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HomeMy WebLinkAbout9/18/2012 - Regularwe'1151ag all 11h 1110 1 fel I SM11111 *oil I In &I 110,1211" MEMBERS PRESENT: Bradley E. Grose, Mayor William W. Nance, Vice Mayor 1. Douglas Adams, Jr. Robert R. Altice Matthew S. Hare STAFF PRESENT: Christopher S. Lawrence, Town Manager Susan N. Johnson, Town Clerk Susan Waddell, Town Attorney Stephanie Dearing, Human Resources Director Gary Woodson, Public Works Director Ben Cook, Police Chief Joey Hiner, Assistant Public Works Director 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 Altice, Council Member Hare, Vice Mayor Nance, and Mayor Grose present, After a Moment of Silence, Mr. Adams led the Pledge of Allegiance to the U.S. Flag. Mr. Adams made a motion to approve the consent Approved minutes of Council agenda as presented; the motion was seconded by Mr. Regular meeting of September 4, Hare and carried by the following vote, with all members 2012 voting: Vote 5-0; Yeas (5) — Adams, Altice, Hare, Nance, Grose; Nays (0) - None. Vice • Nance read a letter from Chief Cook • Officer Christopher Froeschl as Officer of the month for August. Officer Froeschl was present at the meeting and introduced by Chief Cook. The next item • the agenda was a presentation • the SECR and Weatherization work in the Vinton Community. Alfred Chevalier of TAP, who is the Project Manager for the SERC Project, reviewed a notebook report that was presented to each Council Member. Mr. Chevalier mentioned that the SERC Project (Sustainable Energy Resource for Consumers) was started in the Town approximately one year ago. The report gave a project summary recognizing all the entities and individuals who assisted with the pilot program. A total of ten families in the selected area took advantage of the opportunity to create energy savings in their homes, Virginia Tech is in the process of researching the energy savings for the homes affected and will provide a final report in the future. Mr. Rick Sheets, who is retiring, was • 'fWU'MT nern On of a Resolution authorizing the Town Manager and the Town Attorney to execute a Government Obligation Contract with First Capital Equipment Leasing Corp. in the ?mount of $313,814.50 for seven (7) police vehicles and two (2) administrative vehicles for the Police •+ Chief Cook made brief comments since Council had ?,Iready been briefed on the matter during the budget process. The vehicles are all Dodge Chargers and three of them are completed and ready to be picked up. There are F4 ten vehicles that are being traded in for a total amount of $10,500.00. The Town Manager commented that the total amount to be financed is $313,814.50 for a six year period. The loan was extended into the sixth year in order to keep our payment within our budgeted amount. Since the amount budgeted is $60,000.00 per year and the payment amount will be $56,609.25, the difference will be set aside to help offset the final payment in the sixth year. The vehicles were purchased through a joint cooperative purchasing policy which allows the town to piggy back on a contract that York County has with Greenbrier of Virginia Inc. in Norfolk and Sheehy Ford of Richmond is outfitting the vehicles through a sole source agreement. Mr. Adams asked if the cars were road ready when they come in and the response was yes except for the miscellaneous supplies that are put in the truck and the graphics that will be done locally by Sun Solutions. The graphics will be silver. Mr. Hare asked what equipment did not carry over from the old vehicles to the new vehicles and the response was the MDT mounts which were specific to the Ford Crown Victoria and the Chevrolet Impala. External light bars were added to three of the vehicles and some of the K-9 packaging was more expensive. Mr. Hare asked why light bars on top for three and the Town Manager indicated he wanted them to look like police cars. Vice Mayor Nance made a motion to approve the corrected Resolution as presented; the motion was seconded bv Mr. Adams and carried by the following roll call vote, with all members voting, Vote Adams, Altice, Hare, Nance, Grose; Nays (0) — None. reimbursement to the Wireless Board. Chief Cook made comments regarding the E-911 Services Board, which manages some of the wireless money that is distributed to localities based on their PSAP (Public Safety Answering Point) or dispatch center. The Town lost their PSAP when 1 it was merged with Roanoke County in 2010. Up until 2007, a PSAP would have to submit supporting I documentation to the Board of all their calls and general activities to qualify for wireless funding based on a formula. In 2007, they changed the process and only the figures had to be submitted. Also, the Town had a change about that time and had stopped counting the salary of the supervisor and some training costs. N In 2009-2010, there was a large difference in the amount of wireless funding that went to some localities and the Board decided to do a true -up and pulled the reports of all the localities that had a 20% or greater difference in their funding over those past two years as compared to earlier years. The Town was one of those localities and we submitted all the documentation that was available to try air* r&Ad-A#i-i-arr* #, kt*rSrrWe v.rn*,,o,,M of $29,527.25. The Wireless Board said that we were overpaid that amount for two years and they are due reimbursement. There were some localities that were underpaid and some were overpaid and the Board decided that the best way to correct the problem is to have the localities that were overpaid compensate those that were underpaid. Chief Cook indicated that he had attended the Wireless Board meeting last week and indicated there were three localities that were 100% correct, but they still had to pay back money to the Board. He contacted one of the localities and they indicated they were going to pay the money. Even if our numbers were right on target, we would still be responsible for the reimbursement. Some localities have already made their reimbursement and some are going to take it out of future wireless funding their PSAPs receive. However, we are unique because we longer have a PSAP, so that is not an option. Chief Cook further indicated that Steve Marzolf, the ISF� Director, had granted an extension from January 1, 2013 to June 30, 2013 for the town to make the reimbursement. The Town Manager commented that Roanoke County has to make reimbursement as well, but they will take from future wireless funds they are to receive. Mr. Hare made comments and asked if we could get the extension to July 1, 2013 to get us unto the next budget year. The Town Manager commented that those localities that still have PSAP's are not paying theirs back in one Jump sum and the Chief responded they have six months. Mr. Hare then asked if we could possibly ask to pay one- half of the amount this fiscal year and the other half in the next fiscal year. Chief Cook indicated he would contact the Board and see if they would be willing to work with us and the Town Manager said we could put that request in writing and bring back to Council for action at a future meeting. 112 it will be brought back to Council for action at a future • Mr. Adams asked about a motor in the Fire and EMS Building that was questionable and the response was that the • cannot assess it until the system is up and running and they will check each motor and repair or replace them if needed at that time, The Town Manager commented about the HVAC at the Public Works -•. and that they are still weighing other options i • make it fit within the budget. The Mayor mentioned the Virginia Municipal League Annual • that some of Council will be attending Ih September 23-25 in Williamsburg. On September 25 Roanoke County will have an item on their agenda to consider funding the • architectural and engineering plans for the proposed Vinton Library. The • indicated that he plans to return early • the VML meeting to attend the Roanoke County Board meeting and encouraged all • • and staff to attend if possible to support Mike Altizer, our representative on the Board. The Town Manager will let everyone know what time the • will begin. `I=IMTzFrIITffLT'" - My-fnzill - 11 a Closed Meeting pursuant to Section 2.2-3711 (A) (1) • the Code of • as amended, • consultation with legal counsel; the motion was seconded by Mr. Adams • carried by the following vote, with all •' • • 5-0; Yeas (5) - x•. Altice, Hare, Nance, • Nays (0) - None. • went into Closed • at 7:55 • At 8:35 p.m., the regular meeting reconvened and the • that the Closed Meeting was held in accordance with State Code requirements was approved on motion by Mr. Hare, seconded by Vice Mayor Nance and carried by the following vote, with all members voting: Vote 5-0,� Yeas (5) - Adams, Altice, Hare, Nance, • Nays (0) - None. The meeting was adjourned at 8.37 p.m. ATTEST: Susan N, Johnson, own Clerk APPF30VED.- &'a81ey E. (Yose, Mayo 2 AT A CLOSED MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDA SEPTEMBER 18, 2012, AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF TH VINTON MUNICIPAL BUILIDNG, 311 SOUTH POLLARD STREET, VINTO VIRGINIA. I •V V: a V of 1300101 DKIIAN I Net 1011 1 WHEREAS, the Town Council of the Town of Vinton, Virginia has convened a closed meeting on this date, pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Inforrnation Act; and, WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Vinton Town Council that such closed meeting was conducted in conformity with Virginia Law. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council hereby certifies that to the best of each member's knowledge: I Only public business matters lawfully exempted from opening meeting requirements by Virginia law were discussed in the closed meeting to which this certification applies; and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Town Council. Motion made by Council Member Hare, and seconded by Vice Mayor Nance, with all in favor. Clerk of Council