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HomeMy WebLinkAbout11/16/2021 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, November 16, 2021 AGENDA Consideration of: A. 6:00 p.m. - ROLL CALL AND ESTABLISHMENT OF A QUORUM B. MOMENT OF SILENCE C. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG D. UPCOMING COMMUNITY EVENTS/ANNOUNCEMENTS E. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS F. CONSENT AGENDA 1. Consider approval of minutes of Regular Meeting of November 2, 2021 G. AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS H. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda. I. TOWN ATTORNEY J. TOWN MANAGER 1. BRIEFINGS a. Briefing on Premium Pay from American Rescue Plan Act of 2021 (ARPA) Funds and Gratitude Bonus from the General Fund, Utility Fund and Stormwater Fund – Cody Sexton Sabrina M. McCarty, Vice Mayor Keith N. Liles, Council Member Laurie J. Mullins, Council Member Michael W. Stovall, Council Member Vinton Municipal Building 311 South Pollard Street Vinton, VA 24179 (540) 983-0607 2 b. Briefing on Memorandum of Understanding and Certification for Use of State and Local Fiscal Recovery Funds for the COVID-19 ARPA SLFRF Municipal Utility Assistance Program – Anne Cantrell c. Briefing on the Virginia Occupational Safety and Health (VOSH) COVID- 19 Permanent Standard – Donna Collins 2. ITEMS REQUIRING ACTION 3. PROJECT UPDATES/COMMENTS K. REPORTS FROM COMMITTEES 1. Public Works Committee – Bo Herndon L. COUNCIL M. MAYOR N. CLOSED SESSION 1. Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) (6) of the 1950 Code of Virginia, as amended, for discussion of the investment of public funds in the town-owned sewer and water system where bargaining is involved and where, if made public initially, the town’s financial interest would be adversely affected. 2. Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) (29) of the 1950 Code of Virginia, as amended, for discussion of the award of a new or amended public contract concerning the town-owned sewer and water system, where discussion in an open session would adversely affect the town’s bargaining position or negotiating strategy. O. RECONVENE AND ADOPT CERTIFICATION OF CLOSED MEETING P. ADJOURNMENT NEXT COMMITTEE/TOWN COUNCIL MEETINGS: December 7, 2021 – 6:00 p.m. – Regular Council Meeting 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 Meeting Date November 16, 2021 Department Town Clerk Issue Consider approval of minutes of the Regular Meeting of November 2, 2021 Summary None Attachments November 2, 2021 minutes Recommendations Motion to approve minutes Town Council Agenda Summary 1 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 6:00 P.M. ON TUESDAY, NOVEMBER 2, 2021, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA MEMBERS PRESENT: Bradley E. Grose, Mayor Keith N. Liles Laurie J. Mullins Michael W. Stovall MEMBERS ABSENT: Sabrina McCarty, Vice Mayor STAFF PRESENT: Pete Peters, Town Manager Cody Sexton, Assistant Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Jeremy Carroll, Town Attorney Anne Cantrell, Finance Director/Treasurer Fabricio Drumond, Police Chief Anita McMillan, Planning & Zoning Director Chasity Barbour, Community Programs & Facilities Director Tim Lawless, Deputy Police Chief The Mayor called the regular meeting to order at 6:00 p.m. The Town Clerk Council Member Stovall and Mayor Grose present. Vice Mayor McCarty was absent. Roll call The Mayor next commented that the Vinton Presentation of the Colors. This would be followed by the awards, introductions and presentations and printed. After a Moment of Silence Pledge of Allegiance to the U.S. Flag. The next item on the agenda was the promotion and swearing in ceremony for Lawless to Captain. After comments from Chief Drumond, pre placement of his collar pins by his family, Clerk administered the Oath of O Timothy Lawless. Captain Lawless made brief comments. Chief Drumond next introduced Officer Milton Clark and Officer Bradford Postles and their families and made brief comments following which the Town Clerk administered the Oaths of Office to Officer Clark and 2 Chief Drumond next introduced Officer Brandon Charlton, Officer William Boyd and their families and made brief comments. Officers Clark, Postles, Charlton and Boyd to Vinton. The next item under awards, introductions, presentations and proclamations was the introduction Treasurer’s Office. comments and introduced Kimberly Hunter, Financial Analyst and Mary Butler, Cus both of them to the Town. With regard to 2021 ISA Gold Leaf Award for Outstanding Arbor Day Activities, commented that the Stovall was Chairman of the School Board time. The Mayor has attended all of the Arbor Day Celebrations since he became Mayor in 2004. After additional comments, th worked hard to help the Town earn this award. announcements, Council Member Liles announced the following: November 5 – 7:30 p.m. – VT Hockey v. WVU – Lancerlot; November 6 – 7:30 p.m. – VT Hockey v. Rowan – Lancerlot and November 8-12 – stormwater pipe repair. Council Member Liles made a motion to adopt the seconded by Council Member Mullins and carried by the following vote, with all members voting: Vote 4-0; Yeas (4) – Liles, Mullins, Stovall, Grose; Nays (0) – None; Absent (1) - McCarty. Approved minutes of Regular Meeting of October 19, 2021 The next item on the agenda was to consider Advisory Committee matter at their October 19, 2021 meeting. Council Member Stovall by Council Member Liles and carried by the following vote, with all members voting: Vote 4-0; Yeas (4) – 3 Liles, Mullins, Stovall, Grose; Nays (0) – None; Absent (1) - McCarty. the Vinton Advisory Committee The next item on the agenda was to consider adoption of a Resolution Historic Preservation Fund (ESHPF) Sub-Award Agreement and the Historic Preservation Agreement (DHR). October 19, 2021 meeting. commented that Staff met with representatives from DHR on site last Thursday along with the contractor item by item on the processes that this grant will pay for to confirm that each of the aspects of the work was forward. Council Member Mullins made a motion to adopt the Resolution as presented by Council Member Liles and carried by the following vote, with all members voting: Vote 4-0; Yeas (4) – Liles, Mullins, Stovall, Grose; Nays (0) – None; Absent (1) - McCarty. Adopted Resolution No. 2462 authorizing Emergency Suppl Preservation Fund (ESHPF) Sub-Award Agreement and the Historic Preservation Redevelopment project from the Virginia The Town Manager commented on the recruitment efforts of Staff and the new employees and the success of the Downtown Trick or Treating. Council Members commented on the Downtown Trick or Treating, Town Staff and the stormwater pipe repair on Walnut Avenue Treating Avenue, the 52nd Anniversary Event of the Roanoke Valley-Alleghany Regional Commissio student debate that he attended at Roanoke Catholic. Council Member Mullins made a motion to adjourn the meeting; Council Member Liles vote, with all members voting: Vote 4-0; Yeas (4) – Liles, Mullins, Stovall, Grose; Nays (0) – None; Absent (1) - McCarty. The meeting was adjourned at 4 APPROVED: ________________________________ Bradley E. Grose, Mayor ATTEST: _________________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date November 16, 2021 Department Administration Issue Briefing on draft Ordinance authorizing Premium Pay up to the amount of $138,869 from ARPA funds and Gratitude Bonus from the General Fund up to the amount of $37,813, from the Utility Fund up to the amount of $13,887 and from the Stormwater Fund up to the amount of $781 Summary In the 2021 General Assembly Special Session II, the State approved the allocation of federal American Rescue Plan Act (ARPA) to the Compensation Board to provide a one-time $3,000 bonus payment for sworn sheriffs, sheriffs’ deputies and regional jail officers. Although the Town does not have any compensation board positions, it would like to offer the same benefit to the public safety and public works employees whose job functions were critical to the community and who faced a higher level of potential transmission from working with the public. Section 15. 2- 1508 of the 1950 Code of Virginia, as amended, authorizes the governing body of any locality to pay monetary bonuses to its officers and employees. Staff recommends that the proposed premium pay and gratitude bonuses be paid to recognize the services rendered by Town police officers and employees during these difficult economic times. The Finance Committee will review this matter at its November 15, 2021 meeting. This item will be on the December 7, 2021 agenda for Council’s consideration to authorize the payment of the bonuses on December 14, 2021. Attachments Draft Ordinance Recommendations No action required Town Council Agenda Summary 1 ORDINANCE NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, DECEMBER 7, 2021, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179. WHEREAS, the 2021 General Assembly Special Session II approved the allocation of federal American Rescue Plan Act (ARPA) to the Compensation Board to provide a one-time $3,000 bonus payment for Compensation Board funded sworn sheriffs, sheriffs’ deputies and regional jail officers; and WHEREAS, the Town does not have any eligible compensation board positions but would like to offer a bonus to essential employees in recognition and appreciation of employees’ hard work and dedication during the COVID-19 pandemic; and WHEREAS, it is proposed that sworn positions of the Police Department and essential employees of the Public Works Department receive a $3,000 bonus of ARPA premium pay based on certain work criteria required for eligibility from the ARPA; and WHEREAS, it has been further proposed that all other full-time and part-time Town employees receive a gratitude bonus and that such bonuses be paid from the Town through operating budget transfers from each applicable Fund; and WHEREAS, Section 15. 2- 1508 of the 1950 Code of Virginia, as amended, authorizes the governing body of any locality to pay monetary bonuses to its officers and employees; and WHEREAS, the Vinton Town Council deems that it is in its best interests to authorize the payment of the proposed premium pay and gratitude bonuses to recognize the services rendered by Town police officers and employees during these difficult economic times and would like to make this payment on December 14, 2021. NOW THEREFORE, BE IT ORDAINED by the Council of the Town of Vinton, Virginia as follows: 1. The Town Manager is hereby authorized to pay premium pay on December 14, 2021 to public safety employees from ARPA Funds as follows: a. If employed prior to July 1, 2021, full-time uniformed, sworn public safety employees and essential public works employees shall receive $3,000 in ARPA premium pay. b. If employed after July 1, 2021, full-time uniformed, sworn public safety employees and essential public works employees shall receive $1,500 in ARPA premium pay. c. Such premium pay is not a true bonus, and reflects a retroactive payment of $13 per hour for a maximum of 231 hours as provided for in ARPA guidance provided by the United States Department of the Treasury. 2 d. Such total payments from appropriated ARPA funds may be up to the amount of $138,869. 2. The Town Manager is hereby authorized to pay a gratitude bonus on December 14, 2021 to all other Town of Vinton employees as follows: a. If employed prior to July 1, 2021, all regular Full-Time employees not receiving premium pay shall receive a $2,000 gratitude bonus. b. If employed after July 1, 2021, all regular Full-Time employees not receiving premium pay shall receive a $1,000 gratitude bonus. c. If employed prior to July 1, 2021, all regular Part-Time employees not receiving premium pay shall receive a $500 gratitude bonus. d. If employed after July 1, 2021, all regular Part-Time employees not receiving premium pay shall receive a $250 gratitude bonus. e. Such total payments from the General Fund may be up to the amount of $37,813, from the Utility Fund may be up to the amount of $13,887, and from the Stormwater Fund may be up to the amount of $781. 3. Town employees qualifying for the premium pay/gratitude bonus are further defined as full- time and regular part-time employees who are in an active pay status at the time the bonus is paid. Regular full- time employees are those listed in the Town of Vinton Pay Classification Plan. 4. The Vinton Town Council does hereby approve the transfers as shown on the attached Budget Transfers Detail Listing. This ordinance adopted on motion made by Council Member and seconded by Council Member , with the following votes recorded: AYES: NAYS: APPROVED: Bradley E. Grose, Mayor ATTEST: Susan N. Johnson, CMC, Town Clerk Meeting Date November 16, 2021 Department Finance Department/Treasurer Issue Briefing on Memorandum of Understanding and Certification for Use of State and Local Fiscal Recovery Funds for the COVID-19 ARPA SLFRF Municipal Utility Assistance Program Summary On March 11, 2021 the President of the United States signed into law the American Rescue Plan Act (ARPA) to provide continued relief from the impact of the COVID-19 pandemic. The Town of Vinton (“Town”) has been notified that it has been awarded federal State and Local Recovery Funds (SLFRF) through the American Rescue Plan Act (ARPA) in the amount of $118,089.97. The award shall be used to directly assist residential municipal utility customers of Town of Vinton with arrearages greater than 60 days for the time period between March 12, 2020 and August 31, 2021. Roanoke County (“County”) has agreed to act as the Town’s fiscal agent as required by the Virginia Department of Housing and Community Development (“DHCD”) to facilitate assistance to eligible customers and both parties have agreed to a Memorandum of Understanding (“MOU”). In order to receive the SLFRF Funding, the Town and County must also complete a Certification for Receipt of Use of State and Local Fiscal Recovery Funds. Both the County Attorney and the Town Attorney have reviewed and approved the MOU and Certification as to form. Council will need to consider adoption at their December 7th meeting of a Resolution approving the MOU and an Ordinance appropriating the funding within the Town’s Governmental Grant Fund. Roanoke County will also consider briefing and action for this item by December 14, 2021. Attachments Memorandum of Understanding Certification for Receipt of Coronavirus Relief Fund Payments Recommendations No action required Town Council Agenda Summary 1 MEMORANDUM OF UNDERSTANDING FOR COVID-19 MUNICIPAL UTILITY ASSISTANCE PROGRAM IMPLEMENTATION THIS MEMORANDUM OF UNDERSTANDING FOR COVID-19 MUNICIPAL UTILITY ASSISTANCE PROGRAM IMPLEMENTATION (“Memorandum”) is made and entered into the ____ day of December 2021, by and between the COUNTY OF ROANOKE (the “County”), and the TOWN OF VINTON (the “Authority”) (each a “Party” and jointly the “Parties”). BACKGROUND A. Federal ARPA Funds. On March 11, 2021 the President of the United States signed into law the American Rescue Plan Act (ARPA) to provide continued relief from the impact of the COVID-19 pandemic. B. Virginia’s Utility Assistance Program. The Commonwealth of Virginia has allocated a share of the State and Local Fiscal Recovery Funds to a Municipal Utility Assistance Program pursuant to section 602 of the Social Security Act, as added by section 9901 of the American Rescue Plan Act, Pub. L. No. 117-2 (Mar. 11, 2021) and appropriated in Item 479.20, Chapter 1, 2021 Acts of Assembly, Special Session II. C. Authority’s APRA SLFRF Award. As a water and/or wastewater service provider and eligible “municipal utility” within the meaning of the Program, the Authority applied to the State Corporation Commission (“SCC”) for a sub-allocation of the appropriated funds for the purpose of providing direct assistance to its customers in accordance with applicable federal and state laws, regulations and guidance (“SLFRF Rules”). The SCC and/or the Virginia Department of Housing and Community Development (“DHCD”) issued an award letter to Authority (Exhibit A hereto), committing to funding assistance for eligible customers of the Authority in a specified amount (“Authority SLFRF Funds”). D. Local Implementation. The County and the Authority desire to collaborate for the timely, effective and efficient implementation of the Program and provision of assistance to their eligible utility customers in accordance with the ARPA SLFRF Rules. The DHCD is responsible for assisting the SCC in the implementation of the Program and passing along awarded ARPA SLFRF funding to municipal utilities. On October 29, 2021, DHCD issued a letter providing additional information on the COVID-19 Municipal Utility Assistance Program (“DHCD Guidance”), which requires that the award to the Authority be disbursed through a partnering city or county serving as the fiscal agent with the Virginia Department of Accounts (“DOA”). The County is willing to serve as the required fiscal agent to facilitate assistance to eligible customers experiencing economic hardship due to the COVID-19 pandemic. AGREEMENT NOW, THEREFORE, in consideration of the mutual promises and obligations set forth in this Memorandum, including the recitals set forth above which are a material part of this Memorandum, the sufficiency of which is hereby acknowledged, the Parties agree as follows: 2 1. Fiscal Agent. The County agrees to act as the Authority’s fiscal agent as required by DHCD for the limited purpose of this Program. 2. Joint Certification. The County, in its capacity as fiscal agent, agrees to make the certification required by DHCD substantially in the form as shown in Exhibit B hereto (or any modification thereto made by DHCD and found to be agreeable by the County). 3. Funds Pass-Through. The County agrees to transfer the Authority ARPA SLFRF Funds to the Authority promptly upon the County’s receipt of such funds from DOA. 4. Compliance and Recordkeeping by Authority. The Authority agrees to comply with all applicable ARPA SLFRF Rules and maintain records of its expenditures of the Authority SLFRF Funds for a period of five years and provide the County with copies of such records at no expense upon its request. 5. Repayment and Indemnification by Authority. If the United States or the Commonwealth lawfully requires repayment of some or all of the Authority ARPA SLFRF Funds, the Authority agrees to repay such amount to the County (or directly to the United States or the Commonwealth as applicable) for such purpose within twenty (20) days of any such requirement. In addition, Authority agrees to indemnify and hold the County harmless from any liability to the United States or the Commonwealth resulting from any act or omission of the Authority in its administration of the Authority ARPA SLFRF Funds, including as a result of any violation by the Authority of the ARPA SLFRF Rules. In the event that any suit or proceeding is brought against the County by the United States or the Commonwealth, the Authority, upon notice given to it by the County, will pay all costs of defending the County in any such action or other proceeding, including attorney’s fees. In the event of any settlement or any final judgment being awarded against the County, either independently or jointly with the Authority, the Authority will pay such settlement or judgment in full, pay all costs and expenses thereof, and hold the County harmless therefrom. The Authority shall bear no responsibility for the acts or omissions of the County or its officers or employees. 6. Return of Unexpended Authority ARPA SLFRF Funds. If all of the Authority CRF Funds are not expended to assist utility customers by any applicable deadline under the Program such that Authority is obligated to return unexpended funds to the Commonwealth, the Authority and the County shall coordinate to accomplish the return of such funds in a timely manner in accordance with the ARPA SLFRF Rules. 7. Acknowledgment of Required Information. In accordance with the DHCD Guidance and related federal requirements for pass-through entities (2 C.F.R. §200.332), Authority hereby acknowledges receipt of Exhibit C hereto and the additional information set forth therein. 8. Further Cooperation. The Parties shall continue to cooperate with each other as reasonably necessary to confirm or bring about the transfers contemplated by this Agreement. 9. Term. This Memorandum shall be in effect from the date on which it is executed by the Parties through June 30, 2022. 3 10. Governing Law; Severability. This Agreement shall be construed in accordance with and governed for all purposes by the laws of the Commonwealth of Virginia. If any word or provision of this Agreement as applied to any Party or to any circumstance is adjudged by a court to be invalid or unenforceable, the same shall in no way affect any other circumstance or the validity or enforceability of any other word or provision. 11. Entire Agreement; Amendments. This Agreement contains the entire integrated agreement between the Parties as to the subject matter hereof and supersedes all previous written and oral negotiations, commitments, proposals and writings. No amendments may be made to this Agreement except by a writing signed by both Parties. 12. Counterparts; Signatures; Copies. This Agreement may be executed in counterparts, both of which shall be deemed an original, but all of which together shall constitute one and the same instrument. A facsimile or scanned signature may substitute for and have the same legal effect as an original signature. Any copy of this executed Agreement made by photocopy, facsimile or scanner shall be considered the original for all purposes. 13. Authorization. Each Party represents that its execution, delivery and performance under this Agreement have been duly authorized by all necessary action on its behalf, and do not and will not violate any provision of its charter or enabling legislation or result in a material breach of or constitute a material default under any agreement, indenture, or instrument of which it is a party or by which it or its properties may be bound or affected. [SIGNATURES TO FOLLOW] 4 IN WITNESS WHEREOF, the Parties hereto have caused the execution of this Memorandum of Understanding as of the date first written above. TOWN OF VINTON By: RICHARD W. PETERS, JR. TOWN MANAGER Approved as to form: ____________________________ Town Attorney COUNTY OF ROANOKE By: DANIEL R. O’DONNELL COUNTY ADMINISTRATOR Approved as to form: ____________________________ County Attorney __________________________________ Director of Finance Date [END OF SIGNATURES] State and Local Fiscal Recovery Fund Certification Form Page 1 Certification: CERTIFICATION FOR USE OF STATE AND LOCAL FISCAL RECOVERY FUNDS by COUNTY OF ROANOKE on behalf of TOWN OF VINTON We, the undersigned, represent the County of Roanoke and are working in partnership with the Town of Vinton (the utility), and we certify that: 1. On behalf of the Town of Vinton, the County of Roanoke is requesting the allotment of funding from the Commonwealth of Virginia’s share of the State and Local Fiscal Recovery Funds pursuant to section 602 of the Social Security Act, as added by section 9901 of the American Rescue Plan Act, Pub. L. No. 117-2 (Mar. 11, 2021) and appropriated in Item 479.20, Chapter 1, 2021 Acts of Assembly, Special Session II. 2. We understand that the Commonwealth of Virginia will rely on this certification as a material representation for distributing State and Local Fiscal Recovery funds to the County of Roanoke on behalf of the Town of Vinton. 3. We understand that it is our responsibility to ensure that funds are distributed by the County of Roanoke to the Town of Vinton for the approved uses of the State and Local Fiscal Recovery funds provided under section 602 of the Social Security Act will be used only to cover those costs that: a. are necessary expenditures incurred due to the public health emergency with respect to the Coronavirus Disease 2019 (COVID-19); or otherwise adhere to official federal guidance issued or that will be issued regarding what constitutes an eligible expenditure; and b. fulfill the purposes as appropriated by the General Assembly in Paragraphs B.1 and B.2 of Item 479.20, Chapter 1, 2021 Acts of Assembly, Special Session II. 4. We understand that funds provided pursuant to this certification are for necessary obligations incurred within the eligible program period for customer arrearages as of August 31, 2021, and must be expended to cover such obligations no later than February 28, 2022; and that any funds that are not obligated on or before February 28, 2022, by the County of Roanoke and the Town of Vinton, must be returned to Commonwealth of Virginia no later than March 31, 2022. 5. We understand that the County of Roanoke on behalf of the Town of Vinton will not be eligible to receive funding after the final certification deadline of January 21, 2022, from State and Local Fiscal Recovery Funds and the Town of Vinton may not commit to any such expenditures, pay any related expenses, or provide any such services from within existing resources not otherwise designated for such expenditures unless authorized by the General Assembly and the Governor in a future appropriation act. We further understand that after the State and Local Fiscal Recovery funds are expended, the program and related services will end at that time unless other fund sources have been appropriated for those purposes. State and Local Fiscal Recovery Fund Certification Form Page 2 6. We understand that expenditure of the State and Local Fiscal Recovery funds provided pursuant to this certification must adhere to official federal guidance issued or that will be issued regarding what constitutes a necessary and qualifying expenditure. Any State and Local Fiscal Recovery funds that cannot be expended by the Town of Vinton in a manner that adheres to official federal guidance shall be returned to the Commonwealth of Virginia so that it may be reprogrammed or returned to the federal government. I understand that any funds spent in violation of federal guidance may be subject to repayment by the County of Roanoke. 7. We understand that the County of Roanoke and the Town of Vinton are responsible for retaining documentation of all uses of the State and Local Fiscal Recovery funds, including but not limited to contracts, MOUs, past due account ledgers, and/or grant award documents. Such documentation shall be produced upon request. 8. We understand that the County of Roanoke and the Town of Vinton are responsible for maintaining proper accounting records to segregate these State and Local Fiscal Recovery expenditures from those supported by other fund sources and that all such records will be subject to audit. 9. We agree to follow and fully participate in reporting requirements issued by the Department of Accounts for the purposes of ensuring the Commonwealths’ compliance with federal reporting guidance for State and Local Fiscal Recovery funds. 10. We understand that State and Local Fiscal Recovery funds provided pursuant to this certification must be used for a qualifying purpose as stated in federal law and guidance and the Town of Vinton may not identify this qualifying category as revenue replacement unless prior permission has been granted by the Governor pursuant to Paragraph B.3.a of Chapter 1, 2021 Acts of Assembly, Special Session II. 11. We understand that any State and Local Fiscal Recovery funds received pursuant to this certification cannot be used for expenditures for which the Town of Vinton has received from any other emergency COVID-19 supplemental funding (whether state, federal, or private in nature) for that same expense nor may State and Local Fiscal Recovery funds be used for purposes of matching other federal funds unless specifically authorized by federal statute, regulation, or guideline. State and Local Fiscal Recovery Fund Certification Form Page 3 We certify that I have read the above certifications and my statements contained herein are true and correct to the best of our knowledge. City or County Chief Administrative Officer (CAO) Authorized Official Representing Municipal Utility Allocated Funds by SCC Name of City or County: COUNTY OF ROANOKE Name of Municipal Utility: TOWN OF VINTON Printed Name of CAO: DANIEL R. O’DONNELL Printed Name of Municipal Utility Official: RICHARD W. PETERS, JR. Signature: Signature: COUNTY ADMINISTRATOR TOWN MANAGER Please provide city/county DUNS number:062353610 Please provide municipal utility DUNS number: 0101574052 State and Local Fiscal Recovery Fund Certification Form Page 4 Certification Addendum Federal Requirements for information to be included in agreement between county/city and municipal utility §200.332 Requirements for pass-through entities. All pass-through entities must: (a) Ensure that every subaward is clearly identified to the subrecipient as a subaward and includes the following information at the time of the subaward and if any of these data elements change, include the changes in subsequent subaward modification. When some of this information is not available, the pass-through entity must provide the best information available to describe the Federal award and subaward. Required information includes: (1) Federal award identification. (Coronavirus State and Local Fiscal Recovery Funds (ARPA SLFRF), ALN 21.027.) (i) Subrecipient name (which must match the name associated with its unique entity identifier); The County of Roanoke (ii) Subrecipient's unique entity identifier; 062353610 (iii) Subaward Period of Performance Start and End Date; October 29, 2021, and March 31, 2022, deadline to return funds (iv) Subaward Budget Period Start and End Date; October 29, 2021, and March 31, 2022, deadline to return funds (v) Amount of Federal Funds Obligated by this action by the pass-through entity to the subrecipient; $118,089.97 (vi) Total Amount of Federal Funds Obligated to the subrecipient by the pass-through entity including the current financial obligation; $118,089.97 (vii) Total Amount of the Federal Award committed to the subrecipient by the pass- through entity; $118,089.97 (viii) Federal award project description, as required to be responsive to the Federal Funding Accountability and Transparency Act (FFATA); ARPA SLFRF: Municipal Utility Relief Program to Assist Residential Customers (ix) Name of Federal awarding agency, pass-through entity, and contact information for awarding official of the Pass-through entity; U.S. Treasury Department awarding agency / Commonwealth of Virginia pass-through entity / Contact for Pass-through Entity: Erik Johnston, Director, VA Department of Housing and Community Development, 600 East Main Street, Suite 300, Richmond, VA 23219, (804) 371-7000 State and Local Fiscal Recovery Fund Certification Form Page 5 (x) Assistance Listings number and Title; the pass-through entity must identify the dollar amount made available under each Federal award and the Assistance Listings Number at time of disbursement; CFDA Number and Title are 21.027, Coronavirus State and Local Fiscal Recovery Funds. (xi) Identification of whether the award is R&D; and This is not R&D award (xii) Indirect cost rate for the Federal award (including if the de minimis rate is charged) per §200.414. No indirect costs can be charged by county/city or municipal utility COVID-19 ARPA SLFRF Municipal Utility Relief Program Certification Addendum Appendix A: Utility Arrearage Analysis to Substantiate Residential Customer Pre- Qualification In order for the Commonwealth to authorize pre-qualification of the municipal utility’s residential customer population impacted by the COVID-19 pandemic (i.e., residential customers with 60+ day arrearages as of August 31, 2021), by municipal utilities participating in the COVID-19 ARPA SLFRF Municipal Utility Relief Program, each awarded municipal utility is required to demonstrate that the program population is experiencing negative economic impacts as a result of the pandemic. Pre- qualification is based on guidance from the U.S. Treasury indicating that it is acceptable to demonstrate that households receiving assistance are within a population that experienced a negative economic impact and endorsing use of categories of populations for program implementation purposes (e.g., populations that have experienced unemployment, have experienced increased housing or food insecurity, or are low- or moderate-income). Consistent with the population-based approach to identifying negative economic impacts, in the context of the Municipal Utility Relief Program the Commonwealth is requiring each municipal utility to answer one of the following comparative questions to demonstrate that 60+ day residential customer population arrearages have been negatively impacted as compared to the program population’s status prior to the pandemic. The following data backed analysis demonstrating negative economic impacts of the pandemic on the basis of increased residential customer population arrearages under either comparison test will authorize the municipal utility’s residential customer population group to be eligible without the need for individual customer attestations. All municipal utilities must complete this analysis. If the analysis demonstrates the negative economic impacts, the municipal utility will be required to pre-qualify their program population and provide this assistance to this entire population group without individual customer attestations. Municipal utilities, whose analysis does not prequalify the entire population group will be required to collect individual customer attestations. Utilities must submit with this Appendix accounting data supporting the selected option. 1. Comparison 1 (Accounts Receivable Comparison). Please provide the following or certify that the utility has the following: a. As of 2-29-2020 [or a billing cycle ended prior to March 1, 2020] i. Total Accounts Receivable Arrearage Balance / Annual Virginia jurisdictional Operating Revenues. Answer: ____________________ b. As of 8-31-2021 [or a billing cycle ended prior to September 1, 2021] i. Total Accounts Receivable Arrearage Balance plus CRF received in 2020 / Annual Virginia jurisdictional Operating Revenues. Answer: ____________________ c. Is 1.a. is less than 1.b.? Answer: ____________________ (If YES, the municipal utility’s residential customer population meets the requirements for residential customer population pre-qualification.) OR 2. Comparison 2 (Arrearage Dollar Value Comparison) a. What is the dollar value of the municipal utility’s total 60+ day residential utility customer arrearages as of 8-31-2021 plus previously paid utility relief during the pandemic (e.g., CRF Municipal Utility Relief already paid or other utility relief paid that demonstrates the higher total arrearages that would otherwise be present)? Please note this figure can also COVID-19 ARPA SLFRF Municipal Utility Relief Program Certification Addendum Appendix A: Utility Arrearage Analysis to Substantiate Residential Customer Pre- Qualification be provided without including the additional utility relief provided during the pandemic. Answer: ____________________ b. What is the dollar value of the 1, 2, 3, 4 or 5 year average (circle one as applicable) of total 60+ day residential utility customer arrearages in the municipal utility’s most recent fiscal year(s) that ended pre-pandemic (i.e., before March 1, 2020). Answer: ____________________ c. Is 2.a. is greater than 2.b.? Answer: ____________________ (If YES, the municipal utility’s residential customer population meets the requirements for residential customer population pre-qualification.) OR 3. Comparison 3 (Percent of Customer Base Comparison) a. What is the percent of the municipal utility’s residential utility customer accounts with 60+ day arrearages out of all municipal utility customer accounts as of 8-31-2021? Answer: ____________________ b. What is the percent of the municipal utility’s residential utility customer accounts with 60+ day arrearages out of all municipal utility customer accounts as of 3-1-2020 (or as of the end of the most recent fiscal year that ended prior to 3-1-2020)? Answer: ____________________ c. Is 3.a. is greater than 3.b.? Answer: ____________________ (If YES, the municipal utility’s residential customer population meets the requirements for residential customer population pre-qualification.) For municipal utilities that are unable to complete Comparison 1, Comparison 2, or Comparison 3 but still think they could otherwise demonstrate their program population is experiencing negative economic impacts as a result of the pandemic compared to pre-pandemic times, please contact DHCD staff to discuss potential alternative means for computing and demonstrating such a comparison. Meeting Date November 16, 2021 Department Administration Issue Briefing on the Virginia Occupational Safety and Health (VOSH) COVID-19 Permanent Standard Summary The Virginia Occupational Safety and Health (VOSH) COVID-19 Permanent Standard) was effective January 27, 2021. In October, VOSH implemented updates to the Standard and these were to be implemented by Virginia employers by November 8, 2021. Small group training sessions were held the week of October 25th. The following changes were effective November 1, 2021 for all Town employees and included in our Infectious Disease Program. • Employee Classification no longer determines risk of transmission but employers are to follow the CDC Transmission Data Map. • All employees, regardless of vaccination status, are required to wear a face covering if 6 feet of physical distance cannot be maintained. • An anonymous Whistleblower Hotline was implemented for COVID-19 concerns and complaints. • Limits to workplace density were established for employees. • Employees are required to sanitize and disinfect their work spaces at the end of their shift. (Janitorial staff will clean and disinfect common areas daily) • Pre-screening will continue indefinitely. • Town will implement a symptom-based strategy for employees returning to work that have been known or suspected to be infected with COVID-19. Donna Collins will brief Council on the updated Standard and answer any questions. Attachments None Recommendations No action required Town Council Agenda Summary Meeting Date November 16, 2021 Department Public Works Issue Public Works Committee Summary The Public Works Committee met on November 9, 2021 and the following items were discussed at the meeting: • Signal Updates • Hardy Road Street Light Update • Paving Update • Meter Project Update • Private Stormwater Infrastructure Repair (Shepherd) • Mountain View Road Update Attachments None Recommendations No action required Town Council Agenda Summary Meeting Date November 16, 2021 Department Council Issue 1. Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) (6) of the 1950 Code of Virginia, as amended, for discussion of the investment of public funds in the town- owned sewer and water system where bargaining is involved and where, if made public initially, the town’s financial interest would be adversely affected. 2. Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) (29) of the 1950 Code of Virginia, as amended, for discussion of the award of a new or amended public contract concerning the town-owned sewer and water system, where discussion in an open session would adversely affect the town’s bargaining position or negotiating strategy. Summary None Attachments Certification of Closed Meeting Recommendations No action required Town Council Agenda Summary AT A CLOSED MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, NOVEMBER 16, 2021 AT 6:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. CERTIFICATION THAT A CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Town Council of the Town of Vinton, Virginia has convened a closed meeting on this date, pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act; and, WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Vinton Town Council that such closed meeting was conducted in conformity with Virginia Law. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council hereby certifies that to the best of each member's knowledge: 1. Only public business matters lawfully exempted from opening meeting requirements by Virginia law were discussed in the closed meeting to which this certification applies; and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Town Council. Motion made by ______________ and seconded by _____________________ with all in favor. ___________________________________ Clerk of Council