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HomeMy WebLinkAbout9/17/2013 - Regular"N all, 001 ia IV, I A M Z I to] I VTAI a ON 9 11 a IN I VOL refts - MEMBERS PRESENT: Bradley E. Grose, Mayor William W. Nance, Vice Mayor 1. Douglas Adams, Jr, Robert R. Altice STAFF PRESENT: Christopher S. Lawrence, Town Manager Susan N. Johnson, Town Clerk Elizabeth Dillon, Town Attorney Ryan Spitzer, Assistant to the Town Manager Anita McMillan, Planning & Zoning Director Joey Hiner, Assistant Public Works Director The Mayor called the meeting to order at 7:00 p.m. The Town Roll Call Clerk called the roll with Council Member Adams, Council Member Altice, Vice Mayor Nance, and Mayor Grose present. Council Member Hare was absent. After a Moment of Silence Mr. Adams led the Pledge of Allegiance to the U.S. Flag. Inder the upcoming community events, Liz Munn -Lively, Vinton Chamber of Commerce President, announced upcoming events sponsored by the Chamber. This Thursday is the annual golf tournament at Ashley Plantation and a networking event will be held on October I" at Braeloch. The annual Fall Festival is *ctober 12 Ih and the annual Treat or Treating Event will be on Halloween. Tice -Mayor Nance announced that in conjunction with the Fall Festival the Breakfast Lions Club will be having their pancake L *re� ,zifi2st. Anita McMillian announced that September 19th at 6:00 p.m. will be the kick-off meeting of the Stormwater Advisory Committee at South County Library. The Town Manager announced that in recognition of the Town employees raising over $4,600 for United Way, he has volunteered to be a UVA fan for a couple of hours and will be wearing a sandwich board through the Town at the Fall Festival. Anita McMillan also announced the Fall Waterways Clean-up from 8:30 a.m. to 11:30 a.m. on October 5th with the celebration event from 11 -30 a.m. to 2 p.m. at Wasena Park. Mr. Adams made a motion that the consent agenda be approved as presented; the motion was seconded by Mr. Altice and carried by the following vote, with all members voting: Vote Approved minutes of the 4-0; Yeas (4) — Adams, Altice, Nance, Grose; Nays (0) — None; meetings of August 20, 2013 Absent (1) - Hare. and September 3, 2013 Vice Mayor Nance made comments regarding a Proclamation declaring the month of September as Alzheimer's Month in the Town. The Town Clerk mentioned that this year's 1h walk will be in Downtown Roanoke on September 28 The Town Manager moved the briefing on the request from a citizen to amend the Town Code regarding the minimum lot. size requirement of at least an acre to keep chicken hens in the Town limits to the next item for consideration. The Town Manager then commented that following Mr. Marshall's request, a committee of Anita McMillan, Gary Woodson and Robert Eakin reviewed the request and Ms. McMillan will give the report to Council. Anita McMillan reviewed her staff report indicating that Marshall's property at 529 Tinker Avenue is 0.29 acre or 12,6 square feet. Our current Code requires that all properties ha at least an acre to have chickens. With this one ac requirement, there are approximately 67 parcels that could eligible to keep chickens. These parcels must be zon residential (R1, R2, R3 and RB) and with a single-fami C, ii dwelling or vacant. If Council reduces the size requirement less than an acre or 12,000 square feet, there would be 1,0 potential properties that might be eligible to get a chick permit. Ms. McMillan next commented there is also a 50 fo requirement from residential structures and Mr. Marshall do not meet that requirement. �1 Ms. McMillan contacted the City of Roanoke and their Co-M provides that as long as you have up to 20,000 square feet, y are allowed to have chickens. The Planning Administrat indicated that they do not keep track of how many permits th issue and do not enforce the requirement that you have to ha a permit. I Mr. Altice commented that a lot of time was spent on developing the current Code and he thought it should have been even more I restrictive, He would not agree at this time to change the current Code, The Mayor commented that the current Code has served the Town well and he would not be inclined to make any changes at this time. Mr. Adams commented that it is important that we stay consistent and he would go along with leaving it as it is. K that the limitations we currently have are reasonable and to reducetheproperty # #' # taketo allow to keephis chickenswould open thegates for#many lotsand other landowners. Mr. Marshall addressed Council and asked if there could be some #+ ! to his property, r # that would require writing something thatallows#uniqueness of # # r properties. # ordinance # work properly, tryinghas to be clear to the people who are reading it and to those to enforcesomething vague lose its ability to be enforced, Mr. Marshall asked if he could have two weeks to find a home for e response r that r not unreasonable. He thankedCouncil for their consideration of # The next item on the agenda was to consider adoption of an Ordinance authorizing the Mayor or the Town Manager to execute an Agreement .. between the Countiesof Botetourt, VirginiaFranklin and Roanoke, the Cities of Roanoke and Salem, and the Town to create the Western Regional # Facility Authority. The Town Manager made brief comments regarding the creation of the Authority. The basis is to provide the participating local ! opportunity to work togetherto develop industrialr and other improvements. localities. have • '• an interest and it ##. require formalagreement to create the Authority.Authority # each # r to decide if they want to participate on 'troject by project basis. The Roanoke Regional Partnership has agreed to serve as # Administrative Office loteth Doughty # MayorVice asked if there have been changes#m what Council previously agreed to and the non-substantiveresponse from the Town Attorney was no. There may be some 1. r#r with regard to removing Montgomery # from Agreement. Authoritywhy Montgomery County chose not to participate and the Town Manager responded because they are a member of a similar River Valley which they are already committed to. The Mayor commented that there was no reluctance on # I # # part as faras cooperation was # ! but r ` other obligations tha .,.# to take priority. This is just another example of valley -wide government and will be ##t# for the Townas " f # Adopted Ordinance No. 941 # # # # r Town Manager ` #i. an Agreement between Countiesof +`►# e # Franklin # Roanoke, 9 Vice Mayor Nance made a motion that the Ordinance be adopted Cities of Roanoke and as presented; the motion was seconded by Mr. Adams and Salem, and the Town to carried by the following roll call vote, with all members voting: I create the Western Virginia Vote 4-0; Yeas (4) — Adams, Altice, Nance, Grose; Nays (0) — Regional Industrial Facility None; Absent (1) - Hare. Authority, The next two items on the agenda related to a new Purchasing Policy for the Town. The Town Manager commented that our current Purchasing Policy, established in 1997, provides that any purchase over $20,000 has to be brought back to Council for approval, The State Code allows a limit of $100,000. After a review by staff and the Finance Committee, it was decided to recommend that any item over $50,000 be brought back to Council. We are also recommending that the Code be changed to reference the Town's adopted policy and the State Code and that the amount not be listed so to prevent us from having to amend the Code in the future, The new Policy is stiff structured the same as before with all purchases under $50,000 or professional services under $30,000 to follow the procedures listed in the Policy, This will allow for a more efficient and timely process for these purchases. It also allows the Town Manager the authority to approve any purchase within these limits that is already in the budget. If it is over these amounts or not in the budget, then those items will be brought back to Council for their approval. This revised Policy was drafted by our summer intern, Brandon Gann and then reviewed by staff, our Town Attorney and the Finance Committee. Vice Mayor Nance commented that this Policy was approved by the Finance Committee and it allows staff some flexibility to streamline some matters to avoid having to bring non -policy impacting purchases back to Council for approval. Mr. Adams asked about the language "at least two attempted telephone..." in the Policy and was does "attempted" mean, The Town Manager responded that is expected that staff will obtain the necessary number of quotes; however, this allows it to be documented that we attempted to solicit a vendor. The Town Attorney also commented that it usually means it was attempted but the vendor indicated they were not going to bid Adopted Ordinance No. 945 on the particular item because they do not have it available or amending Chapter 2, were not interested in bidding. Administration, Article 111, Officers and Employees, After further comments from the Town Manager, Vice Mayor Division 2, Town Manager, Nance made a motion that the Ordinance be approved as Section 2-56, To be presented; the motion was seconded by Mr. Altice and carried by purchasing agent, of the the following roll call vote, with all members voting: Vo�tteb4_0* Vinton Town Code relating Adaoo I " ms, Altice, Nance, Grse; Nays (0) — Nne; seni to the Town's Purchasing Policy 0 Mr. Adams made a motion that the Resolution be approved as Adopted Resolution No. presented; the motion was seconded by Vice Mayor Nance 2036 approving a new and carried by the following roll call vote, with all members Purchasing Policy voting: Vote 4-0; Yeas (4) — Adams, Altice, Nance, Grose; Nays None; Absent The next item on the agenda was to consider adoption of a Resolution approving and adopting the Roanoke Valley- Alleghany Regional Pre -Disaster Mitigation Plan dated June 2013. Anita McMillan commented that Council was briefed on the Plan at their September 3rd work session. As stated before, each locality has to adopt this Plan in order to receive certain federal assistance in mitigation projects. The original plan was completed in 2002 and approved by FEMA in 2006 and adopted by the localities in 2007, The Plan has to be reviewed and amended and this Resolution approves the June 2013 Plan. Mr. Altice made a motion that the Resolution be approved as presented; the motion was seconded by Mr. Adams and carried by the following roll call vote, with all members voting. Vote 4-0; Adams, Altice, Nance, Grose; Nays (0) — None; Absent (1) - Hare. The next item on the agenda was to consider adoption of a Resolution authorizing the Town Manager to execute a Staging Area License Agreement with Burleigh Construction Co,, Inc. for use of town -owned properties located at the intersection of Walnut Avenue and 5th Street related to the VDOT Walnut Avenue Low -Water Bridge Replacement Project. Ms. McMillan commented that in August she was contacted by Burleigh Construction Company regarding the use of town - owned property on Walnut Avenue as the construction staging area as part of the VDOT bridge replacement project. The Town Attorney has prepared the Staging Area License Agreement for Council's approval, The Town Manager commented that the Company has approved the Agreement with the exception that they are requesting a period of 15 days instead of five to remove their equipment and materials from the property once the project is completed. This change would be reflected in Paragraph 5 of the Agreement, Vice Mayor Nance asked how this would impact the starting of that part of the Greenway and Ms. McMillan responded that they will meet with them once we know for sure when the Greenway project will start. Mr. Nance asked if we had to complete the Greenway project this year in order to receive the matching funds and the response was we have to make one request for Adopted Resolution No. 2037 approving and adopting the Roanoke Valley-Alleghany Regional "i W6.2slw; ArUMMMINAMWA 0 reimbursement within a year. As soon as we hire the Adopted Resolution No. engineering firm to draw up the specifications, we will make a 2038 authorizing the Town request. Manager to execute a Staging Area License Mr. Adams asked if the contractor would have to bring the Agreement with Burleigh property back to the condition it was and the Town Manager Construction Co., Inc. for responded yes. Vice Mayor Nance made a motion that the use Of town -owned Resolution be approved with the requested changes to the properties located at the • the motion was seconded by Mr. Adams and intersection of Walnut carried by the following roll call vote, with all members voting: Avenue and 5th Street Vote 4-0; Yeas (4) — Adams, Altice, Nance, Grose; Nays (0) — related to the VDOT Walnut None; Absent (1) - Hare Avenue Low -Water Bridge Replacement Project The next item on the agenda was to consider adoption of a Resolution authorizing the Town Manager to enter into a Contractual Agreement with Roanoke County to share the cost of AMEC, consultant for the stormwater program development • Ms. McMillan commented that Council was briefed on this item at their September 3rd work session. Roanoke County solicited sealed bids and received bids from four firms. They selected AMEC to do the stormwater study, The cost is $168,999 and the Town's share will be $10,000. She mentioned that her staff report summarized Phase 1 and Phase 2 • the study. The Kick-off meeting of the Citizen Advisory Committee is this Thursday, September 1 91h , and the meeting at the War Memorial will be October 10The Committee will meet six times and there also be a series of Public Hearings, one to be held at the War Memorial in January of 2014. The Town Manager commented that we used our population I ratio to come up with the $10,000 amount, which is eight Adopted Resolution No. percent (8%) of the cost. Vice Mayor Nance asked about the 2039 authorizing the Town budget for this amount and the response was that the cost will Manager to enter into a come out of the Planning Department's budget from contractual Contractual Agreement with services and stormwater line items. Mr. Altice made a m Roanoke County to share adopt the Resolution as presented, the motion was seconded by the cost of AMEC, Vice Mayor Nance and carried by the following roll call vote, consultant for the storm with all members voting: Vote 4-0; Yeas (4) — Adams, Altice, water program development Nance, • Nays (0) — None; Absent (1) - Hare. study Before the Mayor's comments, Barry Thompson, Finance I Director/Treasurer introduced Candace Poling as the new Accounting Manager who took Lijah Robinson's place. Ms. Poling made brief comments to Council followed by comments from Council and a welcome to the Town. The Mayor commented on his attendance at the Vinton Historical Society luncheon today along with the Town Manager, Mr. Spitzer and Mike Altizer. At the luncheon he mentioned the various partnerships that the Town has, but failed to mention PC the partnership and working relationship among our staff. One recent example was the work being done with the flagstone at the War Memorial and the assistance of the Fire Department and Public Works. VA Some minor building repairs have been done in preparation for the painting project this fall. One final comment from Mr. Adams was regarding a grant received by the Volunteer First Aid Crew to purchase a power stretcher. The paid staff has one on their truck and now the Volunteer Squad has applied for another state grant that will cover half of the cost of an additional power stretcher for their other truck. Hopefully this will be awarded in December or The Town Manager commented that the security camera system in the Municipal Building is IP based and staff has been directed to look at getting cameras on the outside of the War Memorial specifically to view the Monument and possibly the playground behind the library. There was graffiti on the Monument and the playground about a week and a half ago, which has been cleaned and the Police Department is investigating the matter. Anita McMillan announced that the Annual Greenway Picnic will Ih be Sunday, October 13 , at the Moyer Sports Complex in Salem, The Town Manager announced that Council is invited to a legislative luncheon sponsored by the Roanoke Valley- Alleghany Regional Commission on October 2nd at Noon at the Roanoke Civic Center, Vice Mayor Nance made a motion to adjourn the meeting; the motion was seconded by Mr. Adams and carried by the following vote, with all members voting: Vote 4-0; Yeas (4) — Adams, Altice, Nance, Grose; Nays, (0) — None; Absent (1) - Hare. The meeting was adjourned at 8:25 p.m. WIJ ATTEST - Susan N. Johnsot� Town Clerk