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HomeMy WebLinkAbout9/15/2011 - RegularMINUTES OF A RETREAT OF VINTON TOWN COUNCIL HELD AT 10:00 A.M. ON THURSDAY, SEPTEMBER 15, 2011, AT THE VINTON WAR MEMORIAL, 814 WASHINGTON AVENUE, VINTON, VIRGINIA. MEMBERS PRESENT: Bradley E. Grose, Mayor Robert R. Altice Carolyn D. Fidler Matthew S. Hare William W. Nance STAFF PRESENT: Christopher S. Lawrence, Town Manager Susan N. Johnson, Town Clerk The Mayor opened the meeting thanking the Council Members for adjusting their schedules to attend this Retreat and turned the meeting over to the Town Manager. The Town Manager began by setting the agenda for the retreat. First, he would like for Council to focus on setting priorities including discussion of core services, value added services, service levels, and investments (which are defined as anything we are putting our funds into and what return are we getting). At Noon, the Department Heads will be joining us for lunch. After lunch, we will try to summarize our morning discussions and will also have t VIE presentations, one on the Regional Stormwater Management Program and one on ti- Regional Water Supply Plan. &1' 112101INT W W-0 1110r* "i" M ------ Ms. Fidler requested a report on the total number of individuals participating in the Seni's Center Programs and Mr. Hare requested an updated report on the Pool revenues arill expenses at the end of December, 2011 Council had a discussion on how to handle the invocations for future meetings. The Town Manager continued by setting out three categories to break down all the services the Town now provides. The first category represents services that are mandated. For example, if we have a Police Department, then we are mandated to provide certain services through that Department and must be funded. The next category represents services that are core services. These are necessary services that we provide to our citizens such as water, sewer, fire protection, and police protection. In this category are also levels of services. The last category is value added services, those services that are quality of life, community valued services. These are the types of services that if they went away, citizens would feel the loss, but there are no requirements that these services be provided. Council next went through an exercise of putting services into the three basic categories by departments and making additional comments as noted. Public Works — suggestion was made to separate water and sewer into a separate category because it is funded by utility funds. However, the water and sewer fund is being subsidized by the general fund and so it does affect the general fund budget. So, in order to increase the funding back to the utility fund, then the funding for core services and value added will have to decrease. Some of the discrepancy can be funded by fixing the rate and lower allocation from general fund. More investments need to be made in the water and sewer infrastructure as an economic generator. Even though flowers, banners and similar items are considered value added, all of Council expressed the importance of maintaining the appearance of downtown. Police Department — most services are a philosophy of law enforcement. Those services that may be considered value-added services help to improve relationships and help to deter crime in the Town, The Town Manager indicated he would give the new Police Chief the opportunity to evaluate the services of the department. Fire/EMS — made up of career and volunteer staff. Council felt that the level of EMS service was adequate, but expressed some concern about the level of Fire service, especially at night. • Planning/Zoning — commented on ability to enforce code violations without stepping on toes, seems to be a fine line. Council considers most of these services to be core and many are also mandated. It was suggested that the Planning/Zoning, Finance and other small departments be recognized for the services they provide to the Town. At 12:00 Noon, Council had lunch with staff. All department heads were present except for Chris Linkous and Consuella Caudill. Council continued with categorizing services in several other departments. War Memorial — value added services, The War Memorial has a lot of community value which may make it a higher priority but it has to be managed and has to control its costs. The only consistent concern that has been expressed is the catering issue, users not being able to do their own catering or provide their own caterer. A new plan is being developed for the facility and will be presented to Council in the near future and the catering issue is being addressed, Special Programs — value added services. Question asked about building maintenance and management, do we lose efficiency by not letting Public Works be responsible for everything? Different departments are responsible for contracting their own maintenance issues. It was suggested that Public Works be the responsible department or one individual who is in charge to follow up on these issues. Future maintenance of the pool was discussed. It was suggested that we need to begin now to be proactive in setting aside reserve funds to cover these future costs. Fund raisers or other sources of income need to be targeted, 0 The Farmer's Market is paid for, but there are maintenance and operating costs. Council suggested that the Town look at new ways to utilize the Farmer's Market. Council had discussions about employee retention, employee raises and ways to improve productivity. We need to better allocate our resources even though it may create a slower response time in some levels of service. In closing the Mayor reiterated the importance of sprucing up the Town. He asked Council how they felt about having some Community Council meetings in some key areas of the Town. The Mayor said we are not seeing revenue increases and he thinks we need to address economic development in the next few months. Mr. Hare expressed the same concerns. Mr. Hare indicated that the Health Department Building needs to be sold or rented to produce additional revenue. The Town does not need to be in the business of owning real estate. The Town Manager explained that the Roanoke Valley as a whole has been talking about Stormwater Management. He then introduced Shane Sawyer, a Regional Planner 111, with the Roanoke Valley-Alleghany Regional Commission, Mr. Sawyer then gave a Power Point presentation which was prepared by Phil Schirmer, Engineer for the City of Roanoke. Key issues reviewed were water quantity, water quality, regulatory compliance, Va. Department of Conservation and Recreation and Va. Department of Environmental Quality regulations. Anita McMillan, Town Planning and Zoning Director, briefed Council on what our current obligations and responsibilities are as a Town. Since 1987 Roanoke County has been the Town's erosion and sediment agent and we are in discussion with them to do our stormwater review again and inspection. Key issues reviewed were drainage projects and storm run-off issues, the requirements of our current MS4 permit cycle which runs from 2008 to 2013, the six minimum control measures, and best management practices. The Clean Valley Council, which serves the Cities of Roanoke, the Counties of Botetourt and Roanoke and the Town of Vinton assists with our public education and outreach. Our Public Works Department is also a key factor in this Program. The biggest cost to the Town is the testing and we are in the process of trying to partner with the Western Virginia Water Authority to do some of the testing. When the Va. Department of Conservation and Recreation visited the Town this year, they were very impressed with what the Town is already doing with the Stormwater Management Program. Mike Kennedy, Public Works Director, briefed Council on the regional water supply planning. In 1999-2002 Virginia went through a severe drought which prompted the General Assembly to provide some direction and in 2003 a statewide water supply planning process was developed The process was to ensure adequate and safe drinking water, promotes use of water for other beneficial uses and encourages and promoted alternatives sources like desalination. In November 2005 water supply planning regulations became effective and offered localities to do a local plan or a regional plan. Mr. Kennedy then reviewed the key content requirements of the Plan and stated that the Town of Vinton partnered with 11 other local localities along with the Western Virginia Water Authority and the Bedford County Public Service Authority and developed a regional plan, K Council will need to conduct at Public Hearing at the October 4, 2011 Council meeting and will be asked to consider approving a Resolution to adopt the Plan, The Regional Plan must be submitted to the Va. Department of Environmental Quality by November 2, 2011. On motion by Mr. Nance, seconded by Mr. Hare, with a vote of 5-0, Council adjourned the Retreat at 4: 10 p.m. APPROVED: A fl br'adley E. e, May r ATEST: Susan N. Johnson, own CITIA S