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HomeMy WebLinkAbout4/7/2020 - Regular1 Vinton Town Council Regular Meeting Tuesday, April 7, 2020 NOTICE – THE MEETING WILL BE HELD AT THE VINTON WAR MEMORIAL, 814 WASHINGTON AVENUE, VINTON IN KEEPING WITH THE GOVERNOR’S EXECUTIVE ORDER NUMBER FIFTY-FIVE (2020) DUE TO COVID-19, WE WILL BE FOLLOWING SOCIAL DISTANCING GUIDELINES AND LIMITING THE GATHERING OF NO MORE THAN 10 INDIVIDUALS AT A TIME AGENDA Consideration of: A. 7:00 p.m. - ROLL CALL AND ESTABLISHMENT OF A QUORUM B. MOMENT OF SILENCE C. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG D. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS E. UPCOMING COMMUNITY EVENTS/ANNOUNCEMENTS F. CONSENT AGENDA 1. Consider approval of the minutes: a. Council Strategic Planning Retreat of February 21, 2020 b. Regular Council Meeting of March 3, 2020 2. Consider adoption of a Resolution to remove the budget for the original Glade Creek Greenway Project and appropriate an updated budget amount for the local and grant funding for the Glade Creek Greenway Phase 2A Project G. AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS H. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda. Keith N. Liles, Vice Mayor Sabrina McCarty, Council Member Janet Scheid, Council Member Michael W. Stovall, Council Member 311 South Pollard Street Vinton, VA 24179 (540) 983-0607 2 I. PUBLIC HEARINGS 1. Consideration of public comments regarding the Town of Vinton’s intention to apply for a Community Development Block Grant (CDBG) for a local community development and housing rehabilitation project. a. Open Public Hearing • Report from Staff – Pete Peters • Receive public comments • Council discussion and questions b. Close Public Hearing c. Consider adoption of a Resolution 2. Consideration of public comments regarding the proposed conveyance of approximately 1.154 acres of real property located at 350 Gus Nicks Boulevard, Vinton, Virginia, known as Gish Mill to Gish Mill Davii, LLC., identified as Tax Map ID 060.11-04.00-0000 and 060.11-04-23.00-000 in the Town of Vinton and 3410617 in the City of Roanoke, upon certain terms and conditions. a. Open Public Hearing • Report from Staff – Pete Peters • Receive public comments • Council discussion and questions b. Close Public Hearing c. Consider adoption of a Resolution 3. Consideration of public comments regarding setting of the real estate, personal property and machinery and tools tax rates for calendar year 2020. a. Open Public Hearing • Report from Staff – Anne Cantrell • Receive public comments • Council discussion and questions b. Close Public Hearing c. Consider adoption of an Ordinance setting the real estate tax rate for calendar year 2020 d. Consider adoption of an Ordinance setting the personal property tax rate for calendar year 2020 J. TOWN ATTORNEY K. TOWN MANAGER 1. BRIEFINGS a. Briefing to update Council on the COVID-19 (Coronavirus) – Town Staff 2. ITEMS REQUIRING ACTION a. Consider adoption of a Resolution setting the allocation percentage for Personal Property Tax Relief in the Town of Vinton for the 2020 tax year - Anne Cantrell 3 b. Consider adoption of a Resolution appropriating funds in the amount of $17,316.00 from the capital outlay account for the construction of a salt spreader covering to the capital outlay account for the replacement of the roof at the Health Department Building – Anne Cantrell c. Consider adoption of a Resolution approving and confirming the Declaration of Local Emergency dated March 16, 2020 – Town Manager d. Consider adoption of an Ordinance to ensure continuity of operations as a result of the COVID-19 (Coronavirus) pandemic – Town Manager 3. COMMENTS/UPDATES L. REPORTS FROM COUNCIL COMMITTEES 1. Finance Committee M. MAYOR N. COUNCIL O. ADJOURNMENT NEXT TOWN COUNCIL/COMMITTEE MEETINGS: April 14, 2020 – 1:00 p.m. – Finance Committee Meeting April 21, 2020 – 7:00 p.m. – Council Meeting NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT. 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 7, 2020 Department Town Clerk Issue Consider approval of the minutes: a. Council Strategic Planning Retreat of February 21, 2020 b. Regular Council Meeting of March 3, 2020 Summary None Attachments February 21, 2020 minutes March 3, 2020 Recommendations Motion to approve minutes Town Council Agenda Summary 1 MINUTES OF A STRATEGIC PLANNING RETREAT OF VINTON TOWN COUNCIL HELD ON FRIDAY, FEBRUARY 21, 2020, AT THE VINTON WAR MEMORIAL, 814 WASHINGTON AVENUE, VINTON, VIRGINIA. MEMBERS PRESENT: Bradley E. Grose, Mayor Keith N. Liles, Vice Mayor Sabrina McCarty Janet Scheid Michael W. Stovall STAFF PRESENT: Barry W. Thompson, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Pete Peters, Assistant Town Manager/Director of Economic Development Anne Cantrell, Finance Director/Treasurer Tom Foster, Police Chief Anita McMillan, Planning & Zoning Director Joey Hiner, Public Works Director Donna Collins, Human Resources Director/Risk Manager Chasity Barbour, Community Programs & Facilities Director FACILITATORS: Alison Jorgensen, Council of Community Services Amanda Holcomb, Council of Community Services Anne Marie Green, Council of Community Services The Council Retreat began on Friday morning, February 21, 2020 at 8:30 a.m. The Mayor opened the meeting, welcomed everyone and turned the meeting over to Alison Jorgensen and Amanda Holcomb. Ms. Jorgensen and Ms. Holcomb first reviewed a Visioning Exercise Summary PowerPoint presentation, which is on file in the Town Clerk’s Office as a part of the permanent record and then facilitated the Visioning Exercise Responses and Input session of the Retreat. After lunch, the first afternoon session was on personnel and compensation. Stephanie Davis, Associate Director for the Center for Public Administration and Policy at Virginia Teach reviewed a PowerPoint presentation on the Town of Vinton Pay Plan Update, which was a part of the agenda package and is on file in the Town Clerk’s Office as a part of the permanent record. After comments and discussion, Council requested staff to come back to them with a recommendation for funding. The next item on the agenda was a review of the work sheets included with the agenda package on the proposed FY21 Capital Improvement Plan (CIP), led by Anne Cantrell. After comments and discussion, Council gave their consensus to reallocate the one percent (1%) meals tax implemented on August 1, 2019 to public safety in the General Fund. Ms. Cantrell further commented that she would make a presentation to the Planning Commission and work with Staff to bring back recommendations to Council with outcomes from the Retreat to be considered and incorporated where feasible in the CIP. With regard to the CIP, information was provided to Council on the potential to allocate a portion of the Spring paving funds to resurface unsafe portions of Mountain View Road prior to the estimated date of July 2021, when Virginia Department of Transportation (VDOT) funds would become available for the reconstruction of the entire road. After comments and discussion, 2 Council gave their consensus to spend $10-15,000 from the paving budget to correct any areas that are currently unsafe and creating road hazards. Mr. Peters next reviewed a PowerPoint presentation on community/economic development goals, which was a part of the agenda package and is on file in the Town Clerk’s Office as a part of the permanent record. The next item on the agenda related to the water and wastewater system. Denise Houchins, Environmental Health Specialist Senior at the Virginia Department of Health reviewed a PowerPoint presentation on water sampling, which was a part of the agenda package and is on file in the Town Clerk’s Office as a part of the permanent record. Following her presentation, Joey Hiner next reviewed a PowerPoint presentation on a virtual tour of the Utility Systems, which was a part of the agenda package and is on file in the Town Clerk’s Office as a part of the permanent record. Ms. Jorgensen and Ms. Holcomb facilitated discussion of all topics and will prepare a final report, which will be brought back to Council for their review and approval at an upcoming Council meeting. After closing comments, the meeting was adjourned at 4:40 p.m. APPROVED: ________________________________ Bradley E. Grose, Mayor ATTEST: _____________________________________ Susan N. Johnson, CMC, Town Clerk 1 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, MARCH 3, 2020, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA MEMBERS PRESENT: Bradley E. Grose, Mayor Sabrina McCarty Janet Scheid Michael W. Stovall MEMBERS ABSENT: Keith N. Liles, Vice Mayor STAFF PRESENT: Barry W. Thompson, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Jeremy Carroll, Town Attorney Pete Peters, Assistant Town Manager/Director of Economic Development Tom Foster, Police Chief Anita McMillan, Planning & Zoning Director Joey Hiner, Public Works Director at 7:00 p.m. The Town Clerk called the roll with Council Member McCarty, Scheid, Council Member Stovall and Mayor Grose present. Vice Mayor Liles was absent. Roll call After a Moment of Silence, Council Member McCarty led the Pledge of Allegiance to the U.S. Flag. Under upcoming community events, Council Member McCarty announced the following: March 11 – 12:00-1:00 p.m. – Vinton Chamber Lunch N Learn – Berkshire Health & Rehab and March 24 – 10:00 a.m.-2:00 p.m. – Senior Expo – War Memorial. Council Member Scheid made a motion to approve the Consent Agenda as presented motion was seconded by Council Member Stovall and carried by the following vote, with all members voting: Vote 4-0; Yeas (4) – McCarty, Scheid, Stovall, Grose; Nays (0) – None; Absent (1) - Liles. Approved minutes of the Regular Council meeting of February18, 2020 The next item on the agenda was a briefing on a Quarterly Report for the EPA Community-wide Brownfield’s Assessment Grant. made brief comments and then turned the meeting Ms. Kroll 2 presented a PowerPoint presentation, which was a part of the agenda package and is on file in the record. Council Member Scheid been submitted. Dr. Houston responded the other property was Kroll commented that this property was a petroleum eligibility. If any State Trust funds have been used on the site, it would make it funding. Once it goes through the DEQ review, it is very quickly added into the EPA process. marketing study was an update or a new study. Mr. Peters responded that since done in 2016 and with the new announcements that the existing study. The updated study will also create a Performa generate in the sense of traffic, revenue and what the costs would be to operate. They will evaluate the general areas, but it will be location we have identified. The next item on the agenda was a briefing on construction of the Glade Creek Greenway Phase 2A and Intent to Award. Anita McMillan commented that the lowest responsive bid received from the first IFB estimated construction cost. If any bid that is more (VDOT) requires us to rebid. bids with the second IFB and the lowest responsive bid was 7%. project was $522,137. The entire project cost has increased due to the nutrient management credit that we have pay for the stormwater management requirement of approximately $9,000, the VDOT $12,000 as well as the construction project itself VDOT, Salem District, is able assist the Town in filling the gap. We are obligated 3 Alternatives (TA) funds. The initial one is $104,000 and the additional cost that the Town will need to provide is approximately $19,000. The whole total is approximately $124,000 for the Town. Once we have the funds appropriated for the project, we can authorization to award the construction contract. Time is of the essence because of the bat mitigation and the tree clearing within the Greenway corridor that must to be taken down prior to April 15th Pathfinders for the Greenway Midweek Crew have offered their services to help us mark the trees and cut down the smaller trees. The contractor has also indicated that he might be willing to cut trees if the contract has not been awarded prior to April 15th. If we cannot take the trees down by April 15th, the project will have to be delayed for another six months. The lowest re contractor that did the Phase 1 of the Greenway. funds. When you consider the grant funds and the funds that VDOT has come up with, we are getting almost a $700,000 project done for about $130,000 of Town funds. A five to one match is a good return on our funds and this is a critical connection to the entire Roanoke River Greenway system. Mr. Peters also expressed appreciation to Ms. McMillan for all of her work on the project. The Town Manager commented that McMillan and Mr. Peters have the Finance Department and have come up with the match to fund the project. We plan to bring that to grant has been recommended for approval by the Organization (RVTPO) to go to the Commonwealth Transportation Board (CTB) and hopefully by June we will know. The next item on the agenda was to consider adoption of a Resolution approving the 2020-2021 operating budget for the Roanoke Valley Regional Cable Television Committee. Elaine Bays-Murphy 4 as an agreement between the Town, Roanoke County and Roanoke City to form a governmental Roanoke on August 11, 1994. They are governed representative. The most exciting thing that years to do, was transitioned to a totally digital upgrade. RVTV produces original television shows, stand- alone videos and PSAs which are shown on Cox Cable, Channel 3. The videos and photo albums are uploaded to the RVTV website and the social media sites and shared on the Town’s website and social media sites The RVTV website was also upgraded this year and is now phone friendly. Ms. Bays-Murphy next commented on the videos produced in 2019 for the Town Projects Tour video, which was shown at the State of the Town, showed off the drone and Mr. Peters was instrumental in helping to get the drone for RVTV, which has been a game- localities. the videos produced for the Town, which received the most attention. Ms. Bays-Murphy responded the Projects Tour and the Billy Byrd Apartments Ribbon-Cutting. much she has learned since she has been on the take a tour of the studio. Ms. Bays-Murphy commented that she would be glad to give a tour at any time. Council Member McCarty made a motion to approve the Resolution as presented; the motion was seconded by Council Member Scheid and voting: Vote 4-0; Yeas (4) – McCarty, Scheid, Stovall, Grose; Nays (0) – None; Absent (1) - Liles Adopted Resolution No. 2346 approving the 2020- Roanoke Valley Regional Cable Television Committee 5 The next item on the agenda was to consider adoption of a Resolution adopting Title VI of the Civil Rights Act Implementation Plan. Anita McMillan commented that Council was briefed on at their February 18, 2020 meeting on the requirement to have this Plan since the Town is a Local Public Agency (LPA) receiving federal- draft of the Plan has been reviewed by the Virginia Department of Transportation (VDOT) Salem District Civil Rights Division and the Central Division in Richmond and they have approved the Plan. The Town will be the first locality within District to adopt the Plan. Ms. McMillan next commented that the only changes to the original draft was to add on Page 12 also fluent in Portuguese and Lydia Verdillo is fluent in Tagalog. The Town Attorney has indicated that “race” and “religion”. specifically relates to race and Title VII of the Civil Rights Act of 1964 includes religion. Ms. McMillan further commented that Donna Collins, the Town’s Human Resources Director and Risk Manager will be the Title VI Coordinator. Council Member Stovall made a motion to adopt the Resolution adopting the revised Plan was seconded by Council Member Scheid and voting: Vote 4-0; Yeas (4) – Stovall, Grose; Nays (0) – None; Absent (1) - Liles Adopted Resolution No. 2347 adopting the revised Title VI of the Implementation Plan Under reports from Council Committees, Joey Hiner commented that the Public Works Committee discussed the right-of-way ordinance and suggested that Council M opportunity to visit some of the areas that would be affected by the Ordinance. scheduling the visits. Staff will also be creating a Public Works to go along with the Ordinance. Mountain View Road at the Council Strategic Planning Retreat, Council directed staff to do some of the worst areas with a budget of $10-15,000 6 approximately $80,000. Based on this direction, staff was able to revise the paving program for this Spring and add back in hopefully will fit into the budget that we have. Mr. Hiner next commented that the Committee discussed the curbside cardboard box collection and that staff will be creating placing such items out for collection within the next two weeks. The guidelines will address the issue of citizens putting out certain cardboard boxes and the reason why they were not picked up. Some citizens are trashcan. folded and slid in When we get calls, we are asking them to do this or sit them on top of the other items in the cart. Larger picked up as bulk. regarding the guidelines to be developed, the boxes that should be placed in the cart and those that are being picked up by the bulk truck. reviewed the CIP list for the upcoming budget and items included on the CIP for Public Works are a wood chipper, traffic signal improvements, midi- excavator, dump truck and a number of waterline projects. In response to a question from the Mayor regarding the Clearview/Hardy Road traffic light, $55,000 to replace the cabinet and and make other improvements. A contractor will be performing some tests on the in- loops, camera if we could and remove the in-ground projects that require digging. The Mayor made comments on the success of congratulated who were married on February 29th 7 America Week and that Sergeant Caldwell was at several school events. Comments from Council: Council Member Stovall commented on the success of the Retreat. He congratulated Laurie Mullins in the audience who will be running for a Council seat. Council Member McCarty also commented on the success of the Retreat and the great Town staff. Council Member Scheid made a motion to adjourn the meeting; the motion was seconded by Council Member McCarty following vote, with all members voting: Vote 4-0; Yeas (4) – (0) – None; Absent (1) - Liles. The meeting was APPROVED: ________________________________ Bradley E. Grose, Mayor ATTEST: ______________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date April 7, 2020 Department Finance/Treasurer Issue Consider adoption of a Resolution to remove the budget for the original Glade Creek Greenway Project and appropriate an updated budget amount for the local and grant funding for the Glade Creek Greenway Phase 2A Project Summary After a second Invitation for Bid (IFB), Combs Land Solutions, LLC, DBA Summit Contracting was the lowest responsible and responsive bidder for the Glade Creek Greenway Phase 2A Project. A letter has been sent to VDOT requesting authorization to award the construction project to said contractor. The original in-kind match associated with the Greenway Phase 2 Project will be applicable for the Greenway Phase 2B project and will require the Town to fund the Greenway Phase 2A project with a cash match payment of $104,427. The Town has agreed to provide the administrative services to manage the grant through the completion of the Project and the total cost for Phase 2A is estimated to cost $682,720. VDOT is providing additional Highway Infrastructure Program (HIP) Funding requiring no local match in the amount of $140,652.00 to assist with the increased cost and the Town will need to provide an additional local match of 100% to cover the remainder of the project cost of $19,931.00. The remaining local cash match requirement of $111,676.22 will be able to be funded from a majority of the revenue received from the final gainsharing payment from Roanoke County. The Finance Committee reviewed this request at their March 11, 2020 meeting and recommends Council approval. 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 7, 2020, AT 7:00 P.M., AT THE VINTON WAR MEMORIAL, LOCATED AT 814 WASHINGTON AVENUE, VINTON, VIRGINIA WHEREAS, on June 14, 2016, the Commonwealth Transportation Board (CTB) approved and obligated Virginia Department of Transportation (VDOT) MAP-21 Transportation Alternatives Fiscal Year 2017 Program funds in the amount of $417,710.00 for the Glade Creek Greenway Phase 2 Project with an estimated total cost of $526,210.00; and WHEREAS, the said Program funds required a minimum local match of twenty percent (20%); and WHEREAS, on November 15, 2016, Resolution No. 2175 was adopted by Vinton Town Council authorizing the monies to be appropriated from the General Revenue Fund to the General Expense Fund for the construction and related expenses of the Glade Creek Greenway Phase 2 in the amount of $526,210.00; and WHEREAS, the cost of the Project has increased due to additional requirements for reviews by Federal, State and Norfolk Southern and because the TA funds have to be expended within five (5) years, VDOT recommended that the project be phased into Phase 2A and 2B with Phase 2A (Gus Nicks Boulevard to Gearhart Park) being done by using the existing funds that were received from the 2015 application; and WHEREAS, in FY2018, the budget for the Project was increased to $530,000.00 and that amount was transferred into the new Grant Fund from the General Fund; and WHEREAS, in FY2018 and FY2019 combined, grant funding of $50,727.11 and local match funding of $12,681.78 for a total of $63,408.89 has been spent towards the Greenway Phase 2A project, leaving a remaining total balance of $466,591.11; and WHEREAS, after a second Invitation for Bid (IFB), Combs Land Solutions, LLC, DBA Summit Contracting was the lowest responsible and responsive bidder and a letter has been sent to VDOT requesting authorization to award the construction project to Combs Land Solution, LLC, DBA Summit Contracting; and WHEREAS, the original in-kind match associated with the Greenway Phase 2 Project will be applicable for the Greenway Phase 2B project and will require the Town to fund the Greenway Phase 2A project with a cash match payment of $104,427; and, WHEREAS, the Town agrees to provide the administrative services to manage the grant through the completion of the Project; and 2 WHEREAS, the total cost for the Greenway Phase 2A project is estimated to cost $682,720; and WHEREAS, VDOT is providing additional Highway Infrastructure Program (HIP) Funding requiring no local match in the amount of $140,652.00 to assist with the increased cost; and WHEREAS, the Town of Vinton will need to provide an additional local match of 100% to cover the remainder of the project cost of $19,931.00; and WHEREAS, the total project cost for the Greenway Phase 2A project is estimated to cost $682,720.00; and WHEREAS, the Town of Vinton is able to fund the remaining local cash match requirement of $111,676.22 for the Greenway Phase 2A project from a majority of the revenue received from the final gainsharing payment from Roanoke County; and WHEREAS, the Town of Vinton needs to remove the budget for the original Greenway Project and appropriate an updated budget amount for the local and grant funding for the Greenway Phase 2A project. NOW, THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby approve the following transaction: BUDGET ENTRY To Remove Existing Grant Funding GENERAL LEDGER 250.25000 Estimated Revenue $466,591.11 250.25100 Appropriations $466,591.11 REVENUE 250.1040.001 VDOT TA Gladecreek Rev $466,591.11 EXPENDITURE 250.1040.741 VDOT TA Gladecreek Exp $466,591.11 To Appropriate Updated Grant Funding GENERAL LEDGER 200.25000 Estimated Revenue $111,676.22 200.25100 Appropriations $111,676.22 250.25000 Estimated Revenue $619,311.11 250.25100 Appropriations $619,311.11 To Appropriate New Grant Funding (continued) 3 REVENUE 200.1899.009 Roanoke County Gainsharing $111,676.22 EXPENDITURE 200.9950.901 Transfer to Grant Fund $111,676.22 REVENUE 250.1040.001 TAP VDOT 80% Grant Revenue $366,982.89 250.1040.002 TAP TOV 20% Local Match $ 91,745.22 250.1040.003 HIP VDOT 100% Grant Revenue $140,652.00 250.1040.004 TOV 100% Local Match $ 19,931.00 EXPENDITURE 250.1040.302 Greenway Phase 2A Engin. & Svcs $ 64,739.11 250.1040.741 Greenway Phase 2A Construction $554,572.00 This Resolution adopted on motion made by ______________________, seconded by __________________, with the following votes recorded: AYES: NAYS: APPROVED: __________________________________ Bradley E. Grose, Mayor ATTEST: _____________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date April 7, 2020 Department Administration Issue Consideration of public comments regarding the Town of Vinton’s intention to apply for a Community Development Block Grant (CDBG) for a local community development and housing rehabilitation project. Summary The Town intends to apply for a CDBG grant up to $1,500,000 for the Cedar Avenue and West Cleveland Avenue Housing and Community Infrastructure Rehabilitation Project. The proposal will contain at least the following activities: 1. Housing Rehabilitation for eight (8) homes, including both owner-occupied and investor- owned units; 2. Acquisition and demolition of properties in the floodplain and relocation of the affected residents; 3. Infrastructure improvements to water, sewer, and flood drainage facilities; 4. Infrastructure improvements to ADA Accessible Pedestrian facilities (sidewalks); 5. Blight removal of two (2) properties. Council was briefed and an initial Public Hearing was held at the February 18, 2019 Council Meeting. Attachments PowerPoint Presentation Resolution Recommendations Conduct Public Hearing Motion to adopt the Resolution Town Council Agenda Summary Town of Vinton Cedar/Cleveland Neighborhood Revitalization Project Community Development Block Grant (CDBG) Second Public Hearing April 7, 2020 Project Team Members Management Team Community Representatives including Elected Officials and “Sparkplugs” Town Staff Consultant, Engineer, Rehabilitation Specialist Virginia Department of Housing and Community Development (DHCD) Administration, Planning, Public Works What Exactly is CDBG? •CDBG = Community Development Block Grant •Authorized under the Housing and Community Development Act of 1974 •Federal oversight (HUD), State administration (DHCD) •Three National Objectives: •Low-and moderate-income benefit •Slum and blight elimination •Urgent community development needs •Program serves Non-Entitlement Communities •Program Design establishes Program Goal and Objective •Competitive application process CDBG Program OverviewCommunity Improvement Grants COMPREHENSIVE COMMUNITY DEVELOPMENT TWO/MORE ACTIVITIES COMMUNITY FACILITY WATER/WASTEWATER SERVICES (DRAINAGE, STREETS) COMMUNITY SERVICE FACILITY ECONOMIC DEVELOPMENT (TRAINING, HEALTH CARE, DAYCARE) HOUSING REHABILITATION OF HOUSING UNITS TO HUD HQS AND/OR NEW CONSTRUCTION ECONOMIC DEVELOPMENT BUSINESS DISTRICT REVITALIZATION CDBG Program OverviewFunding Available 2020 CDBG Program Funding $ 27,754,276 •Competitive Grants $ 15,329,275 •Vibrant Community Initiative $ 1,275,000 •Open Submission Funds $ 4,650,000 •Construction-Ready Water/Sewer •Community Economic Development •Community Development Innovation •Regional Water/Wastewater $ 5,500,000 •Urgent Need Open Submissions $ 1,000,000 Vinton Previous/Current CDBG Projects HOUSING COMPREHENSIVE COMMUNITY DEVELOPMENT (CCD) BUSINESS DISTRICT REVITALIZATION LOCAL INNOVATION VIDA Town of VintonArea(s) Identified for Study •Three Neighborhoods: •Jefferson Park •Midway •W Cleveland / Cedar •Determination of Area of Study Initial Planning Activities •Management Team Meetings •Community Meetings •Neighborhood Survey •Determine neighborhood interest •Assess and quantify community needs (housing, infrastructure, etc.) •Determine neighborhood income profile Development of Community Improvement Grant Proposal Submit Submit Community Improvement Grant Proposal (March) Hold Hold public hearings Conduct Conduct DHR (Historic) and ERR (Environmental) Reviews Develop Develop project budget Conduct Conduct preliminary housing rehabilitation assessments Complete Complete Preliminary Engineering Report Collect Collect pre-applications and investor-owner commitments Delineate Delineate final proposed project area Planning and Project Development Timeline Planning Grant Kick-off January 2019 Neighborhood Meetings 11/2018, 3/2019, 9/2019 Conduct Neighborhood Surveys April –September 2019 Determine Project Area for CIG Updated 1/15/2020 Conduct Housing Assessments January –March 2020 Develop Preliminary Engineering Report January –April 2020 Complete DHR and ERR Reviews April 2020 Community Improvement Grant Application Timeline -Housing Rehabilitation -Acquisition and Relocation -Infrastructure Improvements January –March 2020 Develop Proposed Budget April 3, 2020 Draft CIG Application April 7, 2020 Public Hearing #2 April 8-24, 2020 Grant Reviews and Revisions April 24, 2020 Submit CIG Application Proposed Improvements •Housing Rehabilitation (8 Units) •Acquisition, Clearance, Relocation •Floodplain Pre-Disaster Mitigation (15) •Blight Abatement (2) •Infrastructure Improvements •Stormwater Drainage •Water Supply and Delivery •Pedestrian Access •Streets Proposed Project Budget Activity CDBG Non-CDBG Housing Rehabilitation $ 404,846 $ 258,500 Acquisition, Clearance, and Relocation $ 261,635 $ 637,425 Infrastructure: Water Supply / Distribution $ 13,530 $ 287,525 Infrastructure: Storm Drainage $ 188,328 $ 5,000 Infrastructure: Pedestrian Access / Streets $ 531,661 $ 93,887 Administration and Miscellaneous $ 100,000 $ 40,950 Total $ 1,500,000 $ 1,323,287 Proposed Non-CDBG Funds Activity Source Non-CDBG Housing Rehabilitation Investor-Owner Match $ 5,000 Housing Rehabilitation / Water Supply SERCAP Grant (Water)$ 327,480 Acquisition/Relocation/Demolition VDEM Pre-Disaster Mitigation $ 664,875 Blight Abatement/Cleanups Town of Vinton ($ and in Kind)$ 6,000 Infrastructure: Water Delivery Systems Town of Vinton (Utilities)$ 221,045 Infrastructure: Street Improvements Town of Vinton (Streets)*$ 77,545 Infrastructure: Water, Drainage, Streets Town of Vinton (In Kind)$ 21,342 Total $ 1,323,287 * Includes $ 42,620 spent in FY2020 for improvements to 3rd Street. Typical Grant Implementation Timeline CIG Application due 24 April 2020 CDBG Grants awarded Late Summer 2020 DHCD Contract signed December 2020 Project Implementation 24 months Jan. 2021 –Dec. 2022 CDBG Application Input Session What questions do you have about •Planning process? •Grant funding? •Possible improvements? •Eligibility requirements? What additional needs do you have in the community? Other questions??? RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, APRIL 7, 2020 AT 7:00 PM AT THE VINTON WAR MEMORIAL LOCATED AT 814 WASHINGTON AVENUE, VINTON, VIRGINIA WHEREAS, the Commonwealth of Virginia has been authorized to distribute and administer Community Development Block Grant (CDBG) funds pursuant to the Housing and Community Development Act of 1974, as amended; and WHEREAS, DHCD (Department of Housing and Community Development) has been authorized by the Governor of the Commonwealth of Virginia to distribute and administer CDBG according to the CDBG Program Design; and WHEREAS, DHCD awarded a $30,000 planning grant in 2017 to the Town of Vinton under the Urban Housing Rehabilitation and Ownership Program Grant to determine the community’s need and to define the project area; and WHEREAS, after two years of planning, conducting housing assessments and surveying potential candidates to participate, the Management Team defined and developed a Housing and Community Infrastructure Rehabilitation Project for the Cedar Avenue and West Cleveland Avenue; and WHEREAS, the Town intends to apply for up to $1,500,000 in CDBG grant funds to implement the project; and WHEREAS, the grant proposal will contain as least the following activities; Housing Rehabilitation for eight (8) homes; Acquisition, demolition, clearance and relocation of affected residents of properties located within the flood plain; Infrastructure improvements to water, sewer and storm-water facilities; Infrastructure improvements to ADA accessible pedestrian facilities (sidewalks); and Blight removal of two (2) properties. NOW, THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby authorize the Town Manager to submit a 2020 CDBG Grant Application as presented to Council and any other necessary documents. This Resolution was adopted on motion made by Council Member ____________, seconded by Council Member _________________, with the following votes recorded: AYES: NAYS: APPROVED: ______________________________ Bradley E. Grose, Mayor ATTEST: __________________________________________ Susan N. Johnson, CMC, Town Clerk 1 Meeting Date April 7, 2020 Department Administration Issue Consideration of public comments regarding the proposed conveyance of approximately 1.154 acres of real property located at 350 Gus Nicks Boulevard, Vinton, Virginia, known as Gish Mill to Gish Mill Davii, LLC., identified as Tax Map ID 060.11-04.00-0000 and 060.11-04-23.00-000 in the Town of Vinton and Tax Map ID 3410617 in the City of Roanoke, upon certain terms and conditions Summary The Town of Vinton purchased the 1.154 acres of property located at 350 Gus Nicks Boulevard, known as Gish Mill in November of 2015, due to the historical significance to the community and the Town’s eventual charter in 1884. Council’s desire has been to preserve and encourage the structure to be rehabilitated and eventually returned to commercial use. Since the acquisition, the Town of Vinton has completed phase I and phase II environmental assessments, has initiated a historic review necessary for Virginia Landmark and National Register of Historic Places designations and established a conceptual plan with public input for its preservation and rehabilitation. Following the issuance of a Request for Proposal (RFP) in November of 2019, the Town of Vinton received a formal proposal from Gish Mill Davii, LLC. to convert the historic property into a mixed- use development with the following uses: Small restaurant, hospitality (five rental rooms with an Airbnb model) and a local retail operation (locally sourced products - similar to a country store). The redevelopment project will utilize historic tax credits to accomplish the redevelopment, with an expected investment of approximately $2 million and the creation of approximately 42 jobs. Staff has since negotiated a Contract of Sale for the property that is subject to several terms during a nine (9) month due diligence period that includes negotiating acceptable terms to a performance agreement with the Town and Roanoke County (development incentive grants), successfully Town Council Agenda Summary 2 securing historic designations to access historic tax credits and securing necessary private financing and historic grant funding, all prior to closing on the property. The Economic Development Committee was briefed and endorsed the proposal on November 26, 2019 and Town Council was briefed on January 7, 2020. Attachments Gish Mill Redevelopment PowerPoint Presentation Contract of Sale Resolution Recommendations Conduct Public Hearing Motion to adopt Resolution Development Proposal for Gish Mill Project Details •350 Gus Nicks Blvd •14,000 sq ft •1.154 acres •Zoned M-1 •Former grist mill, farm supply retail and warehouse •Operated continuously since 1770’s •Founding structure for the Town of Vinton (featured on Town Seal) •Town purchased in November 2015 for $125,000 after Holdren Family retired after operating building for over 30 years •Town Completed Phase I & Phase II Environmental via VBAF Grant Funds ($60k) •Historic Tax Credit Rehabilitation/Renovation •Mixed-use Redevelopment •Small Restaurant, Hospitality (3-10 rooms) and Local Retail •Total Estimated Renovation Cost: $2,100,000 •Developer to Purchase from Town ($10) •Due Diligence Period through December 31, 2020 •Historic Designation, IRF Grant, Performance Agreements (Development Grants) with Vinton/Roanoke County •Seeking IRF Grant: $600,000 •Restaurant Tenant / Hospitality Operator has been secured •Private Financing has been committed up to $1.2M •42 Total Jobs •$918,000 Gross Revenue •$157,000 annual taxes generated Completed: •Sept -Staff received preliminary Gish Mill Proposal for casual review •Nov -Met with Building Official, Fire Marshal, TOV staff to review constructability and development obstacles •Fire Protection is available •Floodway Development is feasible due to historical significance of structure •Nov-Vinton Economic Development Committee endorsed draft proposal •Dec -Received formal proposal from developer “Davii” •Jan-Closed Session Briefing to Town Council. •Council endorsed proposal and directed staff to formalize purchase agreement for future Council consideration •Jan-Staff attended Industrial Revitalization Fund (IRF) Grant Workshop TBD: •Town Council to Designate as a Historic Structure (Summer 2020) •Council (and possibly County) to take action for Incentive Grant/Performance Agreement(s) (Summer 2020) •IRF Award Notification (Summer 2020) •Due Diligence Period Ends (December 2020) •Property Closing (Early 2021) Current: •Vinton is pursuing eligibility for Virginia Landmark and National Historic designations (required for Tax Credit) •Town Council Public Hearing and Purchase Agreement •Finalize and Submit IRF Grant Application to DHCD Current Conditions Gish Mill Base Measured Architectural Drawings Concept Plan Parking Parking 0 25 50 100’ Parking Parking Tinker Creek Greenway Scheme 1: Multi-use Space Diagram •Benchmark Concept •Atlanta, GA •Benchmark Concept •Bath Co, VA •Benchmark Concept •Weyers Cave, VA 1 CONTRACT OF SALE THIS CONTRACT OF SALE (“Contract”), made this ___ day of ________ 2020, by and between the Town of Vinton, Virginia, a municipality in the Commonwealth of Virginia (“Seller”), and Gish Mill Davii, LLC., a Virginia corporation (“Buyer”). WITNESSETH: WHEREAS, Buyer desires to purchase from Seller the following parcels of land that comprise the former Gish Mill in the Town of Vinton (“Property”): Property Address: 350 Gus Nicks Blvd, Vinton, VA 24179 Property Parcel IDs: Roanoke City: 3410617 Roanoke County: 060.11-04-22.00-0000 and 060.11-04-23.00-0000 Property Description: Being all that certain tract or parcel of land together with the buildings and improvements thereon and the easements and appurtenances thereunto belonging situated in the Town of Vinton, County of Roanoke and Roanoke City, Virginia, containing 1.154 acres and being more particularly shown and described on that certain plat of survey entitled “PLAT OF SURVEY SHOWING PROPERTY OF HOLDRENS COUNTRY STORE INC. LOCATED IN THE TOWN OF VINTON, VIRGINIA, dated July 25, 1988, made by John D. Abbott, P. E., C. L.S., a copy of which is recorded in the Clerk’s Office, Circuit Court, Roanoke County in Deed Book 1398, Page 1638. Being the same real estate granted and conveyed unto Holdren’s Country Store, Inc., by the Town of Vinton, a Municipal Corporation, by deed dated April 14, 1993, of record in the Office of the Clerk, Circuit Court, Roanoke County, Virginia, in Deed book 1398, at Page 1636; and by deed dated January 5, 1982 and recorded in the aforementioned Clerk’s Office in Deed Book 1180, Page 1408; and by deed dated January 5, 1982 recorded in the City of Roanoke, Clerk’s Office in Deed Book 1473, Page 978. Being the same real estate granted and conveyed to the Town of Vinton, Virginia, a municipal corporation, by Holdren’s Country Store, Inc., a Virginia corporation, by deed dated October 23, 2015, and recorded in the Office of the Clerk of the Roanoke County Circuit Court as Instrument Number 201510526 and in the Office of the Clerk of the Roanoke City Circuit Court as Instrument Number 150010250; and 2 WHEREAS, Buyer intends to develop the Property into a mixed-use commercial development that will include spaces designated for retail, office, restaurant, and hospitality uses (“Project”); and WHEREAS, Seller desires to sell the Property to Buyer, provided Buyer agrees to be bound by a mutually-agreeable Performance Agreement concerning the development of the Project. NOW, THEREFORE, in consideration of the foregoing and other good and valuable consideration, the Buyer and Seller agree as follows: 1. Transfer. Seller shall, at Closing, convey to Buyer by Special Warranty Deed the fee simple interest in the Property, provided that all conditions contained in this Contract have been satisfied and all pre-Closing conditions in the Performance Agreement have been satisfied. For clarity, if Buyer fails to perform any pre-Closing conditions contained in this Contract or the referenced Performance Agreement, then Seller may terminate this Contract and will have no further obligation to Buyer. 2. Purchase Price. The purchase price for the Property shall be ten dollars and 00/100 cents ($10.00). Buyer shall place into escrow with the Seller’s agent a deposit of ten dollars and 00/100 cents ($10.00) (“Deposit”) upon execution of this Contract. 3. Due Diligence. The Buyer shall have until December 31, 2020 (“Due Diligence Period”), perform all desired necessary due diligence and to determine that the Property is suitable for the Project and that the Project is economically viable. The Due Diligence Period may be extended by up to an additional twelve (12) months (to no later than December 31, 2021), if Buyer needs additional time to evaluate the Property’s inclusion on the National Register of Historic Places, to allow for any necessary rezoning of the Property, or to allow Buyer to seek financing and/or grant funding for the Project. Buyer may extend the Due Diligence Period by providing written notice to Seller prior December 31, 2020. If, prior to the end of the Due Diligence Period, Buyer notifies Seller that the results of the due diligence are unsatisfactory to Buyer, in Buyer’s sole discretion, then Buyer may cancel this Contract, in which case Seller shall refund the Deposit to Buyer (without interest) and the parties shall have no further obligation to each other concerning this Contract. During the Due Diligence Period, Buyer, its agents, employees, representatives, and contractors, may, at Buyer’s sole cost and expense, perform such tests, inspections, and examinations of the Property as Buyer deems advisable, including without limitation investigations with regard to title, physical condition, environmental matters, matters of survey, flood plain, access to utilities, zoning, building code and other applicable governmental requirements, financing requirements, and development requirements. Buyer shall not damage or alter the Property while conducting its inspections, tests, and studies. Buyer shall indemnify, defend, and hold Seller harmless for any damages or claims that arise from or relate to the due diligence undertaken by Buyer concerning the Property and/or the Project. Seller shall grant Buyer, its agents, or assigns reasonable access to the Property for such purposes. 4. Closing of Contract. This Contract is void if closing on this Contract (“Closing”) does not occur on or before 12:00 p.m. on the last day of the Due Diligence Period, or any extension 3 thereof. Closing shall be at a location selected by Buyer, on or before 12:00 p.m. on the last day of the Due Diligence Period, or any extension thereof. 5. Obligations of the Parties. The parties shall perform their respective obligations as follows: A. Obligations of the Seller: i. Seller will reasonably assist Buyer in obtaining ratification by the Town of Vinton, Roanoke County, and the Economic Development Authority of Roanoke County of a Performance Agreement on terms and conditions that are acceptable to all of those parties. The parties intend for the Performance Agreement to require specific investments from Buyer, though the nature and extent of those required investments cannot be determined until additional planning is completed for the Project. Buyer and Seller agree that this Contract will not be effective, and neither Seller nor Buyer will have any obligation to carry-out the transactions contemplated in this Contract, unless and until a Performance Agreement agreeable to both Buyer and Seller has been executed. For clarity, the execution by Buyer of a binding Performance Agreement acceptable to Seller and the performance by Buyer of all pre-Closing obligations that may be required under that Performance Agreement are conditions precedent to Seller’s obligation to convey the Property to Buyer. ii. Within five (5) days of the execution of this Contract, Seller will provide Buyer with copies of any existing due diligence items concerning the Property requested by Buyer and which are in Seller’s possession. These materials may include, but are not necessarily limited to, surveys and plats of the Property, photos and building plans, environmental studies and reports, communications with governmental authorities concerning the Property, any title commitment or policy for the Property, inspection reports for the Property, and any warranties applicable to improvements on the Property. iii. Within five (5) days of the execution of this Contract, Seller will provide Buyer with all keys, codes, or other security devices, if any, needed for access to the Property. iv. Seller agrees that it will, if necessary, be an applicant or co-applicant, as described in the Performance Agreement, on Project grant applications, if any, and will coordinate with Buyer to the extent necessary to complete and file any such applications. v. Seller agrees to act as the applicant or co-applicant, during the Due Diligence Period, for “Part 1” and “Part 2” applications (if requested by Buyer) to both the Virginia Department of Historic Resources and the 4 National Park Service, to work with the Buyer’s historic consultant to complete and submit those applications, and to pay for the filing fees (but not consultant’s or attorney’s fees) associated with those applications. Should the Project not move forward, the intellectual property contained within those applications will remain the property of Seller. vi. Seller agrees that it will be a co-applicant on the rezoning application (if requested by Buyer) within one hundred and twenty (120) days of the execution of this Contract and further agrees to reasonably assist with any rezoning of the Property needed for the project. vii. Seller shall pay the fees and expenses of its legal counsel. viii. Within thirty (30) days of the execution of this Contract, Seller will provide Buyer with copies and conclusions of the completed Phase 1 and Phase II Environmental Site Assessment (“ESA”) reports of the Property. ix. Seller shall continue to maintain in full force and effect casualty and liability insurance on or with respect to the Property as it maintains in the ordinary course of business, it being understood and agreed that all risk of loss with respect to the Property, except as may be caused by the acts or omissions of Buyer or its employees, agents, or contractors, shall remain with Seller through Closing. In the event that, prior to Closing, the improvements on the Property are materially damaged, destroyed, or rendered unusable by fire, casualty, or other cause, then Buyer may, at its option, terminate this Contract, and the Deposit shall be refunded to Buyer, or upon mutual agreement of the parties, the Buyer may affirm the Contract, in which event the Buyer shall be entitled to the insurance proceeds solely applicable to the Project expenses. x. Seller shall use good faith efforts to seek all approvals, votes, and ordinances that are required under applicable law for the sale of municipal property, including those set forth in Virginia Code Sections 15.2-1800 et seq. and 15.2-2100 et seq. B. Obligations of the Buyer: i. Buyer will convert the building to a mixed-use commercial development to include spaces designated for the following activities: retail, office, restaurant and hospitality. ii. Buyer shall perform necessary due diligence to determine that Property is suitable for the Project. 5 iii. Buyer shall pursue state and federal government approvals relating to the issuance of both federal and state historic rehabilitation tax credits (if Buyer deems such tax credits appropriate for the Project). iv. Buyer shall pay all fees and expenses of Buyer’s legal counsel and consultants and advisers. v. Buyer shall provide reasonably detailed status reports in writing to Seller every sixty (60) days during the Due Diligence Period prior to Closing. Such reports shall describe Buyer’s due diligence inspections and results as well as Buyer’s efforts to obtain financing. vi. Buyer agrees to act as the lead applicant for the rezoning (if Buyer deems such rezoning to be necessary for the project) of the Property and will initiate and prepare all documents necessary to complete the Project. vii. Closing of the construction financing and the real estate transaction will occur simultaneously. 6. Real Estate Commission. Seller represents and warrants to Buyer, and Buyer represents and warrants to Seller, that neither party has engaged any real estate broker, salesperson, or other intermediary to assist in the transfer of the Property from Seller to Buyer. 7. Condition of Property. Buyer will accept the Property in an “as is, where is” condition with all faults. Seller makes no representation or warranty whatsoever, whether express, implied, or arising by operation of law, with respect to the Property, the condition of the Property, the suitability of the Property for the Project, or of any portion, aspect, or component of any of the foregoing, and expressly disclaims the same. Likewise, Seller makes no representation or warranty whatsoever, whether express, implied, or arising by operation of law, with respect to any documents, reports, or materials provided or made available to Buyer by Seller or its agents, or the accuracy of the information contained therein, and expressly disclaims the same. The foregoing disclaimers include, but are not limited to, matters of title, survey, financial performance, physical condition (including, without limitation, environmental condition or presence or absence of hazardous substances), zoning, tax status or consequences, fitness for a particular purpose or use, compliance with governmental requirements, access to the Property, and availability of utilities. 8. Termination of Contract. Buyer may terminate this Contract by giving Seller written notice of termination at any time prior to the expiration of the Due Diligence Period, or any extension thereof, if the results of the due diligence are not satisfactory to Buyer. Buyer will commence such inspections forthwith upon execution of this Contract. If Buyer fails to give Seller written notice of termination before the expiration of the Due Diligence Period, or any extension thereof, then, and in such event, the Buyer shall be deemed to have accepted the results of such inspections and shall proceed to Closing in accordance with the terms of the Contract. Buyer may proceed to Closing sooner than the expiration of the Due Diligence Period; provided, however that in doing so Buyer waives any right to perform any additional due diligence. In the event that this Contract is terminated before the Closing, neither Buyer nor Seller shall have any obligation to the 6 other, and each party shall then be responsible for its own expenses, including, but not limited to, legal fees and expenses incurred in connection herewith. Seller shall pay for preparation of the Deed for the Property, which shall be a Special Warranty Deed, and shall pay any grantor’s taxes that are imposed thereon. Buyer shall pay all other recording taxes and will accept and comply with the terms of said sale as herein set forth, provided the title is marketable. 9. Possession of Property. This sale is made subject to restrictions, covenants, agreements, and easements of record and existing leases. Seller states that there are no known outstanding lease agreements as of the execution date of this Contract. This sale is conditioned upon the improvements on the Property being in substantially the same condition on the date of Closing as the same are in on the date of this Contract. All rents, taxes, and other pro ratable items shall be prorated as of the Closing date. 10. Miscellaneous: A. This Contract constitutes the entire understanding among the parties, and shall be deemed to supersede all prior written or verbal communications among the parties. This Contract may not be modified or terminated, unless in writing signed by the Buyer and Seller. B. This Contract and the provisions hereof shall be binding upon and shall inure to the benefit of the Seller and Buyer and its respective heirs, executors, administrators, personal representatives, successors, and assigns. C. The representations, warranties, and indemnities of Buyer and Seller under this Contract shall survive Closing and delivery of the Deed or the termination of this Contract for any reason. D. Buyer shall indemnify, defend, and hold Seller free and harmless for and from any and all claims, causes of action, damages or any liability of any type, including reasonable attorneys’ fees, on account of any claims by or any injury or damage to any persons or property growing out of or directly or indirectly resulting or arising in any way out of any actions, omissions or activities of Buyer or its agents, employees or representatives or arising out of or connected in any way to any of the matters involved in this Contract or its performance. E. This Contract may not be assigned by either party without the prior written consent of the other party, which consent shall not be unreasonably delayed. F. No covenant, agreement or obligation contained in this Contract shall be deemed to be a covenant, agreement or obligation of any present or future director, officer, employee or agent of Seller in his or her individual capacity, and no officer, employee or agent of Seller executing this Contract or any related instrument shall be liable personally on this Contract or such instrument or be subject to any personal liability or accountability by reason of the execution and delivery thereof. G. This Contract shall be construed according to the laws of the Commonwealth of Virginia without regard to its principles of conflicts of laws. H. This Contract has been jointly drafted by the parties, and is to be construed as jointly drafted and not be construed against any of the parties as the drafter. This Contract is severable, and if any provision is found to be invalid by any court of competent jurisdiction, the remainder shall survive. The section and paragraph headings in this 7 Contract are for convenience of reference only and do not modify or restrict any provisions hereof and shall not be used to construe any provisions of this Contract. I. The parties warrant that the signatories below have full authority, and have undertaken such legal actions as may be necessary to ensure such authority, to bind the entities of which they are representatives to the full extent permitted by law. This Contract may be executed by facsimile, electronic or original signature of the parties and in counterparts, which, assuming no modification or alteration, shall constitute an original and when taken together, shall constitute one and the same instrument. J. Time is of the essence of all obligations set forth herein for which a time is stated. K. The failure of any Party to this Contract to insist upon strict compliance with any term herein shall not be construed to be a waiver of that requirement. L. Nothing in this Contract, express or implied, is intended to confer any rights or remedies upon any person, other than the Parties hereto and, subject to the restrictions on assignment herein contained, their respective successors and assigns. WITNESS the following signatures and seals as of the date first above written: SELLER: ________________________________________ ____________________________ TOWN OF VINTON DATE BUYER: ________________________________________ ____________________________ Gish Mill Davii, LLC. DATE Approved as to form: _______________________________ Town Attorney 8 Commonwealth of Virginia City/County of __________________ I, ______________________, do certify that the foregoing Contract of Sale was acknowledged before me this _______ day of ________ 2020 by __________________________ ____________________ of Gish Mill Davii, LLC., a Virginia corporation, on behalf of the corporation. He/she is personally known to me or has produced identification. __________________________________________ Notary Public Registration Number: _______________________ My commission expires: _____________________ Commonwealth of Virginia City/County of ______________________ I, _______________________, do certify that the foregoing Contract of Sale was acknowledged before me this _______ day of _________ 2020 by ______________________ _________________ of the Town of Vinton, a municipality in the Commonwealth of Virginia. He/she is personally known to me or has produced identification. __________________________________________ Notary Public Registration Number: _______________________ My commission expires: _____________________ 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, APRIL 7, 2020, AT 7:00 P.M., AT THE VINTON WAR MEMORIAL, LOCATED AT 814 WASHINGTON AVENUE, VINTON, VIRGINIA WHEREAS, in the late 1700s, the Gish brothers built a grist mill on Glade Creek, which lead to the community surrounding the mill to be known as Gish’s Mill and then Chartered in 1884 as the Town of Vinton; and WHEREAS, the Town of Vinton purchased the 1.154 acres located at 350 Gus Nicks Boulevard with a desire to preserve and encourage the structure to be rehabilitated and returned to commercial use; and WHEREAS, the Town of Vinton has completed environmental assessments, has submitted applications to seek State and National historic designation and has completed conceptual planning for the structure; and WHEREAS, the Town of Vinton issued a Request for Proposal in November of 2019, with one suitable proposal having been received; and WHEREAS, the developer has agreed to terms of a Contract of Sale that provides a nine-month due diligence period, for the purpose of formalizing necessary historic designations, acquiring grant funding, securing private financing and developing terms of local economic develop incentives; and WHEREAS, Section 15.2-1800 (B) of the 1950 Code of Virginia, as amended, requires that no town-owned real estate be sold without first holding a Public Hearing; and WHEREAS, a duly-advertised Public Hearing was held on April 7, 2020 and all citizen comments were considered by Council. NOW THEREFORE, BE IT RESOLVED, BY THE COUNCIL OF THE TOWN OF VINTON, VIRGINIA, AS FOLLOWS: 1. The conveyance of approximately 1.154 acres of real property located at 350 Gus Nicks Boulevard, Vinton, Virginia, known as Gish Mill to Gish Mill Davii, LLC., identified as Tax Map ID 060.11-04.00-0000 and 060.11-04-23.00-000 in the Town of Vinton and Tax Map ID 3410617 in the City of Roanoke, upon certain terms and conditions as referenced in the Contract of Sale. 2. The Mayor is hereby authorized, for and on behalf of the Town, to execute the Contract of Sale and then to deliver the Deed and any other necessary documents in furtherance of the same. 2 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: ______________________________________ Susan N. Johnson, Town Clerk, CMC 1 Meeting Date April 7, 2020 Department Finance Issue Consideration of public comments regarding setting of the real estate, personal property and machinery and tools tax rates for calendar year 2020. Summary The Town of Vinton’s real estate assessment less new construction has increased by approximately 3.13% for the calendar year 2020. A summary of the preliminary assessed values and corresponding tax levies are shown below: Assessed Values: Year 2020 $508,108,700 Year 2019 - 488,906,400 Total Increase $ 19,202,300 Less New Construction - 3,878,500 Net Increase $ 15,323,800 Tax Levy: Year 2020 $ 355,676 Year 2019 - 342,235 Increase $ 13,441 Assessment Increase (Less New Construction) - .0313 or 3.13% 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 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 March 5, 2020 to advertise for this public hearing to set the tax rates. Town Council Agenda Summary 2 The current rate is $.07 per $100.00 of assessed value. No change is being recommended for calendar year 2020. The current personal property tax rate is $1.00 per $100.00 of the assessed evaluation of all personal property excepting there from household furnishings, and 50% or $.50 per $100.00 of the assessed valuation of one motor vehicle owned and regularly used by a disabled veteran, subject to certain qualifications. No change is being recommended for calendar year 2020. Attachments Ordinance setting the real estate tax rates Ordinance setting the personal property tax rates Recommendations Conduct Public Hearing Motion to adopt Ordinance setting real estate tax rate Motion to adopt Ordinance setting personal property tax rate ORDINANCE NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, APRIL 7, 2020, AT 7:00 P.M., AT THE VINTON WAR MEMORIAL LOCATED AT 814 WASHINGTON AVENUE, VINTON, VIRGINIA AN ORDINANCE to provide for the annual levy on real estate in the Town of Vinton, Virginia. WHEREAS, it is desirable of the Town of Vinton to collect real estate taxes semi-annually by June 5th and December 5th; and WHEREAS, the annual levy is necessary to provide for the daily operation of various municipal departments of the Town of Vinton, and thus avoid creating an emergency. NOW THEREFORE, BE IT ORDAINED by the Council of the Town of Vinton that the tax levy for the calendar year 2020 on all real property and improvements shall be as follows: "All Real Estate shall be assessed at 100% of fair market value, local levy of SEVEN CENTS ($.07) per ONE HUNDRED DOLLARS ($100.00) of the assessed value for the calendar year 2019." 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: _________________________________________ Susan N. Johnson, CMC, Town Clerk ORDINANCE NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, APRIL 7, 2020, AT 7:00 P.M., AT THE VINTON WAR MEMORIAL LOCATED AT 814 WASHINGTON AVENUE, VINTON, VIRGINIA 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, 2020; 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 2020 shall be one dollar ($1.00) per one hundred dollars ($100.00) of the assessed valuation of all personal property excepting therefrom household furnishings; and BE IT FURTHER ORDAINED by the Council of the Town of Vinton that a tax levy for the calendar year 2020 shall be fifty percent (50%) or fifty cents ($.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: ____________________________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date April 7, 2020 Department Administration Issue Briefing to update Council on the COVID-19 (Coronavirus) Summary Town Staff will bring Council up-to-date on the COVID-19 (Coronavirus) and answer any questions that Council might have. Attachments March 26, 2020 Memo April 3, 2020 Memo Recommendations No action required Town Council Agenda Summary 1 TO: Mayor and Members of Council Leadership Team FROM: Barry W. Thompson, Town Manager DATE: March 26, 2020 SUBJECT: Update on COVID-19 Pandemic I hope you are well and learning to survive in our current normal of social distancing. I wanted to take this opportunity to provide you with an update on the steps that we have taken as Town Staff with regard to the COVID-19 Pandemic. We have already made significant and necessary changes to the way we do business as a Town in order to accomplish business protocols and to continue to help our citizens and community deal with the COVID-19 Pandemic. All of our updates are being posted to the Town website to the Coronavirus Page. https://www.vintonva.gov/480/Coronavirus-Updates. ADMINISTRATION - GENERAL INFORMATION Staff is teleconferencing regularly with Virginia Department of Emergency Management (VDEM) and the Regional Government Agencies and meeting with our Town Emergency Services Team to address the changing face of the Pandemic as quickly as possible and keep the safety and wellbeing of our employees and citizens at the forefront of our actions. There is a good sharing of information between the five Regional governments (Counties of Roanoke and Botetourt, the Cities of Roanoke and Salem and the Town of Vinton). Dr. Molly O’Dell has been re-appointed to the Virginia Department of Health for our Region during the Pandemic. The Regional governments agreed to allow Amy Whitaker, PIO for Roanoke County, to work with Dr. O’Dell in having press releases and news conferences with local media as needed to make sure that correct information is being released to the public. On March 16, 2020, the five local regional jurisdictions did a joint declaration of state emergency and each locality also declared a state of emergency at the same time. This will entitle us to reimbursement for expenses incurred during the Pandemic since the Commonwealth had declared a State of Emergency. We also have implemented a plan for departments to capture their expenses related to the Pandemic. Council will be asked to ratify the Declaration at the upcoming April 7th meeting. 2 With the assistance of the Town HR Director, we have been developing administrative policies for COVID-19 to address such issues as administrative leave, travel and teleworking and will be working on other policies to implement as the need arises during this pandemic to keep our workforce and citizens safe and healthy. As of Monday, March 23, 2020, our buildings were closed to the public and staff continued to work in their respective offices practicing social distancing while we worked on a COVID-19 Departmental Operational Policy for those non-essential employees. The other government agencies in the Valley had already taken this action or did it at the same time the Town took this action. On Tuesday, March 24, 2020, we implemented a Teleworking Policy requiring each Department to evaluate their functions and to determine what employees were non-essential and could work from home. Those employees would still remain productive by doing their job functions through a VPN connection and serving the public by email, phone and internet. Their phone extensions will be forwarded to their cell phones so any citizen calls can be answered by our employees. The Town will attempt to keep essential services functioning, but may have to make modifications as the Pandemic progresses. ESSENTIAL SERVICES ARE DEFINED AS FOLLOWS: Administration/Human Resources & Risk Management Departments Services Police Department Services Public Works: Water, Wastewater, and Solid Waste Services Treasurer/Finance Department Services The Treasurer/Finance Department will be coming into the office on a regular basis to perform functions that cannot be done by teleworking which will ensure continuity of services and cash flow. The use of online payment through PSN has increased since the Pandemic. Customers are encouraged to use on-line or the drop box next to the drive-thru window for payments. Service applications are in the breeze-way between the two main doors at the front entrance if customers cannot get them on-line. Since the Pandemic started, we have had largest monthly on-line PSN payment utilization for Utilities since we started the program. The Planning Department will be teleworking and all questions relating to zoning, permits and other planning activities will be handled by email, phone and internet. Roanoke County Offices, Building Official and Fire Marshal are still operating and functional. On Wednesday, March 25, 2020, we began testing by thermal thermometers using guidelines of the Equal Employment Opportunity Commission (EEOC) for all employees coming into all our buildings to work and asking a series of questions relative to the COVID-19. This is being done to try to identify any employee required to work for essential services who may have been exposed to COVID-19 and be asymptomatic. FINANCE Finance is monitoring the current impact and monitoring current revenues. At this point, the Town is in a much better position than it could have been. Several economic revenues were outperforming budget expectations, leaving less of a gap to fill. At current, Town Staff is 3 estimating a Meals Tax revenue shortfall of $100-$200k. Due to the outperforming nature of Sales Tax, there is estimated to be minimal shortfall in this category. Business License Tax (or BPOL) has already been collected at $100k over budget as of today, March 25, 2020. Unless we have amended returns, we plan to mitigate our Meals Tax shortfall with this overage. We will continue to monitor and keep you informed of any concerns. PUBLIC WORKS Public Works continues to operate with normal operations. As of this e-mail, no personnel have had to leave work or be quarantined due to contact, exposure, or symptoms of COVID-19. The Public Works building, as with other Town facilities, has restricted access to non-employees, and personnel are being monitored for symptoms. Water production and distribution, and wastewater collection system maintenance has not been affected. Household refuse collection has not changed. There has been an adjustment to bulk/brush collection to better serve the residents in response to the restriction of residential customers taking such items to the Roanoke Valley Resource Authority (RVRA) transfer stations. We have suspended the Town's charge for over-sized loads placed out for collection and Town crews will be picking these up during the COVID-19 Pandemic. Normally, the options for the resident has been to pay to have the Town to collect the material, or they would take it to the transfer station and avoid the charges; now the latter option is not available. This comes at the time of year for increased yard-work and house de-cluttering, so we expect the seasonal ramping up of these amounts. Also, added to the fact that more people are staying home with the COVID-19 Pandemic, they may find that it is a good time to do Spring cleaning activities. Town crews will begin mowing and preforming right-of-way maintenance provided personnel are available during the COVID-19 Pandemic. POLICE DEPARTMENT The Police Department continues to operate extremely well. Our staffing levels are good with one member on sick leave until Monday due to a knee injury sustained in a foot pursuit. We continue to practice “social distancing,” when possible and we have moved to electronic communication at shift change to avoid unnecessary close contact between officers. Persons placed under arrest are no longer being brought to the Police Department and are now being taken directly to the Roanoke County Jail so as to avoid introducing the virus into the municipal building. All Department of Motor Vehicles grant funded enforcement projects have been halted to avoid unnecessary public exposure and to help ensure our workforce remains healthy. Lastly, our officers are the best equipped of any agency in the Valley. Every member has a P-95 respirator, full face splash shield, secondary eye protection, and plenty of gloves. We were fortunate in that we forecasted potential shortages of these items when the first cases of COVID-19 were diagnosed in the United States and made the appropriate purchases. Your Police Department is prepared and functioning at full capacity. ECONOMIC DEVELOPMENT Staff is working closely with the Roanoke County Economic Development and the Vinton Area Chamber to connect and assist local businesses regarding best practices for operating under the COVID-19, as well as financial and employment resources for those negatively impacted by forced closures. To date we are not aware of any businesses that have closed indefinitely, although are 4 closely monitoring several businesses that have expressed dire concern. The Roanoke Regional Chamber, the Vinton Chamber and Visit Virginia’s Blue Ridge are maintaining active lists of businesses offering alterative hours or services such as curb-side pickup or delivery and are marketing those opportunities to the general public. The Town has established a section of the Town’s Webpage for COVID-19 Updates with links specific to small business such as the CDC, VDH, SBDC and VEC; https://www.vintonva.gov/480/Coronavirus-Updates. Roanoke County has also created an even more robust list of guidance available on their website at https://yesroanoke.com/443/COVID-19- Resources-for-Businesses. This information is being distributed daily through social media, email, newsletters and by phone. In addition, all local government Econ Dev Offices are working with the Roanoke Regional Partnership to establish a unified landing webpage to place information for business of all sizes in support of the pandemic. And lastly, a postcard is being created to direct mail to all businesses license addresses valley wide to capture businesses that do not utilize social media or have email, so that we can deliver COVID-19 messaging and retrieve their full contact information for future correspondence. COMMUNITY PROGRAMS AND FACILITIES (CP&F) The War Memorial, Charles R. Hill Community Center, Vinton Farmers’ Market and the Vinton History Museum are closed through April 30th with all events and rentals being canceled or postponed. Full refunds have been offered to all rental parties if acceptable postponement dates weren’t available. Chasity Barbour is currently off through mid-April on medical leave (not related to COVID-19), although is maintaining routine contact with Admin to stay informed. Full time employees Dana Boyd and Amada Payne have been temporarily reassigned to assist with Human Resources and the Police Department, due to the War Memorial and Community Center being closed. Kelly Turner, a part-time employee with CP&F continues to report to the War Memorial to manage physical mail, accounts payable and return voicemail and emails. Penny Beyer, a part-time employee with the Community Center has not been reassigned and is not currently working due to her being in the high-risk category for COVID-19. She is comfortable with the situation and is not dependent on income from the Town. Judy Cunningham, a part-time employee with the History Museum is working a reduce schedule remotely to check emails and return phone calls on behalf of the museum. Part-time maintenance employees Dan Hernandez and Gary Houff are currently not working and are not dependent on income from the Town. Contract custodial staff for the War Memorial and Community Center have been given additional cleaning tasks during the shutdown so that their contracts can be honored, while ensuring the Town receives equitable although alternative services during this period of no rentals. COUNCIL MEETING – APRIL 7, 2020 As you know, our next Council Meeting is scheduled for Tuesday, April 7, 2020. We have been in multiple conversations with our Town Attorney, Jeremy Carroll, regarding the meeting. We have reviewed the Governor's Executive Order 53 which states in Paragraph 9 (e) that nothing in the Order shall limit the operation of government. It is in the Town Attorney's opinion that we can still meet as long as we practice proper social distancing. At this time, we are planning to move the meeting to the War Memorial in order to accomplish the social distancing. We are monitoring 5 information that we are receiving from Virginia Municipal League (VML) and the Local Government Attorneys of Virginia (LGA) regarding electronic meetings and will continue to consult with the Town Attorney before making any further decisions. TOWN ELECTIONS - MAY 5, 2020 AND JUNE 2020 Roanoke County has moved the Roanoke County Registrar's Office to the Craig Center in Vinton because of the upcoming May Town Election. The Registrar has requested the Commonwealth of Virginia to approve an Emergency move of the Precincts to an Absentee Voting Precinct. I have worked with the Town Treasurer regarding the location of the election precincts and we would be able to use the Treasurer's Office on Election Day (May 5th). The Registrar would use her staff to conduct the election from the Treasurer's Office which is behind glass. Voters are being asked to vote by absentee ballot; however, if they come to vote both precincts would be at the Municipal Building in the Treasurer's Office. It was the best solution we could come up and still have the election. We have posted information from the Registrar at the building entrances, the drive- through, on our website and social media about voting absentee. BUDGET Prior to the recession, the Town budget was projecting healthy increases in all economic revenues. However, after the COVID-19 pandemic and the impact we are seeing on the local and global economy, we are preparing a conservative forecast to mimic the recent recession of the 2008-2009 era. Unfortunately, during the short term our revenue losses may be even greater due to the decreased social activity. For next year, we are preparing different scenarios ranging from least to most conservative; however, all scenarios will have a loss of revenue as compared to the current fiscal year. We are planning to hold off on increases to personnel and operating, and may need to reduce capital spending. However, if the local economy performs above expectations, we can revisit these items and propose a mid-year budget adjustment. In closing, all of our staff has been working together and are being flexible while we work through these very difficult times. They are handling this very professionally and I appreciate how we are all adapting to the ever-changing protocols that are coming out almost daily even not hourly. If you have any questions, please do not hesitate to contact me. 1 TO: Mayor and Members of Council Leadership Team FROM: Barry W. Thompson, Town Manager DATE: April 3, 2020 SUBJECT: Update on COVID-19 Pandemic This Memo will serve as a further update from my Memo to you dated March 26, 2020. ADMINISTRATION - GENERAL INFORMATION Staff continues to teleconference regularly with Virginia Department of Emergency Management (VDEM) and the Regional Government Agencies and meet with our Town Emergency Services Team to address the changing face of the Pandemic as quickly as possible and keep the safety and wellbeing of our employees and citizens at the forefront of our actions. There is a good sharing of information between the five Regional governments (Counties of Roanoke and Botetourt, the Cities of Roanoke and Salem and the Town of Vinton). COMMUNITY PROGRAMS AND FACILITIES (CP&F) The Ironman competition has been cancelled for June 7th, although Carilion and Ironman are investigating alternate dates for fall 2020 and/or for Spring 2021. The Senior Services Expo has been delayed a second time, from April 28th to June 23rd. Additional event cancellations are being evaluated for May and June, to include the Chamber’s Grapes and Grains Festival and future Mingle at the Market Concerts. Glade Creek and Wolf Creek Greenways remain open, although signs have been posted at greenway entrances to remind patrons to practice appropriate social distancing. The playground and picnic table located at the War Memorial have been closed through June 10th, based on the Governor’s order and following recommendations from the Virginia Department of Health. This information has been posted to the Town’s webpage and social media. The War Memorial, Charles R. Hill Community Center, Vinton Farmers’ Market and the Vinton History Museum remain closed through April 30 with all events and rentals being canceled or postponed. Alternate rental dates and refunds are being offered to all rental parties through June 10th. Full time employees Dana Boyd and Amada Payne are assigned to assist with Human 2 Resources/Risk Management and the Police Department and Kelly Turner continues to report to the War Memorial to manage physical mail, accounts payable and return voicemail and emails. Part Time Employees Penny Beyer, Dan Hernandez and Gary Houff are currently not working. Judy Cunningham is working a reduced schedule remotely to check emails and return phone calls on behalf of the History Museum. Sheri Winkler continues to work remotely on a limited basis for occasional website updates and ongoing graphic and layout production of the updates for the Vinton Restaurant, Shopping and Event Guide. ECONOMIC DEVELOPMENT Staff continues to work with the Roanoke County Economic Development, the Roanoke Regional Partnership and the Vinton Area Chamber to connect and counsel local businesses negatively impacted by the forced closures with available financial resources. A new website www.RoanokeRegionResponds.com, has been established to provide a comprehensive one-stop shop for these available programs. Two of the three existing Revolving Loans that the Town administers have been suspended for 90 days, to allow interest and principal payments to be paused through June. Additional delays will be considered if necessary. FINANCE/TREASURER The Treasurer's Office/Finance Department has moved to 85% remote capability as of Friday, March 27th. The phone lines are all being answered remotely from laptops, and the only services discontinued to the citizens at this time are in person service inside the office and at the drive thru. Forms have been moved to the front lobby for those unable to access electronic forms via phone or computer, and citizens are being asked to place all payments and forms in the drop box located at the drive thru window. Staff has initiated a process to move the paper from the drobox to the vault on Monday, and to process the paper on Wednesday after it has been untouched for 48 hours. Staff is rotating schedules for in office work that cannot be done remotely to try to only have one staff member physically in the office at a time. All full-time employees are now enrolled in direct deposit, allowing payroll to be processed fully remote in an emergency. The Treasurer's Office has developed a form for ACH payments to vendors and has already received multiple enrollments to the electronic payment. Treasurer's Office staff is available Monday thru Friday from 8AM to 5PM via email and phone. As tax season approaches and bills are mailed out, the Treasurer's Office will reassess opening the drive thru window for payments and schedule a staff rotation and provide gloves to protect both the employees and citizens. HUMAN RESOURCES-RISK MANAGEMENT As the situation continues to evolve, HR has continuously updated/revised policies to meet the changing needs. Risk Management is continually searching and trying to secure PPE for all staff. 3 PLANNING & ZONING Planning and Zoning personnel have been teleworking from home and continues to be in communication with Roanoke County Development Review Services regarding building permit, review, floodplain properties, etc. and continues to assist property and business owners on zoning/sign related questions via cell phone and/or emails. Staff continues to update the website regarding the COVID-19 Pandemic and all social media as needed and is keeping all administrative tasks up to date. All our direct lines have been forwarded to our issued town cells. Due to the ongoing VDOT projects and the exposed sewer line at the greenway, Anita has had to come into the office periodically to meet with contractors at the site. Staff continues to work on the administration of the VDOT's projects - Glade Creek Greenway Phase 2A and two Walnut Avenue Bike/Ped Accommodation Projects (engineering phase for Walnut Avenue from 5th to Town West Limits and RFP engineering for Walnut Avenue from W. Lee Avenue to 1st Street), including issues, etc. related to these projects. Staff is also continuing to revise the zoning and subdivision ordinance and working on two (2) grants for submittal in May for the Gish Mill Redevelopment Project: POLICE The Police Department is operating well. We are starting to notice an upward trend in for calls for service. Particularly on night shift with domestic violence calls being the area of greatest concern. This is to be expected given job layoffs and the shelter in place order. The Police Chief suspended the enforcement of expired state inspection decals until July 31, 2020. This will help support social distancing at vehicle repair shops, and eliminate another need for unnecessary officer/citizen contact. The suspension of this enforcement activity is in keeping with recent Virginia State Police Policy. Our citizens continue to provide generous donations to the department with things such as hand sanitizer and fresh fruit and foods. Your Police Department continues to be prepared and functioning at full capacity. PUBLIC WORKS Normal operations of the Public Works Department continue. One employee is not coming to work due to high risk status, based on M.D. recommendation. Another employee is working from home performing office/admin duties. A couple of other employees have taken days as necessary to assist family affected by the Governor’s orders. Otherwise, no personnel have had to leave work or quarantine due to contact, exposure, or symptoms of COVID-19. As with the other Town facilities, the Public Works building has restricted access to non- employees, and personnel are being monitored for symptoms. Materials delivery persons are using our drop-off mailbox to leave invoices, delivery slips, and such paperwork, as most companies have suspended requirement of a “wet” signature. The locking mailbox was installed near the Public Works front door as a mitigation effort to reduce contact with non-employees. As employees arrive at Public Works, each is being screened – temperature measured by non- contact infrared forehead thermometer, and asked a number of questions. 4 Water production and distribution, and wastewater collection system maintenance has not been affected. Household refuse collection has not changed. The adjustment to bulk/brush collection is still in effect (From last report: to better serve the residents in response to the restriction of residential customers taking such items to the RVRA transfer stations: the Town's charge for oversized loads placed for collection has been suspended. Normally, the options for the resident has been to pay to have the Town collect the material, or they may take it to the transfer station and avoid the charges; now the latter option is not available. This comes at the time of year for increase in yardwork and house de-cluttering, so we expect the seasonal ramping up of amounts. Added to that is the increase in such activity as more folks are at home under current circumstances.) There has been a noticeable increase in amount of bulk/brush for collection – it is challenging to stay on schedule. The neighboring communities are experiencing the same. Mowing and right-of-way maintenance will commence with personnel as available. UPCOMING COUNCIL MEETINGS After adoption of the Ordinance at the Council meeting to addressing continuity of operations associated with the pandemic disaster, we will be able to hold meetings through real time electronic means. Town Staff has already been exploring our options for future meetings and will keep Council updated on the process we would need to follow for upcoming meetings once that process is established. TOWN ELECTIONS - MAY 5, 2020 AND JUNE 2020 The Registrar has indicated that the process to move the Town Precincts to an Absentee Voting Precinct is moving forward. The Roanoke County Registrar's Office continues to be housed at the Craig Center in Vinton because of the upcoming May Town Election. BUDGET Prior to the recession, the Town’s budget was projecting healthy increases in all economic revenues. However, after the COVID-19 pandemic we are seeing a dramatic impact on the local and global economy. Staff is preparing a conservative forecast to mimic the recent recession of the 2008-2009 era. Unfortunately, during the short term our revenue losses may be even greater due to the decreased social activity. For next fiscal year, we are preparing different scenarios ranging from least to most conservative; however, all scenarios will have a loss of revenue as compared to the current fiscal year. We are planning to hold off on increases to personnel and holding operating or even reducing expenditures, and may need to reduce capital spending. However, if the local economy performs above expectations, we can revisit these items and propose a mid-year budget adjustment. In closing, all of our staff continues to work together and are being flexible while we work through these very difficult times. They are handling this very professionally and I appreciate how we are all adapting to the ever-changing protocols that are coming out almost daily even not hourly. If you have any questions, please do not hesitate to contact me. Meeting Date April 7, 2020 Department Finance Issue Consider adoption of a Resolution setting the allocation percentage for Personal Property Tax Relief in the Town of Vinton for the 2020 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 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. In 2020, once again the County Finance staff computed the effective reimbursement rate based upon the PPTRA allocation model. The percentage is similar to those localities that are ready to adopt their resolutions. The rate for the Town of Vinton is 54.96%. 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 7, 2020, AT 7:00 P.M., AT THE VINTON WAR MEMORIAL, LOCATED AT 814 WASHINGTON AVENUE, VINTON, VIRGINIA A RESOLUTION setting the allocation percentage for Personal Property Tax Relief in the Town of Vinton for the 2020 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, 2020, 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 54.96% tax relief. 3. That qualifying personal use vehicles valued at $20,001 or more shall only receive 54.96% 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 purposes of state tax relief and the local share due from the taxpayer shall represent 100% of the assessed personal property tax. 2 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: _______________________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date April 7, 2020 Department Finance/Treasurer Issue Consider adoption of a Resolution appropriating funds in the amount of $17,316.00 from the capital outlay account for the construction of a salt spreader covering to the capital outlay account for the replacement of the roof at the Health Department Building. Summary The roof at the Health Department Building located at 227 South Pollard Street cannot sustain any additional repairs and any significant rain storms can further damage the roof thus jeopardizing the structural integrity of the roof and the safety of health department employees and citizens. Because of the safety concerns, the Town Manager has determined that the repair would fall under the guidelines of an emergency purchase. Staff solicited bids to qualified vendors to provide contracting services for the roof replacement and the lowest bidder was Ronnie Caldwell Roofing LLC of Bedford, Virginia in the amount of $17,316.00. It is necessary for the Vinton Town Council to appropriate the funds from the capital project account for the construction of a covering for the salt spreaders to the capital outlay account for the Health Department Building. Attachments Emergency Purchase Memo and Proposal 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 7, 2020, AT 7:00 P.M., AT THE VINTON WAR MEMORIAL, LOCATED AT 814 WASHINGTON AVENUE, VINTON, VIRGINIA WHEREAS, the roof at the Health Department Building located at 227 South Pollard Street cannot sustain any additional repairs and any significant rain storms can further damage the roof thus jeopardizing the structural integrity of the roof and the safety of health department employees and citizens; and WHEREAS, because of the safety concerns, the Town Manager has determined that the repair would fall under the guidelines of an emergency purchase; and WHEREAS, staff solicited bids to qualified vendors to provide contracting services for the Health Department roof replacement and the lowest bidder was Ronnie Caldwell Roofing LLC of Bedford, Virginia in the amount of $17,316.00; and WHEREAS, due to the fact that the March 17, 2020 Town Council meeting was cancelled due to the COVID-19 pandemic, Council was polled by email and gave their consensus to authorize the Town Manager to proceed with this emergency purchase; and WHEREAS, it is necessary for the Vinton Town Council to appropriate the funds from the planned capital project for the construction of covering for salt spreaders to the capital outlay account for the Health Department Building. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby grant a contract to Ronnie Caldwell Roofing, LLC of Bedford, Virginia in the amount of $17,316.00 and ratifies the Town Manager’s execution on said contract for the work. BE IT FURTHER RESOLVED that the Vinton Town Council does hereby approve the following transaction: BUDGET ENTRY FROM EXPENDITURE 400.4101.799 Capital Outlay $17,316.00 TO EXPENDITURE 400.4305.799 Capital Outlay $17,316.00 2 This Resolution adopted on motion made by __________________, seconded by ______________, with the following votes recorded: AYES: NAYS: APPROVED: _____________________________________ Bradley E. Grose, Mayor ATTEST: _____________________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date April 7, 2020 Department Administration Issue Consider adoption of a Resolution approving and confirming the Declaration of Local Emergency dated March 16, 2020 Summary Effective March 12, 2020, Governor Ralph S. Northam declared under the Executive Order that a State of Emergency exists in the Commonwealth of Virginia due to the potential spread of COVID- 19, a communicable disease and public health threat. In response to this Executive Order, on March 16, 2020 Botetourt County, City of Roanoke, City of Salem, Roanoke County, and Town of Vinton governments took the precautionary measure of declaring local emergencies, which action enables the local governments to request state and federal resources should they become needed. Section 44-146.21 of the 1950 Code of Virginia, as amended, requires that such Declaration of Local Emergency be approved and confirmed by Town Council, as the governing body of the Town of Vinton, Virginia. Attachments Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary Media Contacts: Botetourt County: Cody Sexton csexton@botetourtva.gov (540)928-2010 City of Roanoke: Tiffany Bradbury tiffany.bradbury@roanokeva.gov (540)853-6428 City of Salem: Mike Stevens mstevens@salemva.gov (540) 375-4112 Roanoke County: Amy Whittaker awhittaker@roanokecountyva.gov (540) 772-2010 Town of Vinton: Barry Thompson bthompson@vintonva.gov (540)983-6807 NEWS RELEASE: (For immediate release – Monday, March 16, 2020) Governments declare local emergencies in response to the public health concerns related to Coronavirus (COVID-19) Effective March 12, 2020, Governor Ralph S. Northam declared under the Executive Order that a State of Emergency exists in the Commonwealth of Virginia due to the potential spread of COVID-19, a communicable disease and public health threat. In response to this Executive Order, today Botetourt County, City of Roanoke, City of Salem, Roanoke County, and Town of Vinton governments took the precautionary measure of declaring local emergencies. The action enables the local governments to request state and federal resources should they become needed. Per the Virginia Department of Health, at this time, there are no confirmed cases of coronavirus in our region. The purpose of this emergency declaration is to give the local governments legal authority and flexibility to mobilize resources in response to this unprecedented public health threat for the protection of the communities. The action will also help ensure critical services and operations continue. Additionally, it allows the local governments to request mutual aid from regional, State, and other governmental entities. A joint statement from local leaders: • Botetourt County Administrator Gary Larrowe • City of Roanoke Manager Bob Cowell • City of Salem Manager Jay Taliaferro • Roanoke County Administrator Dan O’Donnell • Town of Vinton Manager Barry Thompson “Our top priority is protecting the health and safety of our residents. You can be assured that we, along with our elected officials, staff and particularly our public safety personnel, are actively engaged in monitoring and having discussions related to the Coronavirus pandemic. In this current environment, we will continue evaluating the way in which we provide services to the public. Our communities should be prepared for any adjustments, postponements, and cancellations that go into effect as we work together as a region to keep everyone safe. Thank you for your patience and anticipated cooperation.” ###### RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, APRIL 7, 2020, AT 7:00 P.M., AT THE VINTON WAR MEMORIAL, LOCATED AT 814 WASHINGTON AVENUE, VINTON, VIRGINIA WHEREAS, effective March 12, 2020, Governor Ralph S. Northam declared under the Executive Order that a State of Emergency exists in the Commonwealth of Virginia due to the potential spread of COVID-19, a communicable disease and public health threat; and WHEREAS, in response to this Executive Order, on March 16, 2020 Botetourt County, City of Roanoke, City of Salem, Roanoke County, and Town of Vinton governments took the precautionary measure of declaring local emergencies; the action enables the local governments to request state and federal resources should they become needed; however, per the Virginia Department of Health, at this time, there are no confirmed cases of coronavirus in our region; and WHEREAS, the purpose of this emergency declaration is to give the local governments legal authority and flexibility to mobilize resources in response to this unprecedented public health threat for the protection of the communities; to help ensure critical services and operations continue and to allow the local governments to request mutual aid from regional, State, and other governmental entities; and WHEREAS, Section 44-146.21 of the 1950 Code of Virginia, as amended, requires that such Declaration of Local Emergency be approved and confirmed by Town Council, as the governing body of the Town of Vinton, Virginia. NOW, THEREFORE, BE IT RESOLVED, by the Town Council of Vinton, Virginia, that the Declaration of Local Emergency, dated March 16, 2020, attached hereto and incorporated herein fully by reference, be, and the same hereby is approved and confirmed. This Resolution adopted on motion by _____________ and seconded by __________________, with the following votes recorded: AYES: NAYS: APPROVED: _____________________________________ Bradley E. Grose, Mayor ATTEST: _____________________________________ Susan N. Johnson, CMC, Town Clerk 1 Meeting Date April 7, 2020 Department Administration Issue Consider adoption of an Ordinance to ensure continuity of operations as a result of the COVID-19 (Coronavirus) pandemic Summary Localities have the authority during disasters to adopt ordinances to ensure the continuity of government in accord with the provisions of Section 15.2-1413 of the Code of Virginia. During a disaster, the Code of Virginia allows governing bodies of localities and other public entities to conduct certain meetings electronically, provided a continuity of government ordinance has been adopted. Electronic meetings can be conducted in a safe and healthy manner for the public safety, health and welfare for the governing body and all attendees/interested parties consistent with open government. The COVID-19 pandemic can make it impractical and unsafe, even life-threatening, for a quorum of the governing body to physically assemble in one location. The virus also makes it impractical and unsafe, as well as life-threatening, for the public to gather for public hearings, and the locality’s staff, to gather in the same location to participate in regular meetings. A continuity of government ordinance may be adopted during a declared “disaster” and for a period not to exceed 6 months following the end of the disaster. See § 15.2-1413 of the Code of Virginia. Declarations of Emergency and disaster have been made at all levels of government, including by the Governor and the Town's Director of Emergency Management, which declaration will be ratified at the April 7, 2020 meeting. The proposed Ordinance provides for continuity of government operations during the pendency of the COVID-19 pandemic. Town Council Agenda Summary 2 Attachments Ordinance Recommendations Motion to adopt Ordinance 1 ORDINANCE NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, APRIL 7, 2020, AT 7:00 P.M., AT THE VINTON WAR MEMORIAL, LOCATED AT 814 WASHINGTON AVENUE, VINTON, VIRGINIA AN EMERGENCY ORDINANCE TO EFFECTUATE TEMPORARY CHANGES IN CERTAIN DEADLINES AND TO MODIFY PUBLIC MEETING AND PUBLIC HEARING PRACTICES AND PROCEDURES TO ADDRESS CONTINUITY OF OPERATIONS ASSOCIATED WITH THE PANDEMIC DISASTER. WHEREAS, on March 12, 2020, Governor Ralph S. Northam issued Executive Order Fifty-One declaring a state of emergency for the Commonwealth of Virginia arising from the novel Coronavirus (COVID-19) pandemic; and WHEREAS, Executive Order Fifty-One acknowledged the existence of a public health emergency which constitutes a disaster as defined by Virginia Code § 44-146.16 arising from the public health threat presented by a communicable disease anticipated to spread; and WHEREAS, Executive Order Fifty-One ordered implementation of the Commonwealth of Virginia Emergency Operations Plan, activation of the Virginia Emergency Operations Center to provide assistance to local governments, and authorization for executive branch agencies to waive “any state requirement or regulation” as appropriate; and WHEREAS, on March 13, 2020, the President of the United States declared a national emergency, beginning March 1, 2020, in response to the spread of COVID-19; and WHEREAS, on March 11, 2020, the World Health Organization declared the COVID-19 outbreak a pandemic; and WHEREAS, on March 16, 2020, the Town of Vinton Director of Emergency Management declared a local emergency and the Town Council of the Town of Vinton confirmed that declaration on April 7, 2020; and WHEREAS, the Council finds that COVID-19 constitutes a real and substantial threat to public health and safety and constitutes a “disaster” as defined by Virginia Code §44-146.16 being a “communicable disease of public health threat;” and WHEREAS, Virginia Code § 15.2-1413 provides that Town Council, notwithstanding any contrary provision of law, may adopt an ordinance to assure the continuity of government operations during the disaster and for a period not to exceed six months following the disaster; and 2 WHEREAS, Virginia Code § 44-146.21(C) further provides that the locality may, during a declared local emergency, “proceed without regard to time-consuming procedures and formalities prescribed by law (except mandatory constitutional requirements) pertaining to performance of public work;” and WHEREAS, Virginia Code § 2.2-3708.2(A)(3) allows, under certain procedural requirements including public notice and access, that members of the Council may convene solely by electronic means “to address the emergency;” and WHEREAS, the open public meeting requirements of the Virginia Freedom of Information Act (“FOIA”) are limited only by a properly claimed exemption provided under that Act or “any other statute;” and WHEREAS, the Governor and Health Commissioner of the Commonwealth of Virginia and the President of the United States have recommended suspension of public gatherings of more than ten attendees; and WHEREAS, this emergency ordinance in response to the disaster caused by the COVID-19 pandemic promotes public health, safety and welfare and is consistent with the law of the Commonwealth of Virginia, the Constitution of Virginia and the Constitution of the United States of America. NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE TOWN OF VINTON, VIRGINIA: 1. That the COVID-19 pandemic makes it unsafe to assemble in one location a quorum for public bodies and the number of citizens who customarily attend public meetings and public hearings of such public bodies, including the Council, the Planning Commission, the Board of Zoning Appeals and all local and regional boards, commissions, committees and authorities created by the Council or to which the Council appoints all or a portion of its members (collectively “Public Entities” and individually “Public Entity”), or for such Public Entities to conduct meetings in accordance with normal practices and procedures. 2. That in accordance with Virginia Code § 15.2-1413, and notwithstanding any contrary provision of law, general or special, the following emergency procedures are adopted to ensure the continuity of government during this emergency and disaster: Any meeting or activities which require the physical presence of members of the Public Entities may be held through real time electronic means (including audio, telephonic, video or other practical electronic medium) without a quorum physically present in one location; and Prior to holding any such electronic meeting, the Public Entity shall provide public notice of at least three days in advance of the electronic meeting identifying how the public may participate or otherwise offer comment; and 3 Any such electronic meeting of Public Entities shall state on its agenda and at the beginning of such meeting that it is being held pursuant to and in compliance with this Ordinance; identify Public Entity members physically and/or electronically present, and whether they are physically or electronically present; identify the persons responsible for receiving public comment; and identify notice of the opportunities for the public to access and participate in such electronic meeting; and Any such electronic meeting of the Public Entities shall be open to electronic participation by the public and to in-person participation by the public to the extent that such in-person participation is consistent with good public health and guidance from state and federal authorities; and otherwise, shall be closed to in-person participation by the public; and For any matters requiring a public hearing, public comment may be solicited by electronic means in advance and shall also be solicited through telephonic or other electronic means during the course of the electronic meeting. All such public comments will be provided to members of the Public Entity at or before the electronic meeting and made part of the record for such meeting; and The minutes of all electronic meetings shall conform to the requirements of law, identify how the meeting was conducted, members participating, and specify what actions were taken at the meeting. The Public Entities may approve minutes of an electronic meeting at a subsequent electronic meeting and shall later approve all such minutes at a regular or special meeting after the emergency and disaster has ended. BE IT FURTHER ORDAINED that notwithstanding any provision of law, regulation or policy to the contrary, any deadlines requiring action by a Public Entity, its officers and employees of its organization shall be suspended during this emergency and disaster, however, the Public Entities, and officers and employees thereof, are encouraged to take such action as is practical and appropriate to meet those deadlines. Failure to meet any such deadlines shall not constitute a default, violation, approval, recommendation or otherwise. This extension of time is applied to, without limitation, action on administrative permits, such as zoning permits, subdivision plats, site plans, and similar deadlines. Likewise, any Town Council agenda item scheduled or proposed to be scheduled during the duration of the disaster shall be deemed continued for the duration of the effectiveness of this Ordinance, if the Public Entity does not take action on the agenda item during that timeframe, including those agenda items for which state or local law requires an affirmative action to be taken within a mandated timeframe and the failure to act otherwise would be deemed an approval. BE IT FURTHER ORDAINED that non-emergency public hearings and action items of Public Entities may be postponed to a date certain provided that public notice is given so that the public is aware of how and when to present their views. Specifically, the chair of any Public Entity is given the authority to reschedule public hearings or hold public hearings in alternative venues so as to ensure public participation consistent with public health. BE IT FURTHER ORDAINED that the provisions of this Emergency Ordinance shall remain in full force and effect for a period not to exceed six (6) months following the conclusion of the 4 disaster. Upon rescission by the Council or automatic expiration as described herein, this emergency ordinance shall terminate and normal practices and procedures of government shall resume. BE IT FURTHER ORDAINED that the policies, procedures, and meeting guidelines adopted by any Public Entity are suspended to the extent they are inconsistent with this Ordinance. BE IT FURTHER ORDAINED that the Town Manager is authorized and directed to restrict the public from entering or congregating around Town-owned buildings, facilities, and real property as is reasonably necessary to ensure the health, safety, and welfare of the public and Town staff. The Town Manager may cancel, postpone, or reschedule any events scheduled for any Town- owned building, facility, or property as necessary to ensure the health, safety, and welfare of the public and Town staff. Nothing in this Emergency Ordinance shall prohibit Public Entities from holding in-person public meetings and/or public hearings provided that public health and safety measures as well as social distancing are taken into consideration. An emergency is deemed to exist, and this ordinance shall be effective upon its adoption. This Ordinance adopted on motion made by ____________ and seconded by ________________, with the following votes recorded: AYES: NAYS: APPROVED: ___________________________________ Bradley E. Grose, Mayor ATTEST: ____________________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date April 7, 2020 Department Finance/Treasurer Issue Finance Committee Summary The Finance Committee met on March 11, 2020 and the following items were discussed at the meeting: • January 2020 Financial Statements • Greenway Budget Appropriation • Clearview Light Budget Appropriation • Budget Journal Entry Approval (To Legal) • Budget Update (Staff Progress) Attachments January 2020 Financial Report Summary Recommendations Motion to approve January 2020 Financial Report Town Council Agenda Summary Financial Report Summary January 31, 2020 Budget Budget Posted Posted Balance YTD General Fund 200 Revenues 7,527,870 3,435,770 427,214 3,599,878 164,108 105% Expenditures 7,527,870 5,050,994 649,553 4,883,513 (167,481) 97% Revenues over/(under) Expenditures (1,615,224) (222,339) (1,283,635) Grant Fund 250 Revenues 4,000 2,540,119 18,206 126,271 (2,413,848) 5% Expenditures 4,000 2,540,119 46,319 284,063 (2,256,056) 11% Revenues over/(under) Expenditures - (28,113) (157,792) Utility Fund 300 Revenues 3,722,500 1,841,390 132,911 2,033,608 192,218 110% Expenditures 3,722,500 2,172,407 270,340 1,984,734 (187,673) 91% Revenues over/(under) Expenditures (331,017) (137,429) 48,874 Capital Fund 400 Revenues 500,012 350,007 50,001 350,007 - 100% Expenditures 500,012 391,657 4,987 151,145 (240,512) 39% Revenues over/(under) Expenditures (41,650) 45,014 198,862 Stormwater Fund 600 Revenues 460,210 268,441 38,351 268,455 14 100% Expenditures 460,210 265,287 26,914 200,910 (64,377) 76% Revenues over/(under) Expenditures 3,154 11,437 67,545 Total All Funds Revenues 12,214,592 8,435,727 666,683 6,378,219 (2,057,508) 76% Expenditures 12,214,592 10,420,464 998,113 7,504,365 (2,916,099) 72% Revenues over/(under) Expenditures (1,984,737) (331,430) (1,126,146)