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Home My WebLink About12/5/2023 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, December 5, 2023 AGENDA Consideration of: A. 6:00 p.m. - ROLL CALL AND ESTABLISHMENT OF A QUORUM AND CITIZEN GUIDELINES B. MOMENT OF SILENCE AND PLEDGE OF ALLEGIANCE TO THE U.S. FLAG C. COMMUNITY EVENTS/ANNOUNCEMENTS/COUNCIL ACTIVITIES D. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS E. CONSENT AGENDA 1. Consider approval of the minutes of the Regular Meeting of November 21, 2023 F. AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS 1. Recognition – Bo Herndon G. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda H. BRIEFINGS 1. EPA Brownfields Assessment Grant Work-Program Update - Town Manager/TRC Staff I. PUBLIC HEARING 1. Consideration of public comments on a Resolution authorizing the Town Manager to execute a Cooperative Agreement to accept a $500,000 Community-wide Brownfields Assessment Grant from the U.S. Environmental Protection Agency (EPA). Michael W. Stovall, Vice Mayor Keith N. Liles, Council Member Sabrina M. McCarty, Council Member Laurie J. Mullins, Council Member Vinton Municipal Building 311 South Pollard Street Vinton, VA 24179 (540) 983-0607 2 a. Open Public Hearing i. Report from Staff – Nathan McClung ii. Receive public comments iii. Council discussion and questions b. Close Public Hearing c. Consider adoption of a Resolution authorizing the Town Manager to execute a Cooperative Agreement to accept a $500,000 Community- wide Brownfields Assessment Grant from the U.S. Environmental Protection Agency (EPA). J. ITEMS REQUIRING ACTION 1. Presentation of the June 30, 2022, Annual Comprehensive Financial Report by Brown Edwards & Company, LLP and consider adoption of a Resolution approving and accepting said Report. – Andrew Keen K. TOWN ATTORNEY L. TOWN MANAGER’S PROJECT UPDATES/COMMENTS M. COUNCIL N. MAYOR O. ADJOURNMENT NEXT COMMITTEE/TOWN COUNCIL MEETINGS: November 7, 2023 – Canceled – Regular Council Meeting – Council Chambers December 11, 2023 – 3:00 p.m. – Finance Committee Meeting – TOV Annex December 12, 2023 – Employee Christmas Luncheon December 12, 2023 – 5:00 p.m. – Santa Crawl December 14, 2023 – 8:00 a.m. – Community Development Committee Meeting – TOV Annex December 19, 2023 – Canceled – Regular Council Meeting – Council Chambers NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT. efforts will be made to provide assistance or special arrangements to qualified individuals with disabilities in order to participate in or attend Town Council meetings. Please call (540) 983-0607 at least 48 hours prior to the meeting date so that proper arrangements may be made. Meeting Date December 5, 2023 Department Town Clerk Issue Consider approval of the minutes of the Regular Meeting of November 21, 2023 Attachments November 21, 2023 minutes Recommendations Motion to approve minutes Town Council Agenda Summary 1 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 6:00 P.M. ON TUESDAY, NOVEMBER 21, 2023, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA MEMBERS PRESENT: Bradley E. Grose, Mayor Michael W. Stovall, Vice Mayor Keith N. Liles Sabrina McCarty Laurie J. Mullins STAFF PRESENT: Pete Peters, Town Manager Cody Sexton, Deputy Town Manager Antonia Arias-Magallon, Town Clerk/Administrative Manager Andrew Keen, Finance Director/Treasurer Donna Collins, Human Resources/Risk Management Director Jeremy Carroll, Town Attorney Chasity Barbour, Community Events Manager Fabricio Drumond, Police Chief Tim Lawless, Deputy Police Chief Bo Herndon, Public Works Director Mayor Grose called the meeting to order at 6:00 p.m. The Town Clerk called the roll with Council Member Liles, Council Member McCarty, Council Member Mullins, Vice Mayor Stovall, and Mayor Grose present. After a Moment of Silence, Angie Chewning, Executive Director of the Vinton Area Chamber of Commerce, led the Pledge of Allegiance to the U.S. Flag. announcements, and Council Activities, Council Member Mullins announced the following: October 26 – Council Members Liles, Mullins, McCarty, and Mayor Grose attended the Towns Trick or Treating event downtown; October 27 - Liles, Vice Mayor Stovall, ribbon cutting; November 8 – November 9 – Mayor Grose, Vice Mayor Stovall, and Council Member Liles attended the Pollard 107 South ribbon cutting; November 11 – Mayor Grose attended Vinton’s first Veterans Ruck at the Vinton War Memorial; November 13 – Mayor Grose and Committee Meeting; November 16 – Council Members Mullins and McCarty attended the Public Works Committee Meeting; October 23 – Mayor 2 training; October 28 – Mayor Grose attended the Vinton Public Shredding Event. Vice Mayor Stovall made a motion to approve the Consent Agenda as presented; the motion was seconded by Council Member Mullins and carried Vote 5-0; Yeas (5) – Liles, Stovall, Grose; Nays (0) – None. October 17, 2023, and the Special Called Meeting of November 15, 2023. Under awards, introductions, presentations, and proclamations, Ms. Collins recognized Town employees who are also veterans. mentioned the Town’s Veteran Wall, the Veteran’s Ruck, and the incentive program for Veteran employees. Officer Jesse Dibble and Ms. Collins plan to do more for Veterans in the future. Town staff that was recognized were Mayor Grose, Brandon Alterio, Fabricio Drumond, Jesse Dibble, Sean McKittrick, and Douglas Aune. Mayor Grose expressed appreciation towards the Veteran employees. Under awards, introductions, presentations, and proclamations, Ms. Barbour and Ms. Chamber of Commerce and Vinton Community Programs. Ms. Chewning announced the Christmas Parade on November 30, 2023, at 7:00 p.m. in downtown Vinton. Ms. Barbour announced the Santa Crawl on December 12, 2023, at 5:00 p.m. in Vinton. Ms. Chewning commented on the appreciation towards Public Works for getting the lights up. Ms. Barbour and Ms. Chewning reviewed a PowerPoint presentation that will be available at the Town Clerk’s office as part of the permanent record. Barbour. Under awards, introductions, presentations, and proclamations, Chief Drumond commented on Hot Chocolate with a Cop on November 30 at 4:00 p.m. Chief Drumond expressed appreciation for Ms. Collins for all her help and the veterans recognition. Chief Drumond recognized Officer Justin Baker for his promotion to Detective 3 Under awards, introductions, presentations, and proclamations, Chief Drumond introduced Officer Jason Call to Council where they welcomed Mr. Call to Vinton and towards the Police Department. The next item on the agenda was the Consideration of public comments concerning the release of the Right and Option to Purchase a 3.56- acre tract that is in the Vinton Industrial Park – at the end of 3rd St (Tax ID 070.08-01-01.07-0000). Mayor Grose opened the Public Hearing at 6:40 p.m. Town Manager Peters commented on the property that is for sale at the Vinton Industrial Park. In 1986 when the Town sold the property, the Town had the first right of option to purchase the property if it gets sold again. The property was recently auctioned. After consultation with Council members and the Town Attorney, the Town agreed to release the right and option to purchase of the property. Hearing no comments, Mayor Grose Public Hearing at 6:44 p.m. Council Member Liles approve the Resolution authorizing the release of the Right and Option to Purchase a 3.56-acre tract that is in the Vinton Industrial Park – at the end of 3rd St (Tax ID 070.08-01-01.07-0000); the motion was seconded by Council Member McCarty and members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Mullins, Stovall, Grose; Nays (0) – None. Public Hearing Opened Public Hearing Closed Approval of Resolution No. 2575 authorizing the release of the Right and Option to Purchase a 3.56-acre tract that is in the Vinton Industrial Park – at the end of 3rd St (Tax ID 070.08-01- 01.07-0000). Under items requiring action under the agenda, there was a motion to consider the approval of the Town Council meeting schedule for Calendar Year 2024. Council Member Mullins approve the Resolution approving the Town Council meeting schedule for Calendar Year 2024; McCarty and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Mullins, Stovall, Grose; Nays (0) – None. Approval of the Town Council meeting schedule for Calendar Year 2024. 4 Town Attorney Carroll commented on the SNDA document for the Gish Mill agreement that was announced at the previous Council Meeting. The SNDA document was finalized and there were no changes to it since the previous meeting. The Town documents for Gish Mill are all set as well. Town Manager Peters commented on the Police Department being fully staffed. Town Manager Peters commented that the Mountain View Road Project should be starting on June 1, 2024. The Town will be building a stand-alone web page providing information on the project. Mountain View Road is getting completely rebuilt. Offices closing at noon tomorrow for the start of Thanksgiving. The Town Calendars should hopefully be delivered before Christmas. The Walnut Avenue parking lot is ready to be worked on. The project was delayed until after the parade and now will start on December 4th. The expectation is for the project March. Town Manager appreciation to the staff and their hard work. Under appointments to boards/commissions/ committees, Council Member Mullins motion to reappoint Richard W. Peters, Jr., to the Roanoke Valley Resource Authority, with the new term beginning on January 1, 2024, and ending on December 31, 2027; the motion was seconded by Council Member McCarty following roll call Vote 5-0; Yeas (5) – Liles, Stovall, Grose; Nays (0) – None. Roanoke Valley Resource Authority, with the new term beginning on January 1, 2024, and ending on December 31, 2027 Under reports from committees, Mr. Keen commented on the November 13, 2023, Finance Committee meeting. Mr. Keen commented that the committee Meeting. The Committee also discussed the funds that continue to remain high. Investments are over $9 million. succeeding over the proposed budget. Town is doing with finances. Vice Mayor Stovall made a motion to approve the financial statements for September 30, 2023, Approval of Financial Statements for September 30, 2023. 5 Liles, with all members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Mullins, Stovall, Grose; Nays (0) – None. Under reports from committees, Mr. Herndon commented on the November 16, 2023, Public Works Committee meeting. Mr. Herndon commented that the committee discussed the plan for paving. weather gets too tomorrow. weather left, so they are trying to get as much done until then. If they cannot finish, the contractors will come back in the spring. The new equipment for traffic signals has arrived. There have been some issues with the intersection camera on Vinyard Road and Hardy Road. The camera was disconnected, and Public Works is considering a replacement. On Bypass Road and Washington Avenue, there is a camera that helps block the sun from messing with the camera. Public Works will test that one on the Vinyard Road and Hardy Road intersection to see if the sun is the issue. A few residents requested stop signs at the intersection of E. Cleveland Avenue and S. Poplar Street. The Town has decided that they are not going to put stop signs there because there is not an equal amount of traffic on all four traffic ways. Instead, the Town took the option of street parking away from 300 Cleveland to the telephone pole so that there is a better sight for drivers. Public Works continue until December 15. Public Works is starting a new project by going through the whole town and replacing signs. The plan is to break it up into zones, make a list of signs that need to be ordered, and then go through replacing them. The last item opportunity to switch refuse trucks to the one- armed bandit. Public Works is going to come up with a pros and cons list. Council expressed appreciation for the Town events and decorations, shred event, Renee’s restaurant, Town Staff, and the 6 Mayor Grose commented on the improvements to the M.A. Banks Park that were worked on by Lowe’s Home Improvement. commented on the shred event, Trick or Treat at the Town, the Veterans luncheon, and the Pollard 107 South ribbon cutting. Council Member Liles made a motion to adjourn the meeting; the motion was seconded by Council Member McCarty following vote, with all members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Mullins, Stovall, Grose; Nays (0) – None. The meeting was adjourned at Meeting adjourned APPROVED: _________________________________ Bradley E. Grose, Mayor ATTEST: _________________________________ Antonia Arias-Magallon, Town Clerk Meeting Date December 5, 2023 Department Public Works Issue Recognition of Kevin Orange Summary Recognizing Kevin Orange for his extraordinary service and dedication to the Town of Vinton. Attachments None Recommendations None Town Council Agenda Summary Meeting Date December 5, 2023 Department Planning & Zoning Issue Briefing on EPA Brownfields Assessment Grant Program Summary TRC will be giving a briefing on the EPA Brownfields Assessment Grant Program and their previous work with the Town. Attachments None Recommendations None Town Council Agenda Summary Meeting Date December 5, 2023 Department Planning & Zoning Issue Consider adoption of a Resolution authorizing the Town Manager to execute a Cooperative Agreement to accept a $500,000 Community-wide Brownfields Assessment Grant from the U.S. Environmental Protection Agency (EPA). Summary A briefing held at the October 17th Council Meeting covered details concerning the Town of Vinton being awarded a $500,000 Community-wide Brownfields Assessment Grant from the EPA and of the intention to hire an environmental consulting firm to assist with the grant administration, conduction of environmental assessments, preparation of conceptual site plans, the establishment of marketing materials, and assistance with the coordination of the steering committee. Since the official award notification, Town staff worked with the EPA to complete the pre-contract aspects of the grant award. Subsequent to completing the pre-contract tasks in August, the Town has since been offered the Cooperative Agreement to formally accept the reimbursable grant funds that became available as of October 1st, 2023. The purpose of the EPA Community-wide Brownfields Assessment Grant is to evaluate underutilized commercial properties and/or perceived brownfields sites throughout the community that are in need of revitalization by performing Phase I and Phase II Environmental Assessments at each identified location. The program will also allow for the development of design concept plans, site specific remediation/redevelopment plans, and marketing materials to be created for each site, with the hope of engaging potential developers to consider taking on the redevelopment project. Attachments Agenda Summary Resolution Cooperative Agreement Recommendations Motion to adopt Resolution 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, DECEMBER 5, 2023, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179. WHEREAS, the U.S. Department of Environmental Protection Agency (EPA) desires to promote the restoration and redevelopment of brownfield sites and to address environmental problems or obstacles to reuse so that such sites can be effectively marketed to new economic development prospects; and WHEREAS, the U.S. Department of Environmental Protection Agency (EPA) administers a Community-wide Brownfields Assessment Grant to assist with local government efforts to identify and promote the redevelopment of brownfields sites within their communities; and WHEREAS, the Town of Vinton successfully applied and has been awarded a $500,000 Community-wide Assessment Grant from the EPA, has successfully completed the pre-contract terms of the grant award, and entered into a Cooperative Agreement with the EPA; and WHEREAS, the EPA and the Town of Vinton desire to set forth their understanding and agreement as to the payout of the Grant, and use the Grant proceeds, the obligations of the Grantee; and WHEREAS, the redevelopment of brownfield sites and addressing environmental problems or obstacles to reuse constitutes a valid public purpose for the expenditure of public funds and is the animating purpose in making the Grant. WHEREAS, Section 15.2-2507 of the 1950 Code of Virginia, as amended, requires any locality to hold a Public Hearing in order to amend its budget when any such amendment exceeds one percent (1%) of the total expenditures show in the currently adopted budget; and WHEREAS, the Notice of this Public Hearing was advertised in The Vinton Messenger on November 23, 2023, respectively. NOW, THEREFORE, BE IT RESOLVED, BY THE COUNCIL OF THE TOWN OF VINTON, VIRGINIA, AS FOLLOWS: 1. The Cooperative Agreement is hereby approved in a form substantially similar to the one presented to Council and approved by the Town Attorney. 2. The Town Manager is hereby authorized, for and behalf of the Town, to execute and then deliver the Cooperative Agreement in furtherance of the same. 2 3. The Vinton Town Council does hereby approve the following accounting transaction to be appropriated for the total of the grant: BUDGET ENTRY GENERAL LEDGER: 15010000-334401 Appropriations $500,000.00 15010000-334404 Estimated Revenue $500,000.00 FROM REVENUE: 15013255-321326 Brownfield Grant Revenue $500,000.00 TO EXPENDITURE: 15013256-503000 Contractual Services $500,000.00 TOTAL $500,000.00 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: ______ Antonia Arias-Magallon, Town Clerk Meeting Date December 5, 2023 Department Finance/Treasurer Issue Presentation of the June 30, 2022 Annual Comprehensive Financial Report by Brown Edwards & Company, LLP and consider adoption of a Resolution approving and accepting said Report Summary Representatives of Brown Edwards have been working with the Treasurer/Finance Director in order to prepare the audited financial statements for the Town. The firm’s responsibility is to express an opinion on these financial statements based on their audit. In their opinion, the general purpose financial statements present fairly in all material respects, the financial position of the Town as of June 30, 2022 and the results of its operations and cash flows of proprietary fund types for the year ended in conformity with generally accepted accounting principles. Attachments Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, DECEMBER 5, 2023, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179 WHEREAS, Section 15.2-2511 of the 1950 Code of Virginia, as amended, requires that the Town issue annually a report on its financial accounts and records by a third party certified public accountant; and WHEREAS, the Finance Department/Treasurer’s Office worked with an independent third-party accounting firm of Brown Edwards & Company, L.L.P.; and WHEREAS, John Aldridge of Brown Edwards & Company has forwarded his firm’s 2022 audit to the Town Council for review; and WHEREAS, the firm’s opinion letter stated that the financial statements present fairly, in all material respects, the financial position of the Town as of June 30, 2022, and the results of the Town’s operations and cash flows of proprietary fund types for the year just ending on June 30, 2022, is in conformity with generally accepted accounting principles. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby receive and accept the Town’s June 30, 2022 audit. This Resolution was adopted on motion made by __________, seconded by _____________, with the following votes recorded: AYES: NAYS: APPROVED: Bradley E. Grose, Mayor ATTEST: _______ Antonia Arias-Magallon, Town Clerk