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Home My WebLink About7/7/2020 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, July 7, 2020 at 7:00 p.m. 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. INVESTITURE SERVICE 1. Town Clerk administers Oath of Office to: a. Newly-elected Council Member – Laurie J. Mullins b. Re-elected Council Member – Keith N. Liles c. Re-elected Mayor – Bradley E. Grose 2. Mayor calls for nominations for Vice Mayor a. Town Clerk administers Oath of Office to Vice Mayor F. APPOINTMENTS: 1. Council-appointed Officers a. Barry W. Thompson, Town Manager b. Susan N. Johnson, Town Clerk c. Anne Cantrell, Treasurer/Finance Director d. Thomas L. Foster, Chief of Police e. Jeremy Carroll, Town Attorney 2. Council-appointed Committees a. Economic Development Committee b. Finance Committee c. Public Safety Committee d. Public Works Committee 3. Boards/Commissions/Committees Keith N. Liles, Council Member Sabrina McCarty, 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 4. Council to Appoint Acting Town Manager G. UPCOMING COMMUNITY EVENTS/ANNOUNCEMENTS H. CONSENT AGENDA 1. Consider approval of the minutes of the Regular Council Meeting of June 16, 2020 I. AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS J. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda. K. TOWN ATTORNEY L. TOWN MANAGER 1. BRIEFINGS a. Briefing on the applications for grant funds for the Gish Mill Redevelopment project from the Virginia Department for Historic Resources (DHR) Emergency Supplemental Historic Preservation Fund (ESHPF), and from the Virginia Department of Housing and Community Development (DHCD) Industrial Revitalization Fund (IRF) – Nathan McClung 2. ITEMS REQUIRING ACTION a. Consider adoption of a Resolution awarding an engineering design and construction services contract and authorizing the Town Manager to execute the contract with Rummel, Klepper and Kahl, (RK&K), LLP, for the Walnut Avenue Bicycle and Pedestrian Accommodations Project – W. Lee Avenue to 1st Street – Anita McMillan b. Consider adoption of a Resolution authorizing the Town Manager to file an application for allocation of Virginia Department of Transportation (VDOT) SMART SCALE funds for the Walnut Avenue Bicycle and Pedestrian Accommodations Phase 3 Project – Anita McMillan c. Consider adoption of a Resolution re-appropriating $86,145.00 from the FY 2021 Re-Appropriated Fund Balance to the Utility Fund Special Projects Expense Account for the Glade Creek Sanitary Sewer Line Relocation and Streambank Restoration Projects – Anne Cantrell d. Consider establishing the regular meeting schedule for FY 2020-2021 3. COMMENTS/UPDATES M. REPORT FROM COMMITTEES N. MAYOR O. COUNCIL 3 P. ADJOURNMENT NEXT TOWN COUNCIL/COMMITTEE MEETINGS: July 21, 2020 - 7:00 p.m. – Council Meeting – Council Chambers 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. Meeting Date July 7, 2020 Department Town Clerk Issue 1. Town Clerk administers Oath of Office to: a. Newly-elected Council Member – Laurie J. Mullins b. Re-elected Council Member – Keith N. Liles c. Re-elected Mayor – Bradley E. Grose 2. Mayor calls for nominations for Vice Mayor a. Town Clerk administers Oath of Office to Vice Mayor Summary None Attachments None Recommendations Town Clerk conducts Investiture Service Nominations and motion to elect Vice Mayor and Town Clerk administers Oath Town Council Agenda Summary Meeting Date July 7, 2020 Department Council Issue Appointments of Council-appointed Officers: a. Barry W. Thompson, Town Manager b. Susan N. Johnson, Town Clerk c. Anne Cantrell, Treasurer/Finance Director d. Thomas L. Foster, Chief of Police e. Jeremy Carroll, Town Attorney Summary Council needs to appoint the five Council-appointed Officers. Barry W. Thompson’s term as Town Manager will end on December 31, 2020 (his official retirement date). The other four Council-appointed Officers terms will end on June 30, 2022. Attachments None Recommendations Motion to approve appointments of Council-appointed Officers Town Council Agenda Summary Meeting Date July 7, 2020 Department Council Issue Appointments to Council-appointed Committees a. Economic Development Committee b. Finance Committee c. Public Safety Committee d. Public Works Committee Summary Council needs to make appointments to the Council-appointed Committees. Attachments Boards and Commissions Booklet Summary Page – Council Committees Recommendations Motion to approve appointments to Council-appointed Committees Town Council Agenda Summary July 2, 2020 ECONOMIC DEVELOPMENT COMMITTEE NAME ADDRESS INITIAL APPOINTMENT EXPIRES ACTION FINANCE COMMITTEE NAME ADDRESS INITIAL APPOINTMENT EXPIRES ACTION PUBLIC SAFETY COMMITTEE NAME ADDRESS INITIAL APPOINTMENT EXPIRES ACTION PUBLIC WORKS COMMITTEE NAME ADDRESS INITIAL APPOINTMENT EXPIRES ACTION 1 Meeting Date July 7, 2020 Department Council Issue Appointments to Boards/Commissions/Committees Summary Council needs to make appointments to the following: Comprehensive Economic Development Strategy (CEDS) Council Member Stovall and Chris McCarty’s terms expired June 30, 2020 and both are interested in being re-appointed. Council needs to re-appoint Council Member Stovall and Chris McCarty to new three-year terms beginning July 1, 2020 and ending June 30, 2023. Roanoke Valley-Alleghany Regional Commission Executive Committee Council needs to appoint Pete Peters to an unexpired term beginning August 1, 2020 to June 30, 2022, to replace Barry Thompson. Roanoke Valley Transportation Planning Organization (RVTPO) Council needs to appoint Council Member Stovall to a three-year term beginning July 1, 2020 and ending June 30, 2023 to fill the vacancy left by Janet Scheid and to re-appoint Council Member Liles to a new three-year term beginning July 1, 2020 and ending June 30 2023. Council also needs to appoint Anita McMillan as the non-voting member to a three-year term beginning July 1, 2020 and ending June 30, 2023 to replace Pete Peters. Roanoke Valley Regional Cable TV Committee Council needs to appoint Council Member Mullins to a term beginning July 1, 2020 to replace Council Member McCarty. Council also needs to appoint Susan N. Johnson as the Executive Member to a term beginning July 1, 2020 to replace Pete Peters. Agenda Summary 2 VML Policy Committee Due to COVID-19, VML has sent a memo indicating that they will keep the same committee memberships as last year. The Memo and current list are attached. Council needs to appoint Laurie Mullins to replace Janet Scheid on the Environmental Quality Policy Committee. Attachments Boards and Commissions Booklet Summary Page Memo from VML 2019 VML Policy Committee List Recommendations Nominate and motion to appoint individuals July 2, 2020 COMPREHENSIVE ECONOMIC DEVELOPMENT STRATEGY (CEDS) NAME ADDRESS INITIAL APPOINTMENT EXPIRES ACTION ROANOKE VALLEY – ALLEGHANY REGIONAL COMMISSION EXECUTIVE COMMITTEE NAME ADDRESS INITIAL APPOINTMENT EXPIRES ACTION ROANOKE VALLEY TRANSPORTATION PLANNING ORGANIZATION (TPO) NAME ADDRESS INITIAL APPOINTMENT EXPIRES ACTION ROANOKE VALLEY REGIONAL CABLE TV COMMITTEE NAME ADDRESS INITIAL APPOINTMENT EXPIRES ACTION April 29, 2020 To: VML Key Officials and Clerks From: Michelle Gowdy, Executive Director Subject: 2020 VML Policy Committee Appointments and Meetings We know that you are focused on keeping your local government operations running during the pandemic and we have come up with a process that we hope will lessen your workload for appointments to the VML policy committees this year. Instead of asking you to nominate members for the policy committees, we will keep the same committee memberships as last year -- with the proviso that we will make any changes that you tell us to make. The list of 2019 policy committee members is attached. If we do not hear from you, we will assume that your members stay the same. If you want to make changes, please email those to Joni Terry at jterry@vml.org by June 15. Changes due to spring elections can still be made until July 6. We are planning to hold the policy committee meetings during the week of July 20. We are currently holding meeting rooms for July 23 but are assuming now that these meetings will be held on-line and not in person. As such, we will schedule the policy meetings during that week of July 20 and let committee members know of the meeting date and time as we get closer to July. An explanation of the areas covered by the policy committees and an explanation of the policy process is attached. Please email Janet Areson (jareson@vml.org) if you have any questions. VML 2019 Policy Committee Nominations Please return this form by April 25 to Joni Terry at VML, P.O. Box 12164, Richmond, VA 23241; Fax 804/343-3758; email: jterry@vml.org Community & Economic Development Name & Title: Keith Liles, Vice Mayor____________________________________________________ Name & Title: Richard W. Peters, Assistant Town Manager/Director of Economic Development_______ Environmental Quality Name & Title: Janet Scheid, Council Member _______________________________________________ Name & Title: Anita McMillan, Planning & Zoning Director____________________________________ Finance Name & Title: _______Bradley E. Grose, Mayor_____________________________________________________ Name & Title: _______Anne Cantrell, Treasurer/Finance Director_______________________________________ General Laws Name & Title: _______Thomas L. Foster, Police Chief________________________________________________ Name & Title: _______Barry W. Thompson, Town Manager____________________________________________ Human Development & Education Name & Title: _______Sabrina McCarty, Council Member ____________________________________________ Name & Title: _______Donna Collins, Human Resources Director_______________________________________ Transportation Name & Title: _______Michael W. Stovall, Council Member __________________________________________ Name & Title: _______Joey Hiner, Public Works Director ____________________________________________ Signed: Locality: Town of Vinton (Mayor) Meeting Date July 7, 2020 Department Town Council Issue Council to appoint Acting Town Manager Summary Council needs to appoint an Acting Town Manager effective August 1, 2020 Attachments None Recommendations Motion to appoint Acting Town Manager effective August 1, 2020 Town Council Agenda Summary Meeting Date July 7, 2020 Department Town Clerk Issue Consider approval of the minutes of the Regular Council Meeting of June 16, 2020 Summary None Attachments June 16, 2020 minutes Recommendations Motion to approve minutes Town Council Agenda Summary 1 AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, JUNE 16, 2020, AT 7:00 P.M. BY ELECTRONIC COMMUNICATIONS PURSUANT TO SECTION 15.2-1413, CODE OF VIRGINIA (1950), AS AMENDED, AND ORDINANCE NO. 1016 MEMBERS PRESENT: Bradley E. Grose, Mayor Keith N. Liles, Vice Mayor Sabrina McCarty Janet Scheid Michael W. Stovall STAFF PRESENT: Pete Peters, Assistant Town Manager/Director of Economic Development Susan N. Johnson, Executive Assistant/Town Clerk Jeremy Carroll, Town Attorney Anne Cantrell, Finance Director/Treasurer Tom Foster, Police Chief Anita McMillan, Planning & Zoning Director OTHERS PRESENT: Debbie Adams, The Vinton Messenger Zoom with livestreaming on the Town of Vinton, Virginia Government Facebook Page. The Mayor The Town Clerk called the roll with Council Council Member Stovall, Mayor Grose present and announced there was a announced the names of staff and others present, Amendment 28 to 2020 Reconvened Session of the Virginia General Assembly and participating by electronic means. Roll call After a Moment of Silence, Vice Mayor Liles led the Pledge of Allegiance to the U.S. Flag. Under upcoming community events/ announced the following: Lancer Lot has opened back up; tentative Mingle at the Market dates are and July 25 with 5 Shades of Gray and Mountain Council Member Scheid approve the Consent Agenda, as presented; the Approved minutes of the Regular Council 2 motion was seconded by Council Member Stovall and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Stovall, Liles, Grose; Nays (0) – None. and June 2, 2020; adopted Resolution No. 2361 appropriating funds in the amount of $152.00 for the receipt of a check received for scrap metal property; adopted Resolution No. 2362 appropriating funds in the amount of $2,689.01 for the receipt of Vehicle that was intentionally damaged/ vandalized by residents Resolution No. 2363 appropriating funds in the amount of $3,425.00 for the receipt of Under awards, introductions, presentations and proclamations, the Mayor Proclamation honoring outgoing Council Member Scheid and showed a picture of the gift from Council. The next item on the agenda was the consideration of public comments regarding the Town of Vinton’s intention to apply for a Community Development Block Grant (CDBG) for the Town of Vinton - COVID-19 Response Project. The Mayor opened the Public Hearing at 7:11 p.m. Pete Peters first discussed during the first Public Hearing on June 2, 2020, Community Development (DHCD) has $6.6 million of CDBG Grant funds toward COVID- 19 response efforts. Town staff investigated opportunities where we c locally with the grant funds. We have prepared a $750,000 grant application to manufacturing of medical grade fabric settings. Also, the business anticipates making an investment of over $3.5 million toward the purchase of new equipment, which will allow them to increase their annual production by over two million linear feet of fabric. In addition, the expansion will allow them to hire 30 additional employees, which is important to the CDBG application and 16 of those positions income individuals or households. Public Hearing Opened 3 If we are successful in our application, we will utilize the funding as a reimbursement payment to the local business for the equipment that they purchase and as those hiring benchmarks are achieved. The Town has CDBG funds through the Down Revitalization Improvements, Cedar Avenue and W. Cleveland Avenue Housing Projects. There were no public comments. The Mayor closed the Public Hearing at 7:14 p.m. Council Member McCarty made a motion to approve the Resolution as presented; the motion was seconded by Vice Mayor Liles and carried by the following roll call Vote 5-0; Yeas (5) – Liles, Grose; Nays (0) – None. Public Hearing Closed Adopted Resolution No. 2364 authorizing the Town Manager to submit a 2020 CDBG COVID-19 Response Project as presented documents The next item on the agenda was to consider adoption of an Ordinance approving the Town of Vinton, Virginia budget for the fiscal year beginning July 1, 2020 and ending June 30, 2021. Anne Cantrell reviewed a PowerPoint presentation, which is on file in the Town Clerk’s Office as a part of the permanent record. The presentation included a breakdown of the total budget by fund, proposed budget highlights, position summary and the expenditure percentage breakdown. the Mayor and other Council appreciation to Town staff for the hard work on the challenging budget this year. Vice Mayor Liles Ordinance as presented; the motion was seconded by Council Member Scheid following roll c Vote 5-0; Yeas (5) – McCarty, Scheid, Stovall, Liles, Grose; Nays (0) – None. Adopted Ordinance No. 1018 approving the Town of Vinton, Virginia budget for the fiscal year beginning July 1, 2020 and ending June 30, 2021 The next item on the agenda was to consider appropriating funds in the amount of $706,693 from the Commonwealth of Virginia for the locally-based 4 Coronavirus Aid, Relief, and Economic Security (CARES) Act of 2020. Anne Cantrell first commented that a primary component of the CARES Act is $150 billion in assistance to state, local, territorial, and tribal governments for the direct impact of the COVID-19 pandemic. No t however, according to the Coronavirus Relief Fund (CRF) Agreement, Counties must make available a fair share to towns within their jurisdiction. Roanoke County has agreed to share or $706,693. expenses that the funds can be used for and that the Town is continuing to determine what is eligible on our list of expenditures. Some of the considerations are improvements to facilities, small equipment for teleworking and personnel costs and personal protective equipment. timing, a portion of our funds June 30th and we have to account for their portion Council appropriate the full balance of the grant and rolled forward for us to use in FY 2021. In response to a question regarding the 8.6%, Ms. Cantrell commented that is the percentage that is used to calculate sales tax that we receiv Roanoke County. would be received encumbered by December 30th. responded that the most recent information indicated that the funding needs to be spent by December 30th. The Town Attorney also commented that the initial guidance was that it had to be spent by December 30th. The Town Attorney asked if Roanoke County had proposed a contract. Ms. Cantrell responded they have not and are still discussion. They have offered to pay the expenses 5 through the Town at all. The Town Attorney further commented that he has seen other jurisdictions handle the funds this same way. potential for an audit and a repayment obligation if the money is spent for something that does not qualify and this c addressed in a contract. commented that our auditors are going to review the expenditures first and we will work with them to make sure they are comfortable with them before sending to the County. Council Member Scheid the Ordinance voting: Vote 5-0; Yeas (5) – Stovall, Liles, Grose; Nays (0) – None. Adopted Ordinance No. 1019 accepting and Virginia for the locally- Security (CARES) Act of 2020 The next item on the agenda was to consider and cost centers to balance these accounts in the FY 2019-2020 Budget. Anne Cantrell commented that each June we forecast out our accounts to see overspent move to those line items. Our auditor requires this because our budget is adopted by department. If we receive over the amount appropriated by Council. Council Member Stovall made a motion to adopt the Resolution as presented; the motion was seconded by Vice Mayor Liles and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) – McCarty, Scheid, Sto (0) – None. Adopted Resolution No. 2365 funds in the General Fund and Utility Fund balance these accounts in the FY 2019- 2020 Budget The next item on the agenda was to consider adoption of a Resolution in support of the reopening of Rosie’s Gaming Emporium. commented that Rosie’s closed the Vinton and four other they operate in five other States due to the COVID- 19 Pandemic. Rosie’s was quick to take action and created a re-opening plan that was agenda package called Rosie’s Extra- Unfortunately, historic horse racing facilities were 6 opening plan that took effect on June 5th. However, on that date it was estimated that 60% of similar facilities across the United States including facilities Tennessee had all reopened. This Resolution The plan is to submit this to the Governor’s Office reope will be released this coming Thursday. been allowed to reopen under Phase II. Council Member Stovall commented that he would send Council a direct email address to the Governor support of the reopening of Rosie’s. Pete Peters commented that he contacted the other gaming facility in Town and offered to do a similar would provide their reopening guidelines they plan to address the public safety. We have not received that information from them. Council Member McCarty made a motion to adopt the Resolution as revised seconded by Council Member Scheid voting: Vote 5-0; Yeas (5) – Stovall, Liles, Grose; Nays (0) – None. Adopted Resolution No. 2366 as revised in support of the reopening of Rosie’s Gaming Emporium The next item on the agenda was to consider adoption of a Resolution ratifying and approving the Town of Vinton Strategic Plan 2020-2025 Peters commented that on February 21, 2020, Council and the Leadership Team participated in a Services to help us develop a new strategic plan. The five-year Strategic Plan includes a new Mission Statement, Vision and Goals for the Town and this guiding documents for the next five-year period. The Plan will be posted on our Town website and social media. 7 Council Member Stovall and the Mayor commented on the importance of having a five- Council Member Scheid commented plan study that was a part of the retreat and the great momentum at the time the plan. She hoped at some time in the not too distant future, Council would be able to get back to both agreed implementing that plan. Resolution as presented; the motion was seconded by Council Member McCarty Vote 5-0; Yeas (5) – McCarty, Scheid, Stovall, Liles, Grose; Nays (0) – None. Adopted Resolution No. 2367 ratifying and approving the Town of Vinton Strategic Plan 2020-2025 Pete Peters commented that Roanoke City Council approved a measure to allow e- their Greenways and trails at Carvins Cove result of legislation passed by the General Assembly. If the Town takes no action e-bikes still waiting to see what Roanoke County is going to do. Council Member Scheid commented difference in the between paved, cinder surface and natural surface greenways. She felt that some of the greenways would be appropriate for Class 1 e-bikes, but that Class 2 or 3 e-bikes especially on the unpaved greenways. There will be issues. In response to a question from Vice Mayor Liles about the three classes of the e-bikes, Council Member Scheid commented that Class 1 does not have a throttle, is pedal assisted and can go up to 20 mph. Class 2 has a throttle and can go 20 mph and Class 3 has a throttle and can go up to 28 mph. Mr. Peters further commented any further updates back to Council. recommendation of the National Night Out Organization, the National Night Out Event originally scheduled for August 2, 2020 has been rescheduled to October 6, 2020. Chief Foster also announced that being planned for the community and more details will be provided at a later time. 8 Under reports from Council Committees, Anne Cantrell commented that the Finance Committee met electronically on June 9 meeting, the Committee reviewed the Scrap Metal, Dump Truck and Guardrail Damage Resolutions and the CARES Act Funding Budget Resolution The Committee also reviewed the April 2020 Financial Report, the FY 2021 budget and the June budget transfer Resolution. commented on the April Financial Summary Report that was a part of the agenda package and the total cash and investments available in April. Council Member Scheid made a motion to approve the April 2020 Financial Report as presented; the motion was seconded by Council Member Stovall and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Stovall, Liles, Grose; Nays (0) – None. Approved April 2020 Financial Report Under appointments to Boards/Commissions/ Committees, Vice Mayor Liles made a motion to Transit Company Board for a one- beginning July 1, 2020 and ending June 30, 2021; the motion was seconded by Counc Stovall members voting: Vote 5-0; Yeas (5) – McCarty, Scheid, Stovall, Liles, Grose; Nays (0) – None. Appointed Roanoke Transit Company Board for a one- ending June 30, 2021 The Mayor expressed appreciation to the Police Department for their involvement in a recent parade for a local citizen’s birthday. The Mayor next read prepared comments and expressed appreciation to outgoing Council Member Scheid for her service. The Mayor next commented Foster. Because of the COVID- many of the important events in Town have had to be cancelled. These events attract many visitors, friends. The idea is to hold a parties/social gatherings/reconnect events to allow us to reconnect and re-engage with each other as neighbors and friends. similar to the very family friendly National Night Out Events held by the Vinton Police Department and 9 departments. The Mayor next commented that these events will be State restrictions and recommendations that are in place at the time due to the COVID- He also suggested that they be held in the evening during the week so as to not interfere scheduled weekend events. Comments from Council Members: Council Member Stovall He next commented on the pot holes on Mountain View Road that need repairing and suggested that Town staff do a “meet and eat” in a local restaurant prior to some Council meetings. He expressed during the COVID-19 Pandemic. Council Member McCarty commented that the reconnecting events was a great idea, commented on the pot holes on Mountain View Road and then read prepared comments and expressed appreciation to outgoing Council Member Scheid. reconnecting events, doing a “meet and eat” before expre Member Scheid. Council Member Scheid expressed appreciation for all of the kind words and that she felt she has gotten more out of this experience than she has given. If she has made a little bit of difference, then selected her to serve to complete the term of Wes Nance and e Member Hare for all that Finance Committee. She also commented that the hiring of the Police Chief and Town Manager right after she was appointed to Council were two things that she was the proudest of got the right people in the Council Member McCarty made a motion to adjourn the meeting; the motion was seconded by Vice Mayor Liles and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – McCarty, Scheid, Stovall, Liles, Grose; Nays (0) – 10 APPROVED: ________________________________ Bradley E. Grose, Mayor ATTEST: ______________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date July 7, 2020 Department Planning and Zoning Issue Briefing on the applications for grant funds for the Gish Mill Redevelopment project from the Virginia Department for Historic Resources (DHR) Emergency Supplemental Historic Preservation Fund (ESHPF), and from the Virginia Department of Housing and Community Development (DHCD) Industrial Revitalization Fund (IRF). Summary The following grant opportunities from these two respective state governmental entities will allow for crucial activities outlined in the due diligence phase agreement to be completed, and necessary financial resources to be attained to promote the economic and constructive feasibility of the Gish Mill Redevelopment Project. More specifically, the DHR grant opportunity will allow for the completion of a Hydrologic and Hydraulic (H&H) Study, engineering services and construction activities necessary to stabilize the building and repair damages caused by Hurricanes Florence and Michael, as well as funding for completing and submitting a National Register nomination for this eligible historic property. Unlike the specificity of the DHR grant in relation to storm damage and mitigative activities, the DHCD IRF program is flexibly designed to so that funds can be used for a wide variety of revitalization and redevelopment activities such as rehabilitation or repair (including securing and stabilizing for subsequent reuse) of specific structures. The ultimate intent of the IRF program is to fund shovel-ready projects that will act as a catalyst to spark additional private investment and job creation in distressed areas. Attachments None Recommendations No Action Required Town Council Agenda Summary Meeting Date July 7, 2020 Department Planning and Zoning Issue Consider adoption of a Resolution awarding an engineering design and construction services contract and authorizing the Town Manager to execute the contract with Rummel, Klepper and Kahl, (RK&K), LLP, for the Walnut Avenue Bicycle and Pedestrian Accommodations Project – W. Lee Avenue to 1st Street. Summary On May 19, 2020, the Town Council adopted a Resolution to appropriate funds in the amount of $545,250.00 for the Walnut Avenue Bicycle and Pedestrian Accommodations Project – W. Lee Avenue to 1st Street. Funding for this Project has been secured through the Roanoke Valley Transportation Policy Organization’s (RVTPO) Surface Transportation Block Grant (STBG) Program (formerly known as Regional Surface Transportation Program/RSTP). The Project will be administered by a full-time Town staff member as required under the Virginia Department of Transportation (VDOT) Locally Administered Program (LAP). The Project is funded 100% by the grant, except the staff hours used in administering the grant. It is scheduled to be completed by December 2023. A Request for Proposals (RFP) to provide engineering design and construction services was issued on March 19, 2020, with a due date of April 28, 2020. The Town received seven Request for Proposals (RFP) and interviewed four firms. A Notice of Intent to Award was issued to RK&K on June 25, 2020. Town personnel and RK&K’s Project Manager, Jason Williams, are currently discussing the proposed scope of services, schedule and fees. 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, JULY 7, 2020, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 S. POLLARD STREET, VINTON, VIRGINIA WALNUT AVENUE BICYCLE AND PEDESTRIAN ACCOMMODATIONS PROJECT W. LEE AVENUE TO 1ST STREET WHEREAS, on September 21, 2017, staff submitted the Roanoke Valley Transportation Planning Organization’s (RVTPO) Regional Surface Transportation Program (RSTP)/Surface Transportation Block Grant (STBG) grant application for the Walnut Avenue Bicycle and Pedestrian Accommodations Project: W. Lee Avenue to 1st Street; in the amount of $545,250.00; and WHEREAS, on March 22, 2018, the Project was one of the listed projects that RVTPO approved and endorsed for the FY 19-24 RSTP/STBG Six-Year Financial Plan for inclusion in the Virginia Commonwealth Transportation Board (CTB) Six-Year Improvement Program; and WHEREAS, on December 13, 2019, the Town Manager executed the Virginia Department of Transportation (VDOT) Standard Project Administration Agreement Federal-aid Projects and Appendix A for the Project; and it was executed by authorized VDOT officials on January 16, 2020; respectively; and WHEREAS, on March 2, 2020, the approved, executed Standard Project Administration Agreement Federal-aid Projects and Appendix A, was received by Staff; and WHEREAS, the Town agrees to provide the administrative services to manage the grant through the completion of the Project; and WHEREAS, this is a reimbursable grant program; therefore, Town Council will have to authorize the monies be appropriated from the general revenue fund to the general expense fund for the engineering services, construction and the related expenses; and WHEREAS, on March 20, 2020, the Town advertised the Request for Proposals (RFP) for professional engineering design and construction services for the Project, and WHEREAS, by April 28, 2020, the date of closing of the RFP, the Town received seven (7) sealed proposals from qualified consulting engineering firms to provide the said services; and each proposal was given to the five voting-members of the Engineering Design and Construction Services Selection Committee to be reviewed and scored; and 2 WHEREAS, on May 19, 2020, Town Council adopted Resolution No. 2358, approving the budget entries for the Project; and WHEREAS, on June 16, 2020, June 17, 2020, and June 18, 2020, four of the engineering firms were invited to give technical presentations to and interviews via a virtual Zoom meeting with the Committee; and WHEREAS, at the conclusion of the interviews on June 18, 2020, and again on June 25, 2020, the Selection Committee discussed the strengths and weaknesses of each firm, and the firms were ranked; and WHEREAS, on June 25, 2020, Staff contacted the listed references as submitted by the top- ranked firm, and the Committee was briefed regarding the positive outcome of the reference checks; and WHEREAS, a Notice of Intent to award was issued to Rummel, Klepper and Kahl (RK&K), LLP, on June 25, 2020. NOW, THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby accept the proposal and authorizes the Town Manager to execute a contract with Rummel, Klepper and Kahl (RK&K), LLP, for the professional engineering design and construction services for the Walnut Avenue Bicycle and Pedestrian Accommodations Project: W. Lee Avenue to 1st Street in substantially the same form and substance as provided to Town Council during this meeting, with such completions, omissions, insertions and revisions not inconsistent with this Resolution which the Town Manager approves, including without limitation completions, omissions, insertions and revisions to the scope of work and fee, the Town Manager’s approval shall be evidenced conclusively by the execution and delivery thereof, and further authorizes the Town Manager to perform such other acts and execute and deliver such other documents as may be necessary to carry out the purposes and intent of this Resolution. 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 July 7, 2020 Department Planning and Zoning Issue Consider adoption of a Resolution authorizing the Town Manager to file an application for allocation of Virginia Department of Transportation (VDOT) SMART SCALE funds for the Walnut Avenue Bicycle and Pedestrian Accommodations Phase 3 Project – 5th Street to 1st Street. Summary The VDOT SMART SCALE grant funding is currently available, with applications for the grant due by August 3, 2020. In accordance with the Commonwealth Transportation Board (CTB) construction allocation procedures, it is necessary that a resolution be received from the sponsoring local jurisdiction requesting that VDOT establish a SMART SCALE project in the Town of Vinton. Improvements along the Walnut Avenue Corridor were identified in the Roanoke Valley Area Metropolitan Planning Organization (RVAMPO) Long Range Plan, the RVAMPO Transportation Improvement Program (TIP) FY 2021-2024; the RVAMPO 2006 Pedestrian Access to Commercial Centers Report; and the RVAMPO 2005 Regional Bikeway Plan. The Walnut Avenue Improvement Project was also identified in the 2010 Vinton Area Corridors Plan. Additionally, the Walnut Avenue Corridor is one of the eight designated Urban Development Areas (UDA) in the Town of Vinton, as adopted by Town Council on August 16, 2016. The Walnut Avenue Bicycle and Pedestrian Accommodations Phase 1 Project – 5th Street to Town West Limits, funded through the Surface Transportation Block Grant (STBG) funds is currently under the engineering phase. An engineering design and construction services contract for the Walnut Avenue Phase 2 Project – W. Lee Avenue to 1st Street, also funded by STBG funds, is about to be awarded. Improvements along the Walnut Avenue Corridor would provide Town Council Agenda Summary 2 safer bicycle and pedestrian access to Downtown Vinton and the Glade Creek Greenway, and the Roanoke Valley Greenway system. The Phase 3 Project will include bike lanes, sidewalks, curb and gutter, storm drain facilities and access management enhancements with an estimated cost of $5,821,545.00. VDOT Salem District personnel have been assisting Staff with the Project’s cost estimate and design plan details. The SMART SCALE application cycle falls on the even years, and the Town has submitted the same grant applications in 2016 and 2018. This grant application does not require a local from the Town. Attachments Proposed Project Budget Project Schematic Plans Resolution Recommendations Motion to adopt Resolution 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, JULY 7, 2020, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WALNUT AVENUE BICYCLE AND PEDESTRIAN ACCOMMODATIONS PROJECT PHASE 3 – 5TH STREET TO 1ST STREET A RESOLUTION authorizing the Town Manager for and on behalf of the Town of Vinton, to file an application for allocation of Virginia Department of Transportation (VDOT) SMART SCALE Program funds. WHEREAS, in accordance with the Commonwealth Transportation Board (CTB) construction allocation procedures, it is necessary that a Resolution be received from the sponsoring local jurisdiction requesting that VDOT establish a SMART SCALE Project in the Town of Vinton, Virginia; and WHEREAS, the prioritization process for SMART SCALE shall be based, at a minimum on the following factors: congestion mitigation, economic development, accessibility, safety, and environmental quality; and WHEREAS, improvements along Walnut Avenue Corridor were identified in the Roanoke Valley Area Metropolitan Planning Organization (RVAMPO) Long Range Plan, the RVAMPO Transportation Improvement Program (TIP) FY 2021-2024; the RVAMPO 2006 Pedestrian Access to Commercial Centers Report; and the RVAMPO 2005 Regional Bikeway Plan; and WHEREAS, the Walnut Avenue Improvement Project was identified in the 2010 Vinton Area Corridors Plan; which was incorporated into the Vinton Comprehensive Plan by ordinance on February 16, 2010; and WHEREAS, this Project is located within the Walnut Avenue Corridor, which is one of the eight designated Urban Development Areas (UDA) in the Town of Vinton, as adopted by Town Council on August 16, 2016; and WHEREAS, improvements along the Walnut Avenue Corridor, from 5th Street to 1st Street, will provide safer bicycle and pedestrian access to Downtown Vinton, the Glade Creek Greenway and the Roanoke Valley Greenway system; and WHEREAS, the addition of sidewalks, curb and gutter, defined vehicular entrances, and street lights will benefit the safety and aesthetics of this gateway corridor into the Town; and WHEREAS, the Walnut Avenue Bicycle and Pedestrian Accommodations Phase 1 Project – 5th Street to Town West Limits and Phase 2 Project – West Lee Avenue to 1st Street, which have been funded under the Surface Transportation Block Grant (STBG) funds, are in the engineering phase; and 2 WHEREAS, Walnut Avenue Corridor serves as a major connector for travelers from East Roanoke County and Bedford County to City of Roanoke, and the Phase 3 Project will complete the bicycle and pedestrian accommodations for the entire corridor which also serves Downtown Vinton and the Vinton Farmers’ Market. NOW, THEREFORE, BE IT RESOLVED, the Council of the Town of Vinton hereby endorses the SMART SCALE candidate project for Walnut Avenue Bicycle and Pedestrian Accommodations Phase 3 Project from 5th Street to 1st Street, and directs staff to formally apply for the grant under the Construction District Grant Program by the deadline of August 3, 2020. BE IT FURTHER RESOLVED, that the Town of Vinton hereby agrees to enter into a project administration agreement (PAA) with the Virginia Department of Transportation (VDOT) and provide the necessary oversight to ensure the project is developed in accordance with all state and federal requirements for design, right-of-way acquisition, and construction of a federally funded transportation project. BE IT FURTHER RESOLVED, that the Town of Vinton will be responsible for maintenance and operating costs of any facility constructed with SMART SCALE Program funds unless other arrangements have been made with VDOT. BE IT FURTHER RESOLVED, that if the Town of Vinton subsequently elects to cancel this Project, the Town of Vinton hereby agrees to reimburse VDOT for the total amount of costs expended by VDOT through the date VDOT is notified of such cancellation. The Town of Vinton also agrees to repay any funds previously reimbursed that are later deemed ineligible by the Federal Highway Administration (FHWA). 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 July 7, 2020 Department Treasurer/Finance Department Issue Consider adoption of a Resolution re-appropriating $86,145.00 from the FY 2021 Re-Appropriated Fund Balance to the Utility Fund Special Projects Expense Account for the Glade Creek Sanitary Sewer Line Relocation and Streambank Restoration Projects Summary By Resolution No. 2355 adopted on April 21, 2020 Council awarded a contract for the Glade Creek Sanitary Sewer Line Relocation Project to S.J. Conner & Sons, Inc. in the amount of $14,450.00 and a contract for the Glade Creek Streambank Restoration Project to Combs Land Solutions, DBA Summit Contracting in the amount of $59,980.00, with a total project cost not to exceed $89,430.00. Due to delays in permitting and re-certification for Responsible Land Disturber (RLD), only $3,285.00 of said funds were used by the end of FY 2019-2020 and it is necessary for Council to re-appropriate the remaining funds of $86,145.00 from the Re-Appropriated Fund Balance Account 300.1899.008 back to the Expense Account 300.9500.722 Special Projects for FY 2020- 2021. 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, JULY 7, 2020, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 S. POLLARD STREET, VINTON, VIRGINIA WHEREAS, by Resolution No. 2355 adopted on April 21, 2020 Council awarded a contract for the Glade Creek Sanitary Sewer Line Relocation Project to S.J. Conner & Sons, Inc. in the amount of $14,450.00 and a contract for the Glade Creek Streambank Restoration Project to Combs Land Solutions, DBA Summit Contracting in the amount of $59,980.00, with a total project cost not to exceed $89,430.00; and WHEREAS, in the same Resolution Council appropriated funds from four expense accounts in the Utility Fund to a Special Projects expense account in the Utility Fund in the amount of $89,430.00 and authorized the Town Manager to approve change orders on this project not to exceed a total amount of $10,000.00; and WHEREAS, due to delays in permitting and re-certification for Responsible Land Disturber (RLD), only $3,285.00 of said funds were used by the end of FY 2019-2020 and it is necessary for Council to re-appropriate the remaining funds of $86,145.00 from the Re- Appropriated Fund Balance Account 300.1899.008 back to the Expense Account 300.9500.722 Special Projects for FY 2020-2021. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve the following transaction: BUDGET ENTRY GENERAL LEDGER 300.25100 Appropriations $86,145.00 300.25000 Estimated Revenue $86,145.00 FROM REVENUE: 300.1899.009 Re-Appropriated Fund Balance $86,145.00 TO EXPENDITURE: 300.9500.722 Special Projects $86,145.00 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 July 7, 2020 Department Town Clerk Issue Consider establishing the regular meeting schedule for FY2020-2021 Summary Council needs to adopt the meeting schedule for FY2020-2021. This will include making August 4, 2020 a regular meeting date and cancelling the October 6, 2020 regular meeting for Council and staff to participate in the rescheduled National Night Out. Attachments Meeting Schedule for FY2020-2021 Recommendations Motion to adopt Meeting Schedule Town Council Agenda Summary VINTON TOWN COUNCIL MEETING SCHEDULE FOR FY 2020-2021 July 7, 2020 July 21, 2020 August 4, 2020 August 18, 2020 September 1, 2020 September 15, 2020 October 6, 2020 (National Night Out) October 20, 2020 November 3, 2020 November 17, 2020 December 1, 2020 December 15, 2020 January 5, 2021 January 19, 2021 February 2, 2021 February 16, 2021 March 2, 2021 March 16, 2021 April 6, 2021 April 20, 2021 May 4, 2021 May 18, 2021 June 1, 2021 June 15, 2021