and mobile generator and appropriating funds
not already in the FY2013-2014 budget in the amount of
$16,319.00.
Gary Woodson commented that at the last meeting
Council decided to proceed with the purchase of a
permanent generator for 3rd Street, a mobile generator to
function as emergency backup support and the electrical
connections for six of our essential wells. Fidelity Power
Systems was the only vendor who priced both generators
and was the low bidder. There is already $100, t00 in
this year's budget for this purpose and we have used $75
to run the newspaper ad. The total cast is $116,244 and
we are requesting that the difference of $16,31 g.00 be
transferred out of the contingency account:
The estimates that were given for the electrical
connections were based on the price of copper at that
time. We will need to go out for bid and bring back to
Council for approval at a later elate.
Mr. Adams commented that a citizen had asked if instead
of purchasing the mobile generator, could we have a
agreement with a local company that rents the generators
rather than buying one and having it sit until we need it.
r. Woodson replied that the mobile generator we are
purchasing will be built to meet our needs. When there
is an emergency, it affects everyone around us and any
type of equipment or service you would need is going to
be in high demand. Mr. Hare asked if the price for the
permanent generator included installation costs and the
response was yes, It also includes removal and disposal
of the old unit.
In response to questions about the time frame of getting
the generators, Mr. Woodson commented that we should
have the bids back on the electrical connections and
have them in place before the mobile generator arrives.
r. Woodson further commented that we have other
smaller generators that could be utilized at the smaller
wells.
Mr. bare commented that the balance of$16 310 and the Adopted Resolution No. 2033
coast of doing the electrical connections will all come out awarding a bid and authorizing the
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of fund balance. Barry Thompson commented that the Town Manager to execute
Resolution needs to be corrected to indicate that the contracts with Fidelity Power
funds will be transferred instead of appropriated... Vice Systems in the total amount o
Mayor Nance made a motion that the Resolution be $116,244.00 for a permanent and
adopted as revised; the motion was seconded by Mr. Hare mobile generator and transferring
and carried by the fallowing roll call vote, with all members funds not already in the FY2013-
voting; Vote 5-0, Yeas (5) -- Adams,,Altice, Mare, Dance, 2014 budget in the amount of
Grose, Nays(0 - None. $16,3100
The next item on the agenda was to consider
adoption of a Resolution appropriating funds in the
amount of$:3, 15.00 received through the VML Insurance
Programs Risk Management Safety Grant Program to the
Public Works budget. Gary Woodson commented that
these grant funds were used to purchase six additional
stand-held radios for Public Works along with accessory Adapted Resolution No. 2034
equipment such as rapid chargers, antennas and back-up appropriating funds in the amount
batteries. Mr. Altice made a motion that the Resolution be of $3,315.00 received through the
adopted as presented, the motion was seconded by Mr. VML Insurance Programs Risk
Adams and carried by the following roll call vote, with all Management Safety Grant
members voting: Vote 5- , Yeas ( )—Adams, Altice Rare, Program to the Public Works
Nance, Grose, Nays(0)—None. budget
The next item was to consider adoption of
Resolution authorizing the Town Manager to execute a
contract with Elevation Advertising I_LG for branding and
marketing services,
Ryan Spitzer commented that an RFP was sent out in
May and we received 12 responses, These were
narrowed dawn to six and then the final two, Elevation
and a local firm. Through a long process of matrixes and
criteria that the committee thought would best serve the
Town, we selected Elevation from Richmond. The total
cast is $20,000 plus $1,000 for incidentals. The amount
o $15,000 will come from the CDBG Grant and $5,000
from the Economic Development advertising line item;
The contract provides for an eight-week time period to do
the branding work. The process will begin with a meeting
with Council and other stakeholders to get information
about what the Town wants from a branding and
marketing effort and then they will go hock and assemble
the information and come back two weeks later and do
further interviews with citizens and Town staff. Next will
be competitive research of other localities in our area and
then a brand will be created that will dive us a competitive
advantage over our neighbors and the region. Vice
Mayor Nance made a motion that the Resolution be Adopted Resolution No. 2035
adopted as presented, the motion was seconded by Mr, authorizing the Town Manager to
Adams and carried by the following roll call vote, with all execute a contract with Elevation
members voting: Vote 5-0; Yeas (5)—Adams, Altic ; Hare, Advertising LLC for branding and
Nance, Grose; Nays(0)—None.: marketing services
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Under update on old business, the Town Manager
commented that staff is working with the two property
owners on i aleview Drive to formalize their request to
vacate and go through the process with the Planning
Commission. Staff will have a report on the chicken
ordinance at the next meeting and Vice Mayor Nance
stated that they should take into consideration the ability
to be able to enforce the ordinance without creating too
much additional work.
In regards to Mr. Gross'sign, he did separate his suns as
requested, but it still hard to see. It is not in direct
violation of any code that we have, but it is in the Town's
right-of-way. All the banners that Mr; Overstreet
mentioned at the last meeting have been taken care of
A meeting has been scheduled to look at the issue of
power to the Chestnut Mountain Water Tank..
The perk study request will be brought back to Council in
work session at the first meeting in October. The
signage on Preston Road is in place and the bubble
cones at the intersection of Glade and Virginia will be put
in place after the paving is completed this fall.
In rather business, the Town Manager commented that a
property owner has approached the Town about
purchasing are old well lot in Lindenwood which is behind
his property. We will contact the property owner and ask
hire to make a formal request and we will evaluate and
taring to(council for their consideration.
Regarding a timer for the Council meetings, there are
several options available. The Mayor said he would like
o discuss with Council members individually and let u
know.
The Mayor welcomed Officer Zachary Hurt back from
his deployment and reminded everyone of the last Mingle
at the Market can September 14th He also commented
that he had discussed with the Town Manager and Tower
Clerk the idea of adding to our regular agenda a section
to announce community events either from the floor or by
Council,
r. Hare made brief comments are the financial report
for July 2013. The Finance Committee met before the
Council meeting and discussed two items, an update
from the War Memorial and the July financial statement.
Regarding the War Memorial, for the fiscal year 2013,, it
felt short of its budgeted revenue target of $177,500,
carve in at just under $124, 00, Also on the expenditure
side, the budget was overspent e little Lander $10, 00,0 .
There were some additional operating costs such as
having to bring in a generator last year during the storm
and then having the building wired in the event of a future
storm event. Also, a preventative maintenance contract
for the HVAC system was also securest with Varney.
There was a purchase ofre-sale items just under
15,000, but$22,000 of revenue has been received from
the items. Overall around 2$5 events happened last
year at the War Memorial with the most events being
religious in nature. So far for the month of July, there is
a $2,7 0 profit and bookings are up from last year.
Mr. bare then commented on the duly 2013 report stating
that we are above projected total revenues in the General
Fund and expenditures are down. On the Utility side in
revenues, we are just under $100,000 which includes the
rate increase. In a comparing last year and this year
our water consumption is dawn four million gallons
because of the extreme amount of rain we had. Vice
Mayor Nance commented that the Finance Committee
will have to pay close attention to this fact because the
first bond payment is due November 1" and we need the
revenue to come in to cover this payment. Mr. Thompson
commented that our revenue remained about the same
even though the consumption was dowry, the rate
increase kept the revenue at about the same, Mr. Flare
moved that Council approve the duly 2013 financial
report; the motion was seconded by Vibe Mayor Dance and
carried by the following vote, with all members voting: Vote
-0; Yeas (5) — Altice, Adams, bare, Nance, Grose; Nays
(0). Approved,duly 2013 financial report
Comments from Council: Mr. Hare asked about the
crosswalk on Washington that he mentioned at the last
meeting, Mr. Woodson respondent that they are currently
getting costs together to do all of Washington up to By-
Pass load. Mr. Hare also commented on the current
Issue at hand concerning a strike against Syria, that we
should be very careful how we use our military and he
hoped our elected officials have the right information to
make the best choice and for the right reason. Vice
Mayor Nance thanked Mr. Booth for attending the
meeting. Mr.. Adams said thanks for getting the sign for
Preston Road.
The Town Manager commented on our United lay
campaign that began on August 26th and will run through
September 6 h. Our goal is $4,5 5 and we are at 70% of
our goal. A Celebration Event will be this Friday at the
Senior Center and Council members are invited.
Vice Mayor Nance made a motion to adjourn the regular
meeting; the motion was seconded by Mr. Flare and
carried by the following vote, with all members voting:
Vote -0; Yeas ) —Adams, A tic , Hare, Nance, Grose;
Nays {g} -- None. The regular meeting was adjourned at
8:1 g p.m.
The Work Session continued at 8:27 pm. with
briefing on outdoor venue space at the War Memorial.
Kevin Kipp commented that he would like to install 500
square feet of flagstone on the side entrance of the
building. The project would include removing the two crepe
myrtles; the junipers and liriope. He referred Council to
the sketch provided with the agenda: The cost will be
approximately ,000.00.
The project will give additional space for clients to hold
outdoor events if they choose and will serve as a gathering
place for other outside activities; In booking weddings, a
lot of brides are interested in an outdoor space for their
ceremony. This will dive us an advantage over some other
venues because we have climate-controlled indoor backup.
There are only a couple of venues that can compete with
us in that area. This will give us spacefor up to 130 people
if you include the new area and what is already in existence
and there is a demand for this type of space.
The Town Manager commented on the cost and how it will
be paid for and the fact that there are already individuals
interested in renting the space once it is created. Mr. Kipp
stated that the cost can be paid from his current budget.
Public Works will be assisting in removing the plants and
getting the area ready for the flagstone. After further
comments from Council, they all gave their consensus to
proceed with the project
The next item was a further briefing on a new catering
policy for the War Memorial. Kevin Kipp showed several
pictures of food and set-ups he has been doing over the
past several months, He commented on the catering policy
that has evolved over the years and that he has tried to
enhance the choices;that the clients have.
s far as food and beverage, the choices are to choose
one of our recommended caterers, brine your own food in,
bring in an outside caterer, have delivered or can buy in
bundle. We want to formalize the RQ process with the
ultimata goal to get a few more qualified caterers to bundle
with for all inclusive service. The Mayor commented that it
was his concern before that he does not want us to limit
ourselves to one caterer, but now he understands that an
individual does not have to go with the bundle, but can use
their own caterer..
Vice Mayor Nance said actually it will give more options,
bring in your awn caterer off the list and pay a fee, pick
from a list of caterers we have pre-selected or choose an
all-inclusive package.
Mr. Kipp indicated that the one change would be a kitchen
use fee of $125 K you bring in a caterer not on the
recommended list. In response to a question about the fee
being flexible depending on the size of the event, the
answer was yes. The Town Manager commented that this
fee will help to recoup some of our own costs.
Further comments and discussion was had regarding the
use of only one caterer and how it is being perceived in the
community. Mr. Kipp indicated that he had reached out to
other caterers about doing the bundle packages without
success. Those caterers are still on the list as a choice
for customers who do not want to bundle..
Mr. Hare asked could we speculate why the caterers are
not interested in bundling with us and Mr. Lipp responded
because it is very subjective. He provided examples of
ether venues that have exclusive caterers and how a lot of
other caterers handle their business.
The Town Manager stated that we need to decide on the
catering policy first and then put out the RQ. Mr.
Adams commented that if we put out the RFQ and no one
responds, how can someone complain.
Vice Mayor Nance then commented that in principle the
plan sounds good, but if at the end of this process we
only end up with one caterer; there may not be the
endorsement of Council. The Town Manager summarized
that when the RF'Q goes but, Council wants to have more
than one caterer, but if we only get one, there the direction
is that we will not offer that service. We have done the
pilot test with one caterer and we know it works as a
revenue generator, but the issue is that we cannot
continue to be an exclusive for one caterer.
The Work Session was adjourned at 9:11 p.m.
APPROVED:
Bradley E. Grose, Mayor
A'TST
4111
Susan N. Johnson,To n;Clerk,
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