HomeMy WebLinkAbout3/2/2021 - Regular1
Vinton Town Council
Regular Meeting
Tuesday, March 2, 2021 at 7:00 p.m.
PARTICIPATION WILL BE BY ELECTRONIC COMMUNICATIONS PURSUANT
TO SECTION 15.2-1413, CODE OF VIRGINIA (1950), AS AMENDED,
ORDINANCE NO. 1016 AND SECTION 4-0.01(G) OF CHAPTER 1289 OF THE
2020 ACTS OF THE VIRGINIA GENERAL ASSEMBLY
The Vinton Town Council will hold its regular meeting at 7:00 p.m. on Tuesday, March 2,
2021, using electronic communication means without the public being present in the
Council Chambers. Participation by Council members, staff, and the public will only be available
through electronic means. The public will have access to observe this regular meeting of
Town Council through a livestream on the Town’s Facebook page at www.facebook.com/
vintonva. Citizens may register to speak at this Council Meeting by calling the Town
Clerk’s Office at 540-983-0607 or sending an email to sjohnson@vintonva.gov by 12 Noon
on Monday, March 1, 2021. Once registered, the citizen who wishes to address Council will
be provided the Zoom meeting information and will be allowed to join the meeting and
address Town Council by electronic means.
AGENDA
Consideration of:
A.CALL TO ORDER
B.CONFIRMATION THAT MEETING IS BEING HELD IN ACCORDANCE WITH
ORDINANCE NO. 1016 AND SECTION 4-0.01(G) OF CHAPTER 1289 OF THE 2020
ACTS OF THE VIRGINIA GENERAL ASSEMBLY AND ROLL CALL
C.MOMENT OF SILENCE
D.PLEDGE OF ALLEGIANCE TO THE U. S. FLAG
E.UPCOMING COMMUNITY EVENTS/ANNOUNCEMENTS
F.REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA
ITEMS
G.CONSENT AGENDA
1.Consider approval of minutes of the Regular Council Meeting of February 16,
2021
H.AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS
Bradley E. Grose, Mayor
Sabrina M. McCarty, Vice Mayor
Keith N. Liles, Council Member
Laurie J. Mullins, Council Member
Michael W. Stovall, Council Member
311 South Pollard Street
Vinton, VA 24179
(540)983-0607
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1. Introduction of new Police Officer – Chief Drumond
2. Vinton Historical Society/History Museum Report – Randy Layman
I. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and
questions for issues not listed on the agenda.
J. TOWN ATTORNEY
K. TOWN MANAGER
1. BRIEFINGS
a. Briefing on a proposed lease agreement with Cargill Animal Nutrition for
the use of eight vacant lots that are adjacent to the mill for the purpose of
temporary parking for trailers and an employee parking area – Town
Manager
b. Briefing on proposed Amendment No. 3 to Agreement for Application
Hosting and Technology Support Services between Avenu Enterprise
Solutions, LLC and the Town – Anne Cantrell
c. Briefing on Resolution to appropriate $35,000 from Fund Balance to the
Utility Fund Special Projects Expense Account for unresolved change
orders on the Glade Creek Sanitary Sewer Line Relocation Project –
Anne Cantrell
2. ITEMS REQUIRING ACTION
3. PROJECT UPDATES/COMMENTS
L. APPOINTMENTS TO BOARDS/COMMISSIONS/COMMITTEES
M. REPORTS FROM COUNCIL COMMITTEES
N. MAYOR
O. COUNCIL
P. ADJOURNMENT
NEXT COMMITTEE/TOWN COUNCIL MEETINGS:
March 5, 2021 – 1:00 p.m. – 5:00 p.m. – Council Retreat
NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT.
efforts will be made to provide assistance or special arrangements to qualified individuals with disabilities in
order to participate in or attend Town Council meetings. Please call (540) 983-0607 at least 48 hours prior
to the meeting date so that proper arrangements may be made.
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March 10, 2021 – 8:30 a.m. – Public Works Committee Meeting
March 11, 2021 – 8:30 a.m. – Finance Committee Meeting
March 16, 2021 – 7:00 p.m. – Regular Council Meeting
Meeting Date
March 2, 2021
Department
Town Clerk
Issue
Consider approval of the minutes of the Regular Council Meeting of February 16, 2021
Summary
None
Attachments
February 16, 2021
Recommendations
Motion to approve minutes
Town Council
Agenda Summary
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AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY,
FEBRUARY 16, 2021, AT 7:00 P.M. BY ELECTRONIC COMMUNICATIONS PURSUANT
TO SECTION 15.2-1413, CODE OF VIRGINIA (1950), AS AMENDED, ORDINANCE NO.
1016 AND SECTION 4-0.01(G) OF CHAPTER 1289 OF THE 2020 ACTS OF THE VIRGINIA
GENERAL ASSEMBLY
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
Susan N. Johnson, Executive Assistant/Town Clerk
Jeremy Carroll, Town Attorney
Anne Cantrell, Finance Director/Treasurer
Fabricio Drumond, Police Chief
Anita McMillan, Planning & Zoning Director
Nathan McClung, Principal Planner
The Vinton Town Council meeting was held via
Virginia Government Facebook Page. The Mayor
The Town Clerk called the roll with Council
Member Liles, Council Member Mullins
Member Stovall, Vice Mayor McCarty
Grose present and announced there was a quorum
of Council. The Town Clerk next announced the
names of staff and others present, confirmed that
the meeting was being held in acc
Town Ordinance No. 1016 and Section 4-0.01(g)
General Assembly and that everyone present was
participating by electronic means.
Roll call
After a Moment of Silence, Council Member
Liles led the Pledge of Allegiance to the U.S. Flag.
Under upcoming community events/
announcement, Vice Mayor McCarty announced the
following: February 15-28 –
Restaurant Weeks, which includes several Vinton
restaurants.
Council Member Stovall made a motion to
approve
motion was seconded by Council Member Liles and
Approved minutes of the Regular Council
Meeting of January 16, 2021; adopted
Resolution No. 2410 appropriating funds in
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voting: Vote 5-0; Yeas (5) – Liles, Mullins, Stovall,
McCarty, Grose; Nays (0) – None.
driveway apron
The next item on the agenda was a briefing on
Reassessment.
County Real Estate Valuation,
Clerk’s Office as a part of the permanent record.
With regard to the increase in median sales prices
for single-family residential, Mr. Fay commented that
low interest rates and the limited number of supply
drove
considering the Pandemic.
The Town Clerk commented that
scheduled to conduct their Public Hearing on the tax
rates on April 6, 2021. Pursuant to the State Code
any assessment that results in an increase of one
percent or more requires that the Notice be given at
least 30 days prior to the date of the hearing. The
Notice will run in the Vinton Messenger on March 4,
2021.
The next item on the agenda was a briefing on
the recommendation to issue Request for Proposals
(RFPs) for debt funding for Town Capital Projects in
the Utility Fund. Anne Cantrell first commented that
Council had previously been
projects in the Finance and Utility Departments and
then turned the meeting over to
with Davenport & Company. Mr. Rogers next
part of the agenda package and will be on file in the
record.
Mr. Rogers commented that the utility system runs
very well in terms of operational revenues paying for
and above, the Town has had to go back and do rate
increases. Over the past five years, we have been
able to add to fund balance. In 2013 there was very
little cash and one of the goals was to build up the
cash to the recommended floor of
able to operate for six months if ba
days. In 2017 we got above the 180 and have been
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With regard to the tax-exempt interest rates, Mr.
Rogers commented that currently the rates are very
good. In a
Request for Proposal (RFP) out
back before rates start going up. The bids would be
due back March 10, 2021. The benefit of doing a
direct bank loan is that the entire process could be
completed in 30-45 days. Mr. Rogers requested that
Council give a consensus for Davenport to send out
the RFPs and
recommendation back to Council at the March 16,
held at that meeting. Council gave their consent for
Davenport & Company to proceed with the RFPs.
Proposals for debt funding
The next item on the agenda to consider
adoption of
General, of Chapter 62, Offenses and Miscellaneous
Provisions, of the Vinton Town Code. Nathan
McClung first commented that this is a follow up from
amendments relate to how
provisions in the Town Code that deal with grass and
storage and accumulation of trash and garbage.
The two main changes would be moving to a civil
penalty system as opposed to the current process
with a provision for a court hea
remains non-
The other major change allows the Town to not only
occupant of the property for violations.
Mr. McClung next reviewed the PowerPoint
presentation from the prior briefing, which will be on
permanent record.
Council Member Mullins made a motion to adopt the
Ordinance as presented; the motion was seconded
by Council Member Liles and carried by the following
roll call vote, with all members voting: Vote 5-0;
Yeas (5) –
Nays (0) – None.
Adopted Ordinance No. 1029 amending
Offenses and Miscellaneous Provisions, of
the Vinton Town Code
The next item on the agenda was to consider
adoption of a Resolution
Understanding (MOU) between the City of Roanoke,
Town of Vinton, Counties of Roanoke and Botetourt,
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Convention and Visitors Bureau for the 2021
Ironman 70.3 Race Support Services. The Town
Manager first
participating in the Ironman 70.3, which is scheduled
to be held on June 6, 2021. This MOU spells out
and the Triathlon host of the Ironman organization
well as
expenses of the localities hosting the event.
A stretch of the cycling will take place in the Town
and we will
public safety. Primarily our responsibility will involve
the Police in closing the dedicated entrances into the
public rights-of-way and protecting
they pass through Town. Our O
overtime and the MOU will provide for
reimbursement for those direct expenses.
Council Member Stovall made a motion to adopt the
Resolution as presented; the motion was seconded
by Vice Mayor McCarty and carried by the following
roll call vote, with all members voting: Vote 5-0;
Yeas (5) –
Nays (0) – None.
The Town Manager further commented now that all
of the local governments have approved the MOU,
the next planning phase of the event will begin. We
will start meeting with the community members and
impacts of the event and how we can communicate
the variations of what roads will be closed and how
individuals will be able to navigate around Town
We anticipate that
residents and visitors the morning of June 6th will be
between the hours of 8:00 a.m. and 12 Noon.
Adopted Resolution No. 2411 authorizing
Counties of Roanoke and Botetourt, World
Triathlon Corporation and Roanoke Valley
2021 Ironman 70.3 Race Support Services
The Town Manager commented that in
consultation with the Mayor a decision
made that the State of the Town will be virtual this
year. The event was delayed from
March with anticipation that restrictions would have
cleared up with COVID Pandemic by that point, but
with the Governor’s restrictions still in place, we do
not feel like we can have it in person. RVTV will be
doing the production for us with
participating and the Mayor doing
narration of the State of the Town address. The
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March 11th date, will be communicated to Council
and through all of our social media.
With regard to the Gish Mill project, staff continues
to meet with the different stakeholder groups and
there are a lot of moving pieces and overlapping time
lines with this project. A lot of documents have been
drafted
next several months
Council for their consideration.
The Town Manager next commented that staff has
received word from the Virginia
Housing & Community Development (DHCD) that
the Town was not
rehabilitation grant. We have not had any feedback
from DHCD, but will do a follow-up and will provide
that information back to Council. We plan to re-
submit our
cycle.
The Town Manager announced that
been extended to another Police Officer, Robert
Rowell, and Chief Drumond will do an introduction at
a future Council meeting.
Under Appointments to Boards/Commissions/
Committees, Vice Mayor McCarty
that
unexpired term of Justin Davison
appo
Appeals for a five-year term beginning February 16,
2021 and ending February 15, 2026; the motion was
seconded by Council Member Mullins and carried by
the following roll call
Vote 5-0; Yeas (5) – Liles, Mullins, Stovall, McCarty,
Grose; Nays (0) – None.
Council Member Mullins made a motion that Henry
Burch be re-appointed to new three-year terms on
the Highway Safety Committee beginning March 6,
2021 and ending March 5, 2024 and that Lee Minnix
be appointed to a three-year term beginning March
6, 2021 and ending March 5, 2024; the motion was
seconded by Council Member Liles and carried by
the following roll call vote, with all m
Vote 5-0; Yeas (5) – Liles, Mullins, Stovall, McCarty,
Appointed Meghan Noga to complete the
unexpired term of Justin Davison
2022; appointed Teresa Davis
alternate to the Board of Zoning Appeals
for a five-year term beginning February 16,
2021 and ending February 15, 2026
Re-appointed
Guffey, Sarah Reid and Craig Burch to new
three-
Committee beginning March 6, 2021 and
ending March 5, 2024; appointed Lee
Minnix to a three-year
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The Mayor commented that we still have a vacancy
on the RVTV Committee and an alternate position
on the Board of Zoning Appeals. He encouraged
any citizens who might be interested to complete an
application and turn that into the Town Clerk, which
is available on the website. The Town Clerk made
Committee.
Under reports from Council Committees, Anne
Cantrell provided a report on the Finance Committee
which met on February 8, 2021. Ms. Cantrell next
reviewed a PowerPoint presentation, which
part of the agenda and will be on file in the Town
Ms. Cantrell reviewed the December 2020 Financial
Report
reviewed a spreadsheet showing the cash balance
throughout the years. Just three years ago we had
year and now it is at $2 million.
Council Member Stovall made a motion to adopt the
Resolution as presented; the motion was seconded
by Council Member Mullins a
following vote, with all members voting: Vote 5-0;
Yeas (5) – Liles, Mullins, Stovall, McCarty, Grose;
Nays (0) – None.
Report
The Mayor expressed appreciation to staff for
their hard work especially during the recent weather
events. The Mayor next commented on the success
of the soft opening for Joe Goodpies,
opening of Artworks and expressed appreciation to
Debbie Adams on the recent article “Vinton is under
Construction” in The Vinton Messenger. The Mayor
next commented that he was disappointed at the
relating to moving the May elections to November.
Comments from Council: Vice Mayor McCarty
commented on two Vinton Police Officers that were
assisting someone with a disabled vehicle. Council
Member Liles commented on the work of the Public
events. Council Member Mullins commented on the
RVTV Committee and that they will do a great job
with the State of the Town address. Council Member
Stovall expressed appreciation to Town staff and
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Town. All Members of Council commented on the
recent soft opening of Joe Goodpies.
Council Member Liles made a motion to adjourn
the meeting; the motion was seconded by Vice
Mayor McCarty
with all members voting: Vote 5-0; Yeas (5) – Liles,
Mullins, Stovall, McCarty, Grose; Nays (0) –
APPROVED:
_________________________________
Bradley E. Grose, Mayor
ATTEST:
______________________________
Susan N. Johnson, CMC, Town Clerk
Meeting Date
March 2, 2021
Department
Police
Issue
Introduction of new Police Officer
Summary
Chief Drumond will introduce the newest Police Officer, Robert Rowell.
Attachments
None
Recommendations
No Action Required
Town Council
Agenda Summary
Meeting Date
March 2, 2021
Department
Administration
Issue
Vinton Historical Society/Vinton Museum Report
Summary
Randy Layman, President of the Vinton Historical Society, will be at the meeting to give this
report.
Attachments
None
Recommendations
No action required
Town Council
Agenda Summary
Meeting Date
March 2, 2021
Department
Administration
Issue
Briefing on a proposed lease agreement with Cargill Animal Nutrition for the use of eight vacant
lots that are adjacent to the mill for the purpose of temporary parking for trailers and an employee
parking area.
Summary
Discussion of granting of a lease to Cargill Animal Nutrition for three (3) lots lying on the south
side of 11th Street identified as 60.14-2-24, 60.14-2-25 and 60.14-2-26 and five (5) lots lying on
Railroad Avenue identified as 60.14-2-1, 60.14-2-2, 60.14-2-3, 60.14-2-4 and 60.14-2-5, all of
which are located in the Town of Vinton, Virginia.
The term of the lease will be for one (1) fifteen (15) month term, with no more than three (3)
additional one-year renewals at a total cost of $800 per year. Due to the property being originally
acquired by the town through a FEMA flood mitigation project, the entire annual lease revenue
will be donated to the Vinton Needy Family Program, Inc.
Attachments
Map of property
Draft Lease Agreement
Recommendations
No action required
Town Council
Agenda Summary
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THIS LEASE AGREEMENT, made and entered into this 1st day of April, 2021, by and
between the TOWN OF VINTON, VIRGINIA, a Virginia municipal corporation, herein “The
Town”, and CARGILL ANIMAL NUTRITION, a Virginia corporation, herein “Tenant”, whose
address is: Post Office Box 509, Vinton, Virginia 24179.
WITNESSETH:
WHEREAS, Tenant operates an animal feed manufacturing, storage, and shipping facility
on Railroad Avenue in the Town of Vinton, Virginia, and
WHEREAS, Tenant is in need of parking spaces for employees and also for trailers which
are used to ship Tenant’s products, and
WHEREAS the Town owns eight (8) small lots (described below) on 11th Street and
Railroad Avenue and near Tenant’s facility which it has agreed to lease to Tenant for this purpose,
NOW THEREFORE, in consideration of the premises and the mutual covenants exchanged
hereby, the parties agree that:
1. The Town hereby agrees to lease to Tenant and Tenant hereby agrees to rent from
Town those certain three (3) lots lying on the south side of 11th Street identified as 60.14-2-24,
60.14-2-25 and 60.14-2-26 and those five (5) lots lying on Railroad Avenue identified as 60.14-2-1,
60.14-2-2, 60.14-2-3, 60.14-2-4 and 60.14-2-5, all of which are located in the Town of Vinton,
Virginia, referred to collective herein as “The Property”.
2. Tenant shall pay to the Town the sum of Eight Hundred and no/100 Dollars ($800.00)
each year as rental, which shall be due July 1st for each renewal year for this lease agreement. The
first year’s rental shall be paid to the Town upon the execution of this lease. Payment shall be made
at 311 South Pollard Street, Vinton, Virginia 24179.
3. Tenant’s exclusive use of the property shall be for the temporary parking of employee
vehicles and truck-trailers used for shipping.
4. Tenant acknowledges that The Property is an area designated by the Director of the
Federal Emergency Management Agency (FEMA) as a Special Flood Hazard Area, and that Tenant
is not permitted to construct any permanent improvements on The Property. Minimal leveling of the
lot and use of gravel for stabilizing the lot surface will be permitted.
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5. Tenant acknowledges that The Property was purchased by the Town with proceeds
from a federal flood mitigation grant and that The Property remains subject to certain conditions and
restrictions, including without limitation:
a) The Property shall be used only for purposes compatible with open space,
recreational, or wetland management practices, and other uses enumerated in 44 CFR § 206.434.
b) The Property is subject to inspection by FEMA, its representatives and
assigns, including the Commonwealth of Virginia.
c) The Property is subject to inspection by the Town to the extent necessary for
the Town to meet its reporting obligations established by the grant conditions.
Tenant covenants that it will cooperate fully with the Town, FEMA, and any
authorized government agency to ensure that no laws, statutes, ordinances or grant conditions are
violated.
6. Tenant hereby agrees to indemnify, defend and save harmless the Town from and
against all liabilities, claims, expenses, costs, losses and damages, including, but not limited to
reasonable attorney’s fees arising from or in connection with this lease and Tenant’s use of The
Property.
7. The term of this lease shall be for a period of fifteen (15) months. The lease shall
renew itself automatically on the same terms for no more than three (3) additional one-year renewal
terms, unless either party shall give notice of intention not to renew within thirty (30) days of the
expiration of the initial one-year term, or within thirty (30) days of the expiration of any subsequent
one-year renewal term.
8. The Tenant agrees that if he fails to observe or perform any of the conditions or
covenants on his part to be observed or performed, and such default continues for thirty (30) days
after the receipt of a written notice from the Town, such written notice to be mailed by registered
mail to Tenant at Post Office Box 509, Vinton, Virginia 24179, the Town shall have the right to
declare this lease terminated, and upon so declaring the Town shall have the right to immediately
enter and possess the premises.
9. This lease contains the entire agreement between the parties and may be changed only
by a written amendment, signed by both parties. This lease shall be governed by the law of the
Commonwealth of Virginia. It shall not be assigned by Tenant without the prior written approval of
the Town.
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WITNESS the following signatures and seals:
TOWN OF VINTON, VIRGINIA CARGILL ANIMAL NUTRITION
By:_________________________________ By:__________________________________
Richard W. Peters, Jr. Matt Vanhoose
Town Manager Plant Manager
APPROVED AS TO FORM:
______________________________
Jeremy Carroll, Town Attorney
Meeting Date
March 2, 2021
Department
Finance/Treasurer
Issue
Briefing on proposed Amendment No. 3 to Agreement for Application Hosting and Technology
Support Services between Avenu Enterprise Solutions, LLC and the Town of Vinton
Summary
The Town of Vinton entered into an agreement with ACS Enterprise Solutions, Inc. on November
1, 2011. Based on the agreement, ACS is to provide remote hosting and service of software that
was previously hosted locally at the Town. The ownership of ACS Enterprise Solutions, Inc. has
changed multiple times since the original agreement and price increases from the original
agreement have been included in the budget process.
In 2018, Avenu Holdings, LLC became the current owner of the hosting agreement and
Amendment No. 3 to the Agreement makes necessary updates to the Agreement and renews the
current pricing terms with the Town.
The Town is in process of upgrading its ERP Software to Tyler Munis, but does not anticipate a
full conversion until January 2022. The Town will need to continue to maintain its existing
software agreement until a transition is completed and data is extracted from the original system
for archive purposes. Finance staff recommended an internal budget transfer to cover the
unplanned increase for FY21, and will request additional funding for the increase during the FY22
budget process.
Attachments
Amendment No. 3
Recommendations
No action required
Town Council
Agenda Summary
Meeting Date
March 2, 2021
Department
Finance/Treasurer
Issue
Briefing on Resolution to appropriate $35,000 from Fund Balance to the Utility Fund Special
Projects Expense Account for unresolved change orders on the Glade Creek Sanitary Sewer Line
Relocation Project
Summary
The funding for the Glade Creek Sanitary Sewer Line Relocation Project in the amount of
$14,450.00 and a contract for the Glade Creek Streambank Restoration Project in the amount of
$59,980.00, with a total project cost not to exceed $89,430.00 was approved by Council on April
21, 2020. Council also authorized the Town Manager to approve change orders on this project not
to exceed a total amount of $10,000.00.
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 FY2019-2020 and Council approved to re-
appropriate the remaining funds of $86,145.00.
Because of unforeseen circumstances, the Town of Vinton had to change vendors, which resulted
in additional unplanned charges. During the relocation project, the contractor encountered rock
charges not accounted for during the original contract price and has invoiced the Town of Vinton
for these charges.
Council will need to take action at their March 16, 2021 meeting to approve additional funding in
the amount of $35,000.00.
Attachments
None
Recommendations
No action required
Town Council
Agenda Summary
1
Meeting Date
March 2, 2021
Department
Council
Issue
Appointments to Boards/Commissions/Committees
Summary
Council needs to make appointments to the following:
Board of Zoning Appeals
Joseph Robertson has resigned from the Board of Zoning Appeals effective December 18, 2020.
Kellie Moore has submitted her application and is interested in being appointed as an alternate to
complete Mr. Robertson’s unexpired term beginning March 2, 2021 and ending June 30, 2022.
Roanoke Valley Regional Cable TV Committee
Ray Sandifer has submitted his application and is interested in being appointed to fill the vacant
citizen position for an unexpired term beginning March 2, 2021 and ending August 31, 2021.
Attachments
None
Recommendations
Nominate and motion to appoint individuals
Town Council
Agenda Summary