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HomeMy WebLinkAbout5/19/2020 - Regular1 Vinton Town Council Regular Meeting Tuesday, May 19, 2020 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 AMENDMENT 28 TO HOUSE BILL 29 ADOPTED AT THE 2020 RECONVENED SESSION OF THE VIRGINIA GENERAL ASSEMBLY The Vinton Town Council will hold its regular meeting at 7:00 p.m. on Tuesday, May 19, 2020, 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, May 18, 2020. 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 AMENDMENT 28 TO HOUSE BILL 29 ADOPTED AT THE 2020 RECONVENED SESSION OF THE VIRGINIA GENERAL ASSEMBLY AND ROLL CALL C. MOMENT OF SILENCE D. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG E. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS F. UPCOMING COMMUNITY EVENTS/ANNOUNCEMENTS G. CONSENT AGENDA 1. Consider approval of the minutes of the Regular Council Meeting of April 7, 2020 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 2. Consider adoption of a Resolution appropriating funds in the amount of $213.66 received from the Virginia Complete Count Commission to reimburse the costs of mailing inserts advertising the importance and process of completing the 2020 Census form to every paper bill for households that are served by Town of Vinton water service H. AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS 1. Proclamations: a. GBS/CIDP Awareness Month for the month of May b. National Police Week for the week of May 10-16 c. National Public Works Week for the week of May 17-23 d. Terrier Day in Honor of the William Byrd High School Class of 2020 – May 19 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. ITEMS REQUIRING ACTION a. Consider adoption of a Resolution approving the 2020-2021 operating budget of the Roanoke Valley Resource Authority – Dan Miles b. Consider adoption of a Resolution appropriating funds in the amount of $545,250.00 for the Walnut Avenue Bicycle and Pedestrian Accommodations Project – West Lee Avenue to 1st Street – Pete Peters 2. BRIEFINGS a. Briefing on draft of updated Vinton Farmers’ Market Policy & Procedure and new branding materials to be used for marketing the Farmers’ Market and Charles R. Hill Community Center - Chasity Barbour b. Overview of Town Manager’s Recommended Budget for FY2020-2021 – Town Manager/Anne Cantrell 3. COMMENTS/UPDATES L. REPORT FROM COMMITTEES 1. Finance Committee M. MAYOR N. COUNCIL O. ADJOURNMENT 3 NEXT TOWN COUNCIL/COMMITTEE MEETINGS: June 2, 2020 – 7:00 p.m. – Council Meeting June 9, 2020 – 1:00 p.m. – Finance Committee Meeting NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT. 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 May 19, 2020 Department Town Clerk Issue Consider approval of the minutes of the Regular Council Meeting of April 7, 2020 Summary None Attachments April 7, 2020 minutes Recommendations Motion to approve minutes Town Council Agenda Summary 1 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, APRIL 7, 2020, AT THE VINTON WAR MEMORIAL LOCATED AT 814 WASHINGTON AVENUE, VINTON, VIRGINIA MEMBERS PRESENT: Bradley E. Grose, Mayor Keith N. Liles, Vice Mayor Sabrina McCarty Janet Scheid Michael W. Stovall STAFF PRESENT: Barry W. Thompson, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Jeremy Carroll, Town Attorney Pete Peters, Assistant Town Manager/Director of Economic Development Anne Cantrell, Finance Director/Treasurer at 7:00 p.m. The Town Clerk called the roll with Council Member McCarty, Scheid, Council Member Stovall, Liles and Mayor Grose present. Roll call After a Moment of Silence, Vice Mayor Liles led the Pledge of Allegiance to the U.S. Flag. Under requests to postpone, add to or change the order of agenda items, the Town Manager requested to add under Section K, Town Manager, Section Property Taxes, Section 86- Code. Council Member Scheid approve the agenda; the motion was seconded by Vice Mayor Liles with all members voting: Vote 5-0; Yeas (5) – – None. Approved the addition of new item to the agenda Under upcoming community events, Council Member McCarty on their elderly friends and neighbors 2 Vice Mayor Liles made a motion to approve the Consent Agenda as presented was seconded by Council Member McCarty and voting: Vote 5-0; Yeas (5) – McCarty, Scheid, Stovall, Liles, Grose; Nays (0) – None. Approved minutes of the Council Strategic Planning Retreat of February 21, 2020 and the Regular Council Meeting of March 3, 2020; adopted Resolution No. 2348 to remove the budget for the original Glade Creek Greenway Project and appropriate an upda Greenway Phase 2A Project 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 rehabilitation project. Public Hearing at 7:08 p.m. Pete Peters first commented that Council was briefed at the February 18, 2020 Public Hearing on the $1.5 million block grant ap estimated $2.8 millio neighborhood. Mr. Peters next reviewed a agenda package and is on file in the Town Clerk’s Office as a part of the permanent record. As part of the presentation, Mr. Peters referre handout that was given to Council that provided a listing of the properties that would be included with the grant application. an opportunity for other properties to be included in the program. Mr. Peters responded that specific application and eight properties were identified for rehabilitation. Due to the amount of time between the applications and actually some individuals can change their mind. This is voluntary and although they signed a commitment letter, have to continue. We have been told that once we start some of the improvement projects, other participate. The budget for these eight houses is Public Hearing Opened 3 the bids come in lower than our original estimates, we would have additional funds to do a minor improvement project on another property. Cleveland was chosen for the project and Mr. Peters responded that everyone on Cleveland Avenue was given the opportunity to these are the properties that expressed interest in participating in the Program. Once the boundary is established that the funds one time. The plan is to use this model to repeat the Program i Jefferson. Council Member McCarty someone responded there are certain restrictions example, if you sell the property portion of the grant funds. McCarty next asked determine if individuals qualify. responded there is a single threshold and a family pay over time. The seven individuals who own would be forgiven. With regard to the one property that is tenant-occupied, the landlord will use these having to increase the rent for the tenant. In closing, Council and Town staff who have been working on the project since its beginning over two years ago along with Janet Jonas, our consultant. There were no public comments. 7:26 p.m. Council Member Stovall made a motion to adopt the Resolution as presented seconded by Council Member Scheid and carried by the following roll call voting: Vote 5-0; Yeas (5) – Stovall, Liles, Grose; Nays (0) – None. Public Hearing Closed Adopted Resolution No. 234 the Council and documents 4 The next item on the agenda was the consideration of public comments regarding the proposed 060.11-04.00-0000 and 060.11-04-23.00- the Town of Vinton and 3410617 Roanoke, upon certain terms and conditions. The Mayor opened the Public Hearing at 7:27 p.m. Pete Peters commented that this item relates to a Contract LLC for the sale and eventual rehabilitation of the Town’s founding structure, Gish’s Mill which dates back to the 1770’s. Since the Town acquired the Mill in November of 2015 putting it back to its commercial use. property as well as potential use to both the public and Council. A Request for Proposal was issued which resulted in a proposal from David Hill and his business partner, David Trinkle. Mr. Peters next reviewed some of the terms of the Contract, which is similar and redevelopment of Roland E. Cook and Billy Byrd. square feet and the Town’s investment of $125,000 will be used as a match for two historic grants that will fund over $2 million worth of renovations. The developers propose to as a mixed- retail and hospitality component over and eventually generate in ex The Contract does contain a nine- diligence clause with the ability to add extensions if rehabilitation grants for finalizing design elements Public Hearing Opened 5 and securing some additional grants and private financing. The Town would property until all of the aspects of the due diligence project for the Town’s investment. Mr. package and is on as a part of the permanent record. David Hill commented that the project would be a steeper climb that other projects he had worked on in the Town. The timing was with the leadership that was currently in the Town and the condition of the building. They are going through this with Council and Town staff. Mr. Hill further commented that a lot of the planning, design and testing that has to be done can go on the COVID-19 Pandemic. They are going to give project and will keep Council progress and the challenges. There were no public comments. The Mayor commented this was project and the property was worth more to the Town than it might be to the average developer and that the Town needed to and what the entrance to the Town would look like. Ms. Holdren, the former owner of the property, has indicated to him on several occasions that she was had intentions to develop it. closed the Public Hearing at 7:49 p.m. Council Member McCarty made a motion to adopt seconded by Vice Mayor Liles following vote, with all members voting: Vote 5-0; Yeas (5) – McCarty, Scheid, Stovall, Liles, Grose; Nays (0) – None. Public Hearing Closed the acres of real property located at 350 Gus identified as Tax Map ID 060.11-04.00- 0000 and 060.11-04-23.00- Town of Vinton and Tax Map ID 3410617 in the City of Roanoke, upon certain terms 6 The next item on the agenda was the consideration of public comments regarding setting of the real estate, personal property and machinery and tools tax rates for calendar year 2020. The Mayor opened the Public Hearing at 7:50 p.m. Anne Cantrell commented that the real estate tax assessment increased by 3.13% for the Town for year 2020. 30 days because of an 1%. The total increase was $19,202,300 less new construction for a net increase of $15,323,800 and a tax levy increase of This amount will not be budgeted into the FY2021 budget due to the COVID-19 Pandemic, but will be billed out. There were no public comments. the Public Hearing at 7:52 p.m. Council Member Scheid made a motion to adopt the calendar year 2020 as presented; the motion was seconded by Vice Mayor Liles and following vote, with all members voting: Vote 5-0; Yeas (5) – McCarty, Scheid, Stovall, Liles, Grose; Nays (0) – None. Vice Mayor Liles Ordinance setting the personal property was seconded by Council Member McCarty and voting: Vote 5-0; Yeas (5) – Stovall, Liles, Grose; Nays (0) – None. Public Hearing Opened Public Hearing Closed real estate tax rate for calendar year 2020 personal property tax rate for calendar year 2020 The next item on the agenda was a briefing to update Council on the COVID-19 (Coronavirus). The Town Manager first commented that staff and the Regional Government Agencies and meet with the Town’s Also, the Finance and Public Works Departments, 7 Roanoke and Salem and the Town of Vinton) are teleconferencing on a regular basis and there is a good sharing of information. The Town Manager next reviewed the statistics on package. He also commented that he had prepared a Memo on Friday that was a part of the agenda package to update Council on the COVID- 19 Pandemic and there had changes since then. Anne Cantrell next gave an update from a financial perspective. All departments have been asked to do hiring and spending freezes and we our vacancies open and are trying to eliminate any operational spending that we can delay. As far as revenues, b amendments. revenue source for the entire Town at $1.3 million and we are anticipating about a next four months. We are working with the locally- o much we are going to actually see. With regard to sales tax, we are hearing from Roanoke County to plan on at least a 20-30% decrease this year and a 20% decrease in our budget next year. The Consumer Utility tax is consistently going down and, in an economy, where this is a tax that we get from landline phones, decrease. As of today, we are estimating somewhere between $300- spending cuts and are numbers to let Council accomplish that. We have already dipped into our fund balance this year around economic development incentives. We would still have a 60-day balance in our reserves even if we dip into it a little more this year, which is our requirement. With regard to next year’s budget, we want to wait what other localities are doing because we will not 8 What the economists are telling us is that a short- term shutdown would have more of a U-shape on months, but a year to two years to where we were before this. Ms. Cantrell next commented that we with our departments about freezes until next year and possibly services consolidations or reductions find the budget sa revenue forecast for next year, the numbers were trending well and was looking great and Now, we are a 5-6% real decrease in budget numbers. The Finance Committee will meet on April 14th by conference call to further discuss the budget. The Town Manager further commented that looking at presenting a bare boned budget. If the January or the first of the year, Council could appropriate funds back into the budget. The next item on the agenda was to consider adopti percentage for Personal Property Tax Relief in the Town of Vinton for the 2020 tax year. Anne property tax relief from the State has been frozen at $203,096. We have to allocate that across our tax base in order to provide us with our calculation when they do theirs. They year and they came within 0.42%, which is as accurate as she has seen it. decrease this year in the projection 57.49% to 54.96%. Council Member Scheid made a motion to adopt seconded by Council Member Stovall by the following roll call voting: Vote 5-0; Yeas (5) – Stovall, Liles, Grose; Nays (0) – None. Adopted Resolution No. 2351 allocation percentage for Personal Property 2020 tax year 9 The next item on the agenda was to consider adoption of a Resolution appropriating funds in the Building. Anne Cantrell commented that there is a that cannot sustain any additional repairs. Due to that the repair would fall under the guidelines of an emergency purchase. Th the Finance Committee. Council Member Stovall made a motion to adopt seconded by Council Member Scheid and carried by the following roll call voting: Vote 5-0; Yeas (5) – Stovall, Liles, Grose; Nays (0) – None. Adopted Resolution No. 2352 appropriating funds in the amount of $17,316.00 from the capital outlay account for the construction outlay account for the replacement of the roof at the Health Department Building The next item on the agenda was to consider adoption of a Resolution approving and confirming 16, 2020. The Town Manager commented that emergency for the COVID-19 Pandemic along with The Resolution before Council would approve and confirm such Declaration of Local Emergency. Council Member McCarty made a motion to adopt seconded by Vice Mayor Liles following roll call Vote 5-0; Yeas (5) – Liles, Grose; Nays (0) – None. Adopted Resolution No. 2353 approving Emergency dated March 16, 2020 The next item on the agenda was to consider operations as a result of the COVID-19 (Coronavirus) pandemic. read from the Cover Sheet agenda. The Town Attorney commented that this It provides a mechanism for Council to have choose. 10 Vice Mayor Liles made a motion to adopt the Ordinance seconded by Council Member McCarty and carried by the following roll call members voting: Vote 5-0; Yeas (5) – McCarty, Scheid, Stovall, Liles, Grose; Nays (0) – None. The Town Manager further commented that we are researching using Zoom and livestreaming our next meeting onto Facebook. Adopted Ordinance No. 1016 continuity of operations as a result of the COVID-19 (Coronavirus) pandemic. The next item on the agenda was the added item to c amending Chapter 86, Taxation, Article II, Property Section 86- delinquencies of the Vinton Town Code discussion with the Treasurers’ and Attorneys’ Associations for three very specific reasons. Because of COVID- looking for ways to not charge a penalty or to give a grace period because they know that people are to get to the Treasurer’s Office. We could change our due date, but our recommendation is to change the penalty and interest rate to 0% for 30 rate of 10%. Ms. Cantrell further commented that Roanoke change of their due date. made a decision yet. This Ordinance would leave the due date at June 1st would not be accessed until July 1st. In last year, interest. Council Member Scheid made a motion to adopt the Ordinance seconded by Vice Mayor Liles following roll call Vote 5-0; Yeas (5) – Liles, Grose; Nays (0) – None. Adopted Ordinance No. 1017 amending Taxes, Division 3, Personal Property Taxes, Section 86-57, Penalty and interest on delinquencies of the Vinton Town Code 11 The Town Manager commented that the work being done on Pollard Street was a sewer project for the renovation of Vinyard Station stormwater project. Under reports from Council Committees, Anne Cantrell met on March 11, 2020. January numbers were above budget and everything was looking good. They discussed the have taken everything out looking at cuts on top of that because of the COVID-19 Greenway budget approp approved tonight under the Consent Agenda There was also discussion on possible funding for the Clearview light Pandemic. Council Member Stovall requested that as soon as recommendations are available relative to any cuts that they be provided to Council. approve the January 2020 Financial Report as presented; 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) – None. Approved January 2020 Financial Report The Mayor first commented that depending on how the next few meetings go, Scheid is down to her last few meetings. Council will want to do something more formal to recognize her later, but he real asset to Council. be some more clean-up of that site tomorrow and then they will proceed to do 35 Cedar on Thursday and Friday. Probably by next Saturday it will all be gone. and expressed appreciation to all of Town staff for their response to the COVID-19 Pandemic. Council Members indicated they were glad to be at the meeting and commented on the COVID- 12 Vice Mayor Liles made a motion to adjourn the meeting; the motion was seconded by Council Member Scheid and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – McCarty, Scheid, Stovall, Liles, Grose; Nays (0) – APPROVED: ________________________________ Bradley E. Grose, Mayor ATTEST: ______________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date May 19, 2020 Department Planning & Zoning Issue Consider adoption of a Resolution appropriating funds in the amount of $213.66 received from the Virginia Complete Count Commission to reimburse the costs of mailing inserts advertising the importance and process of completing the 2020 Census form to every paper bill for households that are served by Town of Vinton water service. Summary The Virginia Complete Count Commission and the Office of the Secretary of the Commonwealth (SOC) has approved a grant for the Town of Vinton in the amount of $213.66. Governor Northam established the Virginia Complete Count Commission to improve the participation of all Virginians in the 2020 Census. Furthermore, the Governor authorized up to $1.5 million form the Economic Contingency Fund to help the Commonwealth develop and distribute resource materials, maximize public education efforts, and support outreach initiatives. The Town of Vinton participated in these outreach efforts by creating and distributing advertising inserts in every paper bill for households that are served by the Town’s utility system. The Finance Committee reviewed this request at their May 12, 2020 meeting and recommends Council approval. 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, MAY 19, 2020, AT 7:00 P.M. BY ELECTRONIC COMMUNICATIONS PURSUANT TO SECTION 15.2-1413, CODE OF VIRGINIA (1950), AS AMENDED WHEREAS, the Virginia Complete Count Commission and the Office of the Secretary of the Commonwealth (SOC) has approved a grant for the Town of Vinton in the amount of $213.66, no match required, to be paid out of the Grant Fund Expenditure budget; and WHEREAS, the Town would use these grant funds to reimburse the costs of mailing inserts advertising the importance and process of completing the 2020 Census form to every paper bill for households that are served by Town of Vinton water service; and WHEREAS, it is necessary for the Vinton Town Council to appropriate the funds from the Grant Fund Revenue and Expenditure Accounts in the amount of $213.66. NOW THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby approve the following budget entries: GENERAL LEDGER: 250.25100 Appropriations $213.66 250.25000 Estimated Revenue $213.66 REVENUE: 250.1090.001 2020 Census Grant Reimb. $213.66 EXPENSE: 250.1090.553 Materials & Supplies $213.66 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 May 19, 2020 Department Administration Issue Proclamations: a. GBS/CIDP Awareness Month for the month of May b. National Police Week for the week of May 10-16 c. National Public Works Week for the week of May 17-23 d. Terrier Day in Honor of the William Byrd High School Class of 2020 – May 19 Summary These Proclamations were prepared and sent out. Attachment None Recommendations No action required Town Council Agenda Summary Meeting Date May 19, 2020 Department Administration Issue Consider adoption of a Resolution approving the 2020-2021 operating budget of the Roanoke Valley Resource Authority. Summary Council was furnished a copy of the RVRA 2020-2021 operating budget prior to the meeting. In accordance with the Members Use Agreement, the annual budget of the Authority must be submitted for approval by each of the governing bodies after approval by the RVRA Board. Dan Miles, Chief Executive Officer of the RVRA will be participating in the meeting to make comments and answer any questions. Attachments RVRA Budget Summary Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, MAY 19, 2020, AT 7:00 P.M. BY ELECTRONIC COMMUNICATIONS PURSUANT TO SECTION 15.2-1413, CODE OF VIRGINIA (1950), AS AMENDED WHEREAS, the Town of Vinton, along with Roanoke County, the City of Roanoke and the City of Salem are the governing bodies of the Roanoke Valley Resource Authority (RVRA); and WHEREAS, in accordance with the Amended and Restated RVRA Members and Facilities Use Agreement dated July 1, 2016, the annual budget of the Authority must be submitted for approval by each of the governing bodies after approval by the RVRA Board; and WHEREAS, on April 22, 2020, the RVRA Board approved the 2020-2021 annual budget in the amount of $12,597,597. NOW THEREFORE BE IT RESOLVED, that the Vinton Town Council does hereby approve the 2020-2021 operating budget in the amount of $12,597,597 to operate and maintain the Roanoke Valley Resource Authority. This Resolution shall be effective from and after the date of its adoption. 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 May 19, 2020 Department Planning and Zoning Issue Consider adoption of a Resolution appropriating funds in the amount of $545,250.00 for the Walnut Avenue Bicycle and Pedestrian Accommodations Project – West Lee Avenue to 1st Street. Summary The estimated total cost for the Walnut Avenue Bike/Ped Accommodations Project is $545,250.00, for which funding 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 will be funded 100% by the grant, except the staff hours used in administering the grant. The Project is scheduled to be completed by December 2023. This is a reimbursable grant program; therefore, Town Council will have to authorize the monies be spent for the engineering design and administration services, and construction of the Walnut Avenue Bicycle and Pedestrian Accommodations Project – W. Lee Avenue to 1th Street. The Finance Committee reviewed this request at their May 12, 2020 meeting and recommends Council approval. Attachment 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, MAY 19, 2020, AT 7:00 P.M. BY ELECTRONIC COMMUNICATIONS PURSUANT TO SECTION 15.2-1413, CODE OF VIRGINIA (1950), AS AMENDED WALNUT AVENUE BICYCLE AND PEDESTRIAN ACCOMMODATIONS PROJECT: WEST 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 the Walnut Avenue Bicycle and Pedestrian Accommodations Project: West Lee Avenue to 1st Street; in the amount of $545,250.00; and WHEREAS, on March 21, 2018, the RVTPO adopted a resolution endorsing and forwarding the resolution to Virginia Commonwealth Transportation Board (CTB) for the Project to be funded under the RSTP funds; 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, the estimated total cost for the Walnut Avenue Bike and Pedestrian Accommodations Project: West Lee Avenue to 1st Street is $545,250.00, for which funding has been secured through the Roanoke Valley Transportation Policy Organization’s (RVTPO) Regional Surface Transportation Program (RSTP)/Surface Transportation Block Grant (STBG) Program. NOW THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby approve the following budget entries: GENERAL LEDGER: 250.25100 Appropriations $545,250.00 250.25000 Estimated Revenue $545,250.00 REVENUE: 250.1095.001 W. Lee to 1st Street VDOT $545,250.00 2 EXPENDITURE: 250.1095.302 Contractual Services $150,000.00 250.1095.553 Material and Supplies/Construction $395,250.00 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, Town Clerk 1 Meeting Date May 19, 2020 Department Community Programs & Facilities Issue Briefing on draft of updated Vinton Farmers’ Market Policy & Procedure and new branding materials to be used for marketing the Farmers’ Market and Charles R. Hill Community Center. Summary Town Council last approved the Farmers’ Market Policy in 2014 and the proposed updates include best practices and operational procedures that are common and routine within farmers markets throughout the State of Virginia. Staff has also removed the rental fees from the policy and they will now be referenced within the Town’s Annual Budget Document within the Town of Vinton Taxes, Licenses and Fee Schedule. The keys highlights of the updated policy include the following: 1. The Market will operate Tuesday through Saturday, 9am to 6pm. 2. The Market will be open April through October. 3. Encourages and defines the sale of "Locally Grown" and "Virginia Grown" produce and products. 4. The hours and mode of operation have been altered to increase the number and variety of vendors at the market. 5. The daily, weekly and monthly rates have been removed from the policy and will be referenced as part of the annual fee schedule that is included and authorized by Town Council within the Town’s Annual Budget. 6. Incorporates updated rules and regulations of the Vinton Farmers' Market, the Virginia Department of Agriculture and Consumer Services and other federal guidelines. 7. States expectations of the vendors in working with the Town of Vinton and other organizations during scheduled special event and festivals. 8. Outlines all necessary forms and applications necessary to operate at as a vendor at the Vinton Farmers’ Market, to include Prepared Food and Beverage Meal Tax Form, Street Town Council Agenda Summary 2 Closing Permit Request, and the Temporary Food Establishment Application for food vendors and food trucks. The new rental fee schedule is as follows: • Daily: $10.00 • Monthly: $240.00 (5 days per week) • Special Event: $50.00 (daily, within the market area only) Attachments Vinton Farmers’ Market Policy & Procedure Vinton Farmers’ Market Logo Charles R. Hill Community Center Logo Recommendations No action required 1 VINTON FARMERS’ MARKET POLICY & PROCEDURE The Vinton Farmers’ Market, 204 West Lee Avenue, Vinton, Virginia 24179, is owned and operated by the Town of Vinton. Since 1988, the market has provided a convenient location for local farmers to sell fresh produce, flowers and plants, greenery, meat, eggs, jam and jellies, home- made baked goods, as well as handmade crafts and original art. The Vinton Farmers’ Market provides 24 covered stalls with tables for vendors and 44 free parking spaces for customers. The market features a permanent stage at which concerts and community events are held throughout the year. The market is managed by the Town of Vinton’s Community Programs & Facilities Director, Chasity Barbour, whose office is on the 2nd floor of the Vinton War Memorial. For any questions you have regarding the Vinton Famers’ Market please call (540) 983-0645 or email cbarbour@vintonva.gov. Selling Goods at the Vinton Famers’ Market Approved vendors may sell the following goods: • Locally grown produce. • Prepared foods. Baked goods such as cakes, fruit pies, breads, cookies, brownies, vinegar dressings, dried herbs, rubs and seasonings for cooking are acceptable. No cream filled pastries, custards, cream cheese filled items, or other items filled with dairy products are acceptable. All baked goods must be labeled as follows: product name, list of ingredients in order of predominance, accurate statement of the quantity in terms of weight, measure, or count as appropriate, name and address of the person preparing the item. *Vendors who intend to sell foods that are processed in the home must be familiar with Section 3.2-5130 of the 1950 Code of Virginia, as amended. See attached as Appendix A of the Guidelines. • Canned Goods including jams, jellies and honey. All canned goods must be labeled as follows: product name, list of ingredients in order of predominance, accurate statement of the quantity in terms of weight, measure, or count as appropriate, name and address of the person preparing the item. Apple butter and similar butters require a kitchen inspection by the Virginia Department of Agriculture. Vendors must be familiar with the Virginia Department of Agriculture. • Highly acidified canned goods such as pickled cucumbers, pickled beets, chow-chow and salsa can be sold if the vendor has an inspection report from the Virginia Department of Agriculture, Bureau of Food Inspection, (804) 786-3520. Home canned food products (low acid can foods) such as vegetables, meats, etc. cannot be sold. • Eggs and Cheese may be permitted for sale; however, they must be kept on ice or cooling at 40 degrees or below and meet all local, state, and federal regulations. 2 • Meats. The market allows the following meats to be sold with a properly approved application permit: grass-finished beef, goat, lamb, and pork. These are allowed with the following stipulations: Vendors certify that their meats are from an animal raised solely by the vendor from start to finish. If animal is not born on their farm, the vendor can vouch that their animal still meets the requirements of being hormone-free and antibiotic-free when purchased, and throughout the remainder of its growth cycle, and the vendor has raised the animal for a minimum of at least 6 months. Products must meet all local, state, and federal governmental regulations for retail sale and be maintained at an approved temperature until sold. Proper labeling and necessary processing inspection reports are required for market sales and paperwork must be available for market management if requested. In addition: Beef must be pasture-raised, finished on grass, and receive no hormones, preventative antibiotics, or grain. Animals must be raised on pastures that are rotationally grazed, free of pesticides and herbicides. Goat and Lamb must be pasture-raised, and receive no hormones or preventative antibiotics. Animals must be raised on pastures that are free of pesticides and herbicides. Animals must not be supplied with feed or supplements containing any animal by-products, antibiotics, chemical wormers, or any other drugs. Pork must be free of preventative antibiotics, synthetic hormones, or pesticides in production. Feed given must not have contained antibiotics, chemical wormers, or any other drugs. Swine must be allowed regular access to the outdoors with plenty of room to move around and express natural behaviors. All meat must be kept on ice or cooling at 40 degrees or below and meet all local, state, and federal regulations for retail sale. • Live Plants such as fresh greenery, homegrown cut flowers, balled in burlap or container Christmas trees, or cut Christmas trees. • Original Art and Handmade Crafts made by the vendor. No kits or pre-manufactured items are permitted. Craft items are defined as handcrafted decorative and/or functional items, including metal works, wooden items, glass, jewelry, leather, textiles, baskets, fiber items (knit, crochet, woven, etc.), cards, soaps, lotions, mosaics, candles. Fine Art items are defined as paintings, prints, pastels, pencil, photography, hand-made jewelry, pottery, sculpture, mixed media, stained glass, fiber art (weaving, spinning, painted silk). • Food Trucks and Pop-up Vendors must comply with the state and local health department rules and regulations and complete a Food Truck Application that may be obtained through the Community Programs Office at the Vinton War Memorial. Food trucks and vendors must provide a copy of their permit with expiration date. Each vendor must comply with the Food Protection Accreditation Program requirements as set forth by the State of Virginia. 3 Hours of Operation The Vinton Farmers’ Market will operate from April through October, Tuesday through Saturday from 9:00 a.m. until 6:00 p.m. The Town of Vinton reserves the right to change or modify the operating hours and season. Lease Agreement, Space Assignment and Parking Information for space availability and a Farmers’ Market Space Reservation Form may be obtained through the Community Programs Office at the Vinton War Memorial, 814 East Washington Avenue, Vinton, VA 24179, Monday through Friday. Vendors may also download and complete the Farmers’ Market application online at www.vintonva.gov. Spaces are available on a first-come, first-serve basis. A vendor may rent up to six spaces at any one time. The Market Manager will have the authority to approve or disapprove any items being offered for sale. The primary vendor has the first option to occupy a stall for which he or she has paid. A secondary renter is a vendor who has made an arrangement with the primary renter, and the Market Manager, to occupy a space during the primary renter’s absence. The primary vendor retains the first option for the space. One parking space per table is provided. No vendors will be allowed to sell except from designated spaces or accompanying parking spaces unless otherwise authorized by the Market Manager. Vendors may park in the space in front of their stalls. Vendors may sell from the parking space as long as it does not preclude other vendors’ access to their respective stalls. Vendors are not allowed overnight parking in the market area in preparation for the next day’s sales. If a vendor has not occupied his or her reserved space by 9:00 am, the space will be available to another vendor for the day. Spaces will be held open for vendors who inform the Market manager that they will be late due to circumstances beyond their control. Extenuating circumstances or safety and sanitation requirements may require and authorize the Market Manager to move market vendors to a location other than their leased space. The Town of Vinton reserves the right to deny or revoke any lease when it is considered to be in the best interest of the Market. The Town of Vinton shall give 30 days’ written notice prior to such cancellation or change. All vendors shall be held responsible for the actions of their employees, agents, or persons working with or for the vendor. Fee Schedule Fees to be charged shall be in accordance with the Taxes, License and Fees Schedule established and approved by Town Council. Spaces/tables are available on a paid, reserved basis. Fees are payable in advance at the Vinton Municipal Building, Treasurer’s Office, 311 South Pollard Street, Vinton, Monday through Friday, 8:00 a.m. – 5:00 p.m., (540) 983-0608; or at the Vinton War Memorial, 814 East Washington Avenue, (540) 983-0645. Make checks payable to the Town of Vinton. For monthly or annual vendors, fees are payable in full before the first day of each month. Daily vendors may pay onsite for days they occupy vendor space(s). Payments will be accepted for a maximum of seven months. Failure to meet the terms of the rental agreement, to comply with approved market procedures, or to make payment of fees on time will be considered as just cause to immediately cancel any lease without prior notice. A 10-day grace period will be strictly enforced for collection of rental fees. 4 Licenses, Taxes and Permits Any person using the Vinton Farmers’ Market for the purpose of offering for sale any items on the premises must comply with all federal, state, and local ordinances. The collection and filing of all related taxes are the responsibility of the individual vendor. Vendors selling on the market must obtain a sales tax ID number. If vendors sell prepared food, a Registration for Tax Collection Form must be secured from the Town of Vinton, Treasurer’s Office, (540) 983-0608. Vendors are responsible for Prepared Food and Beverage Tax. The registration form can be found online at www.vintonva.gov. All weighing scales must have a current valid certification sticker signed by the inspector from the Virginia Department of Weight and Measures. All vendors are responsible for making sure they are operating legally. Health, Sanitation, and Safety The Town of Vinton will provide and empty all public litter containers for use by vendors and customers in the Market area. Vendors will be responsible for the collection and removal of all refuse generated from sales at their stall. All refuse is to be disposed of in the Dumpster. Vendors must ensure that their stall/space is left clean and orderly at the end of each day. Failure to clean up the assigned area will result in a loss of lease. The Town of Vinton will not be responsible for damage or loss of any personal belongings left unattended. Vendors who bring small children brought to the Market must ensure that the children remain within the vendor’s leased area and be kept under adult supervision at all times. The Market Manager shall have the authority to expel from the Market any person under the influence of intoxicants, exhibiting disorderly conduct, gambling, or otherwise violating Market regulations. Persons refusing to leave the premises after being requested to do so by the Market Manager will be considered to be trespassing. Lessee and his/her representatives agree to protect and hold the Town of Vinton harmless and to indemnify the Lessor, its officers, and employees form any and all claims, demands, suits, actions, judgments, and recoveries, for damage, theft or injury (including death) to property or person occurring as a result of lessee’s use of the leased property, including loss or injury resulting to the Lessee, as the result of electrical or equipment failure, or any other cause whatsoever. Structural Vendors must provide their own equipment and any additional set-up materials for display of items. Vendors may not use nails or other set-up materials that may permanently damage stall space or tables. No signs or advertisements are to be attached to the buildings or tables by staples, screws, nails, etc. Any sign that a vendor wishes to use in his own selling area must first be approved by the Market Manager. No sign shall be used for commercial promotional activities of an advertising nature designed to attract public attention or support for a product, commodity or service that is not available for sale at such stall or the promotion for any business, political, controversial, or commercial entity. The Town of Vinton will issue a regulation sign for vendors ‘assigned space. Any needed repairs, hazardous conditions, or problems in the Market area should be reported to the Market Manager. 5 General Proper dress will be required by all vendors and approved by the Market Manager. Proper language for a family atmosphere is also expected. No person shall make a public outcry, do “hawking” or give any musical or other entertainment for the purpose of drawing customers or attracting attention without prior permission from the Market Manager. Vendors who violate any Vinton Farmers’ Market regulations will be first given an oral warning by the Market Manager. Upon second violation, the vendor will be given a written warning from the Community Programs & Facilities Director, and a third violation will result in the vendor losing their lease with no refunds. Community Events The Vinton Farmers’ Market has several community events during the market season. The goals of each event are the overall promotion of the Farmers’ Market, the downtown area, and the Town of Vinton in general. The events encourage people to get acquainted with the market and return on a regular basis. Community Events include any event sponsored, co-sponsored, hosted, or space provided by the Vinton Farmers’ Market/Town of Vinton on the market grounds. These events include the Arts and Craft Shows, Shake, Bake & Spout Children’s Events, Mingle at the Market Concerts, Vinton Dogwood Festival, Fall Festival/Oktoberfest/Rocktoberfest, Steakfest, or special-requested events approved through the Town Manager’s Office and Community Programs Office. Due to set-up time required or safety considerations, these events may require closing of the market to the public during regular market hours. Vendors will be notified in advance of any changes to the schedule. Vendors may be required to relocate or remove products during these events. Vendors will receive a refund on a prorate basis for vendor space not available. The Town of Vinton reserves the right to change market hours or availability. Temporary food establishments (food vendors, food trucks, etc.) or festival organizers for any community event are responsible for obtaining and providing the appropriate Temporary Food Permits from the Roanoke County Health Department. Forms and applications can be found online at http://www.vdh.virginia.gov. Street closing requests are to be submitted no less than 30 days in advance of the community event to the Town Manager’s Office. This enables the Town of Vinton to contact the appropriate departments and property owners affected by a street closing. Requests for a Street Closing Permit can be found online at https://www.vintonva.gov. Adopted by Resolution No. ________on , 2020. 1.Food manufacturing plants operating under a grant of inspection from the Office of Meat and Poultry Services or a permit from the Office of Dairy and Foods in the Department; and Grade A fluid milk manufacturing plants and shellfish and crustacea processing plants operating under a permit from the Virginia Department of Health; 2.Nonprofit organizations holding one-day food sales; 3.Private homes where the resident processes and prepares candies, jams, and jellies not considered to be low-acid or acidified low-acid food products, dried fruits, dry herbs, dry seasonings, dry mixtures, coated and uncoated nuts, vinegars and flavored vinegars, popcorn, popcorn balls, cotton candy, dried pasta, dry baking mixes, roasted coffee, dried tea, cereals, trail mixes, granola, and baked goods that do not require time or temperature control after preparation if such products are: (i) sold to an individual for his own consumption and not for resale; (ii) sold at the private home or at farmers markets; (iii) not offered for sale to be used in or offered for consumption in retail food establishments; (iv) not offered for sale over the Internet or in interstate commerce; and (v) affixed with a label displaying the name, physical address, and telephone number of the person preparing the food product, the date the food product was processed, and the statement "NOT FOR RESALE -- PROCESSED AND PREPARED WITHOUT STATE INSPECTION" shall be placed on the principal display panel. Nothing in this subdivision shall create or diminish the authority of the Commissioner under § 3.2-5102; 4.Private homes where the resident processes and prepares pickles and other acidified vegetables that have an equilibrium pH value of 4.6 or lower if such products are (i) sold to an individual for his own consumption and not for resale; (ii) sold at the private home or at farmers markets; (iii) not offered for sale to be used in or offered for consumption in retail food establishments; (iv) not offered for sale over the Internet or in interstate commerce; (v) affixed with a label displaying the name, physical address, and telephone number of the person preparing the food product, the date the food product was processed, and the statement "NOT FOR RESALE -- PROCESSED AND PREPARED WITHOUT STATE INSPECTION" shall be placed on the principal display panel; and (vi) not exceeding$3,000 in gross sales in a calendar year. Nothing in this subdivision shall create or diminish the authority of the Commissioner under § 3.2-5102; 5.Private homes where the resident processes and prepares honey produced by his own hives, if: (i) the resident sells less than 250 gallons of honey annually; (ii) the resident does not process and sell other food products in addition to honey, except as allowed by subdivisions 3 and 4; (iii) the product complies with the other provisions of this chapter; and (iv) the product is labeled "PROCESSED AND PREPARED WITHOUT STATE INSPECTION. WARNING: Do Not Feed Honey to Infants Under One Year Old." Nothing in this subdivision shall increase or diminish the authority of the Commissioner under § 3.2-5102; and 6.Retail establishments that (i) do not prepare or serve food; (ii) sell only food or beverages that are sealed in packaging by the manufacturer and have been officially inspected in the manufacturing process; (iii) do not sell infant formulas; (iv) do not sell salvaged foods; and (v) certify to the Department that they meet the provisions of this subdivision. B.Nonprofit organizations, private homes, and retail establishments that qualify for an exception under subsection A shall be exempt from inspection and the inspection fees. Nothing in this section shall prevent the Department from inspecting any nonprofit organization, private home, or retail establishment if a consumer complaint is received. C.Any person who violates any provision of this section is guilty of a Class 1 misdemeanor. Code of Virginia Title 3.2. Agriculture, Animal Care, and Food Chapter 51. Food and Drink § 3.2-5130. Inspections required to operate food establishment. A. It is unlawful to operate a food manufacturing plant, food storage warehouse, or retail food store until it has been inspected by the Commissioner. This section shall not apply to: 1993, c. 936, § 3.1-398.1; 2003, c. 420; 2004, c. 953; 2008, cc. 459, 860; 2011, c. 316; 2013, c. 285. APPENDIX A Vinton Farmers’ Market 204 W. Lee Ave. Vinton, VA 540.983.0645 • cbarbour@vintonva.gov CHARLES R. HILL COMMUNITY CENTER 820 E. Washington Ave. Vinton, VA540.983.0645 • cbarbour@vintonva.gov Meeting Date May 19, 2020 Department Administration Issue Overview of Town Manager’s Recommended Budget for FY2020-2021 Summary The Town Manager and Treasurer/Finance Director will present the overview of the recommended budget that was delivered to Council on Friday, May 15, 2020. The FY2020-2021 proposed budget will be placed in the Town’s Dropbox and on the Town’s website on Monday, May 18, 2020. Attachments None Recommendations No action required Town Council Agenda Summary Meeting Date May 19, 2020 Department Finance/Treasurer Issue Finance Committee Summary The Finance Committee met through electronic means on May 12, 2020 and the following items were discussed at the meeting: • March 2020 Financial Statements • Walnut Avenue Bike/Ped Project (2nd Phase) Grant Appropriation • U.S. Census Bureau Grant Appropriation • Budget Review – FY2020 • Budget Review – FY2021 Attachments March 2020 Financial Report Summary Recommendations Motion to approve March 2020 Financial Report Town Council Agenda Summary Financial Report Summary March 31, 2020 Budget Budget Posted Posted Balance YTD General Fund 200 Revenues 7,527,870 4,971,698 837,930 5,444,939 473,241 110% Expenditures 7,527,870 6,228,720 599,231 6,040,750 (187,970) 97% Revenues over/(under) Expenditures (1,257,021) 238,698 (595,810) Grant Fund 250 Revenues 4,000 2,540,786 36,588 162,859 (2,377,927) 6% Expenditures 4,000 2,540,786 63,368 389,259 (2,151,527) 15% Revenues over/(under) Expenditures - (26,780) (226,400) Utility Fund 300 Revenues 3,722,500 2,484,518 102,582 2,630,865 146,347 106% Expenditures 3,722,500 2,682,313 267,970 2,431,985 (250,328) 91% Revenues over/(under) Expenditures (197,795) (165,389) 198,880 Capital Fund 400 Revenues 500,012 450,009 50,001 450,009 - 100% Expenditures 500,012 475,009 - 152,216 (322,793) 32% Revenues over/(under) Expenditures (25,000) 50,001 297,793 Stormwater Fund 600 Revenues 460,210 345,158 38,351 345,158 0 100% Expenditures 460,210 335,681 22,904 240,720 (94,961) 72% Revenues over/(under) Expenditures 9,477 15,447 104,438 Total All Funds Revenues 12,214,592 10,792,169 1,065,452 9,033,830 (1,758,339) 84% Expenditures 12,214,592 12,262,508 953,474 9,254,929 (3,007,579) 75% Revenues over/(under) Expenditures (1,470,339) 111,977 (221,100)