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HomeMy WebLinkAbout12/7/2021 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, December 7, 2021 AGENDA Consideration of: A. 6:00 p.m. - ROLL CALL AND ESTABLISHMENT OF A QUORUM B. MOMENT OF SILENCE C. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG D. UPCOMING COMMUNITY EVENTS/ANNOUNCEMENTS E. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS F. CONSENT AGENDA 1. Consider approval of minutes of Regular Meeting of November 16, 2021 2. Consider adoption of a Resolution accepting the donation of a flood sensor from the Center for Innovative Technology (CIT) and authorizing the Town Manager to execute any necessary documents for said donation and as approved by the Town Attorney. 3. Consider adoption of a Resolution appropriating funds in the amount of $25,662.00 from the Capital Fund to cover two projects that were incomplete at the end of FY2021. 4. Consider adoption of a Resolution appropriating $18,672.00 received from the Department of Motor Vehicles in Federal funds for Overtime Selective Enforcement, training, and equipment. G. AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS 1. Introduction of new Roanoke Valley Greenway Coordinator – Janet Scheid, Chair of the Roanoke Valley Greenway Commission Bradley E. Grose, Mayor Sabrina M. McCarty, Vice Mayor Keith N. Liles, Council Member Laurie J. Mullins, Council Member Michael W. Stovall, Council Member Vinton Municipal Building 311 South Pollard Street Vinton, VA 24179 (540) 983-0607 2 H. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda. I. TOWN ATTORNEY J. REPORTS FROM COMMITTEES 1. Finance Committee – Anne Cantrell K. TOWN MANAGER 1. BRIEFINGS 2. ITEMS REQUIRING ACTION a. Presentation of the June 30, 2021 Annual Comprehensive Financial Report by Brown Edwards & Company, LLP and consider adoption of a Resolution approving and accepting said Report – Anne Cantrell/Travis Gilmer with Brown Edwards b. Consider adoption of an Ordinance authorizing Premium Pay up to the amount of $138,869 from ARPA funds and Gratitude Bonus from the General Fund up to the amount of $37,813, from the Utility Fund up to the amount of $13,887 and from the Stormwater Fund up to the amount of $781 – Cody Sexton c. Consider adoption of a Resolution authorizing the Town Manager to execute a Memorandum of Understanding and Certification for Use of State and Local Fiscal Recovery Funds for the COVID-19 ARPA SLFRF Municipal Utility Assistance Program – Anne Cantrell d. Consider adoption of an Ordinance accepting and appropriating funds in the amount of $118,089.97 from the Commonwealth of Virginia for the COVID-19 ARPA SLFRF Municipal Utility Assistance Program – Anne Cantrell e. Consider adoption of a Resolution of Intent to begin formal discussions with the Western Virginia Water Authority (Authority) to develop a mutually beneficial comprehensive agreement to finalize the Authority’s acquisition of the Town’s utility system effective July 1, 2022 - Mayor 3. PROJECT UPDATES/COMMENTS L. COUNCIL M. MAYOR N. ADJOURNMENT Reasonable 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. 3 NEXT COMMITTEE/TOWN COUNCIL MEETINGS: December 21, 2021 – 6:00 p.m. – Regular Council Meeting Meeting Date December 7, 2021 Department Town Clerk Issue Consider approval of minutes of the Regular Meeting of November 16, 2021 Summary None Attachments November 16, 2021 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 16, 2021, 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, Vice Mayor Keith N. Liles Laurie J. Mullins Michael W. Stovall STAFF PRESENT: Pete Peters, Town Manager Cody Sexton, Assistant Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Jeremy Carroll, Town Attorney Anne Cantrell, Finance Director/Treasurer Fabricio Drumond, Police Chief Donna Collins, Human Resources/Risk Management Director The Mayor called the regular meeting to order at 6:00 p.m. The Town Clerk Council Member Council Member Stovall, Vice Mayor McCarty and Mayor Grose present. Roll call Before the Moment of Silence, Chief Drumond made brief comments reflection on the life of Michael D. Chandler. Officer Silence, Council Member Liles l Allegiance to the U.S. Flag. Under upcoming community events/ announcements, Vice Mayor McCarty announced the following: November 15-23 - Public Works begins decorating the Town for Christmas; November 25-26 – Town offices closed for Thanksgiving; December 1 - Christmas Store Front Decorating Contest with awards to be given out on December 13; December 2 – 6:00 p.m. – t Municipal Building followed by the Parade at 7:00 p.m.; December 14 – 5:30 p.m. – Santa Crawl through the Town; December 16 – 5:00 p.m. – Vinton Area Chamber of Commerce Holiday Open House - Charles R. Hill Community Center. Council Member Mullins made a motion to adopt the seconded by Council Member Liles and carried by the 2 Yeas (5) – Liles, Mullins, Stovall, McCarty, Grose; Nays (0) – None. November 2, 2021 The net item on the agenda was a briefing on Premium Pay from the American Rescue Plan Act of General Fund, Utility Fund and Stormwater Fund Cody Sexton action taken by the Federal Government in providing American Rescue Plan Act (ARPA) Session II in 2021, Town staff has developed a plan employees and essential public works employees The pay will be $3,000 for employees July 1, 2021 and $1,500 for those hired after July 1, 2021. For all other employees a gratitude bonus of $2,000 will be paid for those hired prior to July 1, 2021 and $1,000 for those hired after July 1, 2021. The premium pay of $138,869.00 will come from the ARPA funds and the gratitude bonus will come from the General Fund in an amount up to $37,813, the Utility Fund in an amount Stormwater Fund in an amount up to $781. Mr. Sexton further commented that one of the highest priorities is to support our front-line personnel, public works and public safety staff and this falls directly in line with the ARPA guidelines. The Mayor commented that he understood this was in line with what over localities are doing. Mr. Sexton enforcement personnel through constitutional officers and also aligns with what Roanoke County and other localities have done in the region. The updated Ordinance with the final numbers will be meeting for action. The next item on the agenda was a briefing on a Memorandum of Understanding and Certification for Use of State and Local Fiscal Recovery Funds for the COVID-19 ARPA SLFRF Municipal Utility Assistance Program. Anne Cantrell first commented that this Utility Assistance Program is very similar to the one through the CARES Act. The Town applied and we have been notified that we received $118 3 arrearage greater than 60 days from the time period between March 12, 2020 and August 31, 2021. In order to receive this funding, the Town has to have a fiscal agent. Roanoke County has agreed to be the Town’s fiscal agent and they will have a brie the matter at their meeting tomorrow. funding on at their December 7, 2021 meeting and Roanoke County will take action on December 14, 2021, which will allow us to meet the State certification deadline in January. Ms. Cantrell further commented that this Program will be easier to administer. Customers are not required to fill out an application. We have already done a pre- qualification test and as long as a customer has an arrearage, assistance and can apply the funds di outstanding balance. The next item on the agenda was a briefing on the COVID-19 Permanent Standard. Donna Collins first commented that the VOSH Permanent Standard was implemented on January 27, 2021. The Department of Labor and Industry has made updates to the these changes by November 8, 2021. Training sessions October 25th effective on Policies and implemented those changes in October. Ms. Collins next reviewed and commented on the list of changes included on the Cover Sheet as part of the agenda package. Under reports from Council Committees, Bo Committee which met on November 9, 2021. With regard to the signal updates, parts are scheduled to be shipped on December 17th scheduled for January at 3rd Avenue and the loop at By-Pass and Washington that is new loop has been ordered and will be scheduled for installation before Christmas. Hardy Road Street Light LED lights that will go up and down Hardy Road from By-Pass to the Town limits at a cost of approximately 4 and will be contacting AEP to get the project rolling soon. We hope to provide another update by the new Committee meeting. The bid opening for the paving was held on November 8th and we received one bid from Boxley at just under $800,000. The plan is to pave Ruddell, North and South Blair, Bowman Street, Dale Avenue and East Cleveland. The t from June to July so we can utilize two budget years to take advantage of the good price. With rega been installed out of 4,600 residential. With regard to the business, there is about 300 foot of stormwater drain that we are trying to put in. The two structures have been installed along with 150 foot of pipe and we are about two weeks from having that project completed. Geotech work is scheduled for the first of December and there is a meeting scheduled on Thursday to verify where we stand. The Town Manager Public Works Department on their completion of the Walnut Avenue stormwater repair. Council Member Stovall also commented on the great job done by the Public Works Department. Council Members commented on town staff, the success of the State of the County, Chamber Lunch and Learn and the 5th Brewery. Comments were also made concerning the employee bonuses and the Utility Assistance Program for the citizens State of the County, Chamber Veterans Breakfast for Town employees Guidelines for Council Meeting and expressed to Town staff. The next item on the agenda was a request to convene in Closed Session pursuant to Section 2.2- funds in the town- 5 public initially, the town’s financial interest would be adversely affected and Section 2.2- discussion of the award of a new or amended public contract concerning the town-owned sewer and water system, where discussion in an open session would negotiating strategy. Council Member Liles motion to convene in Closed Session; the motion was seconded by Vice Mayor McCarty and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Nays (0) – None. Council went into Closed Session at 6:40 p.m. At 8:09 p.m., the regular meeting reconvened and the Certification that the Closed Meeting was approved on motion by Council Member Liles; seconded by Vice Mayor McCarty and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) – Grose; Nays (0) – None. Certification of Closed Meeting Vice Mayor McCarty made a motion to adjourn the meeting; Member Liles and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Liles, Mullins, Stovall, McCarty, Grose; Nays (0) – None. The meeting was adjourned at 8:10 p.m. APPROVED: _______________________________ Bradley E. Grose, Mayor ATTEST: _________________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date December 7, 2021 Department Planning & Zoning Issue Consider adoption of a Resolution accepting the donation of a flood sensor from the Center for Innovative Technology (CIT) and authorizing the Town Manager to execute any necessary documents for said donation and as approved by the Town Attorney Summary The Commonwealth of Virginia, through the Center for Innovative Technology ("CIT"), has formally partnered with the Federal Department of Homeland Security ("DHS") in a flood sensor project. Based on a history of flooding and ongoing existing flood resiliency efforts, CIT identified the Town of Vinton as an ideal location for the flood sensor program in Virginia. Upon project completion, the flood sensor would be left in place and flood sensor ownership and cost of maintenance would revert to the Town of Vinton. It is the recommendation of Town Staff that Vinton Town Council accept this donation of the flood sensor from CIT. 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, DECEMBER 7, 2021 AT 6:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179. WHEREAS, the Commonwealth of Virginia, through the Center for Innovative Technology ("CIT"), has formally partnered with the Federal Department of Homeland Security ("DHS") in a flood sensor project; and WHEREAS, based on a history of flooding and ongoing existing flood resiliency efforts, CIT identified the Town of Vinton as an ideal location for the flood sensor program in Virginia; and WHEREAS, upon project completion, the flood sensor would be left in place and flood sensor ownership and cost of maintenance would revert to the Town of Vinton; and WHEREAS, it is the recommendation of Town Staff that Vinton Town Council accept a donation of the flood sensor from CIT. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve the following : 1. Council hereby accepts the donation of flood sensor from CIT, in accordance with the recommendation contained in the Council Agenda Report dated December 7, 2021. 2. The Town Manager is hereby authorized to take such further actions and execute all documents as may be necessary to accept, implement, administer, and maintain the flood sensor, said documents to be approved as to form by the Town Attorney. 3 The Town Clerk is hereby directed to transmit a copy of this Resolution to CIT along with a letter from Council expressing its appreciation and that of the citizens of the Town for its donation. 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 Meeting Date December 7, 2021 Department Finance/Treasurer Issue Consider adoption of a Resolution appropriating funds in the amount of $25,662.00 from the Capital Fund to cover two projects that were incomplete at the end of FY2021. Summary Two additional projects appropriated in Fiscal Year (FY) 2021 were incomplete at the end of the fiscal year and the two projects have expenditures recorded in FY2022 in line items that do not currently have a budget. Council is requested to appropriate said funds from the Capital Fund to appropriately account for current FY2022 expenditures. 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 7, 2021, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179. WHEREAS, two additional projects appropriated in Fiscal Year (FY) 2021 were incomplete at the end of the fiscal year; and WHEREAS, the two projects have expenditures recorded in FY2022 in line items that do not currently have a budget recorded; and WHEREAS, the Town is requesting budget funding to be appropriated in the Capital Fund by Town Council to appropriately account for current FY2022 expenditures. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve the following transaction: BUDGET ENTRY GENERAL LEDGER: 400.25100 Appropriations $25,662.00 400.25000 Estimated Revenue $25,662.00 FROM REVENUE: 400.1899.010 Re-Appropriated Fund Balance $25,662.00 TO EXPENDITURE: 400.4304.720 Window Replacement $18,500.00 400.4304.722 Lighting $ 7,162.00 This Resolution 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 Meeting Date December 7, 2021 Department Police Issue Consider adoption of a Resolution appropriating $18,672.00 received from the Department of Motor Vehicles in Federal funds for Overtime Selective Enforcement, training, and equipment. Summary The Department of Criminal Justice Services has approved a grant for the Police Department in the amount of $28,008.00 to include an in-kind match of $9,336.00, to be paid by the Vinton Police Department out of the Fuel and Maintenance and Repair line items. This funding, if approved by Council, will be used to pay officers up to $10,880.00 for overtime to work Selective Enforcement in the town and to fund $2,600.00 in DMV approved training and $5,192.00 to replace two RADAR Eagle 3. 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, DECEMBER 7, 2021, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179. WHEREAS, in September 2021 the Department of Motor Vehicles (DMV) approved a grant for our participation in the Selective Enforcement-Overtime for the total amount of $28,008.00, to include an in-kind match from the Town in the amount of $9,336.00, to be paid from the current Police Budget under Fuel and Maintenance/Repair budget expenditure accounts; and WHEREAS, the Police Department would use these grant funds for overtime selective enforcement hours and to participate in checkpoints with surrounding jurisdiction, as well as sending one officer to a DMV approved training and replacing two RADAR Eagle 3; and WHEREAS, the budget for the DMV portion of the grant, in the total amount of $18,672.00, needs to be appropriated to the following account numbers for financial tracking purposes. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve the following: BUDGET ENTRY: GENERAL LEDGER: 250.25100 Appropriations $18,672.00 250.25000 Estimated Revenue $18,672.00 FROM REVENUE: 250.1002.001 DMV Overtime Grant Revenue $18,672.00 TO EXPENDITURE: 250.1002.102 DMV Overtime Grant Overtime $10,880.00 250.1002.560 DMV Overtime Grant Training $ 2,600.00 250.1002.716 DMV Overtime Grant Equipment $ 5,192.00 TOTAL $18,672.00 2 This Resolution was adopted by 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 Meeting Date December 7, 2021 Department Administration Issue Introduction of new Roanoke Valley Greenway Coordinator Summary Janet Scheid, Chair of the Roanoke Valley Greenway Commission will introduce Frank Maguire, the new Roanoke Valley Greenway Coordinator Attachments None Recommendations No action required Town Council Agenda Summary Meeting Date December 7, 2021 Department Finance/Treasurer Issue Finance Committee Summary The Finance Committee met on November 15, 2021 and the following items were discussed at the meeting: • August 31, 2021 Financial Statements • September 30, 2021 Financial Statements • Flood Sensor Donation • Update Authorized Contacts on BOA Account • ARPA SLFRF Utility Assistance Program Award • ARPA Premium Pay/Mid-Year Bonus • Capital Project Rollover Appropriation • AY21 DMV Selective Enforcement Grant Attachments August 31, 2021 Financial Report Summary September 30, 2021 Financial Report Summary Recommendations Motion to approve August 2021 and September 2021 Financial Reports Town Council Agenda Summary Financial Report Summary August 31, 2021 Budget Budget Posted Posted Balance YTD General Fund 200 Revenues 8,032,258 522,108 455,937 762,728 240,620 146% Expenditures 8,032,258 1,328,365 529,825 1,110,234 (218,130) 84% Revenues over/(under) Expenditures (806,257) (73,888) (347,506) Grant Fund 250 Revenues 384,800 64,108 47,820 67,099 2,991 105% Expenditures 384,800 62,348 21,210 13,592 (48,756) 22% Revenues over/(under) Expenditures 1,759 26,609 53,507 Utility Fund 300 Revenues 4,513,595 774,944 632,482 750,982 (23,962) 97% Expenditures 4,513,595 1,399,169 542,820 689,781 (709,388) 49% Revenues over/(under) Expenditures (624,225) 89,662 61,202 Capital Fund 400 Revenues 835,000 1,178,603 45,833 91,667 (1,086,936) 8% Expenditures 835,000 1,207,661 423,971 448,971 (758,690) 37% Revenues over/(under) Expenditures (29,058) (378,138) (357,304) Stormwater Fund 600 Revenues 414,328 69,027 34,527 69,055 28 100% Expenditures 414,328 61,071 29,266 55,207 (5,865) 90% Revenues over/(under) Expenditures 7,956 5,262 13,848 Total All Funds Revenues 14,179,981 2,608,790 1,216,600 1,741,531 (867,259) 67% Expenditures 14,179,981 4,058,614 1,547,092 2,317,785 (1,740,830) 57% Revenues over/(under) Expenditures (1,449,824) (330,492) (576,254) Financial Report Summary September 30, 2021 Budget Budget Posted Posted Balance YTD General Fund 200 Revenues 8,032,258 1,412,917 857,016 1,619,744 206,828 115% Expenditures 8,032,258 2,056,045 540,437 1,650,671 (405,374) 80% Revenues over/(under) Expenditures (643,129) 316,579 (30,927) Grant Fund 250 Revenues 384,800 96,200 22,499 89,598 (6,602) 93% Expenditures 384,800 93,560 62,509 76,101 (17,459) 81% Revenues over/(under) Expenditures 2,640 (40,010) 13,497 Utility Fund 300 Revenues 4,513,595 935,827 152,678 903,660 (32,167) 97% Expenditures 4,513,595 1,707,796 355,462 1,045,243 (662,554) 61% Revenues over/(under) Expenditures (771,969) (202,784) (141,583) Capital Fund 400 Revenues 835,000 1,248,187 45,833 137,500 (1,110,687) 11% Expenditures 835,000 1,248,042 21,500 470,471 (777,571) 38% Revenues over/(under) Expenditures 145 24,333 (332,971) Stormwater Fund 600 Revenues 414,328 103,541 34,527 103,582 41 100% Expenditures 414,328 90,742 31,167 86,374 (4,368) 95% Revenues over/(under) Expenditures 12,799 3,360 17,208 Total All Funds Revenues 14,179,981 3,796,671 1,112,554 2,854,085 (942,586) 75% Expenditures 14,179,981 5,196,185 1,011,075 3,328,860 (1,867,326) 64% Revenues over/(under) Expenditures (1,399,514) 101,479 (474,775) Meeting Date December 7, 2021 Department Finance/Treasurer Issue Presentation of the June 30, 2021 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, 2021 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 7, 2021, 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 2021 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, 2021, and the results of the Town’s operations and cash flows of proprietary fund types for the year just ending on June 30, 2021, 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, 2021 audit. This Resolution 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 December 7, 2021 Department Town Administration Issue Consider adoption of an Ordinance authorizing Premium Pay up to the amount of $138,869 from ARPA funds and Gratitude Bonus from the General Fund up to the amount of $37,813, from the Utility Fund up to the amount of $13,887 and from the Stormwater Fund up to the amount of $781 Summary In the 2021 General Assembly Special Session II, the State approved the allocation of federal American Rescue Plan Act (ARPA) to the Compensation Board to provide a one-time $3,000 bonus payment for sworn sheriff’s, sheriffs’ deputies and regional jail officers. Although the Town does not have any compensation board positions, it would like to offer the same benefit to the public safety and public works employees whose job functions were critical to the community and who faced a higher level of potential transmission from working with the public. Section 15. 2- 1508 of the 1950 Code of Virginia, as amended, authorizes the governing body of any locality to pay monetary bonuses to its officers and employees and Town Council deems that it is in its best interests to authorize the payment of the proposed premium pay and gratitude bonuses to recognize the services rendered by Town officers and employees during these difficult economic times and would like to make this payment on December 14, 2021. Attachments Ordinance Recommendations Motion to adopt Ordinance Town Council Agenda Summary 1 ORDINANCE NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, DECEMBER 7, 2021, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179. WHEREAS, the 2021 General Assembly Special Session II approved the allocation of federal American Rescue Plan Act (ARPA) to the Compensation Board to provide a one-time $3,000 bonus payment for Compensation Board funded sworn sheriffs, sheriffs’ deputies and regional jail officers; and WHEREAS, the Town does not have any eligible compensation board positions but would like to offer a bonus to essential employees in recognition and appreciation of employees’ hard work and dedication during the COVID-19 pandemic; and WHEREAS, it is proposed that sworn positions of the Police Department and essential employees of the Public Works Department receive a $3,000 bonus of ARPA premium pay based on certain work criteria required for eligibility from the ARPA; and WHEREAS, it has been further proposed that all other full-time and part-time Town employees receive a gratitude bonus and that such bonuses be paid from the Town through operating budget transfers from each applicable Fund; and WHEREAS, Section 15. 2- 1508 of the 1950 Code of Virginia, as amended, authorizes the governing body of any locality to pay monetary bonuses to its officers and employees; and WHEREAS, the Vinton Town Council deems that it is in its best interests to authorize the payment of the proposed hazard pay and gratitude bonuses to recognize the services rendered by Town officers and employees during these difficult economic times and would like to make this payment on December 14, 2021. NOW THEREFORE, BE IT ORDAINED by the Council of the Town of Vinton, Virginia as follows: 1. The Town Manager is hereby authorized to pay hazard pay to public safety employees from ARPA Funds as follows: a. Full- time uniformed, sworn public safety employees and essential public works employees shall receive $3,000 in ARPA premium pay, if employed by July 1, 2021. b. Full- time uniformed, sworn public safety employees and essential public works employees shall receive $1,500 in ARPA premium pay, if employed after July 1, 2021. c. Such premium pay is not a true bonus, and reflects a retroactive payment of $13 per hour for a maximum of 231 hours as provided for in ARPA guidance provided by the United States Department of the Treasury. 2 d. Such total payments from appropriated ARPA funds may be up to the amount of $138,869. 2. The Town Manager is hereby authorized to pay a gratitude bonus to all other Town of Vinton employees as follows: a. All regular Full-Time employees not receiving premium pay shall receive a $2,000 bonus, if employed by July 1, 2021. b. All regular Full-Time employees not receiving premium pay shall receive a $1,000 bonus, if employed after July 1, 2021. c. All regular Part-Time employees not receiving premium pay shall receive a $500 bonus, if employed by July 1, 2021. d. All regular Part-Time employees not receiving premium pay shall receive a $250 bonus, if employed after July 1, 2021. e. Such total payments from the General Fund may be up to the amount of $37,813, from the Utility Fund may be up to the amount of $13,887, and from the Stormwater Fund may be up to the amount of $781. 4. The Vinton Town Council does hereby approve the transfers as shown on the attached Budget Transfers Detail Listing. This ordinance 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, CMC, Town Clerk BUDGET TRANSFERS - COUNCIL ACTION ITEM MOVE FUNDS TO: GL Account Description Amount 200.1100.101 SALARIES & WAGES 2,500.00 200.1100.201 SS/MEDICARE 191.00 200.1200.101 SALARIES & WAGES 2,400.00 200.1200.201 SS/MEDICARE 184.00 200.1203.101 SALARIES & WAGES 700.00 200.1203.201 SS/MEDICARE 54.00 200.1214.101 SALARIES & WAGES 4,600.00 200.1214.103 SALARIES & WAGES - PART-TIME 300.00 200.1214.201 SS/MEDICARE 375.00 200.1221.101 SALARIES & WAGES 900.00 200.1221.103 SALARIES & WAGES - PART-TIME 450.00 200.1221.201 SS/MEDICARE 103.00 200.3101.101 SALARIES & WAGES 6,000.00 200.3101.103 SALARIES & WAGES - PART-TIME 500.00 200.3101.201 SS/MEDICARE 497.00 200.4101.101 SALARIES & WAGES 2,150.00 200.4101.103 SALARIES & WAGES - PART-TIME 375.00 200.4101.201 SS/MEDICARE 193.00 200.7101.101 SALARIES & WAGES 1,000.00 200.7101.103 SALARIES & WAGES - PART-TIME 85.00 200.7101.201 SS/MEDICARE 83.00 200.7103.101 SALARIES & WAGES 3,300.00 200.7103.103 SALARIES & WAGES - PART-TIME 83.00 200.7103.201 SS/MEDICARE 259.00 200.7107.101 SALARIES & WAGES 1,700.00 200.7107.103 SALARIES & WAGES - PART-TIME 583.00 200.7107.201 SS/MEDICARE 175.00 200.7108.103 TOWN MUSEUM SALARIES-PT 500.00 200.7108.201 TOWN MUSEUM SS/MEDICARE 38.00 200.8101.101 SALARIES & WAGES 7,000.00 200.8101.201 SS/MEDICARE 535.00 37,813.00 250.1150.101 SALARIES & WAGES 129,000.00 250.1150.201 SS/MEDICARE 9,869.00 138,869.00 300.9400.101 SALARIES & WAGES 4,400.00 300.9400.103 SALARIES & WAGES - PART-TIME 600.00 300.9400.201 SS/MEDICARE 383.00 300.9405.101 SALARIES & WAGES 7,200.00 300.9405.103 SALARIES & WAGES - PART-TIME 700.00 300.9405.201 SS/MEDICARE 604.00 13,887.00 600.6200.101 SALARIES & WAGES 650.00 600.6200.103 SALARIES & WAGES - PART-TIME 75.00 600.6200.201 SS/MEDICARE 56.00 781.00 MOVE FUNDS FROM: GL Account Description Amount 200.1207.001 PARI-MUTUEL TAX 37,813.00 37,813.00 General Fund 250.1150.799 ARPA CAPITAL OUTLAY 138,869.00 138,869.00 Grant Fund 300.1899.009 RE-APPROPRIATED FUND BALANCE 13,887.00 13,887.00 Utility Fund 600.6200.302 CONTRACTUAL SERVICES 781.00 781.00 Stormwater Fund 191,350.00 191,350.00 1 Meeting Date December 7, 2021 Department Finance/Treasurer Issue Consider adoption of a Resolution authorizing the Town Manager to execute a Memorandum of Understanding and Certification for Use of State and Local Fiscal Recovery Funds for the COVID- 19 ARPA SLFRF Municipal Utility Assistance Program Summary On March 11, 2021 the President of the United States signed into law the American Rescue Plan Act (ARPA) to provide continued relief from the impact of the COVID-19 pandemic. The Town of Vinton (“Town”) has been notified that it has been awarded federal State and Local Recovery Funds (SLFRF) through the American Rescue Plan Act (ARPA) in the amount of $118,089.97. The award shall be used to directly assist residential municipal utility customers of Town of Vinton with arrearages greater than 60 days for the time period between March 12, 2020 and August 31, 2021. Roanoke County (“County”) has agreed to act as the Town’s fiscal agent as required by the Virginia Department of Housing and Community Development (“DHCD”) to facilitate assistance to eligible customers and both parties have agreed to a Memorandum of Understanding (“MOU”). In order to receive the SLFRF Funding, the Town and County must also complete a Certification for Receipt of Use of State and Local Fiscal Recovery Funds. Both the County Attorney and the Town Attorney have reviewed and approved the MOU and Certification as to form. The Finance Committee reviewed this matter at their November 15, 2021 meeting and Council was briefed on this matter at their November 16, 2021 meeting. Roanoke County briefed on this item at their November 17, 2021meeting and will take action on December 14, 2021. Attachments Memorandum of Understanding Certification for Receipt of Coronavirus Relief Fund Payments Resolution Town Council Agenda Summary 2 Recommendations Motion to adopt Resolution 1 MEMORANDUM OF UNDERSTANDING FOR COVID-19 MUNICIPAL UTILITY ASSISTANCE PROGRAM IMPLEMENTATION THIS MEMORANDUM OF UNDERSTANDING FOR COVID-19 MUNICIPAL UTILITY ASSISTANCE PROGRAM IMPLEMENTATION (“Memorandum”) is made and entered into the ____ day of December 2021, by and between the COUNTY OF ROANOKE (the “County”), and the TOWN OF VINTON (the “Authority”) (each a “Party” and jointly the “Parties”). BACKGROUND A. Federal ARPA Funds. On March 11, 2021 the President of the United States signed into law the American Rescue Plan Act (ARPA) to provide continued relief from the impact of the COVID-19 pandemic. B. Virginia’s Utility Assistance Program. The Commonwealth of Virginia has allocated a share of the State and Local Fiscal Recovery Funds to a Municipal Utility Assistance Program pursuant to section 602 of the Social Security Act, as added by section 9901 of the American Rescue Plan Act, Pub. L. No. 117-2 (Mar. 11, 2021) and appropriated in Item 479.20, Chapter 1, 2021 Acts of Assembly, Special Session II. C. Authority’s APRA SLFRF Award. As a water and/or wastewater service provider and eligible “municipal utility” within the meaning of the Program, the Authority applied to the State Corporation Commission (“SCC”) for a sub-allocation of the appropriated funds for the purpose of providing direct assistance to its customers in accordance with applicable federal and state laws, regulations and guidance (“SLFRF Rules”). The SCC and/or the Virginia Department of Housing and Community Development (“DHCD”) issued an award letter to Authority (Exhibit A hereto), committing to funding assistance for eligible customers of the Authority in a specified amount (“Authority SLFRF Funds”). D. Local Implementation. The County and the Authority desire to collaborate for the timely, effective and efficient implementation of the Program and provision of assistance to their eligible utility customers in accordance with the ARPA SLFRF Rules. The DHCD is responsible for assisting the SCC in the implementation of the Program and passing along awarded ARPA SLFRF funding to municipal utilities. On October 29, 2021, DHCD issued a letter providing additional information on the COVID-19 Municipal Utility Assistance Program (“DHCD Guidance”), which requires that the award to the Authority be disbursed through a partnering city or county serving as the fiscal agent with the Virginia Department of Accounts (“DOA”). The County is willing to serve as the required fiscal agent to facilitate assistance to eligible customers experiencing economic hardship due to the COVID-19 pandemic. AGREEMENT NOW, THEREFORE, in consideration of the mutual promises and obligations set forth in this Memorandum, including the recitals set forth above which are a material part of this Memorandum, the sufficiency of which is hereby acknowledged, the Parties agree as follows: 2 1. Fiscal Agent. The County agrees to act as the Authority’s fiscal agent as required by DHCD for the limited purpose of this Program. 2. Joint Certification. The County, in its capacity as fiscal agent, agrees to make the certification required by DHCD substantially in the form as shown in Exhibit B hereto (or any modification thereto made by DHCD and found to be agreeable by the County). 3. Funds Pass-Through. The County agrees to transfer the Authority ARPA SLFRF Funds to the Authority promptly upon the County’s receipt of such funds from DOA. 4. Compliance and Recordkeeping by Authority. The Authority agrees to comply with all applicable ARPA SLFRF Rules and maintain records of its expenditures of the Authority SLFRF Funds for a period of five years and provide the County with copies of such records at no expense upon its request. 5. Repayment and Indemnification by Authority. If the United States or the Commonwealth lawfully requires repayment of some or all of the Authority ARPA SLFRF Funds, the Authority agrees to repay such amount to the County (or directly to the United States or the Commonwealth as applicable) for such purpose within twenty (20) days of any such requirement. In addition, Authority agrees to indemnify and hold the County harmless from any liability to the United States or the Commonwealth resulting from any act or omission of the Authority in its administration of the Authority ARPA SLFRF Funds, including as a result of any violation by the Authority of the ARPA SLFRF Rules. In the event that any suit or proceeding is brought against the County by the United States or the Commonwealth, the Authority, upon notice given to it by the County, will pay all costs of defending the County in any such action or other proceeding, including attorney’s fees. In the event of any settlement or any final judgment being awarded against the County, either independently or jointly with the Authority, the Authority will pay such settlement or judgment in full, pay all costs and expenses thereof, and hold the County harmless therefrom. The Authority shall bear no responsibility for the acts or omissions of the County or its officers or employees. 6. Return of Unexpended Authority ARPA SLFRF Funds. If all of the Authority CRF Funds are not expended to assist utility customers by any applicable deadline under the Program such that Authority is obligated to return unexpended funds to the Commonwealth, the Authority and the County shall coordinate to accomplish the return of such funds in a timely manner in accordance with the ARPA SLFRF Rules. 7. Acknowledgment of Required Information. In accordance with the DHCD Guidance and related federal requirements for pass-through entities (2 C.F.R. §200.332), Authority hereby acknowledges receipt of Exhibit C hereto and the additional information set forth therein. 8. Further Cooperation. The Parties shall continue to cooperate with each other as reasonably necessary to confirm or bring about the transfers contemplated by this Agreement. 9. Term. This Memorandum shall be in effect from the date on which it is executed by the Parties through June 30, 2022. 3 10. Governing Law; Severability. This Agreement shall be construed in accordance with and governed for all purposes by the laws of the Commonwealth of Virginia. If any word or provision of this Agreement as applied to any Party or to any circumstance is adjudged by a court to be invalid or unenforceable, the same shall in no way affect any other circumstance or the validity or enforceability of any other word or provision. 11. Entire Agreement; Amendments. This Agreement contains the entire integrated agreement between the Parties as to the subject matter hereof and supersedes all previous written and oral negotiations, commitments, proposals and writings. No amendments may be made to this Agreement except by a writing signed by both Parties. 12. Counterparts; Signatures; Copies. This Agreement may be executed in counterparts, both of which shall be deemed an original, but all of which together shall constitute one and the same instrument. A facsimile or scanned signature may substitute for and have the same legal effect as an original signature. Any copy of this executed Agreement made by photocopy, facsimile or scanner shall be considered the original for all purposes. 13. Authorization. Each Party represents that its execution, delivery and performance under this Agreement have been duly authorized by all necessary action on its behalf, and do not and will not violate any provision of its charter or enabling legislation or result in a material breach of or constitute a material default under any agreement, indenture, or instrument of which it is a party or by which it or its properties may be bound or affected. [SIGNATURES TO FOLLOW] 4 IN WITNESS WHEREOF, the Parties hereto have caused the execution of this Memorandum of Understanding as of the date first written above. TOWN OF VINTON By: RICHARD W. PETERS, JR. TOWN MANAGER Approved as to form: ____________________________ Town Attorney COUNTY OF ROANOKE By: DANIEL R. O’DONNELL COUNTY ADMINISTRATOR Approved as to form: ____________________________ County Attorney __________________________________ Director of Finance Date [END OF SIGNATURES] State and Local Fiscal Recovery Fund Certification Form Page 1 Certification: CERTIFICATION FOR USE OF STATE AND LOCAL FISCAL RECOVERY FUNDS by COUNTY OF ROANOKE on behalf of TOWN OF VINTON We, the undersigned, represent the County of Roanoke and are working in partnership with the Town of Vinton (the utility), and we certify that: 1. On behalf of the Town of Vinton, the County of Roanoke is requesting the allotment of funding from the Commonwealth of Virginia’s share of the State and Local Fiscal Recovery Funds pursuant to section 602 of the Social Security Act, as added by section 9901 of the American Rescue Plan Act, Pub. L. No. 117-2 (Mar. 11, 2021) and appropriated in Item 479.20, Chapter 1, 2021 Acts of Assembly, Special Session II. 2. We understand that the Commonwealth of Virginia will rely on this certification as a material representation for distributing State and Local Fiscal Recovery funds to the County of Roanoke on behalf of the Town of Vinton. 3. We understand that it is our responsibility to ensure that funds are distributed by the County of Roanoke to the Town of Vinton for the approved uses of the State and Local Fiscal Recovery funds provided under section 602 of the Social Security Act will be used only to cover those costs that: a. are necessary expenditures incurred due to the public health emergency with respect to the Coronavirus Disease 2019 (COVID-19); or otherwise adhere to official federal guidance issued or that will be issued regarding what constitutes an eligible expenditure; and b. fulfill the purposes as appropriated by the General Assembly in Paragraphs B.1 and B.2 of Item 479.20, Chapter 1, 2021 Acts of Assembly, Special Session II. 4. We understand that funds provided pursuant to this certification are for necessary obligations incurred within the eligible program period for customer arrearages as of August 31, 2021, and must be expended to cover such obligations no later than February 28, 2022; and that any funds that are not obligated on or before February 28, 2022, by the County of Roanoke and the Town of Vinton, must be returned to Commonwealth of Virginia no later than March 31, 2022. 5. We understand that the County of Roanoke on behalf of the Town of Vinton will not be eligible to receive funding after the final certification deadline of January 21, 2022, from State and Local Fiscal Recovery Funds and the Town of Vinton may not commit to any such expenditures, pay any related expenses, or provide any such services from within existing resources not otherwise designated for such expenditures unless authorized by the General Assembly and the Governor in a future appropriation act. We further understand that after the State and Local Fiscal Recovery funds are expended, the program and related services will end at that time unless other fund sources have been appropriated for those purposes. State and Local Fiscal Recovery Fund Certification Form Page 2 6. We understand that expenditure of the State and Local Fiscal Recovery funds provided pursuant to this certification must adhere to official federal guidance issued or that will be issued regarding what constitutes a necessary and qualifying expenditure. Any State and Local Fiscal Recovery funds that cannot be expended by the Town of Vinton in a manner that adheres to official federal guidance shall be returned to the Commonwealth of Virginia so that it may be reprogrammed or returned to the federal government. I understand that any funds spent in violation of federal guidance may be subject to repayment by the County of Roanoke. 7. We understand that the County of Roanoke and the Town of Vinton are responsible for retaining documentation of all uses of the State and Local Fiscal Recovery funds, including but not limited to contracts, MOUs, past due account ledgers, and/or grant award documents. Such documentation shall be produced upon request. 8. We understand that the County of Roanoke and the Town of Vinton are responsible for maintaining proper accounting records to segregate these State and Local Fiscal Recovery expenditures from those supported by other fund sources and that all such records will be subject to audit. 9. We agree to follow and fully participate in reporting requirements issued by the Department of Accounts for the purposes of ensuring the Commonwealths’ compliance with federal reporting guidance for State and Local Fiscal Recovery funds. 10. We understand that State and Local Fiscal Recovery funds provided pursuant to this certification must be used for a qualifying purpose as stated in federal law and guidance and the Town of Vinton may not identify this qualifying category as revenue replacement unless prior permission has been granted by the Governor pursuant to Paragraph B.3.a of Chapter 1, 2021 Acts of Assembly, Special Session II. 11. We understand that any State and Local Fiscal Recovery funds received pursuant to this certification cannot be used for expenditures for which the Town of Vinton has received from any other emergency COVID-19 supplemental funding (whether state, federal, or private in nature) for that same expense nor may State and Local Fiscal Recovery funds be used for purposes of matching other federal funds unless specifically authorized by federal statute, regulation, or guideline. State and Local Fiscal Recovery Fund Certification Form Page 3 We certify that I have read the above certifications and my statements contained herein are true and correct to the best of our knowledge. City or County Chief Administrative Officer (CAO) Authorized Official Representing Municipal Utility Allocated Funds by SCC Name of City or County: COUNTY OF ROANOKE Name of Municipal Utility: TOWN OF VINTON Printed Name of CAO: DANIEL R. O’DONNELL Printed Name of Municipal Utility Official: RICHARD W. PETERS, JR. Signature: Signature: COUNTY ADMINISTRATOR TOWN MANAGER Please provide city/county DUNS number:062353610 Please provide municipal utility DUNS number: 0101574052 State and Local Fiscal Recovery Fund Certification Form Page 4 Certification Addendum Federal Requirements for information to be included in agreement between county/city and municipal utility §200.332 Requirements for pass-through entities. All pass-through entities must: (a) Ensure that every subaward is clearly identified to the subrecipient as a subaward and includes the following information at the time of the subaward and if any of these data elements change, include the changes in subsequent subaward modification. When some of this information is not available, the pass-through entity must provide the best information available to describe the Federal award and subaward. Required information includes: (1) Federal award identification. (Coronavirus State and Local Fiscal Recovery Funds (ARPA SLFRF), ALN 21.027.) (i) Subrecipient name (which must match the name associated with its unique entity identifier); The County of Roanoke (ii) Subrecipient's unique entity identifier; 062353610 (iii) Subaward Period of Performance Start and End Date; October 29, 2021, and March 31, 2022, deadline to return funds (iv) Subaward Budget Period Start and End Date; October 29, 2021, and March 31, 2022, deadline to return funds (v) Amount of Federal Funds Obligated by this action by the pass-through entity to the subrecipient; $118,089.97 (vi) Total Amount of Federal Funds Obligated to the subrecipient by the pass-through entity including the current financial obligation; $118,089.97 (vii) Total Amount of the Federal Award committed to the subrecipient by the pass- through entity; $118,089.97 (viii) Federal award project description, as required to be responsive to the Federal Funding Accountability and Transparency Act (FFATA); ARPA SLFRF: Municipal Utility Relief Program to Assist Residential Customers (ix) Name of Federal awarding agency, pass-through entity, and contact information for awarding official of the Pass-through entity; U.S. Treasury Department awarding agency / Commonwealth of Virginia pass-through entity / Contact for Pass-through Entity: Erik Johnston, Director, VA Department of Housing and Community Development, 600 East Main Street, Suite 300, Richmond, VA 23219, (804) 371-7000 State and Local Fiscal Recovery Fund Certification Form Page 5 (x) Assistance Listings number and Title; the pass-through entity must identify the dollar amount made available under each Federal award and the Assistance Listings Number at time of disbursement; CFDA Number and Title are 21.027, Coronavirus State and Local Fiscal Recovery Funds. (xi) Identification of whether the award is R&D; and This is not R&D award (xii) Indirect cost rate for the Federal award (including if the de minimis rate is charged) per §200.414. No indirect costs can be charged by county/city or municipal utility COVID-19 ARPA SLFRF Municipal Utility Relief Program Certification Addendum Appendix A: Utility Arrearage Analysis to Substantiate Residential Customer Pre- Qualification In order for the Commonwealth to authorize pre-qualification of the municipal utility’s residential customer population impacted by the COVID-19 pandemic (i.e., residential customers with 60+ day arrearages as of August 31, 2021), by municipal utilities participating in the COVID-19 ARPA SLFRF Municipal Utility Relief Program, each awarded municipal utility is required to demonstrate that the program population is experiencing negative economic impacts as a result of the pandemic. Pre- qualification is based on guidance from the U.S. Treasury indicating that it is acceptable to demonstrate that households receiving assistance are within a population that experienced a negative economic impact and endorsing use of categories of populations for program implementation purposes (e.g., populations that have experienced unemployment, have experienced increased housing or food insecurity, or are low- or moderate-income). Consistent with the population-based approach to identifying negative economic impacts, in the context of the Municipal Utility Relief Program the Commonwealth is requiring each municipal utility to answer one of the following comparative questions to demonstrate that 60+ day residential customer population arrearages have been negatively impacted as compared to the program population’s status prior to the pandemic. The following data backed analysis demonstrating negative economic impacts of the pandemic on the basis of increased residential customer population arrearages under either comparison test will authorize the municipal utility’s residential customer population group to be eligible without the need for individual customer attestations. All municipal utilities must complete this analysis. If the analysis demonstrates the negative economic impacts, the municipal utility will be required to pre-qualify their program population and provide this assistance to this entire population group without individual customer attestations. Municipal utilities, whose analysis does not prequalify the entire population group will be required to collect individual customer attestations. Utilities must submit with this Appendix accounting data supporting the selected option. 1. Comparison 1 (Accounts Receivable Comparison). Please provide the following or certify that the utility has the following: a. As of 2-29-2020 [or a billing cycle ended prior to March 1, 2020] i. Total Accounts Receivable Arrearage Balance / Annual Virginia jurisdictional Operating Revenues. Answer: 0.03 b. As of 8-31-2021 [or a billing cycle ended prior to September 1, 2021] i. Total Accounts Receivable Arrearage Balance plus CRF received in 2020 / Annual Virginia jurisdictional Operating Revenues. Answer: 0.05 c. Is 1.a. is less than 1.b.? Answer: YES (If YES, the municipal utility’s residential customer population meets the requirements for residential customer population pre- qualification.) OR 2. Comparison 2 (Arrearage Dollar Value Comparison) a. What is the dollar value of the municipal utility’s total 60+ day residential utility customer arrearages as of 8-31-2021 plus previously paid utility relief during the pandemic (e.g., CRF Municipal Utility Relief already paid or other utility relief paid that demonstrates the higher total arrearages that would otherwise be present)? Please note this figure can also COVID-19 ARPA SLFRF Municipal Utility Relief Program Certification Addendum Appendix A: Utility Arrearage Analysis to Substantiate Residential Customer Pre- Qualification be provided without including the additional utility relief provided during the pandemic. Answer: ____________________ b. What is the dollar value of the 1, 2, 3, 4 or 5 year average (circle one as applicable) of total 60+ day residential utility customer arrearages in the municipal utility’s most recent fiscal year(s) that ended pre-pandemic (i.e., before March 1, 2020). Answer: ____________________ c. Is 2.a. is greater than 2.b.? Answer: ____________________ (If YES, the municipal utility’s residential customer population meets the requirements for residential customer population pre-qualification.) OR 3. Comparison 3 (Percent of Customer Base Comparison) a. What is the percent of the municipal utility’s residential utility customer accounts with 60+ day arrearages out of all municipal utility customer accounts as of 8-31-2021? Answer: ____________________ b. What is the percent of the municipal utility’s residential utility customer accounts with 60+ day arrearages out of all municipal utility customer accounts as of 3-1-2020 (or as of the end of the most recent fiscal year that ended prior to 3-1-2020)? Answer: ____________________ c. Is 3.a. is greater than 3.b.? Answer: ____________________ (If YES, the municipal utility’s residential customer population meets the requirements for residential customer population pre-qualification.) For municipal utilities that are unable to complete Comparison 1, Comparison 2, or Comparison 3 but still think they could otherwise demonstrate their program population is experiencing negative economic impacts as a result of the pandemic compared to pre-pandemic times, please contact DHCD staff to discuss potential alternative means for computing and demonstrating such a comparison. 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, DECEMBER 7, 2021, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179. WHEREAS, on March 11, 2021 the President of the United States signed into law the American Rescue Plan Act (ARPA) to provide continued relief from the impact of the COVID-19 pandemic; and WHEREAS, the revenue received under the Coronavirus State and Local Fiscal Recover Funds of H.R. 1319 American Recovery Plan Act of 2021 (CSLRF) must only be spent for purposes authorized by the CSLRF, and applicable regulations, and by state law; and WHEREAS, the Town of Vinton (“Town”) has been notified that it has been awarded federal CSLFRF funds for the COVID-19 ARPA SLFRF Municipal Utility Assistance Program in the amount of $118,089.97; and WHEREAS, Roanoke County (“County”) has agreed to act as the Town’s fiscal agent as required by the Virginia Department of Housing and Community Development (“DHCD”) to facilitate assistance to eligible customers and both parties have agreed to a Memorandum of Understanding; and WHEREAS, in order to receive the CSLRF Funding, the Town and County must also complete a Certification for Use of State and Local Fiscal Recovery Funds. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby authorize the Town Manager to execute the Memorandum of Understanding and Certification for Use of State and Local Fiscal Recovery Funds in a form substantially similar to the one presented to Council and approved by the Town Attorney. This Resolution adopted on motion made by ________________, seconded by _____________________, with the following votes recorded: AYES: NAYS: APPROVED: ___________________________________ Bradley E. Grose, Mayor 2 ATTEST: Susan N. Johnson, CMC, Town Clerk 1 Meeting Date December 7, 2021 Department Finance/Treasurer Issue Consider adoption of an Ordinance accepting and appropriating funds in the amount of $118,089.97 from the Commonwealth of Virginia for the COVID-19 ARPA SLFRF Municipal Utility Assistance Program Summary On March 11, 2021 the President of the United States signed into law the American Rescue Plan Act (ARPA) to provide continued relief from the impact of the COVID-19 pandemic. The award shall be used to directly assist residential municipal utility customers of Town of Vinton with arrearages greater than 60 days for the time period between March 12, 2020 and August 31, 2021. The Town of Vinton (“Town”) has been notified that it has been awarded federal State and Local Recovery Funds (SLFRF) through the American Rescue Plan Act (ARPA) in the amount of $118,089.97. Roanoke County (“County”) has agreed to act as the Town’s fiscal agent as required by the Virginia Department of Housing and Community Development (“DHCD”) to facilitate assistance to eligible customers. The Ordinance presented formally accepts the award from Roanoke County and appropriates the funding within the Town’s Governmental Grant Fund. Attachments Ordinance Recommendations Motion to adopt Ordinance Town Council Agenda Summary 1 ORDINANCE NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, DECEMBER 7, 2021, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179. WHEREAS, on March 11, 2021 the President of the United States signed into law the American Rescue Plan Act (ARPA) to provide continued relief from the impact of the COVID-19 pandemic; and WHEREAS, the revenue received under the Coronavirus State and Local Fiscal Recovery Funds of H.R. 1319 American Rescue Plan Act of 2021 (CSLRF) must only be spent for purposes authorized by the CSLRF, and applicable regulations, and by state law; and WHEREAS, the Town of Vinton (“Town”) has been notified that it has been awarded federal CSLFRF funds for the COVID-19 ARPA SLFRF Municipal Utility Assistance Program in the amount of $118,089.97; and WHEREAS, Roanoke County (“County”) has agreed to act as the Town’s fiscal agent as required by the Virginia Department of Housing and Community Development (“DHCD”) to facilitate assistance to eligible customers. NOW, THEREFORE, BE IT ORDAINED that the Vinton Town Council hereby approves the following: 1. That the sum of $118,089.97 set aside in the County’s Grant Fund for the Town in the Commonwealth’s ARPA SLFRF Municipal Utility Assistance Program is formally accepted by the Town of Vinton; and 2. The sum of $118,089.97 is hereby appropriated to the Town’s Grant Fund to account for entries required for the ARPA SLFRF Municipal Utility Assistance Program. NOW, THEREFORE, BE IT FURTHER ORDAINED that the Vinton Town Council does hereby approve the following transaction: BUDGET ENTRY GENERAL LEDGER: 250.25100 Appropriations $118,089.97 250.25000 Estimated Revenue $118,089.97 FROM REVENUE: 250.1180.001 ARPA SLFRF Utility Revenue $118,089.97 TO EXPENDITURE: 250.1180.513 ARPA SLFRF Utility Expenditures $118,089.97 2 This Ordinance shall take effect from and after passage. 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 December 7, 2021 Department Town Council Issue Consider adoption of a Resolution of Intent to begin formal discussions with the Western Virginia Water Authority (Authority) to develop a mutually beneficial comprehensive agreement to finalize the Authority’s acquisition of the Town’s utility system effective July 1, 2022 Summary Vinton Town Council and Administration desire to provide the best rate and infrastructure stability, service, and water quality for current and future customers and realize the best way to do that is through a regional approach. Preliminary discussions have taken place over the past several months with the Western Virginia Water Authority and all parties agree that it is in the best interest for the customers of the Town and the Authority to operate under the Authority’s ownership. It is the desire of Council to begin formal discussions with the Authority as soon as possible to develop an agreement effective July 1, 2022. 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, DECEMBER 7, 2021, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179. WHEREAS, Vinton Town Council and Administration desire to provide the best rate and infrastructure stability, service, and water quality for current and future customers and realize the best way to do that is through a regional approach; and WHEREAS, the Western Virginia Water Authority (Authority) was formed in 2004 to enhance the well-being and quality of life for our regional community and currently meets the drinking water and sanitary sewer needs of a population of over 155,000 through better rate stability, drought protection, infrastructure planning and maintenance which supporting economic development in the entire valley through high quality and quantity of water, sewage treatment capacity and competitive rate structures; and WHEREAS, preliminary discussions have taken place over the past several months, and all parties agree that it is in the best interest for the customers of the Town and the Authority to operate under the Authority’s ownership; and WHEREAS, through the operation of the Town’s public water distribution and treatment system and the sanitary sewer collection system, customers will receive a high level of service and an investment in water supply, treatment and delivery that is more readily available and will allow the Town to be able to focus more of its time and funding on important community development projects such as transportation enhancements, improving the Town’s walkability, and improving storm water management; and WHEREAS, it is the desire of Council to begin formal discussions with the Authority to develop a mutually beneficial comprehensive agreement to finalize the Authority’s acquisition of the Town’s utility system effective July 1, 2022. NOW, THEREFORE, BE IT RESOLVED, BY THE COUNCIL OF THE TOWN OF VINTON, VIRGINIA, AS FOLLOWS: 1. The Town of Vinton certifies its intention to have formal discussions with the Authority regarding the Authority’s ownership and operation of the Town’s public water distribution and treatment system and the sanitary sewer collection system. 2. The Town Manager is authorized to negotiate and finalize a mutually beneficial comprehensive agreement to finalize the Authority’s acquisition of the Town’s utility system, said agreement to be approved by the Town Attorney and brought back to Council for action. 2 This Resolution was adopted by 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