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HomeMy WebLinkAbout9/15/2015 - Regular MINUTES OF A REGULAR MEETING OF VINTt N TOWN COUNCIL HELD AT .30 P.M. ON TUES AY, SEPTEM ER 13, 2015, IN THE COUNCIL CHAMBERS OF THE VINTC N MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, V NT N, VIRGINIA MEMBERS PRESENT: BradleyE. Grose, Mayor Matthew S. Hare, Vice Mayor 1: Douglas Adams, Jr Janet Scheid Sabrina McCarty STAFF PRESENT:: Christopher S. Lawrence, Town Manager Susan I . Johnson, Executive Assistant/Town Clerk Theresa Fontana, Town Attorney Anita McMillan, Planning &Zoning Director Donna Collins, Human Resources Director Barry Thompson, Finance Director/Treasurer Cary Woodson, Public Works Director Joey Hiner, Assistant Public Works Director Chris Linkous, Fire/EMS Captain The Mayor called the work session to order at :30 p.m. for a briefing on adding Vinton Museum part-time employees as Town of Vinton employees; The Town Manager began by commenting that the Museum has had two contract part-time employees who turned in time sheets and the Historical Society would pay them based on the hours worked. Some concerns were recently raised regarding the employee status of contract versus part-time employee as well as insurance, liability and tax related items: The subject part-time employees, Judy Cunningham and Debbie Pitts who have recently resigned, are really more than contract employees because they work year round: The Town has liability and property insurance on the building; however, there is no insurance coverage to protect the employees if they were sued. Also, the contract employees were responsible for filing and paying their own taxes. The proposal Is to add two part-time employees for the Museum as Town employees. They would work no more than 23 hours per week and would not be eligible for benefits. They would be covered under the Town's liability insurance and workers compensation coverage and the Town as the employer would pay the FICA portion of their taxes: The two positions would be paid from funding provided to the Museum from the Town and the Museum would cover any additional costs. The management of the employees would be provided structurally through the Special Programs Director. However, the daily management would came from the Historical Society. The Mayor asked about orientation concerning workers compensation and the Town Manager responded that if they become town employees, they will go through orientation just like any other tower employee. Council Member Scheid asked approximately how many hours the two employees have worked in week. Doug Forbes who was in the audience, responded that the most the two have worked combined was 27 hours.. That was during a special event when the Museum was opened all day. The two employees are also members of the Historical Society and put in a lot of volunteer time as well. Council Member Scheid then asked what type of work they do. Mr. Forbes responded they are responsible for opening and closing the Museum on !Monday, Wednesday and Friday and handling all special tours. They also do some record keeping, correspondence and coordinate the volunteers.: Vice Mayor Hare asked about checking with Roanoke County to make sure they are aware that the funds they give to the Museum will be coming back to the town for the two employees. Doug Forbes commented that along with the funds from the Town and Roanoke County, they also do fundraising. Last year they took in $ ,879 and spent $g, 50. Of that amount; a little over $6,000 was paid to the two employees. Vice Mayor Flare further commented that if Council decided to move forward with this proposal it needs to be understood by the County that those funds will be corning to the Town as the legal entity. The Town Manager next asked for Council to authorize staff to move forward with putting together a more formal presentation and presenting it at the next meeting for approval. Vice Mayor Flare expressed concerns about expanding our role with the Museum because the public-private partnership has worked well. Once we take on the employees; the risks will fall on the Town. After additional comments Council gave their consensus for staff` to proceed with preparing the formal presentation for further action by Council at an upcoming meeting. 2 The Mayor called the regular meeting to order at 7:00 pm. The Town Clerk called the roll with Council Member Adams, Council Member Scheid, Vice Mayor blare and Mayor Grose present. Full call Council Member McCarty had not yet arrived at the meeting. After a Moment of Silence, Council Member Scheid led the Pledge of Allegiance to the I .S. Flag. Under upcoming community events, the Mayor announced the upcoming Fall Festival on October 1 th. Council Member Adams announced the Vietnam Traveling Memorial Wall at the VA Hospital on September 1 ` - th. Council Member Scheid announced the Creenway Commission Annual Picnic on October IIth at 4:00 p.m. at the Parkway Brewing Company. Roanoke County Parks and Recreation is sponsoring a series of meetings on Explore Park is sponsoring with the first one bein? at the Vinton War Memorial o September C?� at :00 p.m. Three other meetings will be held throughout the County and information is available on the Roanoke County and Explore Park websites. Also, the Roanoke Valley Chamber of Commerce is having a joint meeting with the Roanoke Valley Alleghay Regional Commission and the Roanoke Valley Transportation Planning Organization to take public comments this Thursday, September 17th from 8.00 a.m. to 10:00 a.m. at the Chamber office. Anita McMillan announced the Fall Waterways Cleanup on October 'd. The information is available on the Clean Valley Council website. Vice Mayor Mare asked about a date for the library opening and the Town Manager said it will be mid- November, but there is not an official date yet. The Town Manager commented that a community` meeting with be scheduled for early October on the proposal for the redevelopment of the Roland E. Cook property; Vice Mayor Hare made a motion to approve the Consent Agenda as presented; the motion was seconded by Council Member Scheid and carried by the following vote, with all members voting; Vote -g; Peas 4 — Adams, Scheid, Flare, Grose flays Approved minutes for the regular (0)— lone, Absent 1 j- McCarty. meeting of September 1, 2015 3 Council Member McCarty,arrived at the meeting at 7.0 p.m. Vice Mayor Hare read.a Proclamation declaring Fire Prevention Week. Vice Mayor Hare as if there is a program to provide smoke detectors for who cannot afford them. Captain Linkous responded there was a prior program with Roanoke County and the Town where smoke detectors were donated to dive out; but that program has not been in existence for quite some time. The Proclamation was presented to Chris Linkous, Fire/EMS Captain. Council Member McCarty mentioned that she would check with the Breakfast host Lions Club about the possibility of donating some smoke detectors. The next item on the agenda was to consider public comments regarding the petition of Ms. Zizi L;oFaro, dba Healing Solutions, L.L.C, the Petitioner for a Special Use Permit (SLIP) to operate counseling services office at 36 W. Cleveland Avenue, zoned CB General Business District. The Mayor opened the Public Nearing at 7:16 p.m. Public Hearing opened Anita McMillan began by commenting that Ms. LoFaro purchased the property and submitted the Special Use Permit application.. The Planning Commission had a work session on August fith. Council was also briefed on the matter at their September 1st meeting and several concerns were; discussed at that time. The Planning Commission voted unanimously at 'their Public Nearing on September 3rd to approve the SLIP request with conditions. Ms. L oFaro submitted conditions prior to the Planning Commission meeting to address some of the concerns which were accepted by the Planning Commission. However, after consulting with the Town Attorney and the Town Manager, one of the conditions offered by Ms. L.oFaro with regard to uses was omitted from the Ordinance. The other two conditions remain a pert of the Ordinance. Ms.. McMillan further commented that staff emailed to Council the credentials of M . LWoFaro her resume and the fact that she is licensed to provide counseling services. Ms. L oFaro expressed thanks to Council for considering her application. Council Member Scheid asked if she was the sole owner of Healing Solutions and she responded yes. The Mayor asked it she would be the only employee in the building. She responded yes, but there is the 4 potential that someone could rent from her to do counseling, but that is not set up at this point. Vice Mayor tare commented that he is appreciative of the condition she offered with regard to not having a methadone clinic on the property. He then asked what age group she would work with and Ms. LoFaro responded she has worked with children and families, couples and individuals. She does not work with sex offenders. Vice Mayor Hare asked why she chase Vinton and she commented that she has been in the Roanoke Valley since she was 15. She and her husband were looking for a place where they could develop this business idea and there do not seem to be a lot of counseling options in Vinton. Public Hearing closed The Mayor closed the Public bearing at :23 p.m. Adapted Ordinance No. 952 approving the petition of Ms. Zizi Council Member Adams made a motion to adopt the LoFaro, dba Healing Solutions, LLC Ordinance as presented; the motion was seconded the Petitioner for a Special Use by Vice Mayor Hare and carried by the following roll Permit (SUP) to operate a call vote, with all members voting: Vote 5-0; Yeas counseling services office at 36 W. 5) — Adams, McCarty, Scheid, Hare, Grose, bays Cleveland Avenue, zoned CAB ( )- lone. general Business District The next item on the agenda was a briefing on a comprehensive hotel market study. The Town Manager commented that Roanoke County arranged a meeting with a hotel company and the Mayor, Jason Peters and several local business owners. The company shared at that meeting that they have built about 75 hotels in small, under- served communities and have a unique market and business plan. Before we move any further with the process, the company needs to know that there is a market for a hotel. We agreed to work with Roanoke County to share the cost of doing the hotel market study because we wanted to own the study and be able to use it as a tool to recruit and market certain types of hotels. The results of the study may attract the company that we talked to or it may not. It may show that we need two hotels or that we need a moreup-scaled hotel. The hotel study will probably cast in the range of $3,500 and the County has agreed to pay half of the cost. We will fund our portion out of the economic development budget. The Town Manager next commented that the study would include comprehensive market research to determine our economic challenges and opportunities and our competition. Another area, hotel development aspects, would steal with the type, style and size that would be best suited for our community, special features and amenities and what our return on investment would be. They would also include the evaluation of up to five properties for some preliminary site analysis; If they get to the point in the study that we are well-served by our existing market or do not have a good market for a hotel, we can ask them to not complete the rest of the steady. The third area relates to a market feature profile of the sues, economics, demand, food and beverage demand, competition, issues, risks and would came up with some conclusions and operational projections. The RFP will be sent out tomorrow and the study will take approximately 90 days to complete. Council Member Adams asked about our current occupancy tax. Barry Thompson commented that it is currently at two percent. Mr. Thompson further commented that he believes Council should consider this tax before-we acquire a hotel. The surrounding jurisdictions are a minimum of seven percent. Vice Mayor Hare commented on doing studies and not seeing the value or results at the end. After further comments by the Town Manager, the Mayor commented that the first step as a Town toward economic development is studies like this and planning so that we can, hopefully, guide private industries in our direction. Also, he expressed appreciation to Roanoke County for bringing this developer to the Town when they could have easily guided them to another section of the County:, The Town Manager commented that we now have a facilitator for the upcoming Council retreat on October 26th and 28ee'. An email will be sent out with a lurk to a survey to assist in preparation for the retreat. The next item on the agenda was a review of the Financial Report for ,July 2015. Vice Mayer Hare commented that the Finance Committee met this afternoon. Revenues are at 5% of where they expected theirs to be and expenditures are at 58%. The utility side is down slightly due to some standard journal entries: On the revenue side, meals tax and sales tax are doing fine. The cigarette tax is down from what they thought it would be at less than $7,000. They will continue to monitor it because collections 6 should have been around $20,000. On the expense side, the wages and health insurance costs appear to be off, but that is due to the timing of some journal entries in those areas. Those will be recalculated and spread out differently for the rest of the budget year. The Committee is watching a couple of line items in Public Works relating to stormwater and sewer that were spent entirely in one month. Also, on Drop Box there are several reports that give the operating year and budget year for the pool as well as budget year for the War Memorial. the pool report that just looks at July will be corrected, but the operating year report includes May, June and July. The revenues were slightly higher for the same time last year. The expenditures were a little less, but not significantly. The War Memorial turned a profit of $15,000 for the first month. Since the Uttar Memorial is no longer doing in-house catering, it is costing more money. Also, he has heard positive comments on the customer service given by the current staff. Vice Mayor Hare made a motion to approve the Financial Report for July 2015; the motion was seconded by Council Member McCarty and carried by the following vote, with all members voting: Vote 5-0; Yeas 5 -- Adams, McCarty, Scheid, Hare, Approved Financial Report for July Grose, flays 0)- None. 2010 The Mayor commented that he and the Town Manager attended the monthly meeting on September 3rd with the Chamber of Commerce and today they attended the Vinton Historical Society meeting where he gave a report on the number of boards, committees and commissions that citizens and members of staff serve on for the Town. Also, they will be having their regular meeting with Tom Cate, the Roanoke County Administrator and Jason Peters, Chairman. He also mentioned the Vietnam Traveling Memorial Wall again. The next item was to consider nominations for various open positions on Boards/Commission/` Committees. Council Member Adams made the following nominations: Keith files to an unexpired Appointed Keith files to an term on the planning Commission that ends on June unexpired term on the Manning 0 2010 Doug Adams to an unexpired term that ends Commission that ends on June on June 30, 2016 can the Finance Committee, Janet 201 ; Doug Adams to an unexpired Scheid to an unexpired term that ends on June 30, term that ends on June 30, 2016 on 2017 on the Roanoke Valley Transportation Planning the Finance Committee, Janet Scheid Organization T O); Sabrina McCarty, to an to an unexpired term that ends on 7 unexpired term that ends on June 30, 2017 as an June 30, 2017 on the Roanoke Valley alternate on the Western Virginia Regional Industrial Transportation Planning Organization Facilities Authority and Janet Scheid to the UDA (TPO), Sabrina McCarty, to an Planning Grant Steering Committee. unexpired terra that ends on June 30, 2017 as an alternate on the Western The nominations were seconded by Vice Mayor Virginia Regional Industrial Facilities Flare and carried by the following roll call vote, with Authority and Janet Scheid to the all members voting. Vote -Ct; Yeas ) — Adams, U A Planning Grant Steering McCarty, Scheid, Hare, arose; lays (0). Committee The Town Clerk commented that she will need to give Council Member McCarty the official oath of office for the Western Virginia Regional Industrial Facilities Authority at the end of the meeting. Comments from Council Members: Vice Mayor Hare commented that Council has had presentations on the Gish Mill which is corning u for auction; The Mill is where the Town got its start and he would not like to see it sold at auction and then torn down, Doug Forges in the audience asked Council to consider the fact that the Gish Mill is a part of the Town seal which is on display in Council Chambers: Council Member Scheid agreed with Vice Mayor Hare, but was not sure what Council might be able to do at this late date since the auction is on Friday. They are having an open house tomorrow which she plans to attend. The Mayor agreed and asked if there is anything that Council can do other than laid on the property. The Town Manager indicated he would have to consult with the Town Attorney as to what type of authority e would have to walk into an auction. Anita McMillan commented that she was recently contacted by the auctioneer asked if the Town would be making an offer. She told him she was not in a position to make the offer, but would be happy to discuss with the Town Manager. She was also asked to contact Roanoke County Parks and Recreation Department to see if they would have any interest because of the Glade Creek Greenway being on the master plan of the Roanoke River Greenway Commission. Members of the Commission Have walked the property to look at the potential of the Greenway coming from the old William Byrd High School, going under the bridge on Gus Nicks Boulevard and on this property all the way to Vinyard bark. The Parks and Recreation staff appreciated the call, but with Explore Park they have enough to do.. . McMillan further commented that the building is in the floodway and the whole property is in the floodplain, which are the challenges of the property. t could be developed, however, if improvements are 0% or more of the current property value, we would need to make sure that it is not increasing the hydraulic of the flood waters during flooding events, The Town Manager said the property was listed for sale several months ago on the MLS for about 14 -16 ,000. The auctioneer would not share with him what the minimum is, but there is a reserve on the property. Staff has talked with the owners in the past about donating the properly to the Town and that did not lead to anymore conversation. The Mayor asked if the Town could legally bid on something.. The Town Attorney commented they could legally bid on a pied of property and recommended that Council go into Closed Session regarding the matter. The Mayor next asked if the property does not sell and we could negotiate with the owners, are there any possibilities of getting some historical grants to do something with the property that would be beneficial to the Town. The Town Manager commented that the original Mill structure is quite a contributing historic structure. There are grants out there, but there is also a lot of competition for those grants. Anita McMillan further commented that there is a hazardous mitigation grant, but it requires a 5% match. The Mayor asked if there is enough interest of Council in having a closed session to discuss the matter. Council gave their consensus to go into closed session. Council Member Scheid asked about the schedule for the redevelopment of Boland E. Cook since we are approaching mid-September and promised to do whatever the Town needs to do by the end of December. Anita McMillan commented that staff` would like to hold a community meeting first and then a work session before the Public bearing of the planning Commission. The Town Manager commented that the plan is for Council to have a work session and a Public Nearing early enough so they would not have to vote on the same night o the Public Nearing since this is the first mixed-use application and is a pretty large project. Anita McMillan further commented that they were assured that the application would be submitted by 'September . A Planning Commission Public i Hering for another matter is already scheduled on October e. If it is received on time, they can have brief work session with the Planning Commission at that time. Council Member McCarty asked for an update on the skateboard park. The Town Manager commented that the response back to FEMA is being finalized and he has had conversations with other regional governments that are interested as well as ether non-profit groins.. She announced the Chamber's golf Tournament this Thursday at Hidden Valley Golf Club and the upcoming Advanced Citizens Police Academy. Council Member Adams asked about the replacement locks for the Fire and EMS building. The Town Manager responded that they need to get back in contact with the company and confirm exactly what the doors are to get a final quote. Council Member Adams next commented that since the great was not awarded this year for the medic truck replacement who would be putting in for the next grant. The Town Manager responded that the County has applied as a joint county-town grant. They would :both split the cost 2 %/2 % and the grant, if approved, would be for %. Letters of support from the Town and the First Aid Crew were also submitted as part of the grant application. If the grant is not successful from the career side this time, they will need to re-focus and try to approach it from-a volunteer standpoint. Mark Thomas, on behalf of Vinton Baptist Church; commented from the audience that he understood there was going to be some discussion about some assistance with their parking lot. The Town Manager responded that he had received the Information from Pastor Booth. He them commented that the Church owes their parking lot and while Council Member Nance was still on Council, there was some discussion regarding their parking lot improvement needs and how much the Town uses and depends on their parking lot for town-sponsored festivals. They have furnished some quotes and a;request for the Town to consider a cash contribution. Council Member McCarty also commented that the Church is one of the voting precincts as well. The Town Manager further commented that he will follow up on the matter with the Town Attorney to see the best way to handle the contribution and if a formal agreement needs to be drawn up. 10 Council _ember Adams made a motion that Council go into a Closed Meeting pursuant to § 2.2- 1 A (3) of the 199 Code of Virginia, as amended, for discussion or consideration of the acquisition of real property for a public purpose; where discussion in an open meeting would adversely affect the bargaining position o negotiating strategy of the public body. The motion was seconded by Vice Mayor Hare and carried by the following vote, with all mergers voting: Vote - Yeas ( — Adams; McCarty, Scheid, Hare, Grose; lays (g) — None. Council wont into Closed Meeting at 3: 3 pm. Council Member Adams left the Closed Meeting at 8:44 p.m. At 9:29 p.m., the regular meeting reconvened and the Certification that the Closed Meeting was helot in accordance with State Mode requirements was approved on motion by dice Mayor Flare, seconded Certification of dosed Meeting by Council Member Scheid and carried by the fallowing roll call vote, with all members voting: Vote -9; Yeas { -- McCarty, Scheid, bare, Grose; Nays 9}—None; Assent(1)-Adams. Vice Mayor Hare made a motion to adjourn the meeting, the motion was seconded by Council Member Scheid and carried by the following vote, with all members voting: Vote 4-0, Yeas ( ) McCarty, Scheid, Flare, Grose; plays (0) None; Absent 1)- Adams. The meeting was adjourned at 9:30 p.m. Meeting adjourned APPROVED ST: Bradley E Grose, Mayor A S Susan N. Johnso Town Clerk