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Home My WebLink About3/17/2020 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, March 17, 2020 AGENDA Consideration of: A. 7:00 p.m. - ROLL CALL AND ESTABLISHMENT OF A QUORUM B. MOMENT OF SILENCE C. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG D. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS E. UPCOMING COMMUNITY EVENTS/ANNOUNCEMENTS F. CONSENT AGENDA 1. Consider adoption of a Resolution to remove the budget for the original Glade Creek Greenway Project and appropriate an updated budget amount for the local and grant funding for the Glade Creek Greenway Phase 2A Project G. AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS 1. Vinton 65th Annual Dogwood Festival – Connie Houff, President, Dogwood Festival Board of Directors H. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda. I. PUBLIC HEARING 1. Consideration of public comments regarding the Town of Vinton’s intention to apply for a Community Development Block Grant (CDBG) for a local community development and housing rehabilitation project. Keith N. Liles, Vice Mayor Sabrina McCarty, Council Member Janet Scheid, Council Member Michael W. Stovall, Council Member 311 South Pollard Street Vinton, VA 24179 (540) 983-0607 2 a. Open Public Hearing • Report from Staff – Pete Peters • Receive public comments • Council discussion and questions b. Close Public Hearing c. Consider adoption of a Resolution J. TOWN ATTORNEY K. TOWN MANAGER 1. BRIEFINGS a. Briefing on appropriating the remainder of the revenue received from the final gainsharing payment from Roanoke County in the amount of $22,809.46 – Anne Cantrell 2. ITEMS REQUIRING ACTION a. Consider adoption of a Resolution appropriating funds in the amount of $17,316.00 from the capital outlay account for the construction of a salt spreader covering to the capital outlay account for the replacement of the roof at the Health Department Building – Anne Cantrell 3. COMMENTS/UPDATES L. REPORTS FROM COUNCIL COMMITTEES 1. Finance Committee M. MAYOR N. COUNCIL O. ADJOURNMENT NEXT TOWN COUNCIL/COMMITTEE MEETINGS: April 7, 2020 – 7:00 p.m. – Council Meeting - Council Chambers April 15, 2020 – 1:00 p.m. – Finance Committee Meeting – TOV Conference Room NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT. will be made to provide assistance or special arrangements to qualified individuals with disabilities in order to participate in or attend Town Council meetings. Please call (540) 983-0607 at least 48 hours prior to the meeting date so that proper arrangements may be made. Meeting Date March 17, 2020 Department Finance/Treasurer Issue Consider adoption of a Resolution to remove the budget for the original Glade Creek Greenway Project and appropriate an updated budget amount for the local and grant funding for the Glade Creek Greenway Phase 2A Project Summary After a second Invitation for Bid (IFB), Combs Land Solutions, LLC, DBA Summit Contracting was the lowest responsible and responsive bidder for the Glade Creek Greenway Phase 2A Project. A letter has been sent to VDOT requesting authorization to award the construction project to said contractor. The original in-kind match associated with the Greenway Phase 2 Project will be applicable for the Greenway Phase 2B project and will require the Town to fund the Greenway Phase 2A project with a cash match payment of $104,427. The Town has agreed to provide the administrative services to manage the grant through the completion of the Project and the total cost for Phase 2A is estimated to cost $682,720. VDOT is providing additional Highway Infrastructure Program (HIP) Funding requiring no local match in the amount of $140,652.00 to assist with the increased cost and the Town will need to provide an additional local match of 100% to cover the remainder of the project cost of $19,931.00. The remaining local cash match requirement of $111,676.22 will be able to be funded from a majority of the revenue received from the final gainsharing payment from Roanoke County. The Finance Committee reviewed this request at their March 11, 2020 meeting and recommends Council approval. Attachments Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, MARCH 17, 2020, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, on June 14, 2016, the Commonwealth Transportation Board (CTB) approved and obligated Virginia Department of Transportation (VDOT) MAP-21 Transportation Alternatives Fiscal Year 2017 Program funds in the amount of $417,710.00 for the Glade Creek Greenway Phase 2 Project with an estimated total cost of $526,210.00; and WHEREAS, the said Program funds required a minimum local match of twenty percent (20%); and WHEREAS, on November 15, 2016, Resolution No. 2175 was adopted by Vinton Town Council authorizing the monies to be appropriated from the General Revenue Fund to the General Expense Fund for the construction and related expenses of the Glade Creek Greenway Phase 2 in the amount of $526,210.00; and WHEREAS, the cost of the Project has increased due to additional requirements for reviews by Federal, State and Norfolk Southern and because the TA funds have to be expended within five (5) years, VDOT recommended that the project be phased into Phase 2A and 2B with Phase 2A (Gus Nicks Boulevard to Gearhart Park) being done by using the existing funds that were received from the 2015 application; and WHEREAS, in FY2018, the budget for the Project was increased to $530,000.00 and that amount was transferred into the new Grant Fund from the General Fund; and WHEREAS, in FY2018 and FY2019 combined, grant funding of $50,727.11 and local match funding of $12,681.78 for a total of $63,408.89 has been spent towards the Greenway Phase 2A project, leaving a remaining total balance of $466,591.11; and WHEREAS, after a second Invitation for Bid (IFB), Combs Land Solutions, LLC, DBA Summit Contracting was the lowest responsible and responsive bidder and a letter has been sent to VDOT requesting authorization to award the construction project to Combs Land Solution, LLC, DBA Summit Contracting; and WHEREAS, the original in-kind match associated with the Greenway Phase 2 Project will be applicable for the Greenway Phase 2B project and will require the Town to fund the Greenway Phase 2A project with a cash match payment of $104,427; and, WHEREAS, the Town agrees to provide the administrative services to manage the grant through the completion of the Project; and 2 WHEREAS, the total cost for the Greenway Phase 2A project is estimated to cost $682,720; and WHEREAS, VDOT is providing additional Highway Infrastructure Program (HIP) Funding requiring no local match in the amount of $140,652.00 to assist with the increased cost; and WHEREAS, the Town of Vinton will need to provide an additional local match of 100% to cover the remainder of the project cost of $19,931.00; and WHEREAS, the total project cost for the Greenway Phase 2A project is estimated to cost $682,720.00; and WHEREAS, the Town of Vinton is able to fund the remaining local cash match requirement of $111,676.22 for the Greenway Phase 2A project from a majority of the revenue received from the final gainsharing payment from Roanoke County; and WHEREAS, the Town of Vinton needs to remove the budget for the original Greenway Project and appropriate an updated budget amount for the local and grant funding for the Greenway Phase 2A project. NOW, THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby approve the following transaction: BUDGET ENTRY To Remove Existing Grant Funding GENERAL LEDGER 250.25000 Estimated Revenue $466,591.11 250.25100 Appropriations $466,591.11 REVENUE 250.1040.001 VDOT TA Gladecreek Rev $466,591.11 EXPENDITURE 250.1040.741 VDOT TA Gladecreek Exp $466,591.11 To Appropriate Updated Grant Funding GENERAL LEDGER 200.25000 Estimated Revenue $111,676.22 200.25100 Appropriations $111,676.22 250.25000 Estimated Revenue $619,311.11 250.25100 Appropriations $619,311.11 3 To Appropriate New Grant Funding (continued) REVENUE 200.1899.009 Roanoke County Gainsharing $111,676.22 EXPENDITURE 200.9950.901 Transfer to Grant Fund $111,676.22 REVENUE 250.1040.001 TAP VDOT 80% Grant Revenue $366,982.89 250.1040.002 TAP TOV 20% Local Match $ 91,745.22 250.1040.003 HIP VDOT 100% Grant Revenue $140,652.00 250.1040.004 TOV 100% Local Match $ 19,931.00 EXPENDITURE 250.1040.302 Greenway Phase 2A Engin. & Svcs $ 64,739.11 250.1040.741 Greenway Phase 2A Construction $554,572.00 This Resolution adopted on motion made by ______________________, seconded by __________________, with the following votes recorded: AYES: NAYS: APPROVED: __________________________________ Bradley E. Grose, Mayor ATTEST: _____________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date March 17, 2020 Department Administration Issue Vinton 65th Annual Dogwood Festival Summary Connie Houff, President of the Dogwood Festival Board of Directors, will brief Council on the upcoming Dogwood Festival. Attachments None Recommendations No action required Town Council Agenda Summary Meeting Date March 17, 2020 Department Administration Issue Consideration of public comments regarding the Town of Vinton’s intention to apply for a Community Development Block Grant (CDBG) for a local community development and housing rehabilitation project. Summary The Town intends to apply for a CDBG grant up to $1,500,000 for the Cedar Avenue and West Cleveland Avenue Housing and Community Infrastructure Rehabilitation Project. The proposal will contain at least the following activities: 1. Housing Rehabilitation for 7 to 10 homes, including both owner-occupied and investor-owned units; 2. Acquisition and demolition of properties in the floodplain and relocation of the affected residents; 3. Infrastructure improvements to water, sewer, and flood drainage facilities; 4. Infrastructure improvements to ADA Accessible Pedestrian facilities (sidewalks); 5. Blight removal. Council was briefed and an initial Public Hearing was held at the February 18, 2019 Council Meeting. Attachments Resolution Recommendations Conduct Public Hearing Motion to adopt the Resolution Town Council Agenda Summary RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, MARCH 17, 2020 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179. WHEREAS, the Commonwealth of Virginia has been authorized to distribute and administer Community Development Block Grant (CDBG) funds pursuant to the Housing and Community Development Act of 1974, as amended; and WHEREAS, DHCD (Department of Housing and Community Development) has been authorized by the Governor of the Commonwealth of Virginia to distribute and administer CDBG according to the CDBG Program Design; and WHEREAS, DHCD awarded a $30,000 planning grant in 2017 to the Town of Vinton under the Urban Housing Rehabilitation and Ownership Program Grant to determine the community’s need and to define the project area; and WHEREAS, after two years of planning, conducting housing assessments and surveying potential candidates to participate, the Management Team defined and developed a Housing and Community Infrastructure Rehabilitation Project for the Cedar Avenue and West Cleveland Avenue; and WHEREAS, the Town intends to apply for up to $1,500,000 in CDBG grant funds to implement the project; and WHEREAS, the grant proposal will contain as least the following activities; Housing Rehabilitation for 7 to 10 homes; Acquisition, demolition, clearance and relocation of affected residents of properties located within the flood plain; Infrastructure improvements to water, sewer and storm-water facilities; Infrastructure improvements to ADA accessible pedestrian facilities (sidewalks); and Blight removal. NOW, THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby authorize the Town Manager to submit a 2020 CDBG Grant Application as presented to Council and any other necessary documents. This Resolution was adopted on motion made by Council Member ____________, seconded by Council Member _________________, with the following votes recorded: AYES: NAYS: APPROVED: ______________________________ Bradley E. Grose, Mayor ATTEST: __________________________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date March 17, 2020 Department Finance/Treasurer Issue Briefing on appropriating the remainder of the revenue received from the final gainsharing payment from Roanoke County in the amount of $22,809.46. Summary The final gainsharing payment from Roanoke County was in the amount of $134,485.68. Council will be requested to appropriate under the Consent Agenda the amount of $111,676.22 to fund the remaining local cash match requirement for the Glade Greek Greenway Phase 2A Project. The Town Council held a Council Retreat where several priorities for the Town of Vinton were discussed and set. These goals included gateway signage, sidewalk connectivity, and traffic signal improvements, specifically mentioning the light at Clearview Drive/Hardy Road. The final gainsharing payment from Roanoke County was not included in the FY20200 annual budget and can be appropriated to fund a project in the Capital Fund. Due to uncertainty in the national and local economy from the novel coronavirus, Council may also want to consider allowing the additional revenue to move to the reserve for utilization during a possible recession or upcoming revenue shortfall. Attachments None Recommendations None Town Council Agenda Summary Meeting Date March 17, 2020 Department Finance/Treasurer Issue Consider adoption of a Resolution appropriating funds in the amount of $17,316.00 from the capital outlay account for the construction of a salt spreader covering to the capital outlay account for the replacement of the roof at the Health Department Building. Summary The roof at the Health Department Building located at 227 South Pollard Street cannot sustain any additional repairs and any significant rain storms can further damage the roof thus jeopardizing the structural integrity of the roof and the safety of health department employees and citizens. Because of the safety concerns, the Town Manager has determined that the repair would fall under the guidelines of an emergency purchase. Staff solicited bids to qualified vendors to provide contracting services for the roof replacement and the lowest bidder was Ronnie Caldwell Roofing LLC of Bedford, Virginia in the amount of $17,316.00. It is necessary for the Vinton Town Council to appropriate the funds from the capital project account for the construction of a covering for the salt spreaders to the capital outlay account for the Health Department Building. Attachments 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, MARCH 17, 2020, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, LOCATED AT 3ll S. POLLARD STREET, VINTON, VIRGINIA. WHEREAS, the roof at the Health Department Building located at 227 South Pollard Street cannot sustain any additional repairs and any significant rain storms can further damage the roof thus jeopardizing the structural integrity of the roof and the safety of health department employees and citizens; and WHEREAS, because of the safety concerns, the Town Manager has determined that the repair would fall under the guidelines of an emergency purchase; and WHEREAS, staff solicited bids to qualified vendors to provide contracting services for the Health Department roof replacement and the lowest bidder was Ronnie Caldwell Roofing LLC of Bedford, Virginia in the amount of $17,316.00. WHEREAS, it is necessary for the Vinton Town Council to appropriate the funds from the planned capital project for the construction of covering for salt spreaders to the capital outlay account for the Health Department Building. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby grant a contract to Ronnie Caldwell Roofing, LLC of Bedford, Virginia in the amount of $17,316.00 and authorizes the Town Manager to execute the contract for the work. BE IT FURTHER RESOLVED that the Vinton Town Council does hereby approve the following transaction: BUDGET ENTRY FROM EXPENDITURE 400.4101.799 Capital Outlay $17,316.00 TO EXPENDITURE 200.4305.799 Capital Outlay $17,316.00 This Resolution adopted on motion made by __________________, seconded by ______________, with the following votes recorded: AYES: NAYS: 2 APPROVED: _____________________________________ Bradley E. Grose, Mayor ATTEST: _____________________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date March 17, 2020 Department Finance/Treasurer Issue Finance Committee Summary The Finance Committee met on March 11, 2020 and the following items were discussed at the meeting: • January 2020 Financial Statements • Greenway Budget Appropriation • Clearview Light Budget Appropriation • Budget Journal Entry Approval (To Legal) • Budget Update (Staff Progress) Attachments January 2020 Financial Report Summary Recommendations Motion to approve January 2020 Financial Report Town Council Agenda Summary Financial Report Summary January 31, 2020 Budget Budget Posted Posted Balance YTD General Fund 200 Revenues 7,527,870 3,435,770 427,214 3,599,878 164,108 105% Expenditures 7,527,870 5,050,994 649,553 4,883,513 (167,481) 97% Revenues over/(under) Expenditures (1,615,224) (222,339) (1,283,635) Grant Fund 250 Revenues 4,000 2,540,119 18,206 126,271 (2,413,848) 5% Expenditures 4,000 2,540,119 46,319 284,063 (2,256,056) 11% Revenues over/(under) Expenditures - (28,113) (157,792) Utility Fund 300 Revenues 3,722,500 1,841,390 132,911 2,033,608 192,218 110% Expenditures 3,722,500 2,172,407 270,340 1,984,734 (187,673) 91% Revenues over/(under) Expenditures (331,017) (137,429) 48,874 Capital Fund 400 Revenues 500,012 350,007 50,001 350,007 - 100% Expenditures 500,012 391,657 4,987 151,145 (240,512) 39% Revenues over/(under) Expenditures (41,650) 45,014 198,862 Stormwater Fund 600 Revenues 460,210 268,441 38,351 268,455 14 100% Expenditures 460,210 265,287 26,914 200,910 (64,377) 76% Revenues over/(under) Expenditures 3,154 11,437 67,545 Total All Funds Revenues 12,214,592 8,435,727 666,683 6,378,219 (2,057,508) 76% Expenditures 12,214,592 10,420,464 998,113 7,504,365 (2,916,099) 72% Revenues over/(under) Expenditures (1,984,737) (331,430) (1,126,146)