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HomeMy WebLinkAbout4/2/2024 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, April 2, 2024 AGENDA Consideration of: A. 6:00 p.m. - ROLL CALL AND ESTABLISHMENT OF A QUORUM AND CITIZEN GUIDELINES B. MOMENT OF SILENCE AND PLEDGE OF ALLEGIANCE TO THE U.S. FLAG C. COMMUNITY EVENTS/ANNOUNCEMENTS/COUNCIL ACTIVITIES D. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS E. CONSENT AGENDA 1. Consider approval of the minutes of the Regular Meeting of March 19, 2024 F. AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS 1. Child Abuse Awareness Prevention Month Proclamation G. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda/ H. PUBLIC HEARING 1. Consideration of public comments regarding the setting of the real estate tax rates for the calendar year 2024. a. Open Public Hearing • Report from Staff – Cody Sexton • Receive public comments • Council discussion and questions b. Close Public Hearing c. Consider the adoption of an Ordinance regarding the setting of the real estate tax rate for calendar year 2024. Bradley E. Grose, Mayor Michael W. Stovall, Vice Mayor Keith N. Liles, Council Member Sabrina M. McCarty, Council Member Laurie J. Mullins, Council Member Vinton Municipal Building 311 South Pollard Street Vinton, VA 24179 (540) 983-0607 2 I. ITEMS REQUIRING ACTION 1. Consider adoption of a Resolution approving the FY 2024-2025 Annual Operating and Reserves Budget of the Roanoke Valley Resource Authority in the total amount of $16,749,590.00. – Jon Lanford, Executive Director – RVRA 2. Consider adoption of a Resolution authorizing the renewal of the Town of Vinton Employees’ group health insurance coverage with The Local Choice Program for the contract year July 1, 2024, through June 30, 2025. – Donna Collins 3. Consider adoption of a Resolution to accept the proposal from 3TP Ventures, Inc., and authorize and direct the Town Manager to execute a contract with 3TP Ventures, Inc., to provide professional services for the Vinton 2050 – Comprehensive Plan Update Project. – Anita McMillan 4. Consider adoption of a Resolution approving MOU with Roanoke City in supporting the Regional Skate Park MOU with Ro City in supporting the Regional Skate Park with a $50,000.00 contribution – Town Manager 5. Consider adoption of an ordinance regarding the setting of personal property and machinery and tools tax rates for the calendar year 2024. – Cody Sexton 6. Consider adoption of a Resolution setting the allocation percentage for Personal Property Tax Relief in the Town of Vinton for the 2024 tax year. – Cody Sexton J. TOWN ATTORNEY K. TOWN MANAGER’S PROJECT UPDATES/COMMENTS L. COUNCIL AND MAYOR M. ADJOURNMENT NEXT COMMITTEE/TOWN COUNCIL MEETINGS AND TOWN EVENTS: April 4, 2024 – 7:30 a.m. – State of the Town – Vinton War Memorial April 10, 2024 – 9:00 a.m. – Community Development Committee Meeting – TOV Annex April 15, 2024 – 3:00 p.m. – Finance Committee Meeting – TOV Annex April 16, 2024 – 6:00 p.m. – Regular Council Meeting – Council Chambers NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT. efforts will be made to provide assistance or special arrangements to qualified individuals with disabilities in order to participate in or attend Town Council meetings. Please call (540) 983-0607 at least 48 hours prior to the meeting date so that proper arrangements may be made. Meeting Date April 2, 2024 Department Town Clerk Issue Consider approval of the minutes of the Regular Meeting of March 19, 2024 Attachments March 19, 2024 minutes Recommendations Motion to approve minutes Town Council Agenda Summary 1 MINUTES OF A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD AT 6:00 P.M. ON TUESDAY, MARCH 19, 2024, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA MEMBERS PRESENT: Bradley E. Grose, Mayor Michael W. Stovall, Vice Mayor Sabrina M. McCarty Laurie J. Mullins ABSENT: Keith N. Liles STAFF PRESENT: Richard Peters, Town Manager Cody Sexton, Deputy Town Manager Antonia Arias-Magallon, Town Clerk/Administrative Manager Andrew Keen, Finance Director/Treasurer Fabricio Drumond, Police Chief Jeremy Carroll, Town Attorney Mayor Grose called the meeting to order at 6:00 p.m. The Town Clerk called the roll with Council Member Mayor Stovall, and Mayor Grose present and Council Member Liles absent. After a Moment of Silence, Vice Mayor Stovall led the Pledge of Allegiance to the U.S. Flag. announcements, and Council Activities, Council Member McCarty announced the following: March 22 – Discovery Center; April 4 – State of the Town at the Vinton War Memorial; April 20 – Event at the Vinton Municipal Building from 9 a.m. to 12 Noon; April 26 – Concert at the Farmer’s Market at 6 p.m.; April 27 – Vinton Dogwood Festival in Downtown Vinton at 10 a.m.; May 18 – Vinton History Museum Garage Sale; and June 1 – Community Ice cream Social. Council Member McCarty encouraged everyone to venues in the community and to follow the Town’s social media and website for more information. Council Member Mullins announced the following Council activities: March 18 – Committee meeting; March 19 – Vice Mayor Stovall, and Council Member Mullins attended the Town of Vinton Employee luncheon for March Madness. 2 Council Member Mullins made a motion to approve the Consent Agenda as presented; the motion was seconded by Council Member McCarty and carried by the following vote, with all members voting: Vote 4-0; Yeas (4) – Stovall, Grose; and Nays (0) – None; Absent (1) – Liles. Approved minutes of the Regular Meeting of February 20, 2024 Under awards, introductions, presentations, and proclamations, Council Member Mullins read the proclamation for Multiple Sclerosis Month. Council Member Mullins expressed her appreciation for the proclamatio connection with Multiple Sclerosis. Under items requiring action under the agenda, there was a motion to consider the adoption of a Resolution Finance Director to remove outstanding Personal Fees over five years old from the active records to a permanent file. amount for Personal Property delinquent taxes and Vehicle License Fees to be written off $23,262.62. There was an increase from last year’s write off of about $4,000. The effort to collect was as thorough as possible. Vice Mayor Stovall made a motion to approve the Resolution Finance Director to remove outstanding Personal Fees over five years old from the active records to a permanent file; Council Member Mullins roll call vote, with all members voting: Vote 4-0; Yeas (4) – McCarty, Mullins, Stovall, Grose; and Nays (0) – None; Absent (1) – Liles. Approved Resolution No. 2583 Town Treasurer and Finance Director to remove outstanding Personal Property delinquent taxes and Vehicle License Fees over five years old from the active records to a permanent file Under items requiring action under the agenda, there was a motion to consider the adoption of a Resolution contract with F & B Contractors, Ltd., in the amount Road and Gus Nicks Boulevard Crosswalks Town Manager Peters commented that there was a bid opening on February 15, 2024. There were 3 Transportation, the Town recommends awarding the construction bid to F & B Construction for the Hardy Road and Gus Nicks Boulevard Crossroads project. F & B Construction's bid amount did not go over the budget for the project. The plan is to start with the Hardy Road crosswalk and then move on to Gus Nicks Boulevard. Council Member McCarty approve the Resolution bid and authorizing the Town Manager to execute amount of $499,118.25 for the construction of the Hardy Road and Gus Nicks Boulevard Crosswalks; the motion was seconded by Council Member Mullins and carried by the following roll call vote, with all members voting: Vote 4-0; Yeas (4) – McCarty, Mullins, Stovall, Grose; and Nays (0) – None; Absent (1) – Liles. Approved Resolution No. 2584 Contractors, Ltd., in the amount of $499,118.25 for the construction of the Hardy Road and Gus Nicks Boulevard Crosswalks Vice Mayor Stovall took a moment to comment on an accident with a Roanoke County school bus. He expressed appreciation to Officer Grant Shephard for overseeing the situation. reported on the March 18, 2024, Finance Committee meeting. collection. Revenues are exceeding expectations. Everything remains high. The expenditures are at them to be, but they should level out. Vice Mayor Stovall made a motion to approve the Financial Statements for January 31, 2024; the motion was seconded by Council Member McCarty and carried by the following vote, with all members voting: Vote 4-0; Yeas (4) – Stovall, Grose; and Nays (0) – None; Absent (1) – Liles. Approved the Financial Statements for January 31, 2024. Under appointments to boards and commissions, there was a recommendation to re- appoint Robert W. Benninger as a full member of the Vinton Board of Zoning Appeals to a new five- January 16, 2029. Council is being asked to re- appoint Robert W. Benninger to a term beginning April 3, 2024, and ending January 16, 2029. Jeremy Carroll commented filed to the Circuit Court for Re-appointed member of the Vinton Board of Zoning Appeals 4 and start at the same time. Therefore, terms will be ending one January 16 moving forward on each member’s term year and renewing on January 17. Council Member Mullins made a motion to re- appoint Robert W. Benninger as a full member to the Vinton Board of Zoning Appeals to a new five- January 16, 2029; the Council Member McCarty following vote, with all members voting: Vote 4-0; Yeas (4) – McCarty, Mullins, Stovall, Grose; and Nays (0) – None; Absent (1) – Liles. and ending January 16, 2029 Town Manager Peters commented on the Walnut Avenue Parking Lot being open now. The parking lot is just waiting on lights, a camera, and fencing. The Town will send out a press release to Vinton Messenger to announce it. Regarding the Glade Creek Greenway phase 2b, the contractors have started pouring Tomorrow the contractor is supposed to show up to do the water line. The Council Retreat is on Friday at Mill Mountain, and the State of the Town address is in a couple of weeks. and the Town is currently in the process of working on demolition permits. Two weeks ago, there were interviews regarding updat selected 3TP comprehensive plan. commented on the mural at the Annex, the Walnut Avenue Parking Lot Employee Luncheon earlier that day. adjourn the meeting; the motion was seconded by Council Member McCarty following vote, with all members voting: Vote 4-0; Yeas (4) – McCarty, Mullins, Stovall, Grose; and Nays (0) – None; Absent (1) – Liles. Meeting adjourned APPROVED: _________________________________ Bradley E. Grose, Mayor ATTEST: _________________________________ Antonia Arias-Magallon, Town Clerk Meeting Date April 2, 2024 Department Administration Issue Proclamation – National Child Abuse Prevention Month Summary The GFWC Woman’s Club of Vinton in conjunction with the Police Department planted pinwheels in the flower garden in front of the Municipal Building to promote the month of April as National Child Abuse Prevention Month. This took take place on Tuesday April 2, 2024 at 5:00 p.m. A member of the Woman’s Club will be present at the meeting to make brief comments and receive the Proclamation. Attachments Proclamation Recommendations Present Proclamation Town Council Agenda Summary PROCLAMATION WHEREAS, the health and safety of all citizens is important to the prosperity and well-being of our families and communities; and WHEREAS, our children are our most valuable resource and will shape the future of the Vinton community; and WHEREAS, child abuse is considered to be one of our nation’s most serious public health problems, and the majority of child abuse cases stem from situations and conditions that are preventable in an engaged and supportive community; and WHEREAS, we acknowledge that we must work together as a community to increase awareness about child abuse and how we can prevent it, because prevention remains the best defense for our children; and WHEREAS, displaying pinwheels during the month of April will serve as a positive reminder that together we can prevent child abuse and neglect and keep our children safe; and WHEREAS, the partnership between the General Federation of Women’s Clubs – Vinton Women’s Club and the Vinton Police Department have worked together to raise awareness and promote the prevention of child abuse in our community. NOW, THEREFORE, Mayor Bradley E. Grose and Vinton Town Council of the Town of Vinton, on behalf of all our citizens, do hereby recognize the month of April 2024 as NATIONAL CHILD ABUSE PREVENTION MONTH in the Town of Vinton and call upon all citizens of the Town of Vinton and surrounding areas to work together to prevent child abuse. IN WITNESS WHEREOF, I have set my hand and caused the seal of the Town of Vinton, Virginia to be affixed on this 2nd day of April, 2024. ____________________________ Bradley E. Grose, Mayor 1 Meeting Date April 2, 2024 Department Finance Issue Consideration of public comments regarding setting of the real estate tax rate for calendar year 2024. Summary The Town of Vinton’s total real estate assessment increased by approximately 7.75% for the calendar year 2024. The real estate assessment less new construction increased by approximately 7.49% for the calendar year 2024. A summary of the preliminary assessed values and corresponding tax levies are shown below: Assessed Values: Year 2024 $ 696,396,600 Year 2023 - 646,533,200 Total Increase $ 50,074,000 Less New Construction - 1,637,500 Net Increase $ 48,436,500 Tax Levy: Year 2024 $ 487,478 Year 2023 - 452,573 Increase $ 34,905 Assessment Increase Less New Construction - .0749 or 7.49% Section 58.1-3321 of the 1950 Code of Virginia, as amended, required that certain notices be published and a public hearing be held when the annual real estate assessment less new Town Council Agenda Summary 2 construction results in an increase of 1% or more. Said Notice of Public Hearing is required to be advertised at least 30 days before the date of such hearing. The Notice was placed in The Vinton Messenger on February 29, 2024, to advertise for this public hearing to set the tax rate. The current rate is $0.07 per $100.00 of assessed value. No change is being recommended for calendar year 2024. Attachments Ordinance setting the real estate tax rates Recommendations Conduct Public Hearing Motion to adopt Ordinance setting real estate tax rate ORDINANCE NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, APRIL 2, 2024, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179 AN ORDINANCE TO PROVIDE FOR THE ANNUAL LEVY ON REAL ESTATE IN THE TOWN OF VINTON, VIRGINIA WHEREAS, it is desirable of the Town of Vinton to collect real estate taxes semi-annually by June 5th and December 5th; and WHEREAS, the annual levy is necessary to provide for the daily operation of various municipal departments of the Town of Vinton, and thus avoid creating an emergency. NOW THEREFORE, BE IT ORDAINED by the Council of the Town of Vinton that the tax levy for the calendar year 2024 on all real property and improvements shall be as follows: "All Real Estate shall be assessed at 100% of fair market value, local levy of SEVEN CENTS ($.07) per ONE HUNDRED DOLLARS ($100.00) of the assessed value for the calendar year 2024." BE IT FURTHER ORDAINED that a copy of this Ordinance be immediately forwarded by the Town Clerk to the Commissioner of Revenue for Roanoke County/Town of Vinton, and to the Finance Director/Treasurer of the Town of Vinton. This Ordinance adopted on motion made by _____________________, seconded by _____________________, with the following votes recorded: AYES: NAYS: APPROVED: ____________________________________ Bradley E. Grose, Mayor ATTEST: _____________________________________ Antonia Arias-Magallon, Town Clerk Meeting Date April 2, 2024 Department Administration Issue Consider adoption of a Resolution approving the FY 2024-2025 Annual Operating and Reserves Budget of the Roanoke Valley Resource Authority in the total amount of $16,749,590.00. Summary Council was furnished a copy of the RVRA 2024-2025 operating budget prior to the meeting. In accordance with the Members Use Agreement, the annual budget of the Authority must be submitted for approval by each of the governing bodies after approval by the RVRA Board. Jon Lanford, Chief Executive Officer of the RVRA will attend the meeting to make comments and answer any questions. Attachments RVRA Budget Summary Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, APRIL 2, 2024, AT 6:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. WHEREAS, the Town of Vinton, along with Roanoke County, the City of Roanoke, and the City of Salem are the governing bodies of the Roanoke Valley Resource Authority (RVRA); and WHEREAS, in accordance with the Amended and Restated RVRA Members and Facilities Use Agreement dated July 1, 2016, the annual budget of the Authority must be submitted for approval by each of the governing bodies after approval by the RVRA Board; and WHEREAS, on March 27, 2024, the RVRA Board approved the 2024-2025 annual budget in the amount of $16,749,590.00. NOW THEREFORE BE IT RESOLVED, that the Vinton Town Council does hereby approve the 2024-2025 operating budget in the amount of $16,749,590.00 to operate and maintain the Roanoke Valley Resource Authority. This Resolution shall be effective from and after the date of its adoption. This Resolution adopted on motion made by ________________________, seconded by ____________________, with the following votes recorded: AYES: NAYS: APPROVED: _____________________________ Bradley E. Grose, Mayor ATTEST: ________________________________ Antonia Arias-Magallon, Town Clerk Meeting Date April 2, 2024 Department Human Resources Issue Consider adoption of a Resolution authorizing the renewal of the Town of Vinton Employees’ group health insurance coverage with The Local Choice Program for the contract year July 1, 2024, through June 30, 2025. Summary • The Town did not receive an increase for Fiscal Year 2024/2025. • The Key Advantage 500 Plan and the Key Advantage 1000 will continue to be offered. • All employee premiums will remain at the same level. Attachments Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, APRIL 2, 2024 AT 6:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. WHEREAS, the Town of Vinton has participated in the State’s group health insurance program (The Local Choice Health Benefits Program) since July 1, 1990; and WHEREAS, each year, participants of the program are required to submit a renewal acceptance to the Virginia Department of Human Resource Management for the new contract year. NOW, THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby authorize renewal of the Town of Vinton Employees’ group health insurance coverage with the State of Virginia (The Local Choice Program) for the contract year July 1, 2024, through June 30, 2025. This Resolution was adopted on motion made by ___________________, seconded by ___________________, with the following votes recorded: AYES: NAYS: APPROVED: ______________________________ Bradley E. Grose, Mayor ATTEST: _________________________________________ Antonia Arias-Magallon, Town Clerk Meeting Date April 2, 2024 Department Planning and Zoning Issue Consider adoption of a Resolution to accept the proposal from 3TP Ventures, Inc., and authorize and direct the Town Manager to execute a contract with 3TP Ventures, Inc., to provide professional services for the Vinton 2050 – Comprehensive Plan Update Project. Summary A sealed Request for Proposals (RFP) from interested professional planning/land use firms for furnishing the services/items for an implementable Town of Vinton Comprehensive Land Use and Physical Development Plan – Vinton 2050 was issued on January 11, 2024, with a due date of February 15, 2024. The Town received three RFPs: 3TP Ventures, Inc.; EPR, P.C.; and Hill Studio, P.C. The three firms were invited to do technical presentations and be interviewed in person by the members of the Selection Committee on March 12, 2024. Based on the RFP evaluations and interviews, 3TP Ventures received the highest ranking. A Notice of Intent to Award was issued to 3TP Ventures on March 13, 2024. Town personnel and 3TP Ventures’ Project Manager, Michael Callahan, held a meeting on March 18, 2024, to discuss the scope of services for the Vinton 2050 – Comprehensive Plan Update. On March 21, 2024, Mr. Callahan submitted the scope of services and fee proposal. The proposal has been reviewed by the Selection Committee and approved on March 26, 2024. Attachments Resolution Recommendations Motion to adopt the Resolution Town Council Agenda Summary 3TP Ventures Inc. 300 E Main Street Charlottesville, VA 22902 March 27, 2024 Anita McMillan, Planning & Zoning Director Town of Vinton 311 South Pollard Street Vinton, VA RE: VINTON 2050 COMPREHENSIVE PLAN UPDATE, SCOPE OF SERVICES Dear Anita, Thank you for the opportunity to be of service to the Town of Vinton. We prepared the attached scope of services and fee based on the scope of work outlined in the RFP issued by the Town on January 11, 2024, and our discussion with the Town’s selection committee on March 18, 2024. We have developed an approach to community engagement, technical analysis, and policy development that is oriented towards the Town’s goal of having an implementable plan. In addition we prepared a fee for the services, a schedule for completing the project in 14 months, and a rate table should the Town have a need for additional services beyond the scope of work. We look forward to getting started soon! Sincerely, Mike Callahan, AICP | President 3TP VENTURES mike@3tpventures.com 607-242-4437 www.3tpventures.com 1 SCOPE OF SERVICES VINTON 2050 - COMPREHENSIVE PLAN UPDATE 3TP Ventures (3TP), along with its subconsultant partners Line & Grade and New Paradigm Planning, will work with the Town of Vinton to update its Comprehensive Plan through the phases and deliverables described below. PHASE 1 – PRE-PLANNING AND ONGOING ENGAGEMENT The purpose of Phase 1 is to get organized internally and in terms of how our team will work with the project management team, advisory committee, the public, and decision-makers. This phase also entails data gathering; establishing styles and templates for maps and documentation; and ongoing coordination and engagement throughout the project. Below are the key tasks of Phase 1 and a list of the deliverables. • 1.1 - Kickoff Meeting: The project commences with a day-long site visit that includes a downtown walking and communitywide driving tour to observe and document existing conditions, and a meeting between staff and consulting team. • 1.2 – Listening Sessions: The project manager will meet 1-on-1 with each member of the Town Council and the Planning Commission. The intent of these meetings is to listen to their ideas for the future of the Town, and to capture the input as a set of themes. We assume these meetings will be a combination of in- person and virtual, based on what is convenient for each individual. We will also organize a meeting with each nearby locality – City of Roanoke and Roanoke County – plus the regional planning commission. • 1.3 – Advisory Committee Meeting 1: Our team will work with staff to identify members of an Advisory Committee that will provide input and feedback to the plan throughout the process. This group should include members from both the elected/appointed bodies of the Town, residents, interest groups, and others whose participation in the plan is essential. We recommend a group of 8 to 10 members. • 1.4 - Plan & Data Review: Our team will gather and review pertinent local, County, and regional plans to identify key projects and policies that are important for Vinton’s future. We will also acquire and organize data, including geospatial/GIS data. This task also includes an in-depth review the existing plan cover to cover. We will make note of content that can be brought forward into the new plan, so as not to duplicate effort. We will also make note of any internal contradictions in policies or actions. • 1.5 - Style Guide & Base Map: Our team will put together a style guide of fonts and colors for use in the plan document and map products for review by staff. This includes development of a project base map. • 1.6 - Dogwood Festival Community Engagement: Our team will prepare for and staff a pop-up table at the Dogwood Festival on April 27, 2024. The intent of this engagement is to raise awareness of the Comprehensive Plan Update, share information, and obtain early input. We will prepare an engagement plan and facilitation guide, and materials to support the engagement. • 1.7 – History & Context Summary: Our team will prepare a summary that will cover the Town’s history; high-level summaries of relevant plans of adjacent jurisdictions; trends and forecasts; and key findings related to community assets and strengths drawn from data, initial engagement, and 1-on-1 interviews. • 1.8 - Bi-Weekly Check-in Calls: We will lead 30 check-in calls with the management team over the course of 14 months. We assume 2.5 members of the consulting team on average will attend. • 1.9 – Ongoing Coordination Needs: Assume 3 hours per month for unanticipated coordination. We propose to make four trips to Vinton during Phase 1. This includes a trip for the kickoff meeting, a trip to meet with Town Council and Planning Commission members that would prefer a face-to-face meeting rather than virtual, a trip for the Dogwood Festival, and a trip to meet with the Advisory Committee. The primary deliverables of this phase will be: 2 1. Agendas and facilitation guide for the kickoff meeting and listening sessions. 2. Engagement approach and materials for the Dogwood Festival pop-up event. 3. Briefing guides for the Advisory Committee including roles and responsibilities summary. 4. Style guide, plan document template, and base map. 5. A history and context summary that becomes part of the final plan document. 6. Agenda, content, and email summary for each project check-in call. PHASE 2 – COMMUNITY NEEDS ASSESSMENT The purpose of Phase 2 is to deepen the understanding of the Town’s past and present conditions, issues, and opportunities. This phase establishes needs in support of the future-oriented planning tasks that follow. The needs assessment must also reflect data and input from the people charged with oversight and management of the Town’s infrastructure and facilities. Therefore, we will blend soft data and hard data to arrive at a fully informed set of needs. Below are the key tasks of Phase 2 and a list of the deliverables. • 2.1 - Focus Group Facilitation: We will establish up to 7 groups around key topical areas such as transportation, environment & land use, recreation & quality of life, downtown & economic development, housing & neighborhood revitalization, community facilities & services, and one other as needed (potentially stormwater management). We will help the Town identify participants, prepare invites and agendas, prepare a briefing packet of materials in support of the discussion, organize and facilitate the meetings, and prepare summaries of the findings. • 2.2 - Existing Conditions Analysis: Our team will gather, review, analyze, and summarize available data related to existing conditions for key community elements including transportation, environment, land use, recreation, and open space, downtown, stormwater, community facilities and services, etc. This will entail mapping of baseline conditions for key systems in Vinton such as transportation, land use, community facilities, stormwater, and sensitive environmental features. • 2.3 - Technical Analysis for Infrastructure: Our team will also conduct more detailed technical analysis of infrastructure to support the community needs assessment. We anticipate focusing on a pair of key infrastructure elements in this task – stormwater management and needs related to the Town’s MS4, and multimodal transportation needs. The technical analyses will be summarized in a memorandum. • 2.4 - Community Questionnaire: Our team will prepare, in close coordination with the management team, an online questionnaire with paper copies available at Town Hall, the library, and other locations recommended by the Town. The target date for this questionnaire to be available to the public is mid- May, to allow for flyers to be sent home with students before the school year ends on May 23, 2024. We will work with the Town to spread the word of the questionnaire through multiple channels including social media, community partners, churches and other places of worship, the newspaper, and the Town newsletter. The questionnaire will be open for up to 1 month. We will summarize the findings and share the full survey results with the Town after the questionnaire closes. • 2.5 – Community Needs Snapshots: Our team will prepare graphically rich snapshots for each topic area for which we identify needs. We assume up to 8 “snapshots” covering the keys issues described in 2.1 and 2.3. The snapshots will become a centerpiece of the plan, and we proposed to document them in a distinct Plan volume that covers key background data, the needs assessment, and engagement results. • 2.6 – Advisory Committee Meeting 2: Our team will organize and facilitate a meeting with the Advisory Committee to review the findings of the community needs assessment and seek input. This will come at a mid-point in Phase 2, after background research and analysis, but before the needs are documented. We propose to make four trips to Vinton during Phase 2 for focus group facilitation and to meet with the Advisory Committee. 3 The primary deliverables of this phase will be: 1. Agenda, facilitation guide, invitation, briefing packet, and summary for each focus group discussion. 2. Tables, charts, and maps summarizing existing conditions. 3. Technical memorandum identifying needs related to stormwater management and transportation. 4. Community questionnaire using Mentimeter or similar service and a summary of results. 5. Community Needs Snapshots for up to 8 topics delivered in final plan format. PHASE 3 – VISION AND POLICY SETTING The purpose of this phase is to connect the community needs assessment with the implementation plan. This phase sets big picture vision and goals. Our team will develop a set of vision themes that will order the implementation actions that are identified in a latter phase. We will also develop a high-level vision map that articulates the Town’s intent and direction for future physical development and conservation, drawing on the body of existing plans. This phase also includes a mid-point check-in with the Town Council and Planning Commission to provide and update and receive direction. This phase also includes a review and update to existing policies and the future land use map. • 3.1 - Vision Themes & Goals: Our team will develop a draft set of “vision themes” and associated goals based on the phase 1 engagement & needs assessment. These are to be forward-looking expressions of what the Town wants to accomplish and be by 2050. They will become a central organizing component of the comprehensive plan and implementation section. • 3.2 - Vision Map: Our team will develop a high-level vision map that expresses the Town’s goals and the intent of the comprehensive plan. It may articulate focus areas for development, preservation, and revitalization; key connections to enhance; future green spaces; etc. The idea behind the vision map is that it informs policy updates, including the future land use plan, and the implementation actions. It will be clear and readily understandable for a wide range of audiences. • 3.3 - Community Meeting: We will organize and facilitate a mid-point community meeting where the project team shares the needs assessment findings, gets input to the vision and goals, and input to land use and other policies. • 3.4 - Planning Commission & Town Council Meetings: Our team will also organize and facilitate mid- point check-in meetings with the Planning Commission and Town Council to present findings to date and receive input to the vision, goals, and plan policies. We propose that this be a joint meeting if possible. • 3.5 - Future Land Use Map: Our team will review and recommend updates based on Phase 1 findings, community input, and the emerging vision themes and vision map. We will update the future land use map with refreshed place types and associated policies. • 3.6 - Policy Review and Recommendations: Our team will review all policies in the existing comprehensive plan and recommend updates/additions based on Phase 1 and community input. We will work with the Advisory Committee to develop and vet new policy language for key areas, such as land use, transportation, downtown revitalization, and other key focus areas/themes that emerge. • 3.7 – Advisory Committee Meetings 3 & 4: We will meet twice with the Advisory Committee during this phase – once to obtain input to the vision and goals, and the second time to obtain input to the policies. We propose to make four trips to Vinton during Phase 3 for the proposed joint Town Council and Planning Commission meeting, a community meeting, and a pair of Advisory Committee meetings. The primary deliverables of this phase will be: 1. Vision themes and goals, and a vision map. 2. Agenda, facilitation guide, invitation, and summary of the community meeting. 3. Updated future land use map. 4. Policy recommendations by vision theme. 4 5. Agenda, invitation, and summary of Advisory Committee meetings (2) PHASE 4 – IMPLEMENTATION PLAN • 4.1 - Develop Draft Strategies and Actions: Our team will develop a draft set of strategies and actions in support of each vision theme. The strategies (how to achieve the Town’s goals) and actions (specific steps) will support the Town’s vision and goals. The consulting team will ensure the actions are SMART – specific, measurable, achievable, relevant, and time bound. • 4.2 – Advisory Committee Meetings 5, 6, & 7: Our team will organize and facilitate three meetings with the Advisory Committee to vet the draft actions and establish the implementation plan. The three meetings will have the following focuses: o Meeting 1 – Identify strategies and actions that are missing from the draft developed by the consulting team. Prior to the meeting we will distribute a questionnaire to obtain input to the draft set of actions, helping ensure this meeting is a productive use of time. o Meeting 2 – Prioritize the final set of draft strategies and work to identify the timeframe. o Meeting 3 – Refine & Assign strategies and actions. We will use a matrix to fill in missing pieces of information related to implementation including who will take the lead, potential funding sources, and cost estimating. • 4.3 - Planning-Level Cost Estimates: Our team will provide planning-level cost estimates for specific infrastructure projects as needed. These estimates are expected to focus on implementation actions related to stormwater and transportation. • 4.4 – Community Meeting: Our final community meeting will focus on the implementation section and obtaining input and feedback on the strategies and actions. We will prepare a plan for the meeting, materials including posters and activities, and summarize the input and feedback for inclusion in the comprehensive plan. • 4.5 - Implementation Section: Our team will document the implementation plan in a well-organized and succinct implementation section for inclusion in the comprehensive plan. We propose to make four trips to Vinton during Phase 4 to meet with the Advisory Committee (3) and to facilitate a community meeting. The primary deliverables of this phase will be: 1. Agenda, facilitation guide, invitation, and summary of the community meeting. 2. Agenda and materials in support of each Advisory Committee meeting. 3. Draft strategies and actions. 4. Draft implementation section. PHASE 5 – ADOPT The Comprehensive Plan will come together throughout the course of the project. The final phase is about refining the content and final check-ins and adoption activities with the Planning Commission and Town Council. • 5.1 – Draft Plan: Our team will compile the content that has been developed through the project into a draft plan for review and consideration of the Planning Commission and Town Council. • 5.2 - Planning Commission Public Hearing: Our team will present the draft plan at the Planning Commission and provide support for the required public hearing. • 5.3 - Town Council Meeting: Our team will present the draft plan at a Town Council meeting. • 5.4 – Final Plan: Our team will make final edits, deliver the final plan to staff for final review and edits as needed, and compile and share with staff all data files and design files developed during the project. 5 We propose to make two trips to Vinton during Phase 5 to meet with the Planning Commission and Town Council. The primary deliverables of this phase will be: 1. Slides for the Planning Commission and Town Council meetings. 2. Draft comprehensive plan document with two volumes – the community needs assessment and the plan. 3. Final comprehensive plan document with two volumes – the community needs assessment and the plan. PROJECT SCHEDULE We will complete the project in 14 months, as described in the figure below. This assumes there are no unforeseen events that cause delay. In such a case we will work with the Town to adjust the schedule appropriately. The schedule in the figure below is based on an assumption of 3TP receiving a notice to proceed in April 2024. The actual schedule will be set based on the notice to proceed, and the 14-month schedule will commence on that date. TASKS 1 2 3 4 5 6 7 8 9 10 11 12 13 14 1.1 - Kickoff Meeting 1.2 - Listening Sessions 1.3 - Advisory Committee Meeting 1 1.4 - Plan and Data Review 1.5 - Style Guide & Base Map 1.6 - Dogwood Festival Community Engagement 1.7 - History and Context Summary 1.8 - Bi-Weekly Check-In Calls 1.9 - Ongoing Coordination Needs 2.1 - Focus Groups 2.2 - Existing Conditions Analysis 2.3 - Technical Analysis for Infrastructure 2.4 - Community Questionnaire 2.5 - Community Needs Snapshots 2.6 - Advisory Committee Meeting 2 3.1 - Vision Themes & Goals 3.2 - Vision Map 3.3 - Community Meeting 3.4 - Planning Commission/Town Council Mtgs 3.5 - Future Land Use Map 3.6 - Policy Review & Recommendations 3.7 - Advisory Committee Meetings 3 & 4 4.1 - Develop Draft Strategies & Actions 4.2 - Advisory Committee Meetings 4 - 5 - 6 4.3 - Planning Level Cost Estimates 4.4 - Community Meeting 4.5 - Implementation Section 5.1 - Draft Plan 5.2 - Planning Commission Public Hearing 5.3 - Town Council 5.4 - Final Plan Phase 4 - Implementation Plan Phase 5 - Adopt MONTHS (FROM NOTICE TO PROCEED) Phase 1 - Pre-Planning and Ongoing Engagement Phase 2 - Community Needs Assessment Phase 3 - Vision & Policy Setting 6 BUDGET The spreadsheet below shows our proposed allocation of project resources across the major work phases to develop the Comprehensive Land Use and Transportation Plan. The total fee of $206,052 includes all anticipated direct costs (such as travel and printing). Below are some key assumptions that informed the hours and cost estimate. • Bi-weekly meetings with staff. • Approximately bi-monthly meetings with the Advisory Committee (7 total). • 20 total trips to Vinton by the project team (some tasks may entail more than one firm traveling, which is the reason this number is slightly higher than the sum total of visits described in the scope). • Plots for 40 posters split among the community meetings and Advisory Committee meetings. • Support from staff to spread the word about meetings and help drive turnout. RATE TABLE The following rate table is valid through the calendar year 2024 and can be used to develop fees for any additional services the Town requests during the term of its contract with 3TP Ventures. A three (3) percent escalation factor is applied for each year beyond 2024 to reflect annual increases in labor costs. The figures presented in the table below are fully loaded labor rates. The only other costs to consider in developing a fee proposal using these rates are indirect costs, such as travel and printing. Negotiated rates for individual tasks orders will remain the same for the life of the task order. Hours 311 Cost 38,698$ Hours 540 Cost 62,724$ Hours 288 Cost 36,704$ Hours 362 Cost 44,330$ Hours 160 Cost 19,060$ Direct Costs (mileage & printing)4,536$ Total Fee 206,052$ Phase 1 - Pre-Planning & Ongoing Engagement 3 - Vision & Policy Setting 4 - Implemenation Plan 5 - Adopt 2 - Community Needs Assessment Position Planning Analyst Senior Planner Senior Analyst Project Manager Fully Loaded Hourly Rate $94.26 $123.86 $138.92 $140.64 3TP Ventures Rate Table (Year 2024) 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, APRIL 2, 2024, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA VINTON 2050 – COMPREHENSIVE PLAN UPDATE WHEREAS, Ordinance No. 806, as amended, Town of Vinton 2004 – 2024 Comprehensive Plan, was adopted by Vinton Town Council on September 7, 2004; and WHEREAS, various amendments to the Town of Vinton 2004 – 2024 Comprehensive Plan have been adopted by Vinton Town Council since 2005 through 2023 including: Vinton Area Corridors Plan; Roanoke Valley Greenway Plans; Urban Development Areas Designations; Vinton Urban Development Are (UDA) – Downtown Public Realm Design Guidelines and Action Plan; and Town of Vinton GAP Summary – Route 24 Bike/Ped Plan; and WHEREAS, pursuant to Section 15.2-2223 of the Code of Virginia, as amended, the Town of Vinton is required to “prepare and recommend a comprehensive plan for the physical development of the territory within its jurisdiction”; and WHEREAS, Section 15.2-2223 of the Code of Virginia, as amended, provides for amendments to the comprehensive plan by the Planning Commission if directed by the Town Council; and WHEREAS, by February 15, 2024, the date of closing of the Request For Proposals (RFP) for Vinton 2050 – Comprehensive Plan Update, the Town received three (3) sealed proposals from qualified professional planning/land use firms for furnishing the services/items for an implementable Town of Vinton Comprehensive Land Use and Physical Development Plan – Vinton 2050; and each Proposal was provided to the five (5) voting members of the Selection Committee to be reviewed and scored; and WHEREAS, on March 12, 2024, each of the three firms was invited to give technical presentations to and be interviewed by the Committee; and at the conclusion of the interviews, the Committee discussed the strengths and weaknesses of each firm, and the firms were ranked; and WHEREAS, based on the rankings of the Selection Committee, a Notice of Intent to Award was issued to 3TP Ventures, Inc., on March 13, 2024; and WHEREAS, on March 18, 2024, the Selection Committee held a meeting with 3TP Ventures’ Project Manager to discuss the scope of services for the Vinton 2050 – Comprehensive Plan Update Project; and 2 WHEREAS, on March 21, 2024, 3TP Ventures, Inc. Project Manager submitted their scope of services and fee proposal; and the said Proposal was forwarded to the Selection Committee, for their review and approval; and WHEREAS, on March 26, 2024, the scope of services and fee proposal, as submitted, was approved by the Selection Committee, and a contract needs to be executed for the professional services for the Vinton 2050 – Comprehensive Plan Update Project. NOW, THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby accept the proposal and authorizes the Town Manager to execute a contract with 3TP Ventures, Inc., for the professional services for the Vinton 2050 – Comprehensive Plan Update Project. This Resolution adopted on motion made by Council Member _____________ and seconded by Council Member ________________, with the following votes recorded: AYES: NAYS: APPROVED: ___________________________________ Bradley E. Grose, Mayor ATTEST: _____________________________ Antonia A. Magallon, Town Clerk Meeting Date April 2, 2024 Department Economic Development Issue Consider adoption of a Resolution approving MOU with Roanoke City in supporting the Regional Skate Park MOU with Ro City in supporting the Regional Skate Park with a $50,000.00 contribution. Summary The Town will be contributing the approved one-time funding of $50,000.00 for the Wasena Skatepark after July 1, 2024. The plan is to work this contribution in the FY25 budget. Attached is the Memorandum of Understanding that is still being finalized for signature. Attachments Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, APRIL 2, 2024, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the City owns property, known as Wasena Park, ("Wasena Park") located within the City of Roanoke and depicted as Official Tax Map No. 1222301; and WHEREAS, the City intends to construct a permanent skate park ("Skate Park") within Wasena Park for the residents of Roanoke City, Vinton, and Salem. The Skate Park is a regional amenity that can be positioned for both public use and large-scale events; and WHEREAS, the Town of Vinton is willing to provide the City with a distribution of $50,000 ("Funding") for the construction of the Skate Park, and for no other use or purpose, in accordance with the Memorandum of Understanding. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE TOWN OF VINTON, VIRGINIA, AS FOLLOWS: 1. The Memorandum of Understanding is hereby approved in a form substantially similar to the one presented to Council and approved by the Town Attorney. 2. The Town Manager is hereby authorized, for and on behalf of the Town, to execute and then deliver the Memorandum of Understanding and any other necessary documents in furtherance of the same. BE IT FURTHER RESOLVED that this Resolution shall become effective April 2, 2024. This Resolution adopted on motion made by ______ and seconded by ______, with the following votes recorded: AYES: NAYS: APPROVED: ________________________ Bradley E. Grose, Mayor ATTEST: ________________________________ Antonia Arias-Magallon, Town Clerk 1 Meeting Date April 2, 2024 Department Finance Issue Consider adoption of an ordinance regarding setting of personal property and machinery and tools tax rates for calendar year 2024. Summary The current personal property tax rate is $1.00 per $100.00 of the assessed valuation of all personal property excepting there from household furnishings, and 50% or $.50 per $100.00 of the assessed valuation of one motor vehicle owned and regularly used by a disabled veteran, subject to certain qualifications. No change is being recommended for calendar year 2024. The current machinery and tools tax rate is $1.00 per $100.00 of the assessed valuation of all machinery and tools. No change is being recommended for calendar year 2024. Attachments Ordinance setting the personal property tax rate Recommendations Motion to adopt Ordinance setting personal property tax rate Town Council Agenda Summary ORDINANCE NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, APRIL 2, 2024, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179 AN ORDINANCE to provide for the annual levy on all personal property in the Town of Vinton, Virginia, and to provide for the annual levy on the classification of vehicles owned by disabled veterans, pursuant to § 58.1-3506 of the Code of Virginia (1950, as amended, and by the adoption of Ordinance No. 594 dated August 17, 1993 by the Vinton Town Council. WHEREAS, it is desirable of the Town of Vinton to collect personal property taxes by May 31, 2024; and WHEREAS, the annual levy is necessary to provide for the daily operation of various municipal departments of the Town of Vinton, and thus avoid creating an emergency. NOW THEREFORE, BE IT ORDAINED by the Council of the Town of Vinton that a tax levy for the calendar year 2024 shall be one dollar ($1.00) per one hundred dollars ($100.00) of the assessed valuation of all personal property excepting therefrom household furnishings; and BE IT FURTHER ORDAINED by the Council of the Town of Vinton that a tax levy for the calendar year 2024 shall be fifty percent (50%) or fifty cents ($.50) per one hundred dollars ($100.00) of the assessed valuation of one motor vehicle owned and regularly used by a disabled veteran, subject to certain qualifications; and BE IT FURTHER ORDAINED that a copy of this Ordinance be immediately forwarded by the Town Clerk to the Commissioner of Revenue for Roanoke County/Town of Vinton, and to the Finance Director/Treasurer of the Town of Vinton. This Ordinance adopted on motion made by ____________________, seconded by _________________, with the following votes recorded: AYES: NAYS: APPROVED: ____________________________________ Bradley E. Grose, Mayor ATTEST: _____________________________ Antonia Arias-Magallon, Town Clerk Meeting Date April 2, 2024 Department Finance Issue Consider adoption of a Resolution setting the allocation percentage for Personal Property Tax Relief in the Town of Vinton for the 2024 tax year. Summary The Personal Property Tax Relief Act (PPTRA or the Act) of 1998 established a statewide program to provide relief to owners of personal use motor vehicles. The 1998 Act envisioned a five-year phase-in of relief expressed as a percentage of the bill related to the first $20,000 of personal use vehicle value. Costs soared, and the percentage was frozen at 70% since 2001. In 2004 and 2005, additional legislation was passed to amend the original Act. This legislation capped PPTRA at $950 million for all Virginia localities for Tax Years 2006 and beyond. PPTRA funds are allocated to individual localities based on each government’s pro rata share of Tax Year 2004 payments from the Commonwealth. The Town’s share of the $950 million is $203,096. In order to put these changes into effect, the Town Council adopted an Ordinance that set the framework for the implementation and administration of the 2004-2005 changes to the Personal Property Tax Relief Act (PPTRA) of 1998. This ordinance was adopted on December 6, 2005. The Town uses the PPTRA Allocation Model developed by the State to calculate the effective reimbursement rate. This model uses historical trends and a five-year rolling average to calculate the effective reimbursement rate. This same methodology for calculating the rate is used by many of our neighboring localities, including Roanoke County. Once again in 2024, the Roanoke County Finance staff have been working to compute the effective reimbursement rate based upon the PPTRA allocation model. The rate for the Town of Vinton is actively being calculated and will be announced at the Council meeting. Attachments Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, APRIL 2, 2024, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179 A RESOLUTION setting the allocation percentage for Personal Property Tax Relief in the Town of Vinton for the 2024 Tax Year. WHEREAS, in accordance with the requirements set forth in Section 58.1-3524 (C) (2) and Section 58.1-3912 (E) of the Code of Virginia, as amended by Chapter 1 of the Acts of Assembly and as set forth in item 503.E (Personal Property Tax Relief Program or “PPTRA”) of Chapter 951 of the 2005 Acts of Assembly, a qualifying vehicle with a taxable situs within the Town commencing January 1, 2024, shall receive personal property tax relief; and WHEREAS, this Resolution is adopted pursuant to Vinton Code § 86-58 enacted by the Council of the Town of Vinton on December 6, 2005. NOW THEREFORE, BE IT RESOLVED, BY THE COUNCIL OF THE TOWN OF VINTON, VIRGINIA, as follows: 1. That tax relief shall be allocated so as to eliminate personal property taxation for qualifying personal use vehicles valued at $1,000 or less. 2. That qualifying personal use vehicles valued at $1,001-$20,000 will be eligible for 39.35% tax relief. 3. That qualifying personal use vehicles valued at $20,001 or more shall only receive 39.35% tax relief on the first $20,000 of value. 4. That all other vehicles which do not meet the definition of “qualifying” (for example, including but not limited to, business use vehicles, farm use vehicles, motor homes, etc.) will not be eligible for any form of tax relief under this program. 5. That the percentages applied to the categories of qualifying personal use vehicles are estimated fully to use all available PPTRA funds allocated to the Town of Vinton by the Commonwealth of Virginia. 6. That entitlement to personal property tax relief for qualifying vehicles for tax year 2005 and all prior tax years shall expire on September 1, 2006, or when the state funding for tax relief is exhausted or depleted. Supplemental assessments for tax years 2005 and prior that are made on or after September 1, 2006 shall be deemed ‘non-qualifying’ for 2 purposes of state tax relief and the local share due from the taxpayer shall represent 100% of the assessed personal property tax. This Resolution shall be effective from and after the date of its adoption. This Resolution adopted on motion made by _______________________, seconded by _______________________, with the following votes recorded: AYES: NAYS: APPROVED: ____________________________________ Bradley E. Grose, Mayor ATTEST: _____________________________ Antonia Arias-Magallon, Town Clerk